How to Write a Basic Disaster Plan for Your by fxs21421


									How to Write a Basic Disaster
      Response Plan

        Michele Stricker
  Library Development Bureau
    New Jersey State Library
              Heritage Health Index
   A Public Trust at Risk: The Heritage Health Index
    Report on the State of America's Collections

   A Public Trust at Risk summarizes the findings of the
    Heritage Health Index survey, which gathered
    collections data from over 3,300 archives, libraries,
    historical societies, museums, archaeological
    repositories, and scientific research organizations.
    Why Plan for a Disaster?

Louisville Public Library, 2009. Damages over $1 million
Preservation Planning Process
                      Needs Assessment

                                  Disaster Planning
           Preservation Plan             and



    Traits of a Good Disaster Plan

   Organized, Clear, Concise
   Practical, Easy to Use
   Adapted to Your Institution
   Distributed & Reviewed with Staff
   Updated Annually with Staff Retraining
Components of Disaster Planning

   Internal & External Survey of the Building
   Implementation of Preventative Measures
   Survey of Staff Practices
   Evaluation & Prioritization of Collections
The Building Survey

  Alabama Triana Public Library
        September 2009
Implementation of Preventive Measures
Data Protection
Survey of Staff Practices
Evaluation of Collections
Writing the Disaster Response Plan

    Biloxi Public Library, September 2005
      Photo: Christine Wiseman, Georgia Archives
The CoSA Pocket Response Plan
State Archives            FIRST RESPONDERS              ARCHIVES FACILITY                 RECORDS CENTER            EMERGENCY SERVICE             OTHER CONTACTS
Pocket Response           Police Department             Building Manager                  Building Mgr                                            Local government records
Plan™ (PReP™)              [phone]                        [name]                           [name]                   Conservator                   commission
                                                          [office phone] / [home phone]    [office phone] / [home    [name]                        [name]
INSTITUTIONAL             Fire Department               / [cell]                          phone] / [cell]            [phone]                       [phone]
CONTACTS                   [phone]
                                                        Building Staff                    Building Staff            Data Recovery Service         Local govt association(s)
Agency Head               Emergency                       [name]                           [name]                    [name]                        [phone]
 [name]                   medical/ambulance service       [office phone] / [home phone]    [office phone] / [home    [phone]
 [office phone] / [home    [phone]                      / [cell]                          phone] / [cell]                                         National Archives Regional
phone] / [cell]                                                                                                     Dehumidification Services     Office
                          Security                      Utilities                         Utilities                 (building)                     [phone]
Deputy Director            [phone]                                                                                   [name]
 [name]                                                 Electricity/gas                   Electricity/gas            [phone]                      National Archives
 [office phone] / [home   State EMA                      [name]                            [name]                                                 (Washington DC)
phone] / [cell]            [phone]                       [phone]                           [phone]                  Document Recovery              Howard Lowell - 301-837-
                                                        Telephone                                                   Services                      1567
State Archivist                                          [name]                           Telephone                 (freeze drying)                Ann Siebert - 301-837-1567
                          Local EMA
 [name]                                                  [phone]                           [name]                     [name]
 [office phone] / [home                                                                    [phone]                    [phone]                     Heritage Preservation
phone] / [cell]                                         Water                                                                                      202-233-0800
                          State Command Center
                                                         [name]                           Water                     Exterminator
State Records Manager                                    [phone]                           [name]                    [name]                       Natl Endowment for the
 [name]                                                                                    [phone]                   [phone]                      Humanities
 [office phone] / [home   State Police
                                                        Internet provider                                                                          800-NEH-1121
phone] / [cell]            [phone]
                                                         [name]                           Internet provider         Freezer Space
                                                         [phone]                           [name]                    [name]                       Institute for Museum &
Department/Section        Highway Patrol                                                                             [phone]                      Library Services
Manager1                   [phone]                                                                                                                 202-653-IMLS
 [name]                                                  [name]                           Elevators                 Industrial Hygienist (mold)
 [office phone] / [home   Sheriff                        [phone]                                                     [name]                       Natl Hist Publications &
phone] / [cell]            [phone]                                                                                   [phone]                      Records Comm
                                                        Security / fire system                                                                     202-357-5045
Department/Section        Centers for Disease Control   provider(s)                                                 Refrigerated Trucking
                                                                                          Security / fire system
Manager2                   [phone]                       [name]                                                     Service                       ARMA
 [name]                                                  [phone]                                                     [name]                        800-422-2762
 [office phone] / [home   Red Cross                                                        [phone]                   [phone]
phone] / [cell]            [phone]                      STATE GOVT OFFICIALS                                                                      Natl Assn of Govt Arch &
                                                        Chief Information Officer/IT                                REGIONAL                      Recs Admin
                                                                                          MUTUAL AID PARTNERS
Preservation Manager      DISASTER TEAM                 Dept                                                        PRESERVATION                   518-463-8644
 [name]                   Team Leader                    [name]                            [name]                   SERVICES
 [office phone] / [home    [name]                        [phone]                           [phone]                   [name]                       Society of American
phone] / [cell]            [office phone] / [home       Risk Manager                       [institution]             [phone]                      Archivists
                          phone] / [cell]                [name]                            [name]                    [name]                        312-922-0140
Local Governments Mgr     Member 1                       [phone]                           [phone]                   [phone]                      Council of State Archivists
 [name]                    [name]                       Department of Public Health        [institution]             [name]                       (CoSA)
 [office phone] / [home    [office phone] / [home        [phone]                           [name]                    [phone]
phone] / [cell]           phone] / [cell]               Purchasing Agent                   [phone]
State Archives                  Assessment, salvage,              Response checklist             Provide or coordinate             Protect vital records or       Using the FEMA
                                recovery                                                         emergency services                those containing sensitive     Conference Line
Pocket Response                                                   for statewide
                                                                                                                                   or personal data               800-320-4330
Plan™ (PReP™)                                                     response                                                                                        The toll-free conference line
                                Ensure that all hazards are                                      Obtain appropriate
                                                                  Follow these steps as you                                                                       may be used by any state
Response checklist              cleared before entry
                                                                  respond to an emergency
                                                                                                 permissions to enter disaster     Assess status of secure
                                                                                                 site from public safety           storage facilities             archives and/or records
for emergency in a                                                with a regional or statewide                                                                    management agency for
                                Assess and document                                              authorities, public health
state archives or                                                 impact.
                                                                                                 department                                                       records-related planning or
                                damage to holdings, building,                                                                      Check condition of vital
records facility                information systems                                                                                records
                                                                                                                                                                  response purposes.
                                                                  Identify and contact                                                                            To schedule a call on the
                                                                                                 Deliver services to
Follow these steps as you                                         agencies or repositories                                                                        line, contact a CoSA
                                What type of an emergency                                        repositories in need:             Obtain appropriate storage
respond to an emergency in                                        that might be affected                                                                          representative:
                                was it (fire, smoke, chemical,                                                                     space for threatened vital
the state archives or records                                                                                                                                     Vicki Walch
                                clean water, dirty water, heat,                                  Connect institutions in need      records
center.                                                           Establish mechanism for                                                                          319-338-0248 / 319-321-
                                humidity)?                                                       with services (send
                                                                  local governments to call in                                                                    0949 (c)
                                                                                                 vendor/supplier list from state   Determine if microfilm or      Jenifer Burlis-Freilich
Coordinate your Archives                                          and for state archives to
                                What areas have been                                             ARM emergency plan)               other duplicates of vital        573-635-7958 / 573-680-
response                                                          reach out using the
                                affected?                                                        Recruit volunteers                records are stored elsewhere   3041 (c)
                                                                  dedicated toll-free number
                                                                  provided by FEMA (see last                                                                      David Carmicheal
                                What is the nature of the e?      column)                        Provide supplies                  Assist affected agency or        678-364-3714
Notify public authorities and                                     Account for all affected                                        repository to establish
first responders                How much of the collection        repositories                   Facilitate trips                  salvage priorities             The CoSA representative will
                                has been affected?                Determine if state ARM is                                                                      relay your request to FEMA
Ensure that all staff and                                         holding a copy of affected     Conduct assessments               Educate and train              staff who will lock in the
visitors are safe and           What types of materials have      organizations’ emergency                                         responders                     schedule for the calls (to
accounted for                   been damaged?                     response plans                                                                                  prevent overlap of
                                                                                                 Assist with public relations
Recognize and define the                                                                                                                                          conferences) and maintain a
                                                                                                                                   Coordinate deployment of
emergency                                                         •Establish and maintain                                                                         log of all conference line
                                Are critical information                                         Provide recovery assistance       staff and volunteers to
                                                                  channels of                                                                                     activity.
                                systems functional / safe?                                                                         affected areas
Contact risk manager and                                          communication
insurance agent                                                   Make contact with state       Contact outside emergency                                        CoSA will provide you with
                                Maintain security                                                service providers                 Train response and salvage
                                                                  and local EMA (emergency                                                                        the pin number that call
Activate the Disaster Plan                                        management agency)                                                                              participants will use to
                                Stabilize the environment at      Post staff at EMA             Confirm funding sources for                                      connect to the conference
                                your facility                     Command Center                 emergency services                                               call.
Activate the Disaster Team
                                                                  Contact CoSA to schedule
                                Identify and gather               “meet me” call on the toll-                                                                     The toll-free line is for official
Activate Archives               emergency supplies                free line
command center                                                                                                                                                    use only, either (1) during
                                  Locations:                      Use directories to locate                                                                      emergencies and disasters or
                                                                  state agency field offices,                                                                     (2) for coordination calls for
Establish communication with    Contact aid partners              local governments, and                                                                          planning purposes.
staff, public                                                     archival repositories
Phone tree                                                        Establish communication
[customize to fit your          Contact outside emergency                                                                                                         The conference call line can
                                                                  with appropriate local
repository]                     service providers                                                                                                                 hold up to 50 separate
                                                                  government networks
                                                                                                                                                                  callers at one time. There is
                                                                  Post emergency
                                Begin salvage                                                                                                                     no maximum time limit on the
                                                                  information and instructions
                                                                                                                                                                  length of a conference call;
                                                                  on _______Web site
                                                                                                                                                                  however each conference
                                Contact news media                Contact NARA Regional
                                                                                                                                                                  should be properly scheduled
                                                                                                                                                                  so there are no conflicts with
                                Report status to constituents     Establish communication
                                                                                                                                                                  other’s use of the conference
                                                                  with FEMA, other NARA
                                                                  Contact risk manager and
                                                                  insurance agent
Benefits of a Disaster Response Plan
     By having a plan you will be able to:
   Ensure people are safe, both staff & patrons
   Make a rapid assessment of the emergency
   Protect your collections from further damage
   Quickly notify emergency responders
   Work to help stabilize your environment
   Assess the damage to you collections
           New Jersey State Library Preservation Resources

           Northeast Document Conservation Center dPlan

    Council of State Archives (CoSA) Pocket Response Plan (PReP)

Texas Association of Museums PREP Forms & Supplementary Materials

                          Michele Stricker

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