Bailey Library Disaster/Recovery Plan
Table of Contents
I. Purpose and scope
II. Accounting for College Personnel
III. Systems Librarian
IV. Disaster Response Action Team (DRAT)
V. Reaction to Emergency Situations
VII. Guidelines for packing and in-house recovery
A. Sources of Supplies
B. Restoration Companies
D. Copies & Distribution of Plan
E. Accounting Information
F. DRAT members information
G. Priority List
H. Safe/Unsafe Buildings
I. Fact Sheet for an Emergency
J. Map of Bailey Library - Fire Alarms & Fire Extinguishers
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I. Purpose and scope
The purpose of this disaster preparedness and recovery plan is to reduce the risk of material loss
to the collections held by the Bailey Library due to a disaster such as fire or flood. It is
substantially concerned with the library's collections and its associated paper-based records and
concentrates on water-related dangers because these are the most commonly encountered type
of disaster in libraries. It does not specifically address issues of human safety, of major database
(i.e. Innovative) recovery, or electronic equipment recovery.
It aims to establish a well-prepared strategy for avoiding potential threats, for promptly responding
to situations immediately threatening the collections, and by identifying resources and strategies
for recovery. Instructions include reports that need to be made to other, outside the library.
The following priorities are recognized as governing the general framework of decision making in
the event of an impending or a large scale disaster in the library or at the College. Procedures
within this plan are to be viewed in this context.
Priority 1 Human safety issues including evacuation of buildings
Priority 2 Collections and essential records protection and recovery
Priority 3 Electronic equipment protection and recovery
Priority 4 Fittings and furniture protection and recovery
II. Accounting for College Personnel
Faculty and Staff
After an evacuation of the building, report to the Circulation Assistant who will have the
master list. The Circulation Assistant will then report to the Library Director. The Library Director
will report to the Office of the Provost, accounting for all full time personnel of the library. In the
absence of the Library Director, the Circulation Assistant will report directly to the Office of the
Student workers will also report to the Circulation Assistant, who will have a master list of
workers and will determine who is working at the time of the emergency. When the "all clear" is
sounded, students will be dismissed to report to their dorm’s resident assistant, or non-resident
students to the Student Center. Under no circumstances should a student leave campus without
first checking in with the Student Services Office. In less devastating emergencies, students may
return to the Library if deemed appropriate by the Library Director or Chief of the Disaster
Response Action Team.
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If evacuation of the Bailey Library is necessary, each person designated will follow the
guidelines adopted (Appendix A)
First floor -
Center of the building to the front exit (to center of campus).
Southwest end of building exit through fire escape doors on southwest of building, facing
the Mills Center.
Northeast end of building exit through fire escape doors on northeast side of building
facing Rainey Hall.
Offices are to exit the service door on the northwest side of the building facing the
Second floor -
Center of the building use center stairwell then use the front exit to the center of campus.
Southwest end of the building use the southwest stairwell exit toward the Mills Center.
Northeast end of the building use the northeast stairwell exit toward Rainey Hall.
DO NOT USE THE ELEVATOR!!!
III. Systems Librarian
Purpose and Goal
The goal of the Systems Librarian is to minimize the loss of, or damage to, library
materials and essential records, in the event of a disaster, whether limited to a few volumes or a
more catastrophic event.
In order to achieve this goal, the Systems Librarian is charged with the following
1. Review and up-dating of this plan. The entire plan will be reviewed
at least annually.
2. Recommending to the Director of the Library any needed remedial
actions in relation to the building and its infrastructure posing
potential threats to the collections.
3. Ensuring that in-house capabilities for small scale recovery
procedures and treatments are in place.
4. Periodic consultation with the Hendrix Physical Plant Staff and the
Conway Fire Department (pre-fire plan)to insure that needs are
5. Promoting disaster prevention awareness among library staff.
6. Keeping up to date with and maintaining a collection of information
on handling and recovery techniques for all types of materials in the
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7. Touring the library monthly to scope out mildew, insect, or other
damage before it progresses to a disaster scale.
IV. Disaster Response Action Team (DRAT)
Purpose and Goal
The goal of the Disaster Response Action Team is to provide the leadership and immediate
action (including the commitment of financial resources) required during a crisis situation so that
losses to the collections are minimized and a return to normal operations affected as soon as
Responsibilities and actions will vary depending on the nature and extent of the disaster. The
following questions are intended to serve as a checklist of issues that may need to be addressed,
depending on the nature and extent of the situation.
1. Who should be notified first?
2. Who assesses the situation? Has the source of the trouble been eliminated, eg. water
turned off, fire controlled, windows boarded?
3. If this is not a minor incident, who is notified next?
4. Where is the command post?
5. How are necessary staff and disaster team members and volunteers notified? Where do
6. Who activates the plans for supplies, equipment and services? Are consultants required?
7. Where are deliveries to be made?
8. How are things to be paid for?
9. Is the area safe to enter?
10. What will be done with damaged materials?
11. How will communication, both internal and external be handled?
12. How is the activity being documented (including photographs) and who is responsible for
writing it up.
The Systems Librarian shall be the Chief of the Disaster Response Action Team.
Other members shall be the Librarians of Bailey as well as other people the Chief
designates as appropriate to the nature and extent of the specific disaster. (See Appendix F)
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V. REACTION TO EMERGENCY SITUATIONS
Call 911 and report the fire. Person closest to the door should be sure doors are opened quickly
and to the widest extent.
Librarian on Reference Duty and Circulation Assistant
Open front doors and gates
Clear bathrooms (front)
Clear Reference Area and lobby
Circulation or Public Services Librarian
Clear upstairs and check stairwells (to the right of the
Clear upstairs and check stairwells (to the left of the stairs).
Coordinator of Instructional Technology
Clear Media Center area, computer lab
Other full time people should help clear specific areas. The following areas should exit through
the Service Door.
Technical Services Area
Periodicals area and workroom
Interlibrary Loan and classroom
Archives Area and Staff Lounge/Bathrooms
The Library Director will be free to make appropriate phone calls and help in areas not covered by
the absence of a full time person.
Everyone will meet outside at the Northeast corner of the Mills Center. Students and Staff must
report to the Circulation Assistant who will have the master list of staff and students.
Evening and Weekend Fire Procedure
Circulation Desk Worker
Go immediately to front doors and open to the widest extent.
Clear bathrooms and downstairs area.
Librarian on Duty
Notify Fire Department and clear upstairs area
Coordinate student workers' efforts to clear the building.
When all have reported clear, exit the building with workers. Meet at Northeast corner
of the Mills Center and check. All student workers must report to the librarian on duty
and remain together until the "all clear" is given.
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Request all people upstairs to come down to the hall outside the classroom.
Keep radio going for warning and movement of tornadoes.
Flashlights are located at the Circulation Desk, at the Reference Desk, in the Tech Services area,
and in the Bibliographic Lab.
ALARMS SET OFF IN STAIRWELLS
A Librarian should go to the area with a master key. After closing the door securely, insert key
and turn until red indicator shows on the lock. Reset at Circulation Desk.
Recovery operations are likely to be based on a mix of commercial services, College services
and in-house capabilities. The following section is intended to provide guidance for the quick
decisions that must be made by the Disaster Recovery Action Team.
Whether the disaster is large or small, the following steps are required for an effective recovery
Assess the damage
1. How much damage has occurred?
2. What kind of damage is it (fire, smoke, soot, clean water, dirty water, heat,
3. How much of the building is affected?
4. What is the nature and extent of damage to the collections?
5. Are the damaged items easily replaced, or are they irreplaceable?
6. Can they be salvaged by the in-house recovery team, or will outside help be
7. Photographs should be taken to document the damage.
Stabilize the environment
The environment must be stabilized to prevent the growth of mold. Mold can develop
within 48-72 hours in an environment where the temperature is over 75 degrees and
the relative humidity is over 60%. Aim to bring the temperature to 65 degrees and the
RH to 50%. Air should be circulated.
Activate the in-house disaster recovery team or commercial service
A clear plan of action and priorities must be established by the team leader.
Disaster and recovery areas should not be accessible to the public.
The Systems Librarian and Disaster Response Action Team will develop a plan of
action, based on the priority list. The plan of action will be clearly communicated to the
Library Director, and the Library Director will keep the Provost, Director of the Physical
Plant, and other relevant parties on campus informed. They will (in the case of water
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a. Determine if damaged volumes should be recovered or discarded.
b. Decide if items to be saved should be packed for freezing, packed for removal to a
drying area, or moved to a near-by drying area.
c. Determine the extent of water damage (dry, slightly wet, soaked) and which areas need
d. Assemble any additional supplies, and initiate procedures to acquire and/or purchase
Restore the area
After the damaged items have been removed and the environment has been
stabilized, the area must be thoroughly cleaned. Walls, floors, ceilings, and all furniture
and equipment must be scrubbed with soap and water (or other appropriate cleaners)
and a fungicide. Carpeting, and especially the padding under it, should be carefully
examined, as mold can develop quickly. Removal of smoke odor and fogging with
fungicides or insecticides should be performed only by professionals.
VII. GUIDELINES FOR PACKING AND IN-HOUSE RECOVERY
Be extremely careful when handling wet materials, they are very fragile. Fill cartons and crates
only three-quarters full. Keep identification labels with objects. Do not mark wet paper, but picture
frames and reels can be marked with a grease pencil. To avoid further damage, do not stack
materials in piles or on the floor.
* Single sheets of paper: Do not try to separate, but
interleave the folders every 2 inches with freezer paper.
* Watercolors, maps, and manuscripts with soluble media:
Do not blot the surface. Quickly freeze.
* Coated papers: Keep wet by packing in boxes lined with
garbage bags, then freeze.
* Framed prints and drawings: If time and space permit,
remove from frame and pack as for single sheets.
* Maps, plans and oversize prints: Sponge standing water
out of map drawers. Remove the drawers from the cabi-
net and freeze them stacked up with 1" x 2" strips of
wood between each drawer.
Do not open or close wet books or remove wet book covers.
If the water is dirty, closed books may be washed before
freezing, but time and facilities may limit this treatment.
If time permits wash the books in tubs of cold running water
and dab away (do not rub) mud with a sponge.
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Lay a sheet of freezer paper around the cover and pack spine
down in a milk crate or cardboard box.
Books with coated papers should be kept wet by packing
inside boxes lined with garbage bags, then frozen.
Microfilm in rolls
Do not remove the film from their boxes. Hold cardboard
boxes and their labels together with rubber bands. Fill
boxes with water, then stack five boxes of film into a block
and wrap with plastic. Pack the blocks into a heavy card-
board box lined with garbage bags. Ship to a film processor
for rewashing and drying.
Pack, freeze and make arrangements to air dry. Mechanical
reprocessing is not possible as with rolled microfilm. Air
drying is labor intensive and probably not cost effective
for fiche that can be commercially replaced.
Tapes (audio, video, computer)
Water is especially damaging to magnetic materials. The
longer they have been wet, the greater the damage will be.
Do not attempt to play any damaged tapes or disks as they
can damage the equipment on which they are being played.
Tapes should be removed from cassettes and washed in clean
or distilled water and then air-dried or dried with a lint
free cloth. Tape may be washed in a mild detergent if it is
Vinyl disk sound recordings will probably not be damaged by
clean water, but water with particles in it may scratch a
disk. Disks should be washed with clean water and dried
with cheesecloth or a lint-free cloth. If dirt has been
deposited on the disks, they may be washed in a 10% solution
of Kodak Photo Flo in distilled water. Record jackets or
paper protective sleeves should be thoroughly dried like
other paper or discarded to prevent mold.
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Appendix A - Sources of Supplies
This section identifies supplies and small equipment, which might be needed for protecting
collections and/or in recovery efforts. It identifies sources for their quick rental or purchase. The
emphasis is on sources of acquisition rather than establishing stockpiles of the wide range of
items that might be required.
Alcohol is used to remove mold from the covers of books, as it not only kills the spores, but also
wets down any powdery substances, so that these may be wiped off without spores flying into the
air to contaminate other materials. Denatured or isopropyl alcohols are the least toxic and most
readily available. Clean rags may be dampened with it and wiped carefully over book covers.
Alcohol will dissolve some dyes, and may also affect library buckram. Mold found in textblocks
should be referred to the Systems Librarian. Some sources suggest the use of thymol or
orthophenylphenol in alcohol as a fungicide, but because there are serious health questions
about both chemicals, they should be used only after careful review of the Materials Safety Data
Sheet for the specific product.
Sources: Wal-Mart, Kroger, Walgreens
Chemical sponges or industrial cleaning sponges may be used for removal of soot, smoke and
odors from books or other materials in the collections. Absorene may be useful and is available
from the Preservation Department in small quantities. Small hand-size sponges of natural latex
are available for about $2.00 each from:
Sources: Wal-Mart, Kroger, Lowe’s Home Improvement Center, Hiegel Supply (327-7755)
Dry ice may be used as a temporary measure to refrigerate small numbers of wet books, or to
pack books being sent to be frozen or freeze dried. Dry ice must be handled carefully, and not
with bare hands, as it can cause injury to unprotected skin. Available from:
Sources: Airgas Dry Ice, Little Rock, 501-666-6629
Generators or emergency power may be provided through the College Physical Plant Office.
For rental: Action Equipment Rental, 1150 Harkrider, 513-9898; Home Choice Rentals, 607 Oak
Street, 327-0777; Hugg & Hall Equipment Inc, 55 Nabco Avenue, 450-9500; Pay-Less Rentals,
2105-B Harkrider, 329-2300; Rentwise, 895 Oak Street, 505-8181
Plastic milk crates are the best containers for transporting, freezing, and freeze drying wet books
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(although some freeze drying companies prefer that their customers use cardboard boxes). They
may be bought or borrowed when needed.
Possible sources include: Wal-Mart, Kroger
Unprinted newsprint is useful in an air drying operation. It is an inexpensive and absorbent
material for covering drying tables and for interleaving damp to moderately wet books.
When newsprint or any other material used to absorb water has served its purpose, it must be
removed from the drying area in order to help reduce the amount of moisture in the room.
Log Cabin Democrat
1058 Front Street
P.O. Box 969
Conway AR, 72032
fax: (501) 327-6787
Plastic sheeting is used to protect bookshelves, card catalogs and other fixtures from water leaks.
It is available in several thicknesses, but the range of 2 mils to 5 mils is most appropriate for this
purpose. Clear polyethylene is recommended over black, because it allows one to see what is
For example: flood lights, buckets, extension cords, sponges, fans, plastic garbage cans, rubber
gloves, scissors, tape, towels, safety helmets, waxed paper, cardboard boxes, water hoses, flash
lights, boots, ponchos, freezer paper, trailer, two-way radios, hand trucks, first aid kits, wet / dry
vacuums, boxes, wheel barrows, batteries, brooms & mops, etc.
Sources: Physical Plant, Wal-Mart (Also check Custodial Closet), Kroger, ACE Hardware, Lowe’s
Home Improvement Center
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APPENDIX B - RESTORATION COMPANIES
Airdex (formerly Solex Technologies)
2700 Post Oak Blvd.
Houston, TX 77055
Don Hartsell, President
Dries and dehumidifies buildings
411 White Horse Pike
Audubon, NJ 08106
Freeze dries and restores books
M. F. Bank Restoration Co.
6659 Peachtree Industrial Blvd., Suite AA
Norcross, GA 30092
Recovery Services; dehumidification, drying, smoke
BMS-Cat (Blackmon Mooring Steamatic)
1 Summit Ave, Suite 202
Ft. Worth, Tx 76102
Atlanta Office (Branch office)
Dries buildings and contents, freeze-dries books
41 Sutter St. Suite 1120
San Francisco, CA 941103
Freeze dries wet books, brings mobil freeze-dry units
to the site
7326 N. Central Park
Skokie, IL 60076
Moisture Control Services
79 Monroe St.
Amesbury, MA 01913
5448 Hoffner Ave.
Orlando, FL 32812
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Computer maintenance service, cleaning disks &
equipment, data verification
Re-Oda Chem Engineering Company
100 Industrial Parkway
Chagrin Falls, Ohio 44022
Cleans smoke-damaged books
Deodorizes without use of perfumes
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APPENDIX C - CONSULTANTS
AMIGOS Bibliographic Council
11300 North Central Expressway, Suite 21
Dallas, TX 75243
Federal Emergency Management Agency
Office of Disaster Assistance Programs
Federal Regional Center, #206
800 N. Loop 288
Denton, TX 76201-3698
B.M.S. Catastrophe, Inc.
Disaster Recovery Division
Special Technologies Division
303 Arthur Street
Fort Worth, TX 76107
24 Hour Hotline: (800) 433-2940
Oklahoma Conservation Congress
Disaster Preparedness Committee
McFarland Library, College of Tulsa
600 South College Drive
Tulsa, OK 74104
Charleston Museum Library
360 Meeting Street
Charleston, SC 29403
Head, Preservation Division
Ohio State College
106 Main Library
1858 Neil Avenue
Columbus, OH 43210
College of Pittsburgh
Pittsburgh, PA 15260
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School of Library and Information Studies
Florida State College
Tallahassee, FL 32306-2048
ICI (Information Conservation Inc.)
911 B Northridge Street
Greensborough, NC 27403
Lisa Fox, Field Representative
1438 West Peachtree St., N.W., Suite 200
Atlanta, GA 30309-2955
College of Florida
7 Library East
Gainesville, FL 32611
SUNCOM: 8 622-6962
Library of Congress
Washington, D.C. 20540
Atlanta, GA 30322
Carolyn Clark Morrow
Cambridge, MA 02138
Northeast Document Conservation Center
24 School Street
Andover, MA 01810
Library of Congress
Washington, D.C. 20540
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Appendix D - Copies and Distribution of the Plan
In-house: Library Director's Office
Periodical Work Area
Interlibrary Loan Work Area
Technical Services Area
Off-Site: Library Director's Home
Disaster Recovery Action Team Chief's Home
Hendrix College Human Resources Office
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Appendix E - Accounting Information: funds for disaster recovery
For general services and materials: check with the Physical Plant
Contact: 450-1348 (Weekends & evenings – 450-7711)
For services and materials beyond what the Physical Plant can provide, special funds and
dispensation will need to be made by Hendrix College's administration.
The Library Director will also need to consult with the Director of the Physical Plant to ensure that
proper procedures are undertaken regarding property and casualty insurance.
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Appendix F - Disaster Response Action Team
Chief of DRAT - Systems Librarian - Rick Fought ext. 1287
2150 Wigwam Circle, 908-0183
Sub-chief of DRAT - Director – Amanda Moore ext. 1302
129 Oaklawn Drive, Conway, AR 72034, 336-0889
Public Services Librarian – Britt Murphy ext. 1288
1138 Clifton Street, Conway, AR 72034, 505-0616
ILL/Circulation Librarian – Peggy Morrison ext. 4560
2003 Prince Street, Conway, AR 72034, 327-2492
Coordinator of Instructional Technology – Bobby Engeler-Young ext. 1346
607 Center Street, Conway, AR 72034, 336-9546
Each member of DRAT will be responsible for their area and employees.
In recovery situations, the Public Services department will assist Systems Librarian and the
Circulation department will assist Director, when and if they have their areas stabilized.
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Appendix G - Priority List
In case of an emergency situation in the Bailey Library, the following items and areas should be
protected and/or removed first.
1. Special Collections:
In the archives area
Stebbins Collection located on the second floor
Once salvage operations begin, the following items should be considered priority.
1. Microform reader printers
2. Filing cabinets in Library Director's office
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Appendix H - Safe/Unsafe Buildings
Most buildings on the Hendrix campus are deemed to be safe for most natural disasters.
However, the following are NOT:
1. I have been in talks with Loyd Ryan and Rick Sublett to determine which buildings
on campus are safe and which are not. This list will be updated once we have
made those determinations.
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Appendix I - Fact Sheet for an Emergency
I. Know who to call:
A. Fire 9-911
1. Day 1348
2. Night & Weekends 7711
C. Campus Security 1348
D. Ambulance 9-911
E. Police 9-911
F. Emergency 9-911
II. Know your escape route. (See II. Accounting for College Personnel and V. Reactions to
III. Know where the nearest fire extinguisher is located and how to use it. (See Appendix J)
IV. Know your checklist for what to do when a natural disaster strikes.
A. Remain calm - reassure others.
B. If inside, stay there.
If outside, stay there
Don't run down stairs
Check with the appropriate administrative personnel to
aid in the make-up of the injured/missing
C. Do not light a match or turn on a light switch. Use a flashlight.
D. Check for injuries. Go to (or call) a first aid station for help.
E. Check for fires.
F. Check utilities - shut off if necessary. For authorized personnel only.
G. Turn on battery-operated radio (or car radio) for emergency bulletins.
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Appendix J – Map of Bailey Library – Fire Alarms & Fire Extinguishers
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