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									  COLORADO STATE
    UNIVERSITY
     LIBRARIES




DISASTER RECOVERY

  PLAN MANUAL




     Revised 2003-2010
           DISASTER RECOVERY PLAN MANUAL
                 TABLE OF CONTENTS

SECTION 1: Introduction and Basic Information
     1.1     Introduction
     1.2     Executive Summary
     1.3     Emergency Phone Numbers
     1.4     Building Proctors
     1.5     Designated Evacuation Meeting Points
           1.5.1 Primary Meeting Place by Location
           1.5.2 Designated Evacuation Meeting Points for non-Morgan Library
                   locations

SECTION 2: Disaster Teams
     2.1   Disaster Recovery Responsibilities
     2.2   Disaster Preparedness Team
     2.3   Disaster Response & Recovery Team
           2.3.1 Disaster Response & Recovery Coordinator
           2.3.2 Building Proctor
           2.3.3 Responsible Library Officer (RLO)
           2.3.4 Preservation Librarian
           2.3.5 Collection Recovery Coordinator
           2.3.6 Collections Coordinator
           2.3.7 Collection Repatriation/Procurement Coordinator
           2.3.8 Services Recovery Coordinator
           2.3.9 Assistant Dean for Administrative Services
           2.3.10 Computer Systems Recovery Coordinator
           2.3.11 Documentation Manager
           2.3.12 Bibliographic Services Manager
           2.3.13 Director of Libraries Accounting Services
           2.3.14 Library Personnel Specialist
     2.4   Library Disaster Team
           2.4.1. Library Disaster Team Members
           2.4.2. Disaster Preparedness Team Organizational Chart
           2.4.3. Disaster Response & Recovery Team Organizational Chart
           2.4.4. Disaster Response & Recovery Team with Auxiliary Members
           2.4.5. Disaster Team – Summary of Responsibilities

SECTION 3: Disaster Plan Quick Reference Guide
     3.1   Evacuation Information Sheet

SECTION 4: Collection Recovery Priorities
     4.1   Recovery Priorities by Department
     4.2   General Collection Priorities
SECTION 5: Disaster Response and Recovery
     5.1   Disaster Scale and Recovery Operations
     5.2   Disaster Response
     5.3   Disaster Recovery: General Guidelines
     5.4   Disaster Recovery: The Pack-out
     5.5   Disaster Recovery: Recovery of Moldy Materials
     5.6   Disaster Recovery: Freezing of Materials
     5.7   Disaster Recovery: Freezer and Vacuum Drying Methods
     5.8   Disaster Recovery: Air Drying of Materials
     5.9   Disaster Recovery: Guidelines for Non-Paper Materials
     5.10 Disaster Recovery: Fire Disaster
           5.10.1 Fire Information Sheet
           5.10.2 Fact Sheet on Portable Fire Extinguishers

SECTION 6: Rehabilitation of Dried Materials

SECTION 7: Post Disaster Procedures
     7.1   CSU Libraries Disaster Report Form
     7.2   Proctor/Staff Notification Form
     7.3   Disaster Prevention
     7.4   Testing the Disaster Plan
           7.4.1 Disaster Test Exercises

APPENDICES
    A.   Inventory & Location of Disaster Supplies
    B.   Wei T’o Book Dryer Fact Sheet
    C.   Disaster Vendors and Resources
    D.   Libraries Floor Plans
    E.   Responsible Library Officers (RLO) Guide Book
    F.   CSU Basic Emergency Operations Plan
    G.   Bibliography

SUPPLEMENTAL REFERENCE MATERIALS (IN SEPARATE BINDER)
    A.   “Salvage Operations for Water Damaged Archival Collections: A Second
         Glance,” by Betty Welsh.
    B.   Northeast Document Conservation Center Technical Leaflets
         1.     “Emergency Salvage of Wet Books and Records”
         2.     “Emergency Salvage of Moldy Books and Paper”
         3.     “Emergency Salvage of Wet Photographs”
    C.   First Steps for Handling & Drying Water-Damaged Materials, by Miriam
         Kahn
    D.   Sections of the former Disaster Plan Quick Reference Guide




3/27/06
                                INTRODUCTION

“Always Plan for the Inevitable!”

The experience of Colorado State University Libraries in the last ten years has shown
the accuracy of this statement.

As we have learned first hand, water can wrack havoc upon the library facilities and
materials. As librarians we have the ultimate responsibility for our collections. It is also
our responsibility to use what we have learned from experience to plan for the future.
Having one major disaster does not guarantee us immunity from further damage by
water, or by another natural or man-made disaster.

The CSU Libraries today is vastly different from the one for which disaster salvage
priorities were originally written in the early 1990s. Gone are the card catalogs and
manual files – now we deal with electronic databases, online catalogs, and a myriad of
other electronic software and hardware. While paper monographs, serials and bound
periodicals are still the largest physical part of our collection, we need to adequately
address the needs of our total collection.

This manual continues to be designed to provide guidelines for disaster preparedness,
disaster response, and disaster recovery. Sections have been revised based on our
experiences and include the most up-to-date information. The Building Proctor’s
Responsible Library Officers Guidebook is also included in the appendix as the line
between the responsibilities of the RLO and the disaster team depends on the nature
and scope of each disaster situation. The manual also continues to be loose-leaf so
that individual sections can be updated as needed.




Rev. 8-05                                                                             1.1
                          EXECUTIVE SUMMARY
The Disaster Recovery Plan consists of the information and procedures required to
assess potential sources of emergencies and identify hazards so as to assess
prevention needs, and, if needed, to enable rapid recovery from an occurrence which
would disable the use of the Libraries and/or its resources.

The objective of disaster planning is to save lives, protect Libraries materials, equipment
and facilities, continue standard library operations, and expedite recovery. Any disaster
would not only affect the Libraries, but would also involve other university departments.
Planning should take these factors into consideration and plan accordingly. For
example, the valuation of the collection is essential data for risk management.

Planning includes a sequence of four activities; Disaster Preparedness, Disaster
Response, Disaster Recovery, and Follow-up.

Disaster Preparedness encompasses all activities prior to an emergency or disaster,
including:
●Maintenance of an up-to-date disaster recovery plan
●Assignment of responsibilities for coordinators and back-up staff
●Training assigned personnel on various aspects of the disaster recovery plan
●Performing preplanned, comprehensive tests of the plan
●Modification of the plan as the result of the testing
●Performing adequate cross-training to reduce reliance on key personnel and to provide
trained personnel at all times
●Identification of resources to successfully respond to disasters
●Identification, assessment and mitigation of potential risks to deter disasters from
occurring

Disaster Response is the actual response to an emergency or disaster, whether or not
the disaster plan is activated. Subsets of the plan can be used to recover from different
types of disasters, each of which depend on:
●The scope of the disaster
●The nature of the disaster
●The timing of the disaster
●The part of the Libraries, Lake Street Depository and Annex or branch library affected
●The staff available for response, both Libraries staff and CSU facilities
●The supplies and equipment on hand

The goal of the response efforts is to ensure minimal disruptions to library-related
operations and to minimize immediate damage to and maximize full recovery of the
Libraries collections. Response may be as limited as mopping up water and moving a
few shelves of volumes out of the way to a complete pack-out of the collections.




                                                                                    1.2
Disaster Recovery includes all operations after the initial response and includes
restoration of the Libraries collections and/or services. The goal is to get the operations
back to as close to “normal” as possible in a timely, efficient and financially expedient
manner and to restore the collections to usability. Recovery varies from air-drying a few
wet volumes to setting up restoration activities for the whole paper collection.

The goal of Follow-up activities is mitigation of another disaster, and may include
modification of the disaster plan as related to the disaster experience, establishing new
policies and procedures, planning long term facilities modifications, and risk
management.

Although the responsibilities for disaster planning are split between Preservation
Services (the library collections) and the Building Proctor (the facilities), the Disaster
Recovery Plan covers both aspects, with concentration on the physical collections.




Rev. 12-05                                                                             1.2
                 EMERGENCY PHONE NUMBERS

LIBRARIES
       Call the numbers in the following order, Monday-Friday 8-5

             Jim Farmer, Building Proctor                      x1-1864
             Julie Wessling, Assistant Dean                    x1-1838
             Patrick Burns, Interim Dean                       x1-1833


       Other Libraries phone numbers

             Library Technology Services Support               x1-7102
             Library Technology Services Emergency Pager       980-5624
             Diane Lunde, Preservation Librarian               x1-1825
             Desiree Erdmondi, Stacks Supervisor               x1-1904


CSU FACILITIES AND POLICE
       Campus Police Department

             EMERGENCY CALLS ONLY                              911

             Routine Calls/Dispatch                            x1-6245

       Facilities Dispatch (24 hours)                          x1-0077




Rev. 4-10                                                                 1.3
                          BUILDING PROCTORS


MORGAN LIBRARY

       Jim Farmer                       x1-1864


LAKE STREET DEPOSITORY
       Jim Farmer                       x1-1864


LAKE STREET DEPOSITORY ANNEX
       Jim Farmer                       x1-1864


VETERINARY HOSPITAL BUILDING
       Linda Krause, Building Proctor   x1-1270

       Libraries Staff

              Dennis Sylvain            297-1213

              Robert Gore               297-4573

              Cindy Mitchell            x1-7163




Rev. 4-10                                          1.4
        DESIGNATED EVACUATION MEETING POINTS
                For Morgan Library Staff
By Department
UNIT                      PRIMARY MEETING              SECONDARY MEETING
                          PLACE                        PLACE
Access Services           Flagpole on plaza north of   NW corner of Clark Building
                          Clark Building
Accounting Services       Plaza Flag pole
Acquisitions              West of Lory Student         Flag pole north of Clark
                          Center                       Building
Administration            Plaza Flag pole
Archives & Special        Plaza Flag pole
Collections
Collection Management     Under middle section of      Student Center near SE
                          Clark (B wing)               entrance
Documents                 West of Lory Student         Flag pole north of Clark
                          Center                       Building
Gifts                     West of Lory Student         Flag pole north of Clark
                          Center                       Building
Interlibrary Loan         Plaza Flag pole              Sweet Sinsations
Library Tech. Services    Under middle section of      Art sculpture west of Eddy
                          Clark (B wing)
Mail Room                 Plaza Flag pole
Metadata & Digital        West of Lory Student         Flag pole north of Clark
Services                  Center                       Building
Preservation Services     West of Lory Student         Flag pole north of Clark
                          Center                       Building
Instruction & Research    Under middle section of      Student Center near SE
Services                  Clark (B wing)               entrance
Serials                   West of Lory Student         Flag pole north of Clark
                          Center                       Building



Weekends and Weekday Nights
     All staff meet at Flag Pole in Plaza north of Clark Building




3/06                                                                              1.5
Primary Meeting Places by Location
LOCATION                                 UNIT
Flag pole on plaza north of Clark        Access Services
Building                                 Accounting Services
                                         Administration
                                         Archives & Special Collections
                                         Interlibrary Loan
                                         Mail Room
Under middle section of Clark (B wing)   Collection Management
                                         Instruction & Research Services
                                         Library Tech Services
West of Lory Student Center              Acquisitions
                                         Documents
                                         Gifts
                                         Metadata & Digital Services
                                         Preservation Services
                                         Serials


Secondary Meeting Places by Location
LOCATION                                 UNIT
Flag pole on plaza north of Clark        Acquisitions
Building                                 Gifts
                                         Metadata & Digital Services
                                         Serials
                                         Accounting Services
                                         Administration
                                         Interlibrary Loan
                                         Mail Room
NW corner of Clark Building              Access Services
Lory Student Center near SE entrance     Collection Management
                                         Instruction & Research Services
Art sculpture west of Eddy               Library Technology Services
Sweet Sinsations                         ILL




                                                                           1.5.1
       DESIGNATED EVACUATION MEETING POINTS
            For non-Morgan Library Locations


Lake Street Depository

       Primary meeting place: Central Receiving parking lot


Lake Street Depository Annex

       Primary meeting place: Central Receiving parking lot


Veterinary Hospital Library

       Primary meeting place: Front of County Cork, south side of Drake
       Street


Atmospheric Science Library

       Primary meeting place: Parking lot immediately west of Atmospheric
       Science Building




3/06                                                                 1.5.2
             DISASTER RECOVERY RESPONSIBILTIES

On the following pages are listed staff responsibilities for specific roles for disaster
preparedness, disaster response and disaster recovery. See also the accompanying
organizational charts.

The Dean of the Libraries has chief responsibility and authority for all security and
disaster recovery activities, but may delegate responsibilities depending on the nature
and scope of any disaster. In the event of a multiple-faceted disaster, the Dean would
normally assume leadership of the response and recovery activities.

For more routine emergencies and disasters, the RLO (Responsibility Library Officer)
serves as the Point Person. Normally:
      ● Building problems are handled by the Building Proctor and the Assistant Dean
      responsible for all building matters
      ● People emergencies are handled by the Building Proctor and Assistant Dean;
      ● Collection related problems are handled by the Preservation Librarian and the
      Assistant Dean for Digital and Collections Services.

The Disaster Preparedness Team, chaired by the Preservation Librarian, is
responsible for disaster preparedness planning, the Disaster Recovery Manual, training
and testing.

Disaster Response will depend on the nature, intensity, day and time, and location of
the disaster; whether it affects people, services, the building and/or the collections; what
part of the library buildings are affected; staff available for response, both Libraries staff
and CSU facilities; and equipment and supplies readably available.

All Disaster Response & Recovery Team members are expected to be familiar with
the Disaster Recovery Manual, to understand the range of response/recovery
responsibilities, and to maintain expertise in at least one area. Each member should
maintain two copies of the disaster plan, one in the office and one at their residence.

All coordinators are expected to know the general scope of the Disaster Plan Manual,
how their unit would possibly be affected, and any roles their staff may play on the
disaster team, and to maintain an up-to-date phone list of their staff members or other
contract information.




Rev. 12/05                                                                             2.1
                DISASTER PREPAREDNESS TEAM

The Disaster Preparedness Team is responsible for all activities prior to an emergency
or disaster.

GENERAL RESPONSIBILITIES

       ●Maintain an up-to-date disaster response and recovery plan

       ●Train assigned personnel on various aspects of the disaster recovery plan

       ●Perform adequate cross-training to reduce reliance on key personnel and to
       provide trained personnel at all times

       ●Plan and implement comprehensive tests of the disaster plan

       ●Plan disaster response for various structures and situations

       ●Modify the plans as the results of the tests

       ●Evaluate disasters with respect to updating the disaster manual

       ●Work with the Building Proctor on disaster prevention

       ●Keep up-to-date on the contents of the RLO Guidebook


DISASTER RESPONSE AND RECOVERY RESPONSIBILITIES
       ALL Disaster Preparedness Team members are on the Disaster Recovery Team.


The Organizational Chart is at Section 2.4.2.




Rev. 11/03                                                                      2.2
            DISASTER RESPONSE & RECOVERY TEAM

The use of a formal Disaster Response & Recovery Team is most likely in a multiple
faceted disaster. See also:
      DISASTER RESPONSE & RECOVERY COORDINATOR
      BUILDING PROCTOR
      RESPONSIBLE LIBRARY OFFICER (RLO)


GENERAL RESPONSIBILITIES

       ●Understand the range of recovery responsibilities

       ●Maintain expertise in at least one area of response and recovery

       ●Participate in disaster recovery training and testing


DISASTER RECOVERY RESPONSIBILITIES

       ●Implement assigned parts of the disaster plan

       ●Assign team members to specific responsibilities detailed for each team in the
       plan and based on the initial disaster assessment

       ●Motivate and direct team members

       ●Serve as decision advisory group for situations not included in the plan; Make
       final decisions or make recommendations to the Dean as appropriate

       ●Evaluate initial disaster assessment reports and action plans as recovery
       progresses

       ●Track actual progress/completion of recovery activities

       ●Make recommendations for budget allocations

       ●Use debriefing sessions to review what went well, what did not work as
       expected, how to improve, etc., disaster recovery plans and efforts

       ●Coordinate written reports of any group that reports to the team member;
       Prepare final written report on assigned activities.

The Organizational Chart is at Section 2.4.3.
The Organizational Chart with Auxiliary Member is at Section 2.4.4.



Rev. 3/06                                                                           2.3
DISASTER RESPONSE & RECOVERY COORDINATOR
The Building Proctor, as the first Responsible Library Officer, is usually the point person
for disasters. Depending on the nature, intensity, day and time, and location of the
disaster and whether it affects people, the building and/or the collections, the Dean of
Libraries may assign a Disaster Response & Recovery Team Coordinator.

DISASTER RESPONSE & RECOVERY RESPONSIBILITIES –
EMERGENCIES AND SMALL DISASTERS
       ●Assess the level of disaster and specific disaster situation

       ●Keep Libraries administration and library staff informed

       ●Coordinate disaster response and recovery as appropriate

       ●Contact staff members as appropriate and follow-up on disaster recovery

       ●Prepare disaster final report


DISASTER RESPONSE & RECOVERY RESPONSIBILITIES –
MEDIUM DISASTERS
       ●Assess the level of disaster and specific disaster situation

       ●Keep Libraries administration and library staff informed

       ●Coordinate disaster response

       ●Oversee, coordinate and monitor the recovery process on-site

       ●Contact staff members as appropriate and follow-up on disaster recovery

       ●Prepare disaster final report


DISASTER RESPONSE & RECOVERY RESPONSIBILITIES –
MAJOR OR COMMUNITY-WIDE DISASTERS
       ●Assess the level of disaster and specific disaster situation

       ●Activate the disaster recovery plan and teams depending upon the disaster
       circumstances

       ●Select and establish the command and control center with internal
       communications provided

                                                                                    2.3.1
       ●Contact the team managers; coordinate their activities

       ●Create additional recovery positions as needed to assist in recovery effort

       ●Oversee, coordinate and monitor the recovery process on-site, set and
       determine the salvage priorities

       ●With the Building Proctor, make recommendation if the building needs to be
       closed and for how long

       ●Make recommendations for budget allocations

       ●Work closely with all members of the Disaster Recovery Team

       ●Chair disaster recovery group meetings

       ●Keep Libraries administration and library staff informed

       ●Coordinate with University emergency response committee

       ●Establish progress reporting times; use debriefing sessions to review what went
       well, what did not work as expected, etc. and disaster recovery plans and efforts

       ●Coordinate the written disaster final report




Rev. 12/05                                                                        2.3.1
                           BUILDING PROCTOR

The Building Proctor, as the major Responsible Library Officer (RLO), is normally the
point person for all disasters and has responsibilities for building related and people
emergencies. See also: Responsibility Library Officer.


GENERAL RESPONSIBILITIES

      ●Is familiar with floor plan, utilities, and conditions unique to the building

      ●Maintain library map of emergency exits, fire towers, etc.

      ●Maintain contact with University facilities, know what University physical
      resources are available, is familiar with the University Building Proctors Manual.

      ●Maintain the RLO Handbook

      ●Responsible for building related staff training

      ●Member of the Disaster Preparedness Team and the Disaster Response &
      Recovery Team


DISASTER RESPONSE & RECOVERY RESPONSIBILITIES

      ●Part of the assessment team that first enters the building

      ●Liaison with police, firemen, and CSU facilities

             ~ Coordinate with facilities for needed equipment and supplies

             ~ Coordinate security needs

             ~ Coordinate with Environmental Health Services (EHS) to check for
             contaminants and mold

             ~ Obtain permit badges if necessary

      ●Obtain appropriate equipment and furniture for setting up of the command
      center site

      ●Coordinate set up of alternate workspace if within library facilities

      ●Monitor undamaged part of building as necessary


                                                                                       2.3.2.
       ●Work with Preservation Librarian to assemble in-house disaster recovery
       supplies

       ●Coordinate repair/restoration of damaged area

       ●Work closely with members of the Disaster Response & Recovery Team;
       Attend briefing sessions and meetings as necessary




Rev. 12/05                                                                        2.3.2.
             RESPONSIBLE LIBRARY OFFICER (RLO)

After the Building Proctor, the Responsible Library Officer is the point person for
disasters. Depending on the nature, intensity, day and time, and location of the disaster
and whether it affects people, the building and/or the collections, the Dean of Libraries
may assign a Disaster Response & Recovery Team Coordinator.

GENERAL RESPONSIBILITIES

       ●Keep up-to-date on the RLO Manual

       ●Be familiar with the contents of the RLO kit

DISASTER RESPONSE & RECOVERY RESPONSIBILITIES –
EMERGENCIES AND SMALL DISASTERS
       ●Assess the level of disaster and specific disaster situation and response based
       on the RLO manual procedures

       Example for Evacuation: Exit building with RLO kit, put on orange vest, direct
       student to call 911; maintain station at front door; communicate with authorities,
       direct re-entry when all clear sign given by police or fireman.

       ●Contact other team members for response/recovery as appropriate, e.g.,
       Preservation Librarian if the collection is damaged

       ●Follow-up as necessary on the emergency or small disaster

       ●Inform Building Proctor of the emergency/disaster

DISASTER RESPONSE & RECOVERY RESPONSIBILITIES –
MEDIUM and MAJOR DISASTERS
       ●Assess the level of disaster and specific disaster situation and response based
       on the RLO manual procedures

       ●As soon as possible, inform a member of the disaster team of the disaster
       situation using the phone list.

       ●Follow instructions as appropriate for the disaster response/recovery




Rev. 08/05                                                                          2.3.3.
                     PRESERVATION LIBRARIAN

The Preservation Librarian is responsible for the care of the collections and handles
collection related problems.


GENERAL RESPONSIBILITIES
      ●Maintain the Disaster Recover Manual and Disaster Plan Quick Reference
      Guide

      ●Chair of the Disaster Preparedness Team

      ●Coordinate the general training of Libraries staff and recovery-related training of
      the disaster recovery team

      ●Maintain adequate disaster response supplies

      ●Coordinate testing of the disaster plan

      ●Maintain up-to-date list of emergency facilities, vendors, etc.

      ●Maintain general specifications for rehabilitation/recovery of materials

      ●Member of the Disaster Response & Recovery Team

DISASTERY RESPONSE & RECOVERY RESPONSIBILITIES
      ●Oversee and monitor the collection recovery process on site

      ●Determine and set the salvage priorities with the Collections Coordinator

      ●Assign staff to teams for collection recovery; conduct refresher training and/or
      training for volunteers as needed

      ●Establish treatment work areas, in-house or off-site

      ●Supervise staff performing in-house restoration work

      ●Recommend techniques and treatments for materials based upon assessment,
      including any specifications for commercial assistance

      ●Determine requirements for recovery related supplies and equipment

      ●Recommend disposal of non-salvageable materials

      ●Perform quality control on restored work

      Rev. 3/06                                                                    2.3.4.
       ●Serve as operations liaison with outside vendor(s) restoring damaged materials

       ●Assist in environmental monitoring of building as appropriate

       ●Maintain statistics and write reports on recovery effort

       ●Work closely with Building Proctor, Disaster Recovery Coordinator, Collections
       Coordinator




Rev. 03/06                                                                      2.3.4.
            COLLECTION RECOVERY COORDINATOR

NOTE: For most small disasters the Preservation Librarian will be the Collection
Recovery Coordinator. In a medium to large disaster they may be a Preservation
Services staff member assigned as a separate Collection Recovery Coordinator.


DISASTER RECOVERY RESPONSIBILITIES
        ●Supervise the recovery effort including:

                **Ensure salvage priorities instructions followed
                **Ensure proper handling of materials
                **Enforcement of safety regulations
                **Quality control of work performed

        ●Aid in conducting staff refresher training and/or training for volunteers as
        needed

        ●Aid in determining requirements for recovery related supplies and equipment

        ●Perform quality control of restored work

        ●Work   closely with Preservation Librarian




Rev. 9/03                                                                               2.3.5.
                   COLLECTIONS COORDINATOR

GENERAL RESPONSIBILITIES

       ●Member of Disaster Preparedness Team and the Disaster Response &
       Recovery Team

       ●Keep collection recovery priority lists up-to-date


DISASTER RECOVERY RESPONSIBILITIES
       ●Part of the assessment team that first enters building

       ●Follows priority statement(s) and utilizes selectors in recovery decisions

       ●Recommends or assists in public relations news releases regarding information
       to library patrons

       ●Works closely with Preservation Librarian and other members of the Disaster
       Response & Recovery Team




Rev. 11/03                                                                  2.3.6.
       COLLECTION REPATRIATON/PROCUREMENT
                   COORDINATOR
                  (Assistant Dean for Digital and Collections Services)


GENERAL RESPONSIBLITIES
       ● Member of the Disaster Preparedness Team and the Disaster Response &
       Recovery Team


DISASTER RECOVERY RESPONSIBILITIES
       ●General responsibility for all repatriation and procurement of collections
       including acquisitions and bibliographic services

       ●Works closely with all members of the Disaster Response & Recovery Team
       and the coordinators of Acquisitions Services, Metadata and Digital Services and
       Collection Management




Rev. 8/05                                                                            2.3.7.
            SERVICES RECOVERY COORDINATOR
                                    (Assistant Dean)


GENERAL RESPONSIBILITIES

       ●Member of the Disaster Preparedness Team and Disaster Response &
       Recovery Team

       ●Develop options/plans for continued service or resumption of service in
       circulation, interlibrary loan, reference, and other service points


DISASTER RECOVERY RESPONSIBILITIES
       ●Coordinate resumption of reference and other departmental operations based
       on priority list of critical functions:

             **High priority tasks
             **Requirements for new or temporary equipment and supplies
             **Requirements for communication lines and computer lines
             **Procedures and policies documentation
             **Minimum operation staff
             **Public relations to keep patrons informed of changes in services

       ●Help develop public relations and establish web site for information on library
       services

       ●Work closely with all members of the Disaster Response & Recovery Team




Rev. 6/04                                                                          2.3.8.
    ASSISTANT DEAN (ADMINISTRATIVE SERVICES)


GENERAL RESPONSIBILITIES

       ● Member of the Disaster Preparedness Team and Disaster Response &
       Recovery Team

       ● Develop pro-type contracts for vendors and use of outside staffing.

DISASTER RECOVERY RESPONSIBILITIES
       ●General responsibility for accounting activities, library technology services, and
       library personnel activities. May delegate responsibilities for documentation of a
       disaster (see also Documentation Manager)

       ●Facilities requirements, including maintenance and/or repairs

       ●Works closely with the Computer Systems Recovery Coordinator and Building
       Proctor and other members of the Disaster Response & Recovery Team




Rev. 3/06                                                                           2.3.9.
  COMPUTER SYSTEMS RECOVERY COORDINATOR

GENERAL RESPONSIBILITIES

       ●Member of Disaster Preparedness Team and Disaster Response & Recovery
       Team

       ●Develop computer systems recovery plan

       ●Develop and implement systems related staff training


DISASTER RECOVERY RESPONSIBILITIES
       ●Determine alternative server and/or work sites as needed

       ●Coordinate recovery/restoration of operations, including

             **Estimate damage to hardware, software, tele-communications
             **Advise on the sequence and methods of system recovery and
             coordinate recovery/retrieval of destroyed/damaged files and software
             programs
             **Obtain/replace data communications equipment and supplies
             **Arrange for support services required for operations
             **Oversee testing of alternative processing systems
             **Maintain contact with related external services
             **Advise on salvage of staff computers and restoration of any lost software
             and data
             **Advise on salvage of patron-use computers.

       ●Work closely with Services Recovery Coordinator, Assistant Dean
       (Administrative Services) and all other members of the Disaster Response &
       Recovery Team




Rev. 11/03                                                                2.3.10.
                    DOCUMENTATION MANAGER

GENERAL RESPONSIBILITIES

       ●Maintain supplies

       ●Maintain records of previous disasters until sent to Archives


DISASTER RECOVERY RESPONSIBILITIES
       ●Maintain complete, unambiguous record of all facets of recovery operations

       ●Coordinate staff to record all activities of the disaster and its recovery efforts:
            **Decisions made, when, under what circumstances and by whom
            **Assessment reports; extent of damage
            **Statistics on activities
            **Recommended procedures and treatment decisions
            **Equipment and supplies required/used
            **Agencies contacted
            **Minutes of meetings

       ●Take photographs of affected areas before, during and after the disaster and
       publicity news release photos to be coordinated with public relations coordinator

       ●Work with Building Proctor and university risk management as required

       ●Record names and number of people involved from the beginning to the end of
       the recovery and rehabilitation of the materials

       ●Coordinate documentation efforts by other staff and outside personnel,
       including photographs taken by consultants, etc.

       ●Work closely with Assistant Dean (Administrative Services) and other members
       of the disaster team




Rev. 11/03                                                                      2.3.11.
             BIBLIOGRAPHIC SERVICES MANAGER

GENERAL RESPONSIBILITIES

       ●Maintain online catalog

       ●Maintain collection statistics and any other bibliographic related records of the
       collection


DISASTER RECOVERY RESPONSIBILITIES
       ●Manage online catalog database activities

       ●Oversee database maintenance activities related to the recovery of the
       collections, e.g., change of collection locations, recording of item level recovery
       activities

       ●Run database reports as required.

       ●Work closely with Computer Systems Recovery Coordinator, Collections
       Coordinator, Collection Repatriation/Procurement, and other members of the
       Disaster team.




Rev. 11/03                                                                    2.3.12.
 DIRECTOR OF LIBRARIES ACCOUNTING SERVICES

DISASTER RECOVERY RESPONSIBILITIES
       ●Liaison with university financial offices

       ●Monitor and control all disaster related expenses and accounting services as
       appropriate

       ●Coordinate ordering of recovery supplies and equipment

       ●Work closely with all members of the Disaster Response & Recovery Team




Rev. 8/05                                                                 2.3.13.
                  LIBRARY PERSONNEL SPECIALIST

GENERAL RESPONSIBILITIES

       ●Keep staff phone numbers up-to-date

       ●Keep phone tree up-to-date


DISASTER RECOVERY RESPONSIBILITIES
       ●Coordinate staff hired for disaster recovery and volunteers

       ●Address personnel issues of regular staff during recovery

       ●Keep staff informed on progress of recovery

       ●Work closely with all members of the Disaster Response & Recovery Team




Rev. 11/03                                                            2.3.14.
                 LIBRARIES DISASTER RESPONSE &
                    RECOVERY TEAM MEMBERS
                        PHONE NUMBERS

MEMBER             POSITION            CSU

Jim Farmer         Building Proctor    x1-1884

Chris Sugnet       Assistant Dean      x1-1838

Julie Wessling     Interim EAD         x1-1838

Don Albrecht       LTS                 x1-3423

Diane Lunde        Preservation        x1-1825

Pat Smith          Collections &       x1-1856
                   Contracts

Patrick Burns      Interim Dean        x1-1833


SECONDARY          POSITION            CSU
STAFF

Tom Moothart       Onsite Services     x-1875

Desiree Eremandi   Stacks Supervisor   x1-1904

Oscar Raab         Loan/Reserve Desk   x1-5684

Cindy Mitchell     VET only            x1-7163

Dennis Sylvain     VET only            297-1213

Janet Bishop       ARCHIVES &          x1-7787
                   Annex only

LTS Pager          Computer            980-5624
                   Network only




Rev. 4/10                                         2.4.1.
       DISASTER PLAN QUICK REFERENCE GUIDE

                          In October 2005
                   the guide was replaced by the
                     RLO Manual (Appendix E)
          plus an one page Emergency Information sheet




3/06                                                     3.0
                    EMERGENCY INFORMATION

Our primary meeting space is ___________________________________
Secondary meeting place is________________________________________________

Nearest fire alarm: ______________________________________________________

Nearest fire exit: ________________________________________________________

Maps of nearest exit routes:




3/06                                                                 3.1.
                       COLLECTION PRIORITIES
If the nature of the disaster and time is available for selective salvage, the disaster
recovery team members will use the list of salvage priorities to determine IF any of the
materials are located in the damaged area, and then to determine the order of
response/recovery. (See the Appendix for the master list) Time spent salvaging run-of-
the-mill times could mean the loss of or aggravated damage of value materials,
including core research materials or special collections materials.

Collection priorities for disaster recovery are established by each Libraries department.
When determining the collection priorities consider the:
       1.     Importance of the collection and the impact of its loss to the Libraries and
              the patrons (use and demand, provision of core service, etc.).
       2.     Value of the collection (intrinsic, research, reference, cultural, popular,
              monetary, etc.)
       3.     Potential ease, timeline, cost, and format of replacing the collections and
              resources; availability elsewhere in the state, in the region, etc.
       4.     Potential recoverability of the collections and resources

PRIORITY 1
     Irreplaceable materials; rare books or materials that would be either too costly to
     replace or are not available at any price, materials most easily destroyed
     because of their format, for example, oral history tapes

PRIORITY 2
     Materials essential to provide basic services to the patrons or to the operation of
     the Libraries; for example: reference materials, materials the Libraries has a legal
     obligation to keep, microform or digital masters (should be stored off site)

PRIORITY 3
     Replaceable materials, both Library of Congress collection or government
     documents; materials that could eventually be acquired in print or an alternate
     format, but would involve considerable time and money to do so; for example:
     core collections, areas of excellence, high research value

PRIORITY 4
     Materials that would be nice to have, but not essential to the primary mission of
     the institution, for example, Current Awareness collection

PRIORITY 5
     Materials that do not need to be salvaged, such as items with no historical value
     to the collections, items duplicated by other formats, for example most
     newspapers, ephemera, limited retention periodicals




Rev. 10/13/05                                                                       4.0
                          DISASTER SCALE
                      & RECOVERY OPERATIONS

The scale, or level, of a disaster is dependent on the cause of the disaster, the level of
damage to materials and facilities, and the area damaged and will dictate the
involvement of Libraries staff and other campus/community personnel. Each level of
disaster involves the same basic procedures, but as the disaster level becomes higher,
more elements of the disaster plan are put into play and it is more difficult to recover
quickly with a minimum of service interruptions.

LEVEL 1: EMERGENCY
       Emergencies are defined as “an unforeseen situation calling for immediate
       action” and include minor incidents that do not interrupt library operations, are
       handled by minimal staffing, and last for less than 4 hours. Damage to library
       materials is incidental and can be treated in-house.

       Sample emergencies:
       * Small water leak from a window during a storm
       * Medical emergency for patron or staff member
       * Overflowing sink resulting in water on a rest room floor

       The Responsible Library Officer (RLO) serves as the Point Person for
       emergencies, although initial response and recovery may be handled by other
       staff. Preservation Services is notified only if collection materials are damaged.
       The Building Proctor shall be notified as to the resultant action and outcome.

LEVEL 2: SMALL DISASTER

       A small disaster includes any disaster that is limited to an isolated area of the
       collections and/or building, damages less than 100 items, and requires
       response/recovery by 1-3 staff members. If services or operations are
       interrupted, they resume within a day. Disaster response supplies are available
       in-house via the disaster packs or the disaster cabinet. Damaged materials can
       be treated in-house.

       Sample small disasters:
       * Minor flooding that requires materials to be removed from the shelves for up to
       a day until the clean-up of the floor is completed
       * Mail bag gets wet and contents, including newspapers, require drying before
       use

       The Responsible Library Officer (RLO) serves as the Point Person for small
       disasters, although initial response and recovery may be handled by other staff
       depending on the nature of the disaster. Preservation Services is notified to
       handle damaged collection materials. The Building Proctor shall be notified
       immediately and shall handle any contact with facilities staff.
                                                                                   5.1.

LEVEL 3: MEDIUM DISASTER
    A medium disaster includes any disaster that is limited to a relatively small area
    of the collection and/or building, damages less than 500 items, and requires
    response/recovery by 2-6 staff members. If services or operations are
    interrupted, they resume within 48 hours. Outside vendors may be needed for
    additional supplies or cold storage of damaged materials.

    Sample medium disasters:
    * Accidental water sprinkler activation requires moving materials out of the
    immediate area and closure of stack areas for mop-up
    * Water damage requires closure of a branch library

    The Responsible Library Officer (RLO) serves as the Point Person for medium
    disasters, although initial response and recovery may be handled by other staff
    depending on the nature of the disaster. Response and recovery actions may
    require staff from several departments. Preservation Services is notified to
    handle damaged collection materials. The Building Proctor shall be notified
    immediately and shall handle any contact with facilities staff. Parts of the
    Disaster Plan may be activated as needed.

LEVEL 4: MAJOR/LARGE SCALE or WIDE-AREA DISASTERS

    Major or large-scale disasters involve a large portion of a building, last over 48
    hours and damage over 500 items. Power and other utilities, computer
    connections, and communication facilities may be disrupted.

    While the Responsible Library Officer (RLO) is the initial Point Person, only the
    Dean of Libraries may activate the disaster plan as outlined in this manual.
    With the activation of the disaster plan the Libraries Disaster Response and
    Recovery team structure is also activated. Recovery efforts may take weeks or
    months and may require the use of outside vendors and/or alternate sites.

    Wide-area disasters involve the entire institution or community. The July 1997
    water disaster is considered a wide-area disaster. University staff may also be
    affected on a personal level away from work.

    The university has an emergency response plan for a campus wide disaster.
    University personnel will activate the disaster plan and coordinate
    response/recovery with Fort Collins, Larimer County and the state emergency
    response services. See “Basic Emergency Operations Plan, Colorado State
    University” (2001) in the Appendix. Although the Libraries would respond within
    its own disaster plan, all response and recovery activity is within the
    organizational structure of the university.


    Rev. 3/27/06                                                                   5.1.
                           DISASTER RESPONSE

This plan focuses on an water disaster as ninety-five percent of all disasters result in
water damaged materials.

When extensive water damage occurs, it is important to act quickly, within the first 48 to
72 hours. The following procedures apply after permission to enter the area. Facilities
staff should have already turned off the water if a leaking pipe is the problem.

1.     SAFETY

       Throughout the initial period of damage assessment and stabilization of the
       environment, it is essential to have security measures in place to restrict access
       to the affected area(s) to prevent theft and additional damage to the collections
       and to endure there is no impediment of salvage operations by unauthorized
       staff/sightseers.

2.     STABLIZE THE ENVIRONMENT

       The environment must be stabilized to prevent the growth of mold. Ideal
       conditions for a recovery operation are 65˚ F and 50% RH.

       Equipment:

              * Portable generators, in case of power failure

              * Pumps, to remove large quantities of standing water

              * Wet/dry vacuum to remove standing water

              * Fans to circulate the air

              * Thermometers, hygrometers, and/or hygrothermograph to measure the
              temperature and humidity.

              Dehumidifiers can help lower the humidity although they usually are only
              effective in small, enclosed areas, and tend to increase the temperature in
              the room. They can also freeze up in the lower temperatures required for
              salvage and recovery operations. Raising the temperature will not lower
              the humidity – it will only accelerate the mold growth. Temperature and
              humidity should be monitored consistently.




                                                                                    5.2.
       General procedures:

            * Arrange for the elimination of the source of water and other hazards.

            * Have any standing water be pumped from the area. Staff members
            should not be allowed into water covered areas and extreme caution must
            be taken, as standing water can conceal hazards

            * Arrange for facilities to make emergency repairs, as necessary, to
            stabilize the area, e.g., board up broken windows.

            * Have facilities turn off the heat in the building and turn on the air
            condition. In winter, ensure that pipes are protected from freezing.

            * The air should be circulated in the damaged area: Open doors and
            windows and use fans to create maximum air flow.

            * Have Environmental Health Services gather samples, as necessary, to
            check for asbestos, chemical contamination, mold, sewage, etc.

            * If the power is off, use portable generators. All lines must be
            waterproofed and grounded.


III.     ASSESS THE DAMAGE

         Members of the Disaster Recovery team responsible for the initial
         assessment are the Disaster Recovery Coordinator, Building Proctor,
         Collections Recovery Coordinator, and the Recorder/Photographer.

         Once approval has been given to reenter the building or area damaged,
         examine the character and degree of damage to prepare an action plan to
         salvage the maximum amount of materials.

            * Gather the floor plan of the area

            * Wear protective clothing/helmets, as necessary

            * Walk through the entire area and take extensive notes (use a pencil 00
            pen or ink will smear or run if wet). Special attention should be made to
            stack areas, public terminal/seating areas, and staff office areas. Record
            the location, type of damage and the action to be taken. Photographs
            should be taken to document specific damage.

            * Do not spend time looking at individual items unless the damage is
            minor, but get a general feeling for the damage. Avoid handling wet
            materials as they are extremely fragile.



                                                                                      5.2.
            Type of questions to ask/answer:

                1.    What is the extent or level of the disaster?

                      ** How many items are involved?
                      ** How long have they been wet?

                2.    What is damaged?

                      ** Books?
                      ** Paper files?
                      ** Audio/video tapes?
                      ** Microforms?
                      ** Computers or computer disks?
                      ** Document boxes?
                      ** File cabinets?
                      ** Priority materials? See the Appendix.

                3.    Where is the damage located?

                       ** Record the location of problem areas. Check the floor plans and
                      use alphanumeric identification of stack area, as appropriate.
                      ** Staff areas or public areas?
                      ** Can the damaged area(s) still be accessed?.

                4.    What is the condition of the materials?

                      ** Submerged?
                      ** Wet and covered with debris?
                      ** Minor water damage?
                      ** Was the water clean or dirty?
                      ** Any damage from fire?
                      ** Are the volumes wet and tightly packed on the shelves? Or they
                      loosely stacked or off the shelves onto the floor?
                      ** Are the materials beginning to expand or warp?

                5.    Who can perform the salvage work?

                      ** Can salvage be accomplished with preservation staff or is other
                     assistance needed?
                      ** What period of time is estimated to salvage or pack out?
                      ** Is commercial assistance required? What type of help?
                      ** Can the general specifications be used in hiring outside
                      assistance or must new specifications be created?
                      ** Can the pro-type contracts be used or must a new contract be
                      created?




Rev. 3/06                                                                          5.2.
4.     ACTIVATE THE DISASTER PLAN

             Based on the initial damage assessment, the Dean of Libraries may activate
             the disaster plan. The scale of the damage will determine the scale of the
             disaster response.

5.     PERFORM INITIAL PREPARATION FOR RECOVERY

            ** Arrange for adequate work space for recovery and secure needed items
            from the disaster supply areas. Arrange for transportation of supplies and
            equipment if not onsite. See the Appendix for the list of recovery supplies.

            ** Contact facilities and possible vendors

            ** Remove library materials from the floor if they are dry. Protect the materials
            from further damage by covering the materials with plastic sheeting or making
            a dam to restrict the water flow or move the materials away from the damage
            location.

            ** No restoration work should be attempted on collection materials during this
            state.

            ** Establish command post if needed




Rev. 3/06                                                                             5.2.
     DISASTER RECOVERY: GENERAL GUIDELINES

Once the proper steps have been taken to stabilize the conditions and to access the
damage, decisions can be make about the appropriate recovery methods to be used.

While the same general steps and guidelines hold for all levels of disasters, the larger
the disaster the more steps and time is required to set up a recovery operation. With a
small disaster affecting less than 100 items, the damaged materials may be removed
from the shelves, moved to the Preservation Lab or the Wei T’o Book Dryer and then
processed as appropriate with Libraries staff with either air or freeze drying. With a
medium disaster outside vendors may be needed for freezing and/or treatment. And
with a large scale disaster, all of the disaster plan elements come into action.

1.    Timely response is essential; the time window before the development of mold is
      48 to 72 hours

2.    All wet materials are extremely fragile and must be handled with care. It is
      always better to err on the side of caution. If necessary, provide refresher
      training for staff on proper handling techniques.

3.    Salvage as many materials as possible; do not discard materials just because
      they look bad.

4.    Materials that are only wet around the edges of the pages may easily be aired
      dried, but materials that are totally soaked should be frozen. In the case of doubt
      of the amount of water damage (between wet on the edges to totally soaked),
      freeze the materials to give time to make an informed decision on which recovery
      option to follow.

5.    Follow established collection priorities for collection recovery (See Section 4)

6.    Salvage the most damaged materials first.

7.    Documentation is essential. Careful records should be maintained about the
      number of items damaged, their original location, amount and type of damage,
      priorities, and the destination of materials if removed off site. Boxes should be
      numbered in waterproof ink with as a count of the number of items inside and
      much identification as possible.

      Keep inventory sheets with each box listed. Send one copy with the boxes if
      they are moved offsite; keep once copy for the record.

      Take photographs of damaged locations and materials for the record.




                                           5.3.
            DISASTER RECOVERY: THE PACKOUT

Damaged materials must be removed from the damaged area as soon as possible.

While a formal “packout” is normally reserved for a medium or large scale disaster, the
procedures are valid for smaller disasters.

If the packout is performed by an outside vendor, all specifications for the packout
should be clearly stated in the contract. The packout activities should be consistently
monitored for quality control.

Work Space Guidelines

1.     In order to have the pack out go as smoothly as possible, arrange for work
       space, loading space, clear aisles and passageways for the removal of full
       boxes, transportation, and the destination location.

2.     Assemble the equipment and supplies including plastic crates waxed paper or
       freezer wrap, waterproof marking pens, and book trucks, hand trucks or flat
       trucks, and plastic sheeting.

3.     Follow safety precautions for staff and provide rubber gloves, boots, and/aprons,
       masks, etc. Be aware that some staff members may be allergic to latex.

4.     Start removing materials from the areas closest to the point of access and work
       back.

General Handling/Packing Guidelines

1.     Pack with care to eliminate any further damage to materials.

2.     Do not open wet books. If books are stuck together, do not attempt to separate
       them. Do not squeeze the materials to remove water.

3.     Distorted volumes should not be forced back into shape, but gently reshape them
       as time allows. The book will remain in the shape in which it was frozen.

4.     Pack open books as found. Do not stack open books.

5.     Do not place covers or separated pages inside the book; all parts may be loosely
       wrapped together

6.     Do not attempt to remove staples, adhesive tape or other fasteners.

7.     Do not stack books or papers in piles on the floor.

8.     Do not use fungicides on books or papers.

Rev. 3/06                                                                           5.4.
9.     If time permits, wrap each book loosely in waxed or freezer paper to prevent
       sticking or transference of color or images to the next book.

       The paper should large enough to wrap around the outside of the volume, but
       precision wrapping is not required. Place the waxed (shiny) side next to the
       book. Do not used colored paper.

10.    Although cleaning of wet materials is a viable conservation treatment, use it with
       caution as it may increase the damage.

       a.     Do not wash open books, books with water soluble media, vellum,
              parchment or leather bindings, fragile or brittle materials, works of art on
              paper, manuscripts, and non-paper materials.

       b.    Keep books tightly closed and hold under clean cold running water.

       c.    Remove as much mud as possible from the binding by dabbing gently with
             a sponge. Do not rub or use brushes or sponge pages or edges as these
             actions can force mud into the spine or pages causing further damage. Let
             the motion of the running water clean off the dirt.

       d.    Squeeze the book very gently and with even pressure to remove excess
             water and to reshape the binding.

       e.    Any contaminants that are not easily rinsed off should be left for treatment
             when the material is dry.

11.    If there is time, pack different materials separately, e.g., moldy materials from
       non-contaminated materials, and wet from partially wet and damp.

12.    If books are packed off the shelf, start from the top shelf and work down. Try to
       keep the volumes in order in the crates if at all possible.

13.    Books should be packed spine down, in a single layer, in plastic crates to prevent
       text blocks from dropping out of the cover or bottom materials from being
       crushed by the weight of other volumes. Books should snug enough to prevent
       shifting during transport or leaning, but loose enough to permit removal easily.

       Although cardboard boxes can be used, they can become wet and disintegrate.
       Use a plastic bag in the box to prevent such damage, but be sure it does not
       create a micro-environment and further damage the materials. Use medium
       sized boxes to limit the weight to a manageable level.

14.    Try to pack the similar sized materials in the same crate. If packing materials
       flat, avoid placing large books on top of small books

15.    Crates may be stacked on pallets for easy removal by pallet movers. Do not
       stack more than three cartons high.


Rev. 3/06                                                                            5.4.
16.     Keep materials cool and transport rapidly to the freezer. Quicker freezing may be
        obtained by using extra freon, i.e., in the refrigerator truck.

Special Materials Instructions

1.      Try to keep coated paper materials wet until they are frozen so that the pages to
        not become “blocked” or permanently fused together. Materials should be frozen
        within 6-8 hours.

2.      Leather, parchment and vellum bindings are an immediate priority because they
        distort and disintegrate in water.

3.      File folders should be packed upright in the crate. Do not attempt to separate
        them. If the label is loose or lost, pencil identifying information on a piece of
        paper and include it in the crate.

4.      Large or unusually shaped items will require special packing to prevent damage
        and should be laid flat. Leave maps and other oversized materials in drawers,
        but remove the drawer and ship them as is. Do not turn containers upside down
        to empty or drain. Tape inert plastic over the top to prevent damage or loss.




 3/06                                                                                  5.4.
                   DISASTER RECOVERY:
               RECOVERY OF MOLDY MATERIALS

Mold and mildew are interchangeable terms for fungi. Although spores are always
present in the air, water disasters are a prime time for activation of mold spores as the
environment is warm and humid. Although mold usually develops within 48 to 72
hours, it can appear in as little 24 hours. Prime conditions for mold are an environment
where the temperature over 75 F and the relative humidity over 60%.

   1.     When working with moldy materials, personal safety must be of up most
          importance as the spores can be come airborne and cause serious health
          problems. Protective gears such as toxic dust respirators, gloves and
          disposable or washable clothing should be worn. Work surfaces should be
          wiped down with disinfectants.

   2.     Environmental health staff should be contacted to test the moldy materials to
          determine the type of mold, potential health problems, and most effective
          treatment protocols.

   3.     Isolate and confine the moldy materials from non-moldy materials to prevent
          contamination of other materials. Stabilization of the environment is
          essential.

   4.     No attempt should be made to remove mold from wet or damp paper so as
          not to drive the mold spores into the paper fibers.

   5.     If the materials are to be salvaged, freeze them separately from non-mold
          materials.




                                                                                   5.5.
     DISASTER RECOVERY: FREEZING OF MATERIALS

1.    One of the safest ways to stabilize books, documents, photographs, and maps is
      to freeze them. However, freezing is an intermediate stage and materials must
      be dried.

2.    Freezing materials also provides the time to determine further restoration
      procedures and establish work area and restoration operations.

3.    Materials should be frozen as quickly as possible. Mold will not grow and further
      deterioration from water will not occur

4.    Rapid freezing is recommended to minimize damage from ice crystals – the
      faster the materials are frozen, the smaller the ice crystals will be. Temperatures
      should be below 15 F. If freezer space is not immediately available, the outside
      temperature is below 15 F, set the materials outside in a secure area, but closely
      monitor the temperature and sun so that the temperature does not unexpected
      rise.

5.    If materials must be taken a distance off site a refrigerated truck should be used.
      Refrigerated trucks only chill the materials, but will prevent mold from developing
      or keep already frozen materials from thawing

      If only a small number of materials are to be moved between buildings, a ice
      chest with a small piece of dry ice will keep the materials cold for the trip.




                                          5.6.
     DISASTER RECOVERY: FREEZER and VACUUM
                DRYING METHODS

The drying method should be selected after careful assessment of the collections and
the capabilities of the vendors.

1.    Vacuum Freeze Drying

      The crying chamber used in vacuum freeze drying operates under high vacuum
      and high heat, and turns the ice crystals in and on the frozen materials to water
      vapor without becoming liquid. The vapor is then collected on a cold panel that
      has been chilled to at least -20 F so that it cannot go back into the materials.

      Materials must be frozen when they are placed in a sublimation chamber and
      remain frozen throughout the drying process. If volumes are not frozen when
      they are put in the chamber, the materials will freeze on the outside and the
      water molecules on the inside with be forced through the frozen barrier as the
      vacuum is pulled, which may cause the book to “explode.”

      When materials are removed from the vacuum freeze chamber, they will be very
      dry and should acclimate for at least one month before they are opened to avoid
      cracking the spine and/or binding. They may be placed in a high humidity room
      to accelerate the acclimation process, but must be monitored closely for signs of
      mold.

      Materials so treated will not look like new, but will show signs of swelling and
      distortion. Treatment may also result in some decrease in paper and adhesives
      strength and reduction in gloss and density of coated paper.

      Other disadvantages include the formation of ice crystals within the materials
      structure which can rupture. The quicker the freeze, the smaller the crystals will
      be. Condensation is possible when the materials are removed from the freezer
      resulting tin water damage.

      This method is recommended for coated papers.

2.    Vacuum Drying or Thermal Vacuum Drying

      This method involves placement of wet materials in a chamber that pulls the
      moisture by means of a vacuum. The method involves heat which is damaging
      to paper and photographic materials.

      Because the wet materials do not remain frozen during the process they will
      continue to react to moisture during the drying process.

      Vacuum drying is most effective for loose papers and newspapers and should
      NOT be used for coated papers.

                                                                                   5.7.
     Microwave ovens operate in the same general manner, and are not
     recommended.

3.   Wei T’o Book Dryer and Insect Exterminator.

     Colorado State University Libraries operates the Wei T’o Book Dryer which can
     be used to dry small quantities of wet materials. See the information sheet in
     Appendix .

4.   Freezer Drying

     Records that are stored in freezers will over time dry, similar to the way food gets
     freezer burn. This is a very slow process, but should do no harm to the volumes.

5.   Desiccant Dehumidification.

     The volumes are dried while still on the shelf by large dehumidifiers that are
     brought on site. The temperature and relative humidity should be controlled.
     This method is not suitable for drying most collections. Coated materials will
     block together.




                                                                                  5.7.
             DISASTER RECOVERY: AIR DRYING OF
                        MATERIALS

Air drying is recommended for drying of a limited number of materials that are only
damp or only wet around the edges. Because of the large amount of space required
and the labor intensive work involved, it is not a good choice for drying of very wet
materials or large quantities of materials. A better option is to freeze the materials and
then thaw and air dry a few items at a time.

Air-drying should be performed in a stable environment of 50 to 60˚ F degrees and 25 to
35 % relative humidity. Good circulation is essential to speed the drying process. Air
should be kept moving, but fans should not blow directly on the materials.

Equipment needed include large sturdy tables that are able to bear the weight of wet
materials, or a large floor area; plastic sheeting to cover tables and floor area, white
unprinted newsprint, white paper towels, blotting paper, Aqua-boy, and safety
equipment for staff members.

Locations in Morgan Libraries that can be used for air drying:
      ●Preservation Lab (Room 208) – small quantity of materials
      ●The courtyard with the caveats that the area must be closed to patrons and that
      the weather must be conductive to sun drying.
      ●Any of the public reading areas, especially those with large tables, with the
      caveat that the areas must be closed to patrons while the drying is in operation.

       Any area used must be secure and must have electrical outlets for the use of
       fans.

1.     Documents or unbound materials

       Single sheets of paper can be dried flat on blotting paper. As the paper dries,
       replace the blotting paper.

       Care should be taken so that coated paper does not block and there is minimal
       bleeding of soluble inks and dyes. Treat old documents on linen the same as
       coated paper as the sizing in the fabric will block.

       Be careful with folded papers as they may tear along the weakened fold lines.

       Paper will curl and wrinkle as it dries. Papers may be flattened when they are
       almost dry by placing them between two sheets of blotting paper and applying
       even pressure with weights.

       Rolled items should be unrolled and laid flat with light weights on each corner. If
       the item is resistant to unfolding or unrolling or if it begins to tear, freeze the item
       and reserve treatment for a conservator.


Rev. 3/06                                                                              5.8
     To remove single papers massed in a stack, place a sheet of polyester film on
     top of the stack. Rub gently with a bond folder to cause the wet paper to adhere
     to the film. Peel back the top sheet and place it on a blotting paper. Remove the
     film. Repeat the entire process, separating the wet sheets one at a time and
     interleaving them blotting paper.

     If papers were in folders, place in order and re-label the folders.

2.   Slightly damp volumes or volumes with only wet edges

     Place blotting paper on the table where the volumes will be dried.

     Stand the volume up and fan it out with the wet area on top. Position the volume
     in the path of circulating air. Turn every 12 hours to prevent distortion of the text
     block and spine.

     Interleave blotting paper to absorb moisture. Replace blotting paper as needed
     until the volume is almost dry.

     Carefully monitor the item for mold – if mold is found, freeze the item for further
     treatment.

     Monitor the volume as it dries. A reading of less than 10 % moisture on the
     Aquaboy indicates a dry volume.

     If the volume curls as it dries, lay the volumes flat when it is almost dry and use
     weights to minimize distortion. Do not use mechanical presses. Do not stack wet
     volumes.

     Light weight single signature pamphlets can be hung on lines to dry. Do not line-
     dry a saturated volume as the line may cut through the wet paper. Use lines no
     longer than 5 to 6 feet.

3.   Damp volumes

     Damp volumes are those where the moisture has penetrated beyond the end
     sheets and the edges of text block which has absorbed a moderate amount of
     water.

     Place blotting paper on the table where the volumes will be dried.

     Very carefully open the book, but not more than a 30 degree angle.

     Begin interleaving from the back of the volume, placing sheets at intervals of 25
     leaves or 50 pages. However do not insert more pages than equal 1/3 of the
     thickness of the volume or distort the volume.




                                                                                   5.8.
     Paper should not be placed all the way into the fold because it will lead to build
     up at the spine. The interleaving paper serves as a wick to draw water out of the
     book. Water will evaporate at the exposed edges of the interleaving, and, as it
     does so, water from the interior of the book will move, by capillary action through
     the interleaving toward the exposed edges.

     Change the interleaving frequently (every 2-3 hours at first) trying to place the
     interleaving between different pages. Do not reuse the sheets.

     Continue to change the blotting paper on the table and remove it from the area.

     After the interleaving sheets no longer come out wet, continue air drying as for
     slightly damp volumes.

4.   Saturated volumes

     Saturated volumes are those whose covers and text block are completely
     soaked.

     Do not open saturated volumes as wet paper tears easily. Do not try to fan the
     pages.

     Set the volume alternately on its head and its bottom on blotting paper changing
     the blotting paper with every shift. Arrange the interleaving such that it extends
     past the edges of the book at the fore edge and the head, but not at the bottom.

     If possible, covers may be opened slightly to support the volume.

     If the cover binding color runs, place aluminum foil between the cover and the
     end leaf to prevent staining from the binding dyes.

     When most of the water has drained, proceed as for “damp volumes.”

5.   Volumes with coated paper

     Freeze drying is preferred for volumes with coated paper.

     Wet coated paper should be handled with cares as the print may slide off the wet
     page if it is rubbed.

     Do not allow wet books with coated paper to dry in a closed state as the pages
     will permanently bond (block) together.

     The only way to salvage such materials is to interleave every page and air-dry or
     to freeze dry.




                                                                                 5.8.
6.   Materials that have been frozen

     Only thaw and dry the amount of materials that can be readably treated at one
     time. It is better to process small groups of materials.

     Do not open frozen books.

     Provide support and leave the volumes to thaw until the covers and outer pages
     start to open on their own. Volumes can be dried standing up or flat.

     When the pages begin to dry and separate, interleave them

     Continue processing as for slightly damp, damp or saturated volumes as
     appropriate.

7.   Special materials

     Encapsulated items should be opened along the seam or tape. Place the item
     face down and move the mylar carefully. Turn the item over onto blotter paper
     and remove the other sheet of mylar.

     Blueprints are very fragile and will shred when wet. Dry the blueprints flat on
     white blotter paper.

     If there is potential damage from color bleeding or running, separate out the
     materials and protect the non-colored part of the item.

     Materials with water-soluble ink will run when wet. Do not touch. Place them
     face up on blotting paper.

     Books with leather or vellum bindings should be treated by a conservator.

     For further information on special formats, see An Ounce of Prevention. 2nd ed.
     “Chapter 7: Disaster Recovery Planning for Collections and Records”




                                       5.8.
             DISASTER RECOVERY: GUIDELINES
                FOR NON-PAPER FORMATS:
For more detailed information, please see:
** “Salvage Operations for Water Damaged Archival Collections: A Second Glance,” by
Betty Walsh in Supplemental Materials folder.
** “Disaster Recovery Planning for Collections and Records,” Chapter 7 in An Ounce of
Prevention. 2nd ed. p. 168-178.

1.    Salvage – General Guidelines

      If time permits, pack special formats separately and label well; do not pack with
      books.

2.    Recovery – General Guidelines

      DO NOT FREEZE the following type of materials:
           Magnetic media
           CDs and DVDs
           Sound and video recordings
           Glass plate negatives

3.    Magnetic media

      NOTE: Although high or low temperatures cause many types of problems, water
      is especially damaging to magnetic media. Unless it is unique, it is best to
      replace the material.

      A.     Audio & Video Cassettes Salvage and Recovery

             DO NOT freeze because the tape can stretch and lubricants can migrate
             out.
             Break open audio or video cassettes
             If dirty, wash in clean or distilled water
             Store in plastic bags along with any loose labels.
             Air dry on sheets of unprinted newspaper
             Re-record

      B.     Floppy Disks Salvage and Recovery

             Carefully slit open disk jacket and remove disk
             If dirty, wash in clean, tepid water
             Fan dry by hand (do not use blow dryer)
             When dry, insert disk into a new jacket and copy with a disk drive. Clean
             the drive heads frequently




                                                                                  5.9.
     C.       Compact Disks and CD-ROM’s Salvage and Recovery

              Hold disc by outer edges; avoid fingerprints or smudges on the surface.
              Do not scratch the disc.
              Working out from the center in a straight line, wipe off water or dirt with
              soft, dry cloth
              Allow the disc to dry for 48 hours.

4.   Photographs:

     Damage to photographic materials depends on the type of photograph, its
     physical condition, how it was processed, immersion time, water temperature and
     pH, water contaminants and handling during recovery. In order to effectively
     salvage and recover photos, it is important to identify the types of photos in the
     collection, preferably before a disaster.

     Salvage

              Film is more stable than prints and black and white materials are more
              stable than color. Salvage of color photos is very difficult as the colored
              layers will separate and the dyes will fade quickly

              Modern photographs should be kept in wet containers of fresh cold water
              until they are either air dried or frozen. They will stick together if left to
              partially dry. Keep the immersion time to a minimum

     Recovery: Air Drying

              Air drying is the preferred drying method for most wet photographic
              materials.
              Separate photographs from their enclosures, frames and each other. If
              stuck together, set aside for freezing.
              Allow excess water to drain off photographs
              Spread the photos out to dry, face up, laying flat on absorbent materials
              Photos may curl during drying, but can be flattened later.

5.   Slides

     Salvage and Recovery
           The adhesives in the slide binders will swell and dissolve with prolonged
           water immersion. If the adhesives are colored, they will stain adjacent
           material. Removing the framing will help prevent warping of the image
           and mold or mildew growth under the frame.

              Rinsed and dip in “Photo-flo” slide cleaner and air dry, preferably hung on
              a line or propped on edge
              Ideally slides should be removed from their frames for drying and then
              remounted. Make sure to transcribe relevant labeling information
              Remove slides mounted between glass or they will not dry
                                                                                    5.9.
6.   Films:

     Salvage and Recovery

              Open the firm can, fill it with water and replace the lid. Pack in cartons
              lined with garbage bags and ship to a film processor for rewashing and
              drying.
              Ship to film processor for rewashing and drying to reestablish the correct
              chemical balance.


7.   Roll microfilm:

     Salvage and Recovery

              Do not remove the films from their boxes. If the microfilm is irreplaceable,
              put the rolls in water-tight containers and fill with clean, cold water.
              Send to a microfilm processor within 72 hours for washing and drying.

8.   Microfiche:

     Salvage and Recovery

              Pack, freeze and make arrangements to air dry.
              Results are usually not good, so it consider replacement




                                           5.9.
                RECOVERY FROM FIRE DISASTER

Recovery from a fire is a recovery from two disasters -- the fire itself and water damage
from the water used to extinguish the fire. .

The best way to handle a fire disaster is to prevent a fire from occurring with
implementation of proper fire prevention measures. Fire suppression systems are
essential for the materials and the facilities. Even though fire suppression systems use
water to put out a fire, it is easier to recover materials from a water disaster than a fire
disaster. A totally burned library collection is not salvageable.

1.     Response to Fire Disaster

       Safety is the most important element of response. Entry into the damaged area
       is strictly controlled until the fire is fully extinguished, the area has cooled down,
       and an inspection of the physical conditions has found that the area safe for
       human occupation. Entry into the damage area may be delayed days.

2.     Fire Damage to materials may include:

       A.     Charring and burning of materials

              While some materials may be totally consumed by the fire, other materials
              may be just singed on the cover and edges of the text block. Materials
              housed in protective enclosures or file folders may escape the fire while
              the housing is charred.

       B.     Soot damage

              Ash and pieces of burned materials may cover salvageable materials
              making cleaning of materials a difficult chore.

       C.     Heat damage
              Even if the materials are not burned, high temperatures may melt plastic
              materials, shrink leather or shrivel photographic emulsions.

       D.     Smoke damage

              Smoke damage usually results in a smoky odor that pervades the
              materials, again even if the materials have not been directly in the fire. In
              addition to the smoke smell, there may be a chemical smell from burning
              plastic, etc.




                                                                                     5.10.
3.      Recovery

        Because fire causes extensive damage to materials, recovery and rehabilitation
        of materials should be carefully thought out taking into consideration the list of
        library priorities for salvage. Materials cannot be restored to their pre-fire
        condition. Replacement may be the best choice for readably available materials.

        A.    Materials must be handled with extreme care as they will have become
              fragile from the high heat, fire, and water.

        B.    If time permits, materials that were burned but not wet should be packed
              separately and removed from the sight for further review. Burned
              materials may be rehoused, rehabilitated or replaced as time and funds
              are available.

        C.    Burned and wet materials may be frozen. During the drying process,
              charred pieces will fall off, making it a messy process.

4.      Rehabilitation of materials

        A.    For water and fire damaged materials, follow the procedures for water
              damaged materials.

        B.    Smoke odor may be eliminated by various treatments, including ozone.
              Without treatment materials usually loose most of the smoky odor over
              time, but odor may cause problems as it dissipates.

              If there are only a few materials, deodorize them by placing charcoal
              and/or baking soda in the area to absorb the order. Alternately, put the
              charcoal or baking soda in a tub with the materials. Do not let the
              charcoal or baking soda touch the materials.

        C.    Soot can be cleaned from the materials by the use of chemical sponges,
              or by use of a down draft machine and gently cleaning. Care must be
              taken not to smudge the soot over the materials being cleaned.

        D.    Materials that are singed on the edges can be trimmed to remove the
              damaged area if the damage does not go into the text block.




10/05                                                                              5.10.
                      FIRE INFORMATION SHEET

CLASSIFICATION OF FIRE AND HAZARDS

Class A       Ordinary combustibles such as wood, cloth, paper, rubber, and many
              plastics

Class B       Combustible liquids, oils, greases, tars, oil-based paints, lacquers, and
              flammable gases.

              DO NOT USE WATER on this type of fire.

Class C       Live electrical equipment, e.g., computer hardware

              DO NOT USE WATER on this type of fire because of the danger of severe
              electrical shock.

Class D       Combustible metals, such as magnesium, sodium, titanium, potassium


STAGES OF A FIRE

Incipient Stage      No visible smoke or flame
                     Low or moderate heat
                     Can last from minutes to days

Smoldering or        No visible flame, but smoke is present
Smoke Stage          Low to moderate heat

Flame Stage          Flames are evident
                     Temperature is climbing

Heat Stage           Flame, smoke and heat present
                     Toxic gases produced
                     Most dangerous & destructive stage


EFFECTS OF FIRE ON COLLECTIONS

The type and severity of damage is dependent on the nature of the materials, how it si
stored, length of exposure, temperature, etc. Paper becomes brittle and will crumble
when touched even if is not burnt. Books and paper is discolored by soot and smoke.
Velum and leather shrink from the heat. Photos are dried out and contorted by heat and
flames. Non-paper materials are extremely sensitive to heat, steam, and smoke.




Rev. 10/03                                                                          5.10.1.
 FACT SHEET ON PORTABLE FIRE EXTINGUISHERS

TYPES OF FIRE EXTINGUISHERS

Water based    Extinguishes a fire by cooling, by absorbing the heat of the fire until
               the extinguishment is complete.

               Use of Class A fires only.

Foam based     Extinguishes using Aqueous Film Forming Foam (AFFF) or Film
               Forming Fluoroprotein Foam (FFFP) to cool and exclude oxygen
               from the fire.

               The water in the foam mixture provides a cooling effect by the
               absorption of heat. The foam rests on the surface of the fire,
               interrupting the combustion process. Together, the cooling and
               smothering effect extinguishes the fire.

               Most common use is for fires involving burning liquids (Class B).
               May also be used on Class A fires.

Compressed     May be carbon dioxide or halon
Gas
               The gas is aimed at the base of the flames with the discharge
               continued after extinguishment to prevent re-ignition.

               Used on Class B and Class C fires.

Dry Chemical   Type 1: Uses sodium bicarbonate, potassium bicarbonate,
               potassium bicarbonate urea or potassium

               Effective on Class B and Class C fires.

               Type 2: Uses ammonium phosphate

               Effective on Class A, Class B and Class C fires.

               Extinguishes by interrupting the combustion reaction, reducing
               liquid fuel evaporation by reducing flame radiation at the liquid level
               and reducing the oxygen level in the fire area.

Dry Powder     Effective on Class D fires involving combustible metals.

               The agent flows over the surface of the fire and forms a crust over
               the fire when heated. The crust causes the fire to be separated
               from the ignition source and deprives it of any oxygen so that the
               fire is smothered
                                                                      5.10.2.
GENERAL USE OF FIRE EXTINGUISHERS
DO NOT USE A FIRE EXTINGUISHER UNLESS YOU THOROUGHLY KNOW HOW
TO USE IT. It is more appropriate to CALL 911 for help.

   1.        Operating instructions and cautions are printed on the fire extinguisher
             nameplate. Read and understand these before using it.

   2.        Most types of fie extinguishers discharge their contents quickly. It is therefore
             important that the extinguisher be aimed correctly at the fire before it is
             operated.

             Be prepared for the discharge. There will be a slight backward reaction as
             the agent is being discharged from the nozzle or horn.

   3.        Stand 6 to 10 feet away from the fire and aim at the base of the flames with a
             side to side sweeping motion across the width of the fire. Move closer as the
             fire is extinguished, however, you are too close if the discharge disturbs the
             burning materials.

   4.        Never throw a fire extinguisher into a fire as it may explode.

   5.        After the fire appears to be out, continue to watch for “flashbacks” and
             extinguish them immediately.

   6.        Have the extinguisher recharged as soon as possible.

   7.        Never try out the fire extinguisher to see if it functions unless you are
             prepared to recharge it completely or replace it immediately. A partially used
             extinguisher will quickly lose all its pressure and become useless in a few
             hours.




Rev. 10/05                                                                      5.10.2.
           REHABILITATION OF DRIED MATERIALS

Once materials are dry, they can be cleaned, repaired, rebound, restored, and/or re-
housed. No materials should be returned to the shelves until the building has been
rehabilitated and restored with all environmental control in place and functioning..

While a few damaged materials may be handled in the Preservation Lab, restoration of
materials from a disaster of any size is a major undertaking. Planning for a large project
should include information and estimates on:
      1.      Personnel requirements
      2.      Budget and funding requirements
      3.      Potential replacement of materials via purchase and/or gifts
      4.      In-house expertise on repair procedures and/or available vendors
      5.      Staff training requirements
      6.      Procedures manual for conservation treatment and decision making
      7.      Required supplies and equipment
      8.      Location of adequate work and storage space with appropriate
              environmental conditions
      9.      Disposal of non-restored materials and used supplies.
      10.     Computer access to online catalog and for word processing
      11.     Communication facilities


CSU Libraries’ manual for processing damaged volumes based on the 1997 disaster is
located in the Preservation Librarian’s office.




10/05                                                                              6.0.
POST-DISASTER PROCEDURES

The post-disaster period is the time to review the disaster to determine what worked,
what didn’t, what surprises were experienced, and what changes need to me made.

With an emergency or small disaster, the accompanying form should be filled out and
submitted to the Building Proctor and to the Coordinator of Preservation Services if
library materials were involved.

With a medium disaster, the form should be used, and additional documentation added
as necessary.

After a major disaster, the staff member leading the recovery effort should collect all
interim reports from various members of the disaster response team and minutes from
de-briefing sessions to prepare a final report. The disaster response team should use
the report to evaluate the disaster response, recover, and rehabilitation.

The following types of actions may be appropriate
   1.     Make changes to procedures
   2.     Make changes in the disaster plan
   3.     Inventory and re-supply on-hand disaster supplies and equipment
   4.     Update lists of vendors and suppliers
   5.     Schedule response and recovery training/re-training as appropriate
   6.     Determine if, and how, such disasters can be prevented in the future




.                                                                                7.0.
               COLORADO STATE UNIVERSITY LIBRARIES
                     DISASTER REPORT FORM
                             Report of Collection Materials Damage

DATE OF DISASTER:                                                    TIME:
LOCATION:

REPORTED BY                                                    TO
INITIAL RESPONSE BY:
ACTION:



TIME SPENT ON RECOVERY OPERATIONS (Hours/Person)
TYPE OF DISASTER:
_____ Water
_____ Fire _____ Smoke
_____ Other:
DESCRIPTION OF THE DISASTER:




TYPE & APPROX. # OF MATERIALS                    TYPE & APPROX. # OF MATERIALS
AFFECTED:                                        DISCARDED:
_____ Books/Bound Journals                       _____ Books/Bound Journal
_____ Current Journal Issues                     _____ Current Journal Issues
_____ Maps                                       _____ Maps
_____ Other:                                     _____ Other:
DESCRIPTION OF DAMAGE TO MATERALS:




WHERE PICTURES TAKEN?                                                  (Please send copies)
EVALUATION OF RESPONSE




RECOMMENDATIONS FOR FOLLOW-UP/SUGGESTIONS FOR PREVENTION




DISASTERS SUPPLIES TO BE REPLENISHED:

Staff member filling out form:                                 Date:
Send form to Preservation Services Coordinator
        Rev. 11/4/05                                                                7.1.
                        DISASTER PREVENTION
Disaster preparedness starts with preventive planning. Although most natural disasters
cannot be avoided, damage can be minimized by preventive measures, such as stack
reinforcement in earthquake-prone area and flood abatement structures.

Facilities maintenance staff are best equipped to determine the soundness of the
building, both inside and outside. Proper maintenance of the building as verified by
regular checks of disaster related systems is essential. For example:
        ● Make sure aisles, exits, & evacuation routes are unobstructed and well marked
        ● Check fire doors to see that they function properly and are kept closed
        ● Test the emergency backup lighting system
        ● Test the smoke detectors
        ● Conduct fire inspection and fire sprinkler systems

Libraries staff should take an active part in prevention by being aware of potential
problems and reporting them to the Building Proctor for action.

The Disaster Preparedness Team activities as listed below are an essential part of
disaster prevention:
       ● Update the disaster plan
       ● Hold fire drills at least annually
       ● Replenish the disaster supplies as necessary
       ● Update collection priorities lists
       ● Update locational maps
       ● Conduct disaster response and recovery training
       ● Hold disaster preparedness test
       ● Update vendor list
       ● Keep up-to-date on new technologies and techniques




Rev. 10/18/05                                                                          7.3.
                   TESTING THE DISASTER PLAN

An essential part of disaster preparedness is regular testing of the disaster plan to
determine the feasibility of the disaster recovery process, to identify areas of the plan
that need modification or enhancement, to develop and test procedures, to provide
training to the team members, to review special and critical skills by Libraries staff
members, and to verify backup facilities.

The Preservation Librarian is responsible for the testing of the response and recovery of
the collections, with other members of the Disaster Preparedness Team being
responsible for their areas; for example, service recovery of various pubic service
activities. The results of the tests should be reviewed by the Disaster Preparedness
Team with the changes to the disaster plan manual and specific procedures updated as
needed.

The first step before testing the disaster plan is to prepare a plan that identifies the
scope, objectives, and format of the test. Other considerations include the type of test,
test steps and processes, timing and duration, whether the test is scheduled or
unscheduled, test participants, responsible disaster preparedness team members, the
reporting and evaluation process, and anticipated outcomes.

TYPES OF TESTS

● Checklist testing is used to determine if adequate and appropriate supplies are on-
hand, telephone number listings are current, members of the disaster team have up-to-
date disaster manuals, etc.

● Short planned drills work well for testing evacuation procedures, staff reaction to a
tornado alert, and adequacy of the emergency shelter.

● A table top exercise centers on a specific disaster scenario with disaster team
members talking through the response and recovery steps in accordance to the disaster
plan manual. The objective is to identify gaps and other weaknesses in the plan and to
provide training for the team members in reacting together to a potential disaster. A
table-top exercise is prudent test before advancing to simulation testing.

● The pre-planned exercise should include the description of the type of the disaster,
extent and type of damage, time of day, method of discovery of the disaster, and the
effect of the disaster to the Libraries, campus, city, region and/or state. Each team
member should review their own responsibilities and procedures relating to the specific
disaster, including how the response/recovery will be accomplished, by whom, estimate
of time, feasibility of successfully completing the activity, and other comments and
observations on the scenario. In addition all team members should review where their
responsibilities interact and how they can best work together for success.




                                                                                     7.4.
● Simulation testing focuses on various aspects of the disaster plan with a preplanned
disaster being acted out. Examples include staff response to a small water disaster,
salvage of collection priority materials, and setting up temporary service recovery
operations.
● A full disaster plan test activates the total disaster recovery plan. This type of test is
best done only if previous simulation testing has been successfully completed in all
areas of the disaster plan.


See the next pages for sample table top exercises.




                                                                                     7.4.
APPENDICES
      LOCATION OF DISASTER SUPPLIES


Disaster Packs are located in:
      Morgan Library

            Administration, Suite 110

            Access Services, Suite 161

            Archives and Special Collections, Suite 202

            Preservation Services, Suite 208

      Veterinary Teaching Hospital Library

      Lake Street Depository

      Lake Street Archives Annex


Disaster Supply Cabinet
      A Disaster Supply Cabinet in Preservation Services (Suite 208) contains items
      such as plastic sheeting, paper towels, dust masks, scissors, etc. These items
      are available for use IN CASE OF DISASTER ONLY. When supplies are used,
      please contact Diane Lunde so that they can be replaced.

      Additional supplies are located at the Lake Street Depository.




                                                                        APP. A.1.
                      DISASTER PACK CONTENTS

Within the Rescube:

      ●Disaster Information sheet

      ● Blotting paper

      ● Disposable aprons & disposable gloves

      ● Dust masks

      ● Filament tape

      ● Flashlight

      ● Freezer paper

      ● Paper pad

      ● Paper towel (1 roll)

      ● Permanent markers

      ● Plastic sheeting to go over a stacks unit

      ● Scissors

      ● Sponges (2)

      ● Trash bag (extra large, heavy duty)




                                                    APP. A.2.
DESCRIPTION & USE OF DISASTER SUPPLIES

ITEM                              USE
Aluminum foil                     Protective wrap
Aprons (disposable)               Protective gear, especially for wet materials
Aprons (cloth)                    Protective gear
Aquaboy                           Measure moisture content of books and paper
Barrier yellow tape               Indicate damaged area; keep people out of area
Binders clips                     Closure of bags, etc.
Binders board                     Support of dry materials
Blotting paper                    Interleave wet books, put under drying materials
Book ends                         Hold up books
Boots (rubber)                    Protective gear
Brooms                            Clean up
Brushes                           Cleaning of dry dirty materials
Buckets                           Wet clean up
Camera/film                       Documentation of disaster
Clipboard                         Documentation of disaster
Disinfectant                      Spray of working area
Dust cloths                       Clean dry dirt, soot ,etc. from outside of books
Extension cord                    Electricity
Fans (portable)                   Air circulation during air drying process
First aid kit                     Safety
Flashlight & batteries            Light
Freezer paper                     Wrap individual books
Glasses (safety)                  Protective gear
Gloves (cotton)                   Protective gear
Gloves (disposable)               Protective gear – to be used with wet materials
Hard hat                          Protective gear
Hygrometer/temperature/RH meter   Monitor temperature and relative humidity
Labels                            Marking boxes
Markers (waterproof)              Mark boxes and containers
Masks                             Protective gear
Milk crates (plastic)             Packing, moving or storage of wet books
Mops                              Clean up
Newsprint (unprinted)             Interleave wet books, cover work tables
Nylon fishing line                To hang small wet books or documents
Paper pad & pencil                Documentation
Paper towel (white only)          Cleaning; interleaving wet books, etc.
Plastic bags (zip)                Temporary isolation of badly damaged materials
Plastic sheeting                  Cover collections to protect them from water
Polyester film                    Support wet documents; waterproof barrier sheet
Pressing plates & 4 way rubber    Stabilize wet books that are misshapen before
bands                             freezing
Press (book)                      Flattening of dry books
Reemay                            Support for wet documents, separator sheet
Rescubes                        Packing of wet books (Holder of Disaster React Kit
                                supplies)
Scissors                        Cut newsprint, plastic sheeting, etc.
Spill kit                       Cleanup of fresh liquid spills
Spill pillows                   Prevent spread of liquid on the floor
Sponges                         Wet clean up
Sponges (chemical)              Remove dirt, smoke and soot from books & paper
Tape (duck)                     To make boxes
Tape (strapping)                To make boxes, hold plastic sheeting together
Tools (basic set)               To fix things!
Trash bags                      Clean up
Trash cans                      Clean up Also used to store disaster supplies
Trash cans (plastic)            Hold wet photos; washing; clean up; storage of
                                supplies
Trays (plastic) (18”x12”x11”)   Packing oversized wet materials
Tubs (plastic)                  Hold wet photos, etc. To wash materials
Vacuum, HEPA                    Clean up of dry materials
Velo-bind combs                 Separate pages of books for drying
Wax paper                        Interleave books with coated paper
Weights                         Hold down documents
Zippy cutter                    Cut freezer wraps, newsprint, blotting paper, etc.




                                                                  APP. A.4.
              LOCATION OF EQUIPMENT & SERVICES
              for DISASTER RESPONSE & RECOVERY

ITEM                     LIBRARY    LAKE STREET   CAMPUS       VENDOR   PHONE

Book trucks              XXX        XXX
Deep freeze facilities                                         XXX
Carpet cleaning                                   Facilities
Debris removal
Dehumidifiers
Down draft machine       Room 25
                                                  XXX
Drying Space             XXX
Environmental Testing                             EHS                   491-6745
– Biohazard                                                             491-6746
Environmental Testing    XXX
– Temp & RH
Fans (Floor)                                      XXX
Fork lift
Lab top computer         XXX &
                         Personal
Lighting, Emergency
Pallets
Plastic milk crates      Room 25    XXX
Plastic sheeting         XXX
Plastic trays            XXX
Portable fans            XXX
Portable generator
Portable lighting
Portable sump pump
Portable phone           XXX &
                         personal
Folding Tables
Refrigerator trucks                                            XXX
Water hoses
Wet/dry vacuum                                    XXX
      DISASTER RESPONSE & RECOVERY VENDORS
VENDOR            ADDRESS           PHONE                        SERVICES           SUPPLIES
Belfor USA        2425 Blue         1-800-856-3333 (Hotline)     Pack –out          For packout
                  Smoke Court S     www.belforusa.com            Freeze drying
                  Fort Worth, TX
                  76105
Action            4640 Lipan        303-964-1188                 Freeze drying
Catastrophe       Street            www.actioncatastrophe.com    Dehumidification
                  Denver 80211
Laramie Cold      575 Snowy         307-742-6649                 Cold storage
Storage           Range Road
                  Laramie, WY
                  82072-2405
Munters Corp.     79 Monroe St.     800-MUNTERS                  Freeze drying
                  PO Box 640        www.muntersamerica.com       Dehumidifiation
                  Amesbury, MA                                   Mold treatment
                  01913                                          Odor treatment
Service Master    3869 Norwood      720-981-8809                 Odor treatment
Prof.             Drive # 3
Restoration       Littleton 80125
Service Master    912 Smith Field   970-484-0588                 Fire & water
of Fort Collins   Drive, Suite 5    www.servicemasterclean.com   damage
                  Fort Collins                                   restoration
                  80524
Disaster          7015 Julian       800-475-FIRE                 Restoration
Restoration Inc   Street Suite 7    www.disaster-experts.com
                  Westminster
                  80030-5337
ICA               2090 West         303-806-9090
                  Bates Avenue      www.icaco.net
                  Englewood CO
                  80110
BMS CAT           303 Arthur        800-433-2940                 Restoration
                  Street            www.bmscat.com
                  Fort Worth TX
                  76107-2352
          DISASTER MANUAL DISTRIBUTION LIST

TEAM MEMBER              LIBRARY COPY         HOME COPY
Don Albrecht             Suite 158
Jim Farmer               Suite 110
Chris Sugnet             Suite 110
Diane Lunde              Room 208C
Julie Wessling           Suite 110
Jim Farmer               Suite 110




OTHER COPIES
STAFF/LOCATION           LIBRARY COPY         HOME COPY

Janet Bishop             Suite 202
Tom Moothart             Room 153
RLO/Access Services      Suite 161
Dennis Sylvain           Vet Branch Library

Administration Office    Suite 110
Lake Street Depository   Lake Street
             DISASTER PLANNING AND RECOVERY
                 SELECTIVE BIBLIOGRAPHY

Alire, Camilla, ed. Library Disaster Planning and Recovery Handbook. New York: Neal-
Schuman. 2000. (Z679.7.L53 2000)

Buchanan, Sally A., Disaster Planning, Preparedness and Recovery for Libraries and Archives:
A RAMP Study with Guidelines. Paris: UNESCO, 1988. (Z679.7.B83 1988)

Disaster Recovery Yellow Pages: The Definitive Directory of Business Continuity & Disaster
Recovery Resources. 14th ed. Brookline, MA: Edwards Information, 2005. (HV551.2.D57 14th)

Fortson, Judith, Disaster Planning and Recovery: A How-To-Do-It Manual for Librarians and
Archivists. New York: Neal-Schuman Publishers, 1992. (How-To-Do-It Manuals for Libraries,
no. 21) (Available via ILL)

Kahn, Miriam B. Disaster Response and Planning for Libraries. 2nd ed. Chicago: American
Library Association, 2003. (Z679.7.K38 2003; web version also available)

Kahn, Miriam. First Steps for Handling & Drying Water-Damaged Materials. Columbus, Ohio:
MBK Consulting, 1994. (Z701.K34 1994)

Murray, Toby. Bibliography on Disasters, Disaster Preparedness and Disaster Recovery.
Tulsa, Murray, 1996. (In Preservation Librarian’s office)

Northeast Document Conservation Center. Preservation of Library and Archival Materials: A
Manual. 3rd ed, rev, and expanded. Boston, NDCC, 1999. (Z701.P748 1992; available also on
the web)
       Technical Leaflets, Section 3: Emergency Management.

Page, Julie A. “When Disaster Strikes: First Steps in Disaster Preparedness.” The Serials
Librarian, 36 (1999): 347-361. (Z692.S5 S49)

Walsh, Getty. “Salvage of Water-Damaged Archival Collections: A Second Glance” WAAC
Newsletter, 19 (May 1997). http://palimpsest.stanford.edu/waac/wn/wn19/wn19-2/wn19-
206.html

Waters, Peter. Procedures for Salvage of Water-Damaged Library Materials. 2nd ed.
Washington, DC: Library of Congress, 1979. (LC1.2:SA 3 DOC)

Wellheiser, Johanna and Jude Scott. An Ounce of Prevention: Integrated Disaster Planning for
Archives, Libraries, and Record Centres. 2nd ed. Lanham, MD : Scarecrow Press, 2002.
(Z679.7.O95 2002)

Wold, Geoffrey H. and Robert F. Shriver. Disaster Proof Your Business: A Planning Manual for
Protecting a Company’s Computer, Communications & Records Systems and Facilities.
Chicago: Probus Publishing Co., 1991. (HF5548.37.W64 1991)

Rev. 3/06                                                                         App. G
DESCRIPTION & USE OF DISASTER SUPPLIES

ITEM                              USE
Aluminum foil                     Protective wrap
Aprons (disposable)               Protective gear, especially for wet materials
Aprons (cloth)                    Protective gear
Aquaboy                           Measure moisture content of books and paper
Barrier yellow tape               Indicate damaged area; keep people out of area
Binders clips                     Closure of bags, etc.
Binders board                     Support of dry materials
Blotting paper                    Interleave wet books, put under drying materials
Book ends                         Hold up books
Boots (rubber)                    Protective gear
Brooms                            Clean up
Brushes                           Cleaning of dry dirty materials
Buckets                           Wet clean up
Camera/film                       Documentation of disaster
Clipboard                         Documentation of disaster
Disinfectant                      Spray of working area
Dust cloths                       Clean dry dirt, soot ,etc. from outside of books
Extension cord                    Electricity
Fans (portable)                   Air circulation during air drying process
First aid kit                     Safety
Flashlight & batteries            Light
Freezer paper                     Wrap individual books
Glasses (safety)                  Protective gear
Gloves (cotton)                   Protective gear
Gloves (disposable)               Protective gear – to be used with wet materials
Hard hat                          Protective gear
Hygrometer/temperature/RH meter   Monitor temperature and relative humidity
Labels                            Marking boxes
Markers (waterproof)              Mark boxes and containers
Masks                             Protective gear
Milk crates (plastic)             Packing, moving or storage of wet books
Mops                              Clean up
Newsprint (unprinted)             Interleave wet books, cover work tables
Nylon fishing line                To hang small wet books or documents
Paper pad & pencil                Documentation
Paper towel (white only)          Cleaning; interleaving wet books, etc.
Plastic bags (zip)                Temporary isolation of badly damaged materials
Plastic sheeting                  Cover collections to protect them from water
Polyester film                    Support wet documents; waterproof barrier sheet
Pressing plates & 4 way rubber    Stabilize wet books that are misshapen before
bands                             freezing
Press (book)                      Flattening of dry books
Reemay                            Support for wet documents, separator sheet
Rescubes                          Packing of wet books (Holder of Disaster React Kit
                                  supplies)
Scissors                        Cut newsprint, plastic sheeting, etc.
Spill kit                       Cleanup of fresh liquid spills
Spill pillows                   Prevent spread of liquid on the floor
Sponges                         Wet clean up
Sponges (chemical)              Remove dirt, smoke and soot from books & paper
Tape (duck)                     To make boxes
Tape (strapping)                To make boxes, hold plastic sheeting together
Tools (basic set)               To fix things!
Trash bags                      Clean up
Trash cans                      Clean up Also used to store disaster supplies
Trash cans (plastic)            Hold wet photos; washing; clean up; storage of
                                supplies
Trays (plastic) (18”x12”x11”)   Packing oversized wet materials
Tubs (plastic)                  Hold wet photos, etc. To wash materials
Vacuum, HEPA                    Clean up of dry materials
Velo-bind combs                 Separate pages of books for drying
Wax paper                        Interleave books with coated paper
Weights                         Hold down documents
Zippy cutter                    Cut freezer wraps, newsprint, blotting paper, etc.




11/7/05

								
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