Disaster Preparedness

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Disaster Preparedness Powered By Docstoc
					David Ashman Preservation Manager
Auckland Libraries
Disaster Planning
• Detailed written manual - logistics, priorities, contact
• Keep simple & easy to understand
• Trained teams contact details
• All staff need to know their role & how to respond
• Materials supplies and equipment
• Contact with suppliers & professionals
• Training
• Management buy in & access to funding
• Having a plan is like having insurance and the costs are
  its premiums
                     A survey should include:
    Identify Risks   Areas at risk of water damage eg.
                     •Heating systems/air conditioning
                     •Water tanks
•   Food             •Kitchens/laboratories
                     •Underground streams
•   Dust             •Washrooms/drink dispensers
•   Water            •Roofs/basements
•   Fire             •Windows/skylights

•   Contractors      Identify hazardous material:
•   Vandals          •Cleaning fluids
                     •Laboratory chemicals
•   Environment      •Fuel
                     •Toner for copiers/printers
•   Insects/Pests    Have resources & information on hand
                     to deal with a chemical spill
Water Damage
From extinguishing a fire,
dislodged or broken pipes caused
by earthquakes, fire sprinklers,
leaking roof and blocked drains

•   Mould 48-72 Hours
•   adhesives soften
•   soluble inks & dyes run
•   Glossy papers stick together

Plastic sheets can be used to throw
   over shelves and reduce damage
  Food and Drink
                                              •   provide areas away from storage and
Food and drink can make a mess and may            offices that can be used for the
   attract insects and other vermin.              consumption of food and drink

                                              •   empty bins at the end of each day
Regular housekeeping and vigilance will
   help to detect insect activity before it
   becomes an infestation.                    •   seal gaps and holes around pipes that
                                                  might allow rodents access

                                              •   indentify sources of insect activity eg.
                                                  birds nests in the eaves
                    Care and Handling


To reduce risk of damage with normal use and during recovery following a disaster
Staff awareness & the Plan
Contact details
This approach uses trained teams covering
  three distinct functions.
It can be easily adapted to suit individual

• Co-ordinator
• Support
• Salvage
Co-ordinator    – shared role

• Co-ordinates plan
• Initial assessment
• Instigates salvage operation
• Oversees salvage operation
• Has budget responsibility
• Overall responsibility for training and
• Reports to management
Support Team       – Logisitics

•   Registration
•   Supplies & Equipment
•   Transport
•   Venues for storage/sorting
•   Freezers & Drying
•   Documentation
•   Breaks/catering/first aid/H&S
•   Media/Security
 1st Response Kit

Salvage Teams

•   Assessment
•   Requisition of supplies
•   Site stabilisation
•   Sorting and packing material for freezing
•   Setting up air drying stations
•   Document and record what is being

•   Formal disaster salvage courses
•   Meetings/talks/seminars
•   Handling materials
•   Use of equipment
•   Location familiarity/tours
•   Real disaster site visits/volunteer
•   Health and safety
•   Conflict resolution/team building
Prevention & Risk Mitigation

•   Disaster preparedness plan & trained teams
•   Fire/smoke detection
•   Fire suppression system
•   Flood detectors/alarms
•   Integrated pest management
•   Good protective storage system
      VESDA & Gas flood fire suppression

As used at Auckland Libraries in the
Sir George Grey Special Collections storage
•Shelving braced
•Mobile shelving locked down
•Boxing and protective enclosures -
some protection against fire, water,
dust and light
•Leave bottom shelf empty or a gap
of at least 150mm
Recovering wet materials
Know what is in your collection
   • books
   •   documents
   •   paper/vellum
   •   film
   •   photographs
   •   magnetic tape
   •   vinyl

Freezing to stabilise
                          Freezing buys time to make
                          treatment/retention decisions

                          Most (not all) archive materials are okay to
              Freeze Drying

Vacuum pack                   Air Drying
New Zealand Conservators of
Cultural Materials website:

National Preservation Office
Inquiry - how to protect material in a disaster?
How long until your damaged collections are accessible? The experiences following
   the Christchurch earthquakes suggests it could be weeks or even months.

Some possibilities:
• Mobile Shelving locked down
• Shelving braced
• Passive environmental controls
• Material protected in containers
• Vacuum packing material that is not accessed regularly

    More ideas/suggestions? Contact me: david.ashman@aucklandcouncil.govt.nz

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