effective records management seminar ateneo de zamboanga, 5-6 february 2009 counter- disaster :...
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Effective Records Management SeminarAteneo de Zamboanga, 5-6 February 2009
Counter-Disaster : Planning, Response and Recovery
ByFe Angela M. Verzosa
Topics to be covered
The nature of disastersDisaster preparedness, response
& recoveryRisk assessmentCreating the disaster planDisaster ResponseDisaster Recovery: Salvage issues
and strategies
FocusFocus will be on collections disaster preparedness, response and recovery
However, other factors, such as human safety, will be mentioned because the many players in a disaster need to work together.
Definitions
Disaster“An occurrence causing widespread
destruction and distress; a catastrophe.”
Emergency“A serious situation or occurrence that
happens unexpectedly and demands immediate action.”
(American Heritage Dictionary. 3rd ed., 1996)
Cause of DisastersNatural causes
EarthquakesFiresFloodsTyphoonsVolcanic eruptions
Cause of disasters Man-made disasters
Biological contamination Chemical spill Civil disturbance and terrorism Construction failure Electrical power failure Electronic computer failure Explosions (bombs) Fire (arson) Gas leak
Cause of disasters Man-made disasters
Human error and carelessness Nuclear disasters Robbery Sewage overflow Accidental sprinkler activation Strikes Toxic fumes Vandalism War Water overflows
Disaster Planning
95% of disasters result in water damage; even fire damage is accompanied by water damage.
Libraries must be prepared for all disasters, natural and man made, that may occur at their institution.
The cost of not being prepared may be loss of life, loss of the materials, or, ultimately, the loss of the institution or business.
Objectives of Disaster Planning
To protect people, libraries and materials To avoid a disaster by being pro-active To reduce possibility of a disaster and to
reduce effects if a disaster happensTo expedite response and recovery efforts
in an organized and systematic manner if there is a disaster by having contacts and information needed consolidated in a single plan, and by familiarizing staff with disaster response options and activities
Elements of a library disaster Plan
Safety and security of people
The building Administration records for
“business continuity” The collections Library services
Disaster Plan
Elements of a library disaster Plan
Activities in Disaster Planning
Disaster preparedness and prevention
Disaster responseDisaster recoveryDisaster follow-up and
planning update
Tasks of disaster planning
Develop a working relationship with parent organization and community, i.e., university disaster team, city disaster management, fire department
Risk Assessment: Identify, assess and mitigate potential risks and hazards
Identify insurance policies, spending authority and emergency funds
Disaster Preparedness involves these activities…
Assess collections and assign priorities for salvage
Identify disaster recovery resources, including institutional assistance, vendors, consultants, conservators
Secure a budget for supplies and training activities
Purchase and distribute in-house supplies (which should be inventoried)
Analyze impact on services
Disaster Preparedness – more activities…
Review policies and procedures for disasters and/or emergencies
Write the disaster plan, distribute, or better, put on the website
Secure offsite backupsTrain staffConduct pre-planned tests of the planReview and report every emergency Modify plan from drills and experience Update plan regularly
Risk Assessment
Identify and assess risks
What is the likelihood of something occurring?
If something were to occur, what would be the loss?
Risk Assessment
1- Survey BuildingSite of buildingLandscapeBuilding materials and structureFire Protection (sprinklers, type)Utilities (water, electrical, etc)CustodialSecurityCommunication Systems
Risk Assessment
2- The conclusion of the Assessment should be to know:Where are my biggest risks?
3- Take preventive actions or regularly monitor or “alarm” those risks.What can we do to bring the
greatest good?
Risk Assessment Category Probability and Effect Examples
1 High probability- High Effect Fire, typhoon
flood, roof leaks
2 High probability- Low Effect theft, vandalism
3 Low probability- High Effect earthquake,nuclear war,tsunami, explosion
4 Low probability- Low Effect collapse ofbookshelf, collapsed
ceilings
Elements of a Disaster Plan
1- Quick Reference Guide Procedures for immediate response to most
common disasters Done with Security and Building personnel
2- Basic informationEmergency phone numbersBuilding officer/personnelPost evacuation meeting locationsLocation of disaster suppliesList of vendorsFloor plans with fire alarms, exits, etc.
3- Disaster Team
Disaster Team
The disaster management team will depend on individual institution size, resources and staffing patterns
Staff selected should have experience with: Administration activities, i.e., public relations,
finance, & personnel The physical building The collection and materials Preservation practices Library services, including reference, circulation Computer services
Disaster Team - examples
Disaster Team - examples Head of Preservation
Department Head of Administrative
Services Building Manager Head of Security Circulation Librarian Reference Librarian Branches /Special
Collections representative
Systems Head
Disaster response and recovery coordinator
Building manager Collection recovery
coordinator Services recovery
coordinator Computer systems
recovery coordinator Documentation manager Bibliographic services
manager Library personnel Head
Elements of a disaster plan
4- Collection prioritiesPriority 1: Irreplaceable materials
Priority 2: Materials essential to provide basic services or to library operation, materials required by law
Priority 3: Replaceable materials, i.e., core collections, areas of excellence, materials of high research value
Priority 4: Nice to have, but not essentialPriority 5: “Do not salvage” list
Elements of a Disaster Plan
5- Disaster scale and recovery operations
Level 1: Emergency Minor incidents that do not interrupt library
operations Handled by minimal staffing in less than 4 hours Any damaged materials are handled in-house
Level 2: Small disaster Limited to isolated area Damages of less than 100 items Requires 1-3 staff members Disruptions resume within a day Supplies available in-house Damaged materials treated in-house
Elements of a Disaster Plan
5- Disaster scale & recovery operations
Level 3: Medium disasterDamages of less than 500 itemsService operations resumed within
48 hoursOutside vendors may be needed
Level 4: Major/large scale disaster or wide-area disaster
Elements of a Disaster Plan6- Procedures for disaster recovery
General GuidelinesRecovery of mold materialsFreezing of materials
Vacuum freeze drying Vacuum drying or thermal vacuum drying Freezer drying Dehumidification
Air drying of materialsGuidelines for paper-based
materials
General Emergency Guidelines
Use common sense Know the location of emergency exits Know the location of building alarms, how
and when to use them Locate the Disaster
Response Kit When the emergency
is over, record and report the incident
Guidelines for Paper-based Materials
Books Freeze or dry within 48 hours to avoid mold growth
and to minimize distortion Immediately freeze books with coated paper,
keeping them wet until they can be frozen Work first on books that have fallen on the floor,
coated paper, the wettest materials If books are wet and tightly packed on shelves,
remove one or two so that they do not burst off the shelves as they swell (and incur further damage as they fall)
Do not open volumes, or close those that have fallen open
Handle one item at a time, using both hands Do not press water out of wet books--the paper is
too fragile when wet
Guidelines for Paper-based Materials
Unbound Paper Stable materials - freeze or dry within 48 hours
to avoid mold growth Soluble inks and pigments - immediately freeze
or dry Coated paper - immediately freeze or dry Do not try to separate single sheets (except to
air dry) Keep documents in order and retain
documentary information Do not blot surfaces of documents that have
soluble media
Recovery Methods for Wet Paper-based Materials
Air Drying - Materials are dried by spreading them out and/or interleaving them with absorbent paper in a work space in which the temperature and relative humidity are kept below 65° F and 35% RH, and fans are used to keep air circulating.
Freezing - Wet materials are stabilized by freezing to allow time to plan for recovery. Freezing is an interim step. Materials must be air dried or vacuum freeze dried after being removed from the freezer. Mold will not grow, and further distortion is halted once materials are frozen. Rapid freezing minimizes damage from ice crystals.
- Stand books on their heads - Interleave absorbent paperevery 50 pages- Use fan to keep air circulating- Keep temperaturebelow 65 degree F-When dry, lay booksflat but not stackup together
Air-drying
Recovery Methods for Wet Paper-based Materials
Vacuum Freeze Drying - After materials are frozen to prevent further distortion and mold growth, frozen materials are dried in a vacuum chamber. Materials remain frozen as water is removed. The water passes from a solid state (ice) directly to a vapor state.
Vacuum Drying (vacuum thermal drying) - Wet or frozen materials are dried in a vacuum chamber. A vacuum is drawn, heated air is put into the chamber, and a vacuum is applied again to pull out the moisture. Books distort more than when vacuum freeze dried. A lower-cost alternative for materials of lesser value, esp. large quantities of unbound paper without intrinsic value .
Recovery Methods for Wet Paper-based Materials
Dehumidification - Materials are dried in their place on shelves by large commercial dehumidifiers that are brought on site. Temperature and relative humidity in the area should be controlled. Books distort more than when vacuum freeze dried. Use for moderately wet books.
Freezer Drying - Materials are put in a freezer for months. Over time moisture sublimates out of the materials. Use for a few wet books.
Disaster Response
The actual response to an emergency or disaster
depends on: Scope of the disaster Nature of the disaster Timing of the disaster Part of the facility and collection affected Staff available for response Available supplies and equipment
Disaster Response
The speed and manner of disaster response is often critical to the recovery, rehabilitation, and final outcome.
Checklist of First Response Step 1 – Make sure people are safe. Step 2 – Make a rapid assessment of the
emergency situation. Step 3 – Protect the collections from further
damage. Step 4 – Notify, or verify notification of,
people and programs that are designated to respond in an emergency.
Step 6 – Work with Facilities staff members to stabilize the environment.
Step 7 – Do a comprehensive assessment of damage to the collections.
Step 7 – assessment of damage
Identify the types of materials damaged, and estimate quantities:
Bound volumes Unbound paper Microforms Photographic prints and negatives Videotape, audio tape Motion picture film Other
Identify the nature of the damage, e.g., materials might be:Damp Wet Smoke-damaged Fire-damaged Dirty Contaminated by bacteria or other dangerous substances
Photograph affected areas.
Checklist - Others
Step 8 – Determine if an outside commercial response service is required.
Step 9 – If an outside service is not required, implement salvage activities.
Step 10 – Keep detailed records:Areas affected Items affected Locations of items being salvaged Salvage methods
Disaster Response
Disaster response activities include:1- Stabilize the environment
Control the temperature & humidityIncrease ventilationTurn on air conditioning if possible
to retard moldSafety or security problems?Arrange for environmental testingContinue environmental monitoring
of the whole building
Disaster Response
2- Assess the situationConduct the walk throughLook for structural damageLevel of damage to the collectionsProvide documentation and
photographsReview service areas and other
patron accessible areasReview staff offices and work space
Disaster Response
4- Perform initial recovery preparations Identify staging area for collection
recoverySetting up a command center and/or off-
site recovery area
5- If necessary, activate the disaster plan
3- Estimate time of reoccupation or need for relocation site
Disaster Response Guidelines
DO NOT touch anything electrical remove collection items from the
disaster area enter the area until Security
determines it is safe to do so
DO
wear protective clothing (gloves, aprons, masks, and helmets) in the disaster area
use supplies from the disaster bins, which contain supplies to protect yourself, protect collection items or to clean up the area
contact Security immediately
Safety in the Workplace
DO: *carry loads close to the body and use
leg muscles to lift *avoid twisting, side bending or
excess bending of your back*use kick stools or steps to remove items from shelves, working from the top to the bottom*vary work tasks to prevent muscle strain*rotate tasks every 30 minutes
Disaster Recoveryincludes all operations after the initial
response including restoration of the collections and/or services
Disaster Recovery
Reference Circulation Interlibrary Loan Computer access to online catalog and
electronic resources Other patron services, i.e., children’s story
hour
1- Provide continuity of service for:
Disaster Recovery 2- Restore the collection
Gather data on the collections Type of materials Status of online database Record of holdings Typical information the insurance
people might ask for Decide the immediate action plan
Salvage priorities Instructions for special formats Availability of supplies and equipment Vendor or in-house recovery
Disaster Recovery
3- Create and implement a plan for processing materials back into the collection Review options: restoration,
repurchase, gifts, discard and start anew, alternate format
Review specifications, staffing, budget, space, supplies, etc.
Determine the role of experts or consultants
Disaster Recovery
Time for recovery may be as short of a few hours or up to several years.
Whatever the damage, the collection will never be exactly the same.
Disaster Follow-up
All activities performed to mitigate another disaster, including:Revision of the disaster planChange in policies and proceduresReview of the disaster
management teamRetraining of staffModification of the facilitiesAssessment of risk management
needsReview of insurance needs
Disaster Plan Testing
Identify scope, objectives, format
Determine type of testSet time and durationDecide if scheduled or
unscheduled??Identify participantsEstablish reporting and
evaluation processAnticipate outcomes
Disaster Plan Testing
Types of testsChecklist testingShort planned drills, i.e., fire
drill, earthquake drill, etc.Table top exercise (talk
through the exercise)Pre-planned exercise Simulation testing (disaster
is acted out)Full disaster plan test
Contact [email protected]
Questions?