Practical Preparations

Planning for Safety and Emergencies

Prevention & Preparation

Prevention - Sometimes the best way to deal with a problem in the library is to take steps to lower the risk of it ever happening

Preparation – The next best way is to prepare a response to deal with a problem when it happens

What will you learn today?

How to survey library & grounds to identify hazards or security risks

Practical measures libraries can take to lower risk of emergencies

Resources to use to create an emergency plan

Library Emergency

A threat that might cause harm to the library collection, building, staff, customers

An unscheduled disruption of normal library services

Types of emergencies

FIRE!

Flood…

Tornado…

Earthquake…

Personal Danger

Bomb threats…

Armed (or unarmed) assaults…

Medical Emergencies…

Utility outages

Chemical leaks

Equipment failures…

Transportation accidents…

And, then, of course…

Hurricanes Severe weather storms Theft Circulation system failure Unattended children Lurkers, streakers, flashers, etc. Angry/abusive patrons and…

Insect infestations….

…just to name a few.

The KEY to Success

Work with YOUR local/community support service agenciesYour local fire marshallYour local fire marshall

Your local emergency services agencyYour local emergency services agency

Your local utilities companyYour local utilities company

Your regional/state libraryYour regional/state library

Your network support person/agencyYour network support person/agency

Work with YOUR local/community support service agenciesYour local fire marshallYour local fire marshall

Your local emergency services agencyYour local emergency services agency

Your local utilities companyYour local utilities company

Your regional/state libraryYour regional/state library

Your network support person/agencyYour network support person/agency

The KEY to Success

Work with YOUR local/community support service agenciesTo assess riskTo assess risk

To address preventative measuresTo address preventative measures

To develop planTo develop plan

To train library staffTo train library staff

To review emergency proceduresTo review emergency procedures

To review recovery proceduresTo review recovery procedures

Work with YOUR local/community support service agenciesTo assess riskTo assess risk

To address preventative measuresTo address preventative measures

To develop planTo develop plan

To train library staffTo train library staff

To review emergency proceduresTo review emergency procedures

To review recovery proceduresTo review recovery procedures

Danger analysis Cat 1 – High probability, high effect (fire,

flood, tornado, burst water main, …) Cat 2 – High probability, low effect (leaking

tap, theft, vandalism, …) Cat 3 – Low probability, high effect

(earthquake, nuclear war, civil unrest, ...) Cat 4 – Low probability, low effect (collapse

of bookshelf, medical emergency, ...) These can vary library by library, locale by

locale

Risk assessment

Identify possible risks Evaluate probability and effect to

YOUR library Develop procedures to prevent

and/or respond Note: conditions change…be flexible

Four phase process

Prevention Preparedness/Planning Response Recovery

Phase 1

Prevention

Building/Security inspection – make needed changes

Establish routine maintenance measures

Proper fire detection/extinguishing systems

Policies, policies, policies

Secure copies of vital records off-site

Protect computers and electronic equipment

Comprehensive insurance

Inventory, inventory, inventory

Sample handouts & Examples

Checklist for Library Building Security Building Survey Checklist (Monthly) Monthly Tech Maintenance Checklist

Your ideas of prevention…

What do you do or have you done to lower risk of emergencies?

MAJOR CLUES!!!

Prevention is Prevention is easier and easier and

cheaper than cheaper than cleanup!cleanup!

Prevention only works if you do it routinely

Phase 2

Preparedness

Develop written preparedness, response & recovery plan

Keep it up-to-date and test it Disaster supplies/equipment

kit/area Establish emergency response

team

Response training for staff Documentation up-to-date at all

times Distribute plan Institute disaster notification

procedures

Posted Information

Emergency instructions Emergency contact information –

Emergency management Staff phone tree State agency notification Utilities, automation vendor, communication, etc. Landlord, plumber, carpenter, etc.

Should also be posted throughout building, in staff homes and vehicles

Examples

Emergency Contact List Locations of Facility Emergency

Facility Systems Emergency Equipment & Supplies Emergency Response Team

Responsibilities

Phase 3

Response(See Emergency Preparedness Bibliography)

Follow established procedures Contact necessary parties Prepare to re-enter site

Make preliminary assessment of damage

Stabilize environment Set up areas for

packing, local cleanup Transport items for

freezing

Phase 4

Recovery

Establish program to restore both site and materials to usable condition

Determine priorities for restoration Discard items not worth retaining

Restore/clean materials locally

Clean/rehabilitate site

Replace treated material in site

Analyze disaster plan and improve

Issues for public libraries

Safety of public comes first!

Commercial insurance or self-insurance?

Who gives approval for recovery?

Approval of expenditures for supplies, equipment

Inadequate fire detection and suppression systems

Budgeting for emergencies

Relocation sites Need for/access to

freezing facilities ????

Prepared byLynette SloanFort Loudoun Regional LibrarySeptember, 2009