COLORADO STATE

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COLORADO STATE

UNIVERSITY

LIBRARIES

DISASTER RECOVERY

PLAN MANUAL

Revised 2003-2016

DISASTER RECOVERY PLAN MANUAL

TABLE OF CONTENTS

SECTION 1: Introduction and Basic Information

1. Introduction

2. Executive Summary

3. Emergency Phone Numbers

4. Building Proctors

5. Designated Evacuation Meeting Points

1. Primary Meeting Place by Location

2. Designated Evacuation Meeting Points for non-Morgan Library locations

SECTION 2: Disaster Teams

1. Disaster Recovery Responsibilities

2. Disaster Preparedness Team

3. Disaster Response & Recovery Team

1. Disaster Response & Recovery Coordinator

2. Building Proctor

3. Responsible Library Officer (RLO)

4. Disaster Response for Collections Team

5. Collection Recovery Coordinator

6. Collections Coordinator

7. Collection Repatriation/Procurement Coordinator

8. Services Recovery Coordinator

9. Assistant Dean for Administrative Services

10. Computer Systems Recovery Coordinator

11. Documentation Manager

12. Bibliographic Services Manager

13. Director of Libraries Accounting Services

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

1. Evacuation Information Sheet

SECTION 4: Collection Recovery Priorities

1. Recovery Priorities by Department

2. General Collection Priorities

SECTION 5: Disaster Response and Recovery

1. Disaster Scale and Recovery Operations

2. Disaster Response

3. Disaster Recovery: General Guidelines

4. Disaster Recovery: The Pack-out

5. Disaster Recovery: Recovery of Moldy Materials

6. Disaster Recovery: Freezing of Materials

7. Disaster Recovery: Freezer and Vacuum Drying Methods

8. Disaster Recovery: Air Drying of Materials

9. Disaster Recovery: Guidelines for Non-Paper Materials

10. Disaster Recovery: Fire Disaster

1. Fire Information Sheet

2. Fact Sheet on Portable Fire Extinguishers

SECTION 6: Rehabilitation of Dried Materials

SECTION 7: Post Disaster Procedures

1. CSU Libraries Disaster Report Form

2. Proctor/Staff Notification Form

3. Disaster Prevention

4. Testing the Disaster Plan

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

David Ramsay, Building Proctor x2-4019

Patrick Burns, VP-IT Dean x1-1833

Meg Brown-Sica, Assistant Dean x1-7105

Tom Moothart, Assistant Dean x1-1875

Dawn Paschal, Assistant Dean x1-1849

Mark Shelstad, Digital/Archives x1-2820

Other Libraries phone numbers

Library Technology Services Support x1-7102

Library Technology Services Emergency Pager 980-5624

Amy Hoseth, Coordinator Onsite Services x1-4326

Aaron Greene, Access Services x1-1904

Ann Schwalm, Disaster Response x1-1826

Collections Team

Oscar Raab, Disaster Response x1-5684

Collections Team

CSU FACILITIES AND POLICE

Campus Police Department

EMERGENCY CALLS ONLY 911

Routine Calls/Dispatch x1-6245

Facilities Dispatch (24 hours) x1-0077

Rev. 4-16 1.3

BUILDING PROCTORS

MORGAN LIBRARY

David Ramsay, Building Proctor x2-4019

LAKE STREET DEPOSITORY

David Ramsay, Building Proctor x2-4019

LAKE STREET DEPOSITORY ANNEX

David Ramsay, Building Proctor x2-4019

VETERINARY HOSPITAL BUILDING

Chad Alexander, VTH Building Proctor 297-5303

Libraries Staff

Dennis Sylvain 297-1213

Kohl Webb 297-4573

Michelle Wilde x1-1860

Tom Moothart x1-1875

Rev. 4-16 1.4

DESIGNATED EVACUATION MEETING POINTS

For Morgan Library Staff

By Department

|UNIT |PRIMARY MEETING PLACE |SECONDARY MEETING PLACE |

|Administration |Clark Building – Under B-Wing (South end) |Lory Student Center Coffee Shop |

|Archives & Special Collections |West of Lory Student Center by bridge/ditch |Student Center Plaza/Center |

|Acquisitions/Metadata |West of Lory Student Center |Monford Quad |

| |past bridge. | |

|CAT: Computer Applications Training | | |

|Collections(Management Assessment) |Clark Courtyard |West library parking lot drop-off area |

|College Liaisons |Clark B-Wing |(Backdoor to Curfman Gallery) |

| |(SW corner Clark A-Wing | |

|Digitization Unit |West of Lory Student Center |Montfort Plaza |

| |by bridge/ditch. | |

|Digital Repository Services Unit |West of Lory Student Center |Flag pole north of Clark Building |

|Geospatial Centroid |NE corner of parking lot. West of Morgan | |

| |Library | |

|Help Desk |Clark Building B-Wing |Behavioral Science Building - Lobby |

|Interlibrary Loan/Elec Reserve |Southeast Corner of Library Parking Lot |Braiden Lounge |

|ISTeC Scholar | | |

|Library Technical Support |Beneath Clark B |West of Eddy Hall |

|Onsite Services: Access, Loan Desk, |Flag pole near Computer Science building |Inside Clark A wing, west windows in view of|

| |(Caddy-corner from library) |library entrance |

|Rapid | | |

|Veterinary Teaching Hospital |Client Parking Lot | |

| |

|Weekends and Weekday Nights |

|All staff meet at Flag Pole in Plaza north of Clark Building |

Rev. 4-16 1.5

Primary Meeting Places by Location

|LOCATION |UNIT |

|REFER to above pg 1.5 |REFER to above pg 1.5 |

| | |

| | |

Secondary Meeting Places by Location

|LOCATION |UNIT |

|REFER to above pg 1.5 |REFER to above pg 1.5 |

| | |

| | |

| | |

| | |

Rev. 4-16 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

Pathology Building basement (across street)

Veterinary Hospital Library

Primary meeting place: Client Parking Lot

Rev. 4-16 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 Disaster Response for

Collections Team and the Assistant Dean for Digital and Collections Services.

The Disaster Preparedness Team, is a collaboration with the Deans of the Libraries, Building Proctor, and the Disaster Response for Collections Team; 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. 4-16 2.1

PRESERVATION LIBRARIAN

The Preservation Librarian 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 Disaster Response for Collections Team 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. 4-16 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., Disaster Response for Collections Team 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. 4-16 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 DEANS (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

Patrick Burns Dean Libraries x1-1833

David Ramsay, Building Proctor x2-4019

Meg Brown-Sica Assistant Dean x1-7105

Tom Moothart Assistant Dean x1-1875

Dawn Paschal Assistant Dean x1-1849

Mark Shelstad Digital/Archives x1-2820

Don Albrecht LTS x1-3423

Allison Level Collections x1-3918

Management

SECONDARY POSITION CSU

STAFF

Ann Schwalm Disaster Response x1-1826

Collections Team

Oscar Raab Disaster Response x1-5684

Collections Team

Chad Alexander VET only 297-5303

Dennis Sylvain VET only 297-1213

LTS Pager Computer 980-5624

Network only

Rev. 4-16 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 Lab, Suite 208, 210

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.

Rev. 4-16 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 bands |Stabilize wet books that are misshapen before 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 – Temp & |XXX | | | | |

|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

|Belfor USA |2425 Blue |1-800-856-3333 (Hotline) |Pack -out |For packout |

| |Smoke Court S | |Freeze drying | |

| |Fort Worth, TX | | | |

| |76105 | | | |

|Action |5808 Franklin |303-964-1188 |Freeze drying | |

|Catastrophe |Street Denver, | |Dehumidification | |

| |CO 80216 | | | |

|Munters Corp. |79 Monroe |800-MUNTERS |Freeze drying | |

| |Street PO Box | |Dehumidification | |

| |640 Amesbury, | |Mold treatment | |

| |MA 01913 | |Odor treatment | |

|Service |3250 S Zuni |303-791-600 |Odor treatment | |

|Master Prof. |Street |smfireand | | |

|Restoration |Englewood, | | | |

| |CO 80110 | | | |

|Service |3054 Lake |970-484-0588 |Fire & water damage | |

|Master of Fort |Canal Court | |restoration | |

|Collins |Suit 120 Fort | | | |

| |Collins, CO | | | |

| |80524 | | | |

|Restoration Logistics |5360 N |303-657-1400 |Restoration | |

| |Washington |pmaster@ | | |

| |Street Denver, | | | |

| |CO 80216 | | | |

|BMS CAT |5718 Airport |877-730-1948 |Restoration | |

| |Freeway | | | |

| |Halpon City, | | | |

| |TX 76117 | | | |

|*THE TWO | | | | |

|BELOW | | | | |

|WERE NOT | | | | |

|IN SERVICE | | | | |

|*Laramie Cold Storage |575 Snowy |307-742-6649 |Cold Storage | *Verify |

| |Range Road | | |resource |

| |Laramie, WY | | | |

| |82072-2405 | | | |

|*ICA |2090 West |303-806-9090 | | *Verify |

| |Bates Avenue | | |resource |

| |Englewood CO | | | |

| |80110 | | | |

Rev. 5-16

DISASTER MANUAL DISTRIBUTION LIST

|TEAM MEMBER |LIBRARY COPY |HOME COPY |

|Don Albrecht |Suite 158 | |

| | | |

| | | |

| | | |

| | | |

| | | |

| | | |

| | | |

OTHER COPIES

|STAFF/LOCATION |LIBRARY COPY |HOME COPY |

|Mark Shelstad | | |

| | | |

|Tom Moothart |Room 153 | |

|RLO/Access Services |Suite 161 | |

|Dennis Sylvain |Vet Branch Library | |

| | | |

| | | |

|Administration Office |Suite 110 | |

|Lake Street Depository |Lake Street | |

| | | |

| | | |

| | | |

| | | |

Rev. 5-16

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 Lab Suite 203)

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).

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. 4-16 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 bands |Stabilize wet books that are misshapen before 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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