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| Disaster Management 18 September 2003 |
Meeting MinutesNotes from the meeting held at Kings College LondonPresent: James Anthony (UCL), Anne Barrett (IC), Glyn Price (LSE), Colin Rennie (SOAS), Katie Sambrook (KCL), Christine Wise (University of London Library - Convener) Apologies: Chris Brewer (IOE), Joanne Kilgannon (Courtauld) 1. Welcome and introductionsCW welcomed everyone to the meeting and introductions were made.p> 2. Minutes of the meeting held on Wednesday 16 July, and minute takingThe minutes of the meeting held Wednesday 16 July 2003 were accepted as a true record. CW took the minutes of this meeting. 3. Matters arising from the minutes of the meeting held Wednesday 16 July 2003JK
would be approaching colleagues at the Courtauld Institute about the
existence of a special disaster control plan for the Courtauld Gallery
collections, and would report back to the DMG. DMG members confirmed the importance of maintaining and stimulating discussion via the M25DMG-Information list. 4. M25 Development Plan 2003-2004 - 2005-2006. To consider the objectives in the revised DMG plan for 2003/04 and to update the action linesCW
reported that the next meeting of the M25 Consortium Steering Group
would be held on 2 October 2003. All Chairs of Working Groups were
invited to make a report on recent activity. In order to fulfill this
requirement, CW would update the action lines in the DMG portion of the
Development Plan in the light of the discussion at this meeting, and
circulate the draft for comment. She reported that as she would be on
annual leave on 2 October 2003 she would be tendering her apologies for
that meeting. 5. Training events in conjunction with CPD25: to receive oral reports on three planned eventsThe following generic planning points were agreed. The three events could either be viewed as singleton staff training events, or attended as a complete induction package. Where possible, therefore, different speakers should be engaged for the events. Organisers would keep DMG members informed about the dates and arrangements via the M25-DMG list. CPD25 would make all administrative arrangements for each event. Writing a disaster control plan Dealing with damaged stock Running a disaster scenario training event in your library 6. Mutual Support Agreements. To discuss recent developments and to report on future areas of workGP
reported that he would be making a presentation on the concept of a
subject-based mutual support agreement to the M25 Creative Arts working
group at their meeting on Friday 19 September 2003. He would report
back in due course to the DMG. The
DMG has identified the medical and health fields as possible areas for
the development of agreements and will be on the agenda for future
action. The Mutual Support
Agreement in education is currently in force until June 2004. Steps
towards renewal needed to be taken. DMG agreed to discuss this as a
major item at the next meeting. 7. Business and service continuity planning: to consider potential areas of work to develop during 2003-2004; and an action planThis was a new area of activity for the DMG and one which had been requested of the working group at M25 Director level. DMG discussed these issues and agreed that before developing specific programmes of activity a review of the salient issues, currently published work and individuals and groups active in the field should be undertaken. The following actions were identified:
Following this work, the DMG would work with a view to collating or devising, where appropriate, and publicizing information on good practice in such as areas as staff raining, scenario planning and risk assessment. Likely outcomes include a training event, new content for the disaster control plan template, and, for future consideration, a separate business and service continuity planning template. 8. Review of the M25 DMG website: to discuss further enhancement of content in the areas of IT disaster preparedness and special collectionsGP reported that all M25 DMG website files, including the disaster control plan template, were now housed at LSE alongside other M25 web pages. This meant that the content of the disaster control plan could now be updated more easily. John Gilbey of the M25 Systems Team would provide technical advice on the future structure of the template, bearing in mind that additional content leading to new pages would shortly be prepared. In his role as webmaster, GP would continue to pass on new and revised content for updating. GP reported that the M25 DMG portion of the M25 Development Plan 2003/04 - 2005/06 would shortly be uploaded to the website. The
bibliography in the disaster control plan and the links pages on the
web pages required editing and updating with new suggestions. New
content for the disaster control plan template in the areas of IT
disaster preparedness and special collections would be scoped and
drafts prepared by CR and KS respectively, and discussed at the next
meeting. DMG
agreed in line with GP’s recommendation that in addition to scoping
this new content, the editorial policy for the web pages should be
discussed and agreed at the next meeting. 9. Review of the M25 DMG membership: to consider further invitations to join the DMGDMG
agreed that further invitations to join the group should be extended,
to assist with delivering the aim and objectives of the group. 10. Any other businessPlanning for an IT preparedness training event would commence during 2003/04 with a view to running an event during 2004/05. CW reported that she had given a paper on disaster planning, with a focus on the M25 DMG, at the CILIP Rare Books Group conference on 11 September 2003. The paper would subsequently be published in the Rare Books Group Newsletter; the powerpoint would be mounted on the M25 DMG website. 11. Date of next meeting and venue13 November 2003, UCL |
