Disaster Control Plan
Home Prevention Preparedness Reaction Recovery References
   M25 Disaster Management Group

Preparedness - commentary

Written Plan

The creation of an institution-specific, written Disaster Control Plan must form the basis for the preparation phase of disaster management planning. The Library’s plan must be compatible with other relevant plans elsewhere in the organisation. A designated person must be made responsible for its accuracy and currency, and a clear timetable for reviewing and updating the plan must be agreed upon. The plan should ideally be kept in a loose-leaf binder to allow for easy updating, and if a version is available via the Library's intranet, care should be taken that the electronic and hard copy versions remain in step. Any major revisions of the plan should result in it being reprinted in its entirety, to avoid confusion. Pages should be numbered and dated. Any updates to the procedures manuals should be signed and dated. The plan should be divided into four sections: prevention, preparedness, reaction and recovery. It should be clear, succinct, flexible and easy to understand, whilst also including all the information necessary to inform a speedy reaction in a disaster situation. Jargon should be avoided, so that the plan may be easily understood by other professionals such as fire officers. Flow charts may be used where they will aid understanding of the procedures to be followed. It may help to use appendices for charts, plans and other local information, to keep the plan succinct.

All members of the Disaster Reaction Teams, the Disaster Manager, Disaster Reaction Manager and the Disaster Recovery Manager should have two copies of the plan, one to be kept at work and one at home. Senior management and site managers may also need copies of the plan. Each site should have access to the plan, although some sections (such as the location of rare or valuable items or home phone numbers) may be kept out of general circulation. All holders and locations of the Disaster Control Plan should be listed.

For multi-site institutions the next step will be to decide whether to adopt an institution wide or a local response, how to store salvage supplies etc.

Preparedness - template

Written Plan

Disaster Control Plan to be reviewed on or before:...................2005
Member of staff responsible for review and updating is:

Name:.....................

Position:........................

Updates should be sent to:

NB Any major revision of this plan should result in it being reprinted in its entirety.


Chain of Command

A clear chain of command must be established and followed in the event of a disaster. This may include the appointment and training of some or all of the following:

Chain of Command

For example:

Disaster Manager
Name, position held, responsibilities, contact details.

Disaster Reaction Manager
Name, position held, responsibilities, contact details.

Disaster Recovery Manager
Name, position held, responsibilities, contact details.

Press Officer
Name, position held, department, responsibilities, contact details.

Senior manager in the institution
Name, position held, department, responsibilities, contact details.


Disaster Reaction Teams

Personnel available to be called on in a disaster situation must be identified and trained. The precise structure of the reaction teams will vary according to the needs and the resources of each institution.

Disaster Reaction Teams

Name, position held, responsibilities, contact details.

Name, position held, responsibilities, contact details.

Name, position held, responsibilities, contact details.

Name, position held, responsibilities, contact details.

Name, position held, responsibilities, contact details.

etc.


Health and Safety

A library disaster may well affect the working environment of staff, and their health and safety must be the primary concern. Health and Safety regulations cover working in a disaster area and must be followed. Advice may also be obtained from local emergency services attending the incident. Circumstances may dictate that staff not trained to deal with a disaster, (i.e. those staff not part of a Disaster Reaction Team) should be evacuated from the area and be found another place of work, should a disaster occur during working hours. The Disaster Control Plan should lay down the circumstances under which the library should be closed and the building evacuated along with local procedures for achieving this. It should be borne in mind that the Library management may not be in control of the whole building when drawing up evacuation procedures or consequent working arrangements. Consideration should be given to procedures for evacuating staff and students with disabilities in an emergency, especially those with mobility, sight or hearing impairments.

Health and Safety

The Library should be closed and all personnel evacuated under the following circumstances:

For example:

Evacuation Procedures

Insert local evacuation procedures.

Insert emergency procedures for library system shut down.


Training

A training programme must be devised, based around the Library’s own Disaster Control Plan. This will encompass several levels of involvement in the disaster planning process. All staff should receive training, similar to that undertaken for Health and Safety procedures, covering reporting potential problems, raising the alarm, key personnel and the circumstances under which evacuation procedures would be implemented. It should be borne in mind that the Library management may not be in control of the whole building when drawing up evacuation procedures or consequent working arrangements. Once initial training has been completed, the training programme should become part of induction training for new staff.

Disaster Reaction Team members will obviously receive more detailed training covering the role of team members and its limits, when and where to seek advice and the work involved during a disaster scenario. These sessions should ideally contain a practical "hands-on" element and a detailed tour of the building.

Training for the managers who will have to co-ordinate the reaction and recovery in response to a disaster should include a simulated disaster (table-top exercise), to help them understand the processes involved. This will also help to reveal any weaknesses in the Library’s Disaster Control Plan, in advance of any actual implementation of the plan. In addition, training must cover the skills necessary for managing staff under great stress, as staff who have not previously experienced a similar disaster may find it unexpectedly upsetting and/or exhausting.

Regular training should also take place on the procedures for the restoration of IT services in an emergency.

It should be noted that disasters which occur out of hours may well be discovered by non-library staff, such as security or maintenance staff. These staff should receive training based on the Procedures for Initial Action on Discovering a Disaster. They should also be made aware in advance of the need for prompt action in the event of all types of disaster.

Training

Insert local training programme for staff by category i.e.: Disaster Managers, Disaster Reaction Team Members, all staff, staff from other departments e.g. Security or Estates, induction training for new staff. Timing and nature of each course to be recorded, and optimum regularity and frequency noted.


Insurance

As part of the preparation phase of disaster planning library staff should familiarise themselves with the insurance cover provided by their institution. If possible, talk with the insurers (via the finance department or other central administration as appropriate) to discover:

The insurance company should be contacted as soon as possible after a disaster is discovered. The plan should specify whether this is the responsibility of the Disaster Reaction Manager or whether the insurer should be alerted via the finance or other central department, in line with institutional policy. In the event of a major disaster the insurance company will appoint a loss adjuster to assess the institution’s claim. The loss adjuster will usually offer advice and in some cases, will arrange for labour to help with very heavy work unsuitable for Disaster Reaction Team members. If necessary, extra labour may also be obtained via agencies for tasks such as data entry.

NB It will be necessary to prove loss in the event of an insurance claim using catalogues and inventories of equipment and furniture. [3] Back-up copies of these should be kept at another location. This is especially important in the case of special collections material, which, by its nature, is often not catalogued online; back-up copies of any existing manual catalogues should be made and stored off-site.

Insurance

Company name, phone/fax no., contact - or Finance Department contact as appropriate, and approved method of contact, including authorisation.

Insert any restrictions placed or benefits available.

Insert necessary arrangements for extra insurance for stock in transit or temporary storage, extra opening hours or emergency accommodation for readers and staff or for staff working under disaster conditions.

Insert location details of off-site back-up copies of catalogues, inventories, etc.

Include reference to local or regional mutual support agreements, where these exist, and approved methods of contact.


Library Floor Plans

Floor plans of all areas covered by the Disaster Control Plan should be prepared and included in the plan. It may be useful to laminate copies so that they can be pulled out of the Disaster Control Plan binder during a disaster and easily consulted by the emergency services or Disaster Reaction staff. The floor plans should show the locations of:

To avoid plans becoming too "busy" several plans of the same area may be included, for example one for fire precautions and one for salvage priorities and the location of emergency equipment.

Library Floor Plans

Insert Library floor plans for:


Salvage Priorities

In the event of a disaster there will be very little time in which to make decisions. It is therefore essential that priorities for the salvage and recovery of the library’s collections are agreed and recorded before any event, and documented in the written Disaster Control Plan.

It is possible that it may be more cost effective to dispose of easily-replaced material, especially if it is badly damaged. It would be necessary to compare the value of the item, its uniqueness and its function within the library service with the unit cost of salvage, while also noting the requirements of the insurance company. This is especially true of some non-book material, such as microforms, where salvage is difficult, expensive and not very successful. Material with water-soluble ink will need to be salvaged immediately, if at all. Newspapers and cuttings also respond poorly to restoration and replacement, or replacement by surrogates, should be considered where possible. If necessary, restoration should be left until last when staff will have had most experience of dealing with damaged material.

Much special collections material is likely to be both unique and valuable and therefore will merit salvage even when severely damaged, despite the difficulties and expense involved.

Once the stock worth salvaging has been identified, it should be prioritised according to its value, uniqueness and function within the library service. The fragility of individual items may also be considered. Priorities may be set for the library or archive as a whole and also for individual departments or areas, which may save time in the event of a localised problem. Priorities will have to be implemented flexibly, where access to the affected area is restricted or where the extent of the damage varies. Remember to consider unique administration files, e.g. personnel/ financial and Inter-Library Loans records as well as collections and their ancillary files. If possible mark the prioritised material, but do not rely entirely on colour coding or marking, as light levels during a disaster may be very low. The use of fluorescent shelf markers, which glow in low light, enabling priority items to be identified, can aid quick retrieval. Details and locations of items to be treated as priorities should be recorded in the Disaster Control Plan.

Salvage Priorities

Insert collection salvage priorities and the names of those responsible for each area.

(see also Accommodation for Salvage Operations).


IT Preparedness

Disaster preparedness in relation to IT services in the Library should form part of the Library’s written Disaster Control Plan.

IT services are at risk from “disasters” such as fire and flood but are also particularly vulnerable to theft, hardware/software failure, security breach/hacking and virus attacks.

The nature of Library automation means that a loss of IT functionality can seriously inhibit the Library’s ability to provide even the most basic service to users and suppliers; and will have a detrimental effect on staff’s ability in carrying out their day to day duties.

Responsibilities

The extent of the Library’s role in IT disaster preparedness depends on the level of responsibility it has for IT provision. This will depend on the Institution’s departmental structure. It is important therefore to establish levels of responsibility; in essence who is responsible for what and who has to be contacted in the event of a disaster.

Some examples of that need to be clarified are:

The Disaster Manager should identify key staff to and agree levels of responsibility, bearing in mind they may not necessarily be library staff. It should include the following:

All designated staff should have a copy of IT disaster plan; a copy should also be available in the server room, or the room where the Library server is located. Out of hours contact details should also be known. It is important that contact is maintained with designated staff and informing them of changes, such as in key personnel, and in the acquisition or proposed acquisition of new IT equipment.

General preparedness

Servers should be kept in a dedicated server room which provides a safe environment including security from theft, and temperature control. An Uniterrupted Power Supply (UPS) system should be installed so that, in the event of an unexpected power cut, servers will be shut down automatically or will be kept running for a period of time that would allow staff to conduct a controlled shutdown (or for power to be restored). Members of the Library Disaster team should know how to safely shut down Library IT systems should advanced warning of a power cut be given. Servers and computers should be protected by the latest anti-virus software and security patches.

Back-ups should be run on a regular basis, preferably daily. Use a separate tape for each weekday. Clearly label the contents of each tape and the date it was created. The latest back-up tape should be stored offsite. Ensure the tapes are stored in a stable environment - away from damp, dust, high temperature and humidity. Keep tape drives clean, for example, run a DAT cleaning tape regularly.Replace the tapes on a regular basis as they degrade through natural wear and tear.

It may be worth investing in an additional server to copy data and mirror discs. Consider options to back up the OPAC - e.g. membership of COPAC, or card catalogue. Many manuals are now online and may not be available during a disaster, so print out hardcopies of important sections.

Staff should be aware of the location of:

Maintenance contracts

All IT components should have appropriate support, servicing and maintenance contracts. Keep a list of contractors with contact details including emergency numbers/out of hours support. Make sure it is clear which vendor is responsible for what and on which circumstances they should be called out.

Some examples:

If support is required, have the work done on site, so that regular monitoring of the quality of work is possible.

Identify data recovery firms - if need be, contact them:

Most data can be recovered but costs and time factor are considerations to weigh against doing it.

Inventory

Compile a current list of all computer and IT equipment held in the Library, and any equipment that is used solely by the library but is stored offsite. The inventory should list the make, model and serial number of the equipment; the location of the equipment and the date purchased and cost when purchased. This can be used to form basis of an insurance claim.

IT Priorities

It should be clear which IT functions should take priority when restoring IT services.

Service Continuity

The Library system should have an offline circulation module that allows the circulation desk to function during a library systems or network failure. Staff should be fully trained in the module and the offline system should be tested on a regular basis.

If the Library system does not have an offline module, prepare manual back-up procedures, and draw up forms which allow staff to record transactions. Make sure the forms are available at all times.

Post and new stock will almost always continue to arrive. Acquisitions and Serial check-ins may have to be done manually, or priority may need to be given to provide staff with sufficient IT facilities to enable them to cope with deliveries.

If the disaster is confined to the library only then have arrangements with IT to provide back-up computers if required.

Cooperative systems

Plans should be drawn up to ensure that alternative IT facilities are made available either elsewhere within a multi-site institution or through co-operative agreements between libraries. Such mutual support agreements should allow students access to IT facilities should their institution be affected by a major disaster.

Insurance

The nominated staff should familiarise themselves with the insurance cover provided by their institution to ensure that all IT equipment is covered. It should be ascertained whether there is any limit on the value of single items covered.

The plan should specify whether this is the responsibility of the Disaster Reaction Manager or whether it should be done through the Finance Department, in line with institutional policy.

IT Preparedness

Responsibilities

Systems Librarian (or equivalent)
Name, position held, responsibilities.

IT department representative
Name, position held, responsibilities.

Network representative
Name, position held, responsibilities.

Server Administrator
Name, position held, responsibilities.

Insert names of staff authorised to shut down library IT systems when advised to do so by relevant authorities.

Orientation

Insert the location of library servers or other IT equipment used by the library; enter room number(s) and members of staff who have access.

Back-up tapes:
Insert location where back-up tapes are stored and members of staff who have access.

Insert location of following that have particular relevance to IT:

Maintenance Contracts

Insert names and contact details of contractors - including out of hours/emergency phone numbers. Identify which systems they are responsible for.

Insert list of data recovery firms.

IT Priorities

List priorities of servers and insert priorities for IT service restoration.

Inventory

Attach a list of all IT equipment - make, model, serial number, location, date of purchase, cost.

Service Continuity

Insert priorities.

Insert location of instructions on offline/manual procedures.

Insert alternative IT access for staff and any co-operative/mutual support agreements.

Insurance

List insurance company details or Finance Department contact and responsibility. Insert any restrictions placed or benefits available.


Emergency Equipment

A rapid response will generally be called for in a disaster, especially where the disaster has resulted in damage to the collections. Having the appropriate emergency equipment available can contain the disaster and prevent damage to collections, and ensure that the Disaster Reaction Team can begin salvage work at the earliest moment. Decide what emergency equipment to hold internally, what can be obtained from other departments within the institution and what can be obtained (quickly) from outside companies. The supplies will need to be checked regularly and any faulty equipment replaced. The following factors should be considered when making decisions relating to emergency equipment:

A list of the Emergency Equipment kept by the institution, its precise location and a list of firms which can supply additional equipment should be placed in the written Disaster Control Plan. It is generally recommended that the supplies be kept in a wheeled box or wheelie bin. Thought should be given to the location of such supplies, e.g. they should be stored close at hand but in low-risk areas. Reaction times during the Colorado State University Libraries flood were slowed by the loss of the preservation disaster supply cabinet which had been stored in the basement. [28] The location of the emergency supplies should be noted in the Disaster Control Plan and clearly marked on floor plans.

Emergency equipment must be included in equipment maintenance schedules and those responsible should sign to state that the relevant checks and maintenance routines have been carried out, and the optimum period for review.

Emergency Equipment

Select appropriate emergency equipment from the list given below and note quantities held, by location (it may make lists easier to manage and understand if the equipment is categorised by purpose, e.g. initial response, cleaning & drying, packing). Arrange storage and note the precise location of the boxes or wheelie bins.

Absorbent cloth
Acid-free wrapping paper
Adhesive tape & dispensers
Aluminium foil
Aprons (disposable)
Archive quality boxes (empty)
Back supports
Barriers
Batteries
Bin bags
Blank paperBlotting paper
Boiler suits
Brooms
Bubble-wrap
Bucket
Buckets (with mop wringers)
Bulbs (torch)
Bulldog clips
Camera (digital)
Cassette tape recorder or dictaphone (with batteries & tapes)
Chalk
Chemical sponges
Claw hammer
Cling film
Clipboards
Clothes pegs
Cloths
Clean copies of damage forms
Crates (plastic, folding)
Crepe bandages
Dehumidifiers
Detergents
Disinfectants
Distilled water
Dust masks
Dust pans
Dusters
Extension cable
Fan heaters
Fans
First aid kit
Folding wallpaper tables
Freezer bags
Freezer labels
Generators
Gloves (cotton)
Gloves (heavy duty plastic)
Gloves (industrial)
Gloves (surgical)
Goggles
Hacksaw (with blades)
Hammer
Hand held sprays
Hard hats
Hazard cones
Hazard signs
Hazard tape
Highlighter pens
Hygrothermograph
J cloths
Kitchen paper
Knives
Labels
Labels (waterproof)
Ladder
Lamps
Masking tape
Masks
Melinex sheets
Mobile phones (with battery & charger)
Mop
Mylar film
Mylar sheets
Newsprint
Notepad
Nylon line
Paint brushes (small & medium)Pamphlet boxes (empty)
Paper (blank, in various colours)
Paper clips (plastic)
Paper towels
Pencil sharpener
Pencils (chinagraph)
Pencils (HB)
Pens (freezer)
Pens
Pen (permanent marker )
Photographic chemicals
Pliers
Polythene bags
Polythene gloves
Polythene sheeting
Pumps
Respirators (dust & mist)
Rubber bands
Rubber gloves
Safety pins
Scalpel and blades
Scissors
Screwdrivers
Shoe covers
Shovel
Spanners
Sponges
Squeegees
Stanley knife
Stapler & staples
Stockingette
String
Sun lamps
Swarfega
Sylglass
Tabards (fluorescent)
Tape (brown parcel)
Tape (cotton)
Tape (linen)
Tape (waterproof packing with dispenser)
Tape measure
Tarpaulin
Tie on labels
Tools
Torch
Trimming knife
Trolley
Twine
Vacuum cleaners (wet & dry)
Walkie-talkies
Washing-up liquid
Water containers with lids
Waterproof clothing
WD40
Wellington boots


Suppliers of Emergency Equipment and Services

Equipment and supplies not held locally may still be needed quickly, as may expert advice. Therefore initial contact with suppliers and specialist services should be made in advance and contracts negotiated where appropriate. Not all the categories covered in the template will be needed by every library.

If using a contractor for any part of the work, make sure the contract is clear that control of the operation is in the hands of the Disaster Managers not the contractor. If appropriate have the work done on site, so that regular monitoring of the quality of work is possible.

Suppliers of Emergency Equipment and Services

Identify suppliers of emergency equipment and services. Set up relationships or contracts as appropriate. List contact details and any authorisation or contract numbers.

Suggestions for suppliers are listed below. This is not an exhaustive list nor does it imply any recommendation by the M25 Consortium or any member thereof.

Disaster Recovery Specialists

NB The contact details below are for the standard services offered by each company, not for their specialist emergency call-out services.

Belfor-Relectronic (UK) Ltd
153 Milton Park
Abingdon
Oxfordshire
OX14 4SD
Telephone 01235 862500
Fax 01235 861078
Email disasterline@uk.belfor.com
Website http://www.disasterline.com

Cedric Chivers Limited
Disaster Recovery Service
1 Beaufort Trade Park
Pucklechurch Trading Estate
Pucklechurch
Bristol
BS16 9QH
Telephone 0117 937 1910
Fax 0117 937 1920
Email info@cedricchivers.co.uk
Website http://www.cedricchivers.co.uk

Data and Archival Damage Control Center
4 Bridge Wharf
156 Caledonian Road
London
N1 9UU
Telephone 020 7837 8215

Document SOS Limited
34 Abbey Business Centre
Ingate Place
London
SW8 3NS
Telephone 020 7498 8080
Fax 020 7627 2233
Email help@documentsos.com
Website http://www.documentsos.com

Harwell Drying and Restoration Services
Harwell International Business Centre
Building 404/13
Harwell
Didcot
Oxfordshire
OX11 0RA
Telephone 01235 434373
Fax 01235 432246
Email info@harwell-drying.co.uk
Website http://www.harwell-drying.demon.co.uk

Riley Dunn and Wilson Ltd
Disaster Recovery Registration Service
Freepost
Falkirk
FK1 4BR
Telephone 01324 621591
Fax 01324 611508
Email enquiry@rdw.co.uk
Website http://www.rdw.co.uk

Other services

National Preservation Office
The British Library
96 Euston Road
London
NW1 2DB
Telephone 020 7412 7612
Fax 020 7412 7796
Email npo@bl.uk
Website http://www.bl.uk/services/preservation

General Archival Stationery and Supplies

(to assist in meeting the requirements of BS 5454 : 2000)

Conservation By Design Limited
Timecare Works
5 Singer Way
Kempston
Bedford
MK42 7AW
Telephone 01234 846300
Website http://www.conservation-by-design.co.uk

Conservation Resources (UK) Ltd
Units 1, 2, 4 & 5
Pony Road
Horspath Industrial Estate
Cowley
Oxfordshire
OX4 2RD
Telephone 01865 747755
Fax 01865 747035
Website http://www.conservationresources.com

Preservation Equipment Ltd.
Vinces Road
Diss
Norfolk
IP22 4HQ
Telephone 01379 647400
Fax 01379 650582
Email info@preservationequipment.com
Website http://www.preservationequipment.com

G Ryder & Co Ltd
Denbigh Road
Bletchley
Milton Keynes
MK1 1DG
Telephone 01908 375524
Fax 01908 373658
Website http://www.ryderbox.co.uk

Secol Ltd
Howlett Way
Thetford
Norfolk
IP24 1HZ
Telephone 01842 752341
Fax 01842 762159
Website http://www.secol.co.uk

Sources of Specialist Advice

Insert details of your library and archives system suppliers for hardware and software.

Insert details of conservators used by the Library.

Archives Libraries Museums (ALM) London
Cloister Court
22-26 Farringdon Lane
London
EC1R 3AJ
Telephone 020 7549 1700
Fax 020 7490 5225
Email info@almlondon.org.uk
Website http://www.lmal.org.uk

or insert details of the relevant regional agency.

British Association of Paintings Conservator-Restorers
The Secretary
PO Box 32
Hayling Island
PO11 9WE
Telephone 0239 246 5115
Email secretary@bapcr.org.uk
Website http://www.abpr.co.uk

Chartered Institute of Library and Information Professionals (CILIP)
7 Ridgmount Street
London
WC1E 7AE
Telephone 020 7255 0500
Fax 020 7255 0501
Email info@cilip.org.uk
Website http://www.cilip.org.uk

Institute of Materials, Minerals and Mining
1 Carlton House Terrace
London
SW1Y 5DB
Telephone 020 7451 7300
Website http://www.iom3.org

Institute of Paper Conservation
Bridge House
Waterside
Upton upon Severn
WR8 0HG
Telephone 01684 591150
Fax 01684 592380
Email information@ipc.org.uk
Website http://palimpsest.stanford.edu/ipc

Museums, Archives and Libraries Council
16 Queen Anne's Gate
London
SW1H 9AA
Telephone 020 7273 1444
Fax 020 7273 1404
Email info@mla.gov.uk
Website http://www.mla.gov.uk

Museums Association
24 Calvin Street
London
E1 6NW
Telephone 020 7426 6970
Fax 020 7426 6961
Email info@museumsassociation.org
Website http://www.museumsassociation.org

Museums Documentation Association
The Spectrum Building
The Michael Young Centre
Purbeck Road
Cambridge
CB2 2PD
Telephone 01223 415760
Fax 01233 415960
Email mda@mda.org.uk
Website http://www.mda.org.uk

National Archives
Public Record Office
Kew
Richmond
Surrey
TW9 4DU
Telephone 020 8876 3444
Fax 020 8392 5286
Website http://www.pro.gov.uk

National Preservation Office
The British Library
96 Euston Road
London
NW1 2DB
Telephone 020 7412 7612
Fax 020 7412 7796
Email npo@bl.uk
Website http://www.bl.uk/services/preservation

Society of Archivists
Prioryfield House
20 Canon Street
Taunton
Somerset
TA1 1SQ
Telephone 01823 327030
Fax 01823 271719
Email offman@archives.org.uk
Website http://www.archives.org.uk

University of Southampton Textile Conservation Centre
Winchester Campus
Park Avenue
Winchester
Hants
SO23 8DL
Telephone 023 8059 7100
Fax 023 8059 7101
Email tccuk@soton.ac.uk
Website http://www.wsa.soton.ac.uk/ttccontent.htm

Removals Firms

Bishop's Move
102/104 Stewards Road
London
SW8 4UF
Telephone 020 7498 0300
Fax 020 7627 1173
Website http://www.bishopsmove.com

Hays Rentacrate
16 Evelyn Street
London
SE8 5DQ
Telephone 020 7740 3700
Fax 020 7740 3730
Website http://www.haysrentacrate.co.uk

Olympic Removals Ltd
Olympic House
Progress Works
Progress Way
Enfield
EN1 1UX
Telephone 020 8805 0999
Fax 020 8805 0988
Email sales@olympicremovals.co.uk
Website http://www.olympicremovals.co.uk

Specialist Equipment Suppliers

(for pumps wet and dry vacuums, fans etc.)

HSS Hire Service Group
25 Willow Land
Mitcham
Surrey
CR4 4TS
Telephone 020 8620 3100
Fax 020 8687 5005
Email hire@hss.com
Website http://www.hss.com
(check Yellow Pages for local branches)

Key Industrial Equipment Ltd
Blackmoor Road
Ebblake Industrial Estate
Verwood
Dorset
BH31 6AT
Telephone 01202 822214
Fax 01202 813352
Email sales@keyind.co.uk
Website http://www.keyind.co.uk

Munters Ltd
Blackstone Road
Huntingdon
Cambs
PE29 6EE
Telephone 01480 442243
Fax 01480 413147
Email info@munters.co.uk
Website http://www.munters.co.uk

Whatman plc
27 Great West Road
Brentford
Middx
TW8 9BW
Telephone 020 8326 1740
Fax 020 8326 1741
Website http://www.whatman.com

William Lillico Ltd
Wonham Mill
Betchworth
Surrey
RH3 7AD
01737 247666
Fax 01737 246783

Zellweger Analytics Ltd
Hatch Pond House
4 Stinsford Road
Nuffield Industrial Estate
Poole
BH17 ORZ
Telephone 01202 676161
Fax 01202 678011
Email sales@zelana.co.uk
Website http://www.zelana.com

Freezer Truck Hire

(insert details of local suppliers)

Drying Facilities

(insert details of local facilities)

Commercial Freeze Dry
45 Roman Way
Longridge Road
Ribbleton
Preston
PR2 5BD
Telephone 01772 654441
Fax 01772 655004
Email mh@commercialfreezedry.co.uk
Website http://www.commercialfreezedry.co.uk/process.htm

Harwell Drying and Restoration Services
Harwell International Business Centre
Building 404/13
Harwell
Didcot
Oxfordshire
OX11 0RS
Telephone 01235 432245
Fax 01235 432246
Email info@harwell-drying.co.uk
Website http://www.harwell-drying.co.uk

RHM Technology Ltd
The Lord Rank Centre
Lincoln Road
High Wycombe
Bucks
HP12 3QR
Telephone 01494 526191
Fax 01494 428080
Email enquiries@rhmtech.co.uk
Website http://www.rhmtech.co.uk

Photographic Conservation

Centre for Photographic Conservation
233 Stanstead Road
Forest Hill
London
SE23 1HU
Telephone 020 8690 3678
Fax 020 8314 1940
Email xfa59@dial.pipex.com
Website http://www.cpc.moor.dial.pipex.com

Film

British Film Institute
21 Stephen Street
London
W1T 1LN
Telephone 020 7255 1444
Website http://www.bfi.org.uk

Document and microform Services

Cimtech Limited
Innovation Centre
University of Hertfordshire
College Lane
Hatfield
Herts
AL10 9AB
Telephone 01707 281060
Fax 01707 281061
Email c.cimtech@herts.ac.uk
Website http://www.cimtech.co.uk

Shelving

Sealine Business Products Ltd
Media House
10 Greencoates
Hertford
Herts
SG13 8AA
Telephone 01992 558001
Fax 01992 304569
Email sales@sealinemediastorage.com
Website http://www.balmforth.co.uk

Britannia Shelving
Unit 21
Haddenham Business Park
Haddenham
Bucks
HP17 8LJ
Telephone 01844 292856
Fax 01844 292848
Email sales@britannia-uk.com
Website http://www.buildingdesign.co.uk/facil/britannia-shelving

Forster Ecospace Limited
Masons Gate
Townsend
Marsh Gibbon
Oxon
OX27 0EY
Telephone 01869 278002
Fax 01869 278003
Email sales@ecospace.co.uk
Website http://www.ecospace.co.uk

Gresswell Direct
Grange House
2 Geddings Road
Hoddesdon
Herts
EN11 ONT
Telephone 01992 454511
Fax 0800 616634
Email orders@gresswell.co.uk
Website http://www.gresswell.com

LS Associates
FAO Barry Pettman
4 Eastholm
Letchworth Garden City
Herts
SG6 4TN
Telephone 01462 637912
Fax 01462 637938
Email info@edulib.co.uk
Website http://www.edulib.co.uk


Emergency Ordering and Invoicing Procedures

During a disaster situation it will not be possible to handle ordering and invoicing in the normal way. Advise finance departments in advance of the sheer scale of spending and number of invoices, which will be necessary during the first and crucial 48 hours after the disaster. Some cash transactions may be necessary. Normal decision making procedures will need to be streamlined, as speed of response will be critical, although it is possible that tendering will still be required. A system for dealing with special arrangements and the extra workload should be put into place and the procedures noted in the written Disaster Control Plan, along with a named contact in the Finance Department.

Emergency Ordering and Invoicing Procedures

Insert emergency procedures for placing orders and passing invoices, including authorisation and authentication procedures.

Insert name and contact details of relevant finance officer.


Accommodation for Salvage Operations

Identify possible alternative accommodation for salvage operations, assuming that some or all of the library environment is too badly affected by the disaster for anything other than initial packing and sorting to be undertaken there. It will be necessary to identify the type of accommodation, the probable floor loading, and proportion of public area to salvage area. Obviously this will be easier for a multi-site institution as services can be provided at other sites. Assuming that they are not already in use, examination tables may be used in the salvage area to provide drying surfaces or work tables.

During almost any disaster postal deliveries and new stock will continue to arrive. Priority may therefore need to be given to providing technical and bibliographical staff with sufficient facilities to enable them to cope with deliveries. They will also then be able to begin identifying items lost for insurance claims using the catalogue.

Consideration should be given in advance to the necessary security arrangements to protect staff, readers, the affected building and collection material during the reaction and recovery phases.

Accommodation for Salvage Operations

Insert arrangements made for accommodating salvage operations.


Service Continuity

A disaster which damages the library’s collections will clearly adversely affect the service provided by the library. However, there are other disasters which may interrupt the continuity of service provided by the library. Theft or vandalism may cause an IT failure, for example. Plans should be drawn up to ensure that alternative IT facilities or study spaces can be made available, perhaps elsewhere within a multi-site institution or through co-operative agreements on a local or regional basis.

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Service Continuity

Insert arrangements made for ensuring service continuity. Where this involves co-operative agreements insert authorisation and authentication procedures to invoke those agreements.

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