 Written Plan
Disaster Management Plan to be reviewed on or before:…………………..2005
Member of staff responsible for review and updating is:
Name:…………………………
Position:………………………..
Updates should be sent to:
• Disaster Managers (2 copies each).
• Members of the Disaster Reaction Teams (2 copies each).
• Site Managers
• Systems Librarian (or equivalent)
• IT department
• Server Room
• Note locations of any other copies, e.g. senior managers in the institution, disaster recovery suppliers, adjacent sister libraries.
NB Any major revision of this plan should result in it being reprinted in its entirety.
Chain of CommandDisaster Manager
Name, position held, responsibilities.
Disaster Reaction Manager
Name, position held, responsibilities.
Disaster Recovery Manager
Name, position held, responsibilities.
Press Officer
Name, position held, department, responsibilities.
Senior manager in the institution
Name, position held, department, responsibilities, contact details.
Disaster Reaction Teams
Name, position held, responsibilities.
Name, position held, responsibilities.
Name, position held, responsibilities.
Name, position held, responsibilities.
Name, position held, responsibilities. Etc. Health and Safety
The Library should be closed and all personnel evacuated under the following circumstances:
• Fire alarm.
• Flood alarm (if appropriate).
• Bomb threat.
• Instructions from Emergency Services.
• Instructions from the Disaster Manager or the Disaster Reaction Manager.
• Instructions from Estates.
• Power failure.
• Etc.
Evacuation ProceduresInsert local evacuation procedures.
Insert emergency procedures for library system shut down. TrainingInsert 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. InsuranceCompany 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 PlansInsert Library floor plans for:
• Fire exits, fire extinguishers, smoke alarms, sprinkler systems (where present), assembly points.
• Air conditioning systems (where present).
• Electrical, water, sewerage, drainage and gas systems; highlighting fuse boxes, stop cocks and isolation valves.
• Details and location of salvage priorities.
• Locations of the emergency equipment bins and first aid boxes. Salvage Priorities
Insert collection salvage priorities and the names of those responsible for each area.
(see also Accommodation for Salvage Operations) IT Priorities
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:
• Fire exits, fire extinguishers, smoke alarms, sprinkler systems (where present), assembly points.
• Air conditioning systems (where present).
• Electrical, water, sewerage, drainage and gas systems, highlighting fuse boxes, stop cocks and isolation valves.
• Salvage priorities and the location of the emergency equipment bins and first aid boxes 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
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
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
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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
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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
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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
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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
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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
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Website http://www.bl.uk/services/preservation
General Archival Stationery and Supplies
(to assist in meeting the requirements of BS 5454 : 2000)
Atlantis Art and Conservation Suppliers
14 Fieldgate Street
London
E1 1EW
Telephone 020 7377 8855
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
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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
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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
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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
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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
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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
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Website http://www.mla.gov.uk
Museums Association
24 Calvin Street
London
E1 6NW
Telephone 020 7426 6970
Fax 020 7426 6961
Email
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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
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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
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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
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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
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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
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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
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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
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Website http://www.keyind.co.uk
Munters Ltd
Blackstone Road
Huntingdon
Cambs
PE29 6EE
Telephone 01480 442243
Fax 01480 413147
Email
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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
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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
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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
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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
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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
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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
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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
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Website http://www.balmforth.co.uk
Britannia Shelving
Unit 21
Haddenham Business Park
Haddenham
Bucks
HP17 8LJ
Telephone 01844 292856
Fax 01844 292848
Email
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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
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Website http://www.ecospace.co.uk
Gresswell Direct
Grange House
2 Geddings Road
Hoddesdon
Herts
EN11 ONT
Telephone 01992 454511
Fax 0800 616634
Email
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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
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Website http://www.edulib.co.uk 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
Insert arrangements made for accommodating salvage operations. Business Continuity
[NB If required text to be added here on Advocacy, Dependencies, Supporters, etc.]
[Text to be added about Risk Assessment] Scenario Planning
[Text for this section to be defined] 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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