Procedures for Initial Action on Discovering a Disaster

Contact details

Initial Assessment of the Disaster Situation

Guidelines for Disaster Reaction Team Members.

• Wear several layers of warm old clothing and gloves.
• Wear wellingtons or stout shoes.
• Bring a flask containing a hot drink if possible.
• Bring a small amount of cash.
• Don’t forget your house keys!
  

• Do not talk to the press, refer all queries to the Press Officer.
• Assemble outside the main entrance or as close to that as permitted by the emergency services.
• Do not enter the building until instructed to do so by the Disaster Reaction Manager or your team leader. 
  

Possible working conditions:

• No library system, therefore manual record keeping.
• Surface water.
• No electricity, lighting or heating.
• Buckled shelves (if there has been a fire).
• Books on the floor.
• Collections out of order.
• Equipment and furniture out of place.
• Broken glass.
• Strong draughts due to broken windows.
• Lots of heavy work……
  

Once work begins:

• Take a break about once an hour, your team leader will organise this.
• If you feel depressed or are having difficulty coping, inform your team leader. They will arrange a rest break or send you home.
  

YOUR SAFETY IS MORE IMPORTANT

THAN ANY LIBRARY MATERIALS

[Adapted from the Manchester Metropolitan University. Library & North West Film Archive. Emergency Management Plan. 7th edition. 1998.]

Master Copy of the Disaster Report Form

Available as Appendix A of the download version of the document.

Procedures for Salvaging Library  and Archive Materials

To be modified according to institutional salvage policy.

Books

Water damage
1.    Protect undamaged materials and equipment.
2.    Consult salvage priorities.
3.    Assess where material is most wet and in conjunction with the salvage priorities list decide where to begin work.
4.    Begin clearing the shelves from the top down if water has come in through the ceiling; where there is standing or rising water; clear from the bottom up. NB the latter procedure will reduce the stability of the shelves.
5.    Where shelving is, or could become unstable some team members should push against the bookcase whilst others remove the materials.
6.    Work systematically and list basic bibliographical details of the material, the damage, crate number and destination/action taken on the damage lists provided.
7.    Wet material is delicate. Handle with care and use minimal force to remove tightly packed material.
8.    Pack and list different types of material separately. Take care not to pack wet material in with dry.
9.    The Disaster Reaction Manager should decide on the action for each item and supervise the packing and distribution.
10.    Time is short: If in doubt send material for freezing as frozen material can be air dried at a later date if necessary.
11.    Any books or papers which have stuck together must be sent for freezing.
12.    Material sent for freezing should be wrapped in polythene or placed in polythene bags, tightly secured to exclude as much air as possible.
13.    Material with vellum bindings should be wrapped in crepe bandages to prevent distortion. Start the wrapping at the lower edge, work from the spine to fore edge to spine with a small overlap. Then place in polythene as above.
14.    Pack material into crates upright and tightly enough to minimise distortion.
15.    Volumes too large for the crates should be wrapped well and placed flat in the van for transport to the freezing facility.
16.    Do not pack crates with items protruding over the top edge.
 
Air-drying books
1.    If possible provide warm-air fans and dehumidifiers in the drying area, but not too close to any books.
2.    Clean items with hand-held water sprays to remove surface dirt. DO NOT RUB.
3.    Stand books upright and gently fan out their pages to a maximum angle of 45 degrees. Some thick and loosely bound volumes may need support to avoid distorting. Table legs or peg boards can be used.
4.    All books can be interleaved with blotting paper or blank newsprint to speed up the drying process, one sheet for each 3/8in. Books printed on coated paper must be interleaved with blank newsprint, in order to prevent blocking. If blocking has already occurred send for freezing.
5.    Change blotting paper or newsprint regularly and dry for re-use.

Fire damage
Smoke damaged books, where the soot is only on the outside can be cleaned using chemical sponges. Individual papers will be too brittle to be cleaned.
1.    Hold the book tightly closed.
2.    Stroke gently in one direction from the spine to the fore edge on the head and tail. Repeat on the fore edge, spine and covers. Continue wiping until no more soot can be removed without damaging the surface.
3.    Books impregnated with the odour of smoke may be treated by placing them near to charcoal or bowls of baking soda.

Archives

Water damage
1.    Items which are especially valuable and fragile may be photographed before attempting restoration.
2.    To lift wet, unbound documents place a sheet of mylar film over them, move the document and then carefully remove the mylar film.
3.    Do not attempt to separate unbound papers, which appear to be stuck together.
4.    Do not wash.
5.    Manuscripts and loose papers to be sent for freezing should be wrapped in polythene bags or wrapping and packed flat in crates. Do not freeze parchment, vellum or documents with seals. Do freeze documents with fugitive inks.
6.    In the unlikely event of boxed or wrapped material being saturated it should be carefully removed from its wrappings, re-wrapped in polythene and packed flat in crates.
7.    Do not turn boxes upside down to empty them as this may cause damage.

Air-drying
1.    Manuscript or unbound papers may be placed individually between or on sheets or newsprint for drying.
2.    Guarded and filed manuscript material may be removed from boards for drying as individual leaves.
3.    Light weights may be placed on interleaved piles of paper leaves, but never on vellum or parchment as the documents may become transparent.
4.    Particular care should be taken to protect and support applied and pendant seals on paper and parchment documents.

Fire Damage
1.    Retrieve all burnt material, even charred fragments (depending on the institution’s salvage policy).
2.    Place material in plastic bags, labelling as far as possible.
3.    Contact a specialist in paper salvage.

Maps

Water damage
1.    Modern maps may be safely air-dried; all others will have to be frozen.
2.    Maps measuring 40” by 50” or less should be packed flat between boards. Several maps may be packed in each parcel as follows: Polythene - blotting paper – map -blotting paper – polythene - blotting paper - map etc. Secure the parcel with webbing straps.
3.    Large maps or those already rolled when wetted must be transported rolled, wrapped in polythene.
4.    Do not attempt to straighten distorted or crumpled maps, but wrap in polythene and transport as they are.

Fire damage
1.    Support fire damaged maps on stiff paper or card.
2.    Contact a paper conservator.

Microform

Water damage
1.    Immerse in cold water in a bucket with a water-tight lid.
2.    Transport to a specialist laboratory.

Photographic Material

Water damage
1.    Remove from any frames or mountings.
2.    Immerse prints and glass plate negatives in cold water in their wrappings.
3.    Add fungicide to inhibit mould growth and reduce swelling of gelatine.
4.    Dry as soon as possible. Freeze and vacuum drying are not recommended.
5.    Where photographs are stuck together consult a photograph conservator.

Air-drying
1.    Wash colour prints and glass plate negatives for 15 minutes in cold water. Black and white prints, colour and black and white negatives should be washed for half an hour. Some may require bathing in a stabiliser before drying (seek professional advice).
2.    Remove from their wrappings and lay out flat, emulsion side up on blotting paper.
3.    Ensure the drying environment is as dust free as possible.
4.    Incline glass plate negatives slightly to speed drying.

Motion Picture Film

1.    Fill the can with cold clean water and reseal.
2.    Send to a motion picture film processor within 72 hours for washing and drying.

Paintings on Canvas

Water Damage
Paintings should be a top priority as the most serious effects of water exposure occur within the first 15 minutes of a disaster.

Air drying
1.    Remove excess water by tilting carefully to allow water to drain from one corner.
2.    Lay paintings face up on a table near to cold air fans to speed drying and discourage mould.
3.    As soon as possible arrange for a paintings conservator to inspect the paintings and advise on treatment.

Fire Damage
Consult a paintings conservator.

Computer Hardware

Water damage
Remove water damaged hardware from public access and quarantine until it can be assessed.

Computer Discs

Water damage
Salvaging damaged computer discs is rarely successful. Data and software should be restored from backups. If absolutely necessary, pack discs upright in containers of cold distilled water and make arrangements to air dry them. NB salvaged discs may damage disc drives. Use only once to copy and clean the heads after copying each damaged disc.

Air – drying
1.    Cut the edge of the jacket with non-magnetic scissors.
2.    Remove disc with gloved hands.
3.    Wash in several photo trays of distilled water.
4.    Dry with lint free towels.
5.    Insert into new jacket or disc cover.
6.    Copy immediately.

Compact discs

Water damage
1.    Hold the disc by the outer edges.
2.    Working out from the centre in a straight line, wipe off water or dirt with a soft dry cloth.

Sound and Video Recordings

Where possible revert to master copy or purchase another copy. If absolutely necessary dry as below. NB salvaged discs may damage play-back equipment. Use only once to copy and clean the heads after copying each damaged tape.

Vinyl discs

Water damage
If packaging is badly damaged transfer the discs to crates, padded with foam and interleave with foam every 25 discs.

Air-drying
1.    Remove discs from packaging which should be dried as other paper materials.
2.    If labels have separated mark the centre with a grease pencil.
3.    Wash with distilled water if necessary.
4.    Dry the discs on supports which allow free circulation of air. Shellac discs (78’s) should be dried as quickly as possible to avoid the laminate lifting.
5.    If possible clean soiled discs on a professional vacuum type disc cleaning machine.
6.    Place LPs into polypropylene inner sleeves then into original or replacement outer sleeves.

Reel to Reel Tapes

Water damage
1.    Wash in lukewarm water whilst still on the reel, if dirty.
2.    Dry by laying the tape on sheets of newsprint.
3.    Copy the tape immediately, cleaning heads, capstan and pinch rollers of the tape machine after each copy.
4.    Air dry tape boxes.
5.    Return the tape to its original box or a replacement if necessary.

Videocassettes

Water damage
1.    Dismantle the cassette.
2.    Dry by laying the tape on sheets of newsprint.
3.    Copy the tape immediately

Audiocassettes

Water damage
1.    Dismantle the cassette.
2.    Dry by laying the tape on sheets of newsprint.
3.    Copy the tape immediately.

Fire Damage to Electronic and Magnetic Media

Fire damage to electronic and magnetic media is permanent.

Artefacts

The treatment of artefacts such as textiles or ceramics is a highly specialised process. Advice should be sought from specialists.

Mould

1.    Contact an expert to determine if the mould represents a health hazard. Individuals who have an allergy to mould, who are taking steroids, have chronic respiratory problems, have diabetes or are pregnant should not be required to work in the disaster area.
2.    Quarantine the affected area. Do not remove material from the area or put new materials into the area.
3.    Decrease humidity and temperature, using fans and dehumidifiers.
4.    Take daily readings of temperature and humidity.
5.    Use a floor plan to plot the area of infestation and intensity of infestation.
6.    Contact a mycologist or fumigation expert to discuss treatment options.
7.    Determine and correct the cause of the mould.
8.    Disinfect floors, shelving etc.
9.    Institute regular checks of the affected area.

Pest Infestation

1.    Contact an expert to determine if the pest represents a health hazard.
2.    Quarantine the affected area. Do not remove material from the area or put new materials into the area.
3.    Decrease humidity and temperature, using fans and dehumidifiers.
4.    Take daily readings of temperature and humidity.
5.    Use a floor plan to plot area of infestation and intensity of infestation.
6.    Contact a fumigation expert to discuss treatment options.
7.    Determine and correct the cause of the infestation.
8.    Disinfect floors, shelving etc.
9.    Institute regular checks of the affected area.

I.T.

Insert procedures for recovery of Library system after emergency shut down.

Bombs
Telephone Warning

• If possible alert another staff member so that the senior staff member on duty can be informed.
• Do not cut off the conversation.
• Obtain as much information as possible.
• Keep the caller talking (apologise for the bad line, ask the caller to speak up)
• Complete a Telephone Bomb Threat Form, part 1, asking questions in sequence.
• After the call, alert the senior staff member on duty if this has not already been done.
• Complete part 2 of the Telephone Bomb Threat Form as soon as possible.
  

    
TELEPHONE BOMB THREAT FORM
Date of call:        
Received on phone number:
Time of call:    Name of person receiving the call:

Part 1 – Conversation with the caller

Message (exact words)

Where is the bomb?

What time will it go off?
    
Why are you doing this?
    
Who are you?
    
Part 2 - Details of the caller
MAN    
    
OLD                WOMAN    

YOUNG                CHILD        

NOT KNOWN        
Speech:
    
INTOXICATED        RATIONAL        RAMBLING    
    
SPEECH IMPEDIMENT        LAUGHING        SERIOUS    

    ACCENT    
    
Give details……………………………………………………….

    
    Message: READ OUT        SPONTANEOUS    
    Distractions:
    
    Any noise on the line?        YES        NO    

Give details…………………………………………….

    
    Pay phone     YES        NO    

Mobile        YES        NO    
    
Operator    YES         NO    

    Any Interruptions?     YES        NO    
    
    Give details……………………………………………………………    
    Anyone in the background?    YES        NO    
    
    Give details……………………………………………………………    
    Other noises:
    
    TRAFFIC        TALK        MACHINERY    
    
    AIRCRAFT        MUSIC        CHILDREN    
    
    OTHER…………………………………………………………………
    

Suspect Objects and Packages    

• Do not move or touch in any way.
• Evacuate the library using local evacuation procedures.
• Inform the police on (9) 999.
• Where possible, leave doors and windows open in the vicinity of the package.
• The person finding the package should be immediately available to the police.
  

Letter Bombs

Possible indications that a letter or package is an explosive device are:

• Grease marks on the envelope or wrapping.
• Odour of marzipan or almonds.
• Visible wiring or tin foil, especially if the envelope or package is damaged.
• The envelope or package may feel heavy for its size.
• Uneven weight distribution – the contents may be rigid in a flexible envelope.
• The package may have excessive wrapping.
• Poor handwriting and spelling.
• Wrongly addressed or from an unexpected source.
• There may be too many stamps for the weight of the package.
• It may have been posted outside Great Britain.
• It may have been hand delivered from an unknown source.    
  

Action:    

• Isolate a suspect package or letter in a locked room, preferably on a table, away from windows and thin partition walls.
• Inform the police on (9) 999.