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Eye of the Storm: Emergency Planning for Archives--2013
 

Eye of the Storm: Emergency Planning for Archives--2013

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Emergency Planning and Response for Archives. An Archives Association of Ontario presentation by the Archives Advisor. Presented at Municipal Archives Interest Group meeting October 2013.

Emergency Planning and Response for Archives. An Archives Association of Ontario presentation by the Archives Advisor. Presented at Municipal Archives Interest Group meeting October 2013.

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  • ArtSpace 2004, Peterborough flood
  • Peterborough Public Library, 2004, flood
  • Spenser Harrison studio, Peterborough, 2004
  • Most emergencies could be prevented or mitigated by good inspection and maintenance routines and plans.
  • Risk assessment - : Walk through interior and exterior to look for potential risks and hazards. Do what you can to mitigate or eliminate hazards.Inspection Prepare checklists for regular daily, weekly, monthly, annual inspections and maintenance routines to ensure building and facilities are well maintained.Maintenance schedules – for HVAC, fire protection, security, building- learn them, see they are carried out when supposed to be
  • Emergency supplies: You don’t have time to research sources of supplies in emergency. Comprehensive inventory list should be prepared with sources of supplies even if you don’t keep them all stockpiled. Update list regularly. For supplies kept in stock keep them in one container and seal it so items don’t get “borrowed”Emergency Services list should include contact phone numbers and for emergency team day and night phone numbersAssets inventory: Prepare inventory of all records and of other valuable assets (equipment, computers, etc) that have value and could be lost or damaged in an emergency. This will also be time to prioritize what must be salvaged first and indicate this on the inventory list.Staff practices,training: Discuss and analyze staff policies and procedures to see if any of these pose a risk to the archival records. Make necessary changes to lower or eliminate risks.
  • This and following few slides are examples of some things to consider or look for in risk assessment
  • Renovation projects are also big risk for water damage.
  • Lest you think emergency response and salvage is glamorous!
  • Workshops can be organized through AAO chapters or request through the PDC. If enough people ask it will be organized.
  • Staff from Stratford/Perth Archives in training workshop for hands-on salvage procedures
  • In addition to installing dehumidifiers and fans you should be monitoring temp and RH so you know when conditions stabilize.
  • AAO Disaster Recovery Workshop 2010 – practicing hands-on salvage techniques to dry various media
  • Emergency Plans are living documents and need regular review and updates. Team Leader should do this or delegate staff member to be responsible for updates and distribution to rest of staff and anyone external who is on your response team (eg. A conservator)
  • Two tools. First is free download from CCA website. CCA also has famous “red book online as free PDF download, which contains chapter 5 on disaster planning and recovery.Emergency Response Wheel is not free but wheel plus Field Guide to Emergency response and DVD of short videos on various aspects of salvage and emergency response can be purchased for $35.00 . Makes great tool for staff training and to add to your emergency plan.Show wheel and guide
  • Dplan is a free online template that can help you write a customized disaster plan. Your password protected plan is then store on a secure server. Every six month you receive and email reminder to update the plan if needed.NEDCC also has a series of preservation leaflets that are free to download. 12 of these in section 3 Emergency Management relate to emergency planning and salvage.Connecting to Collections has a series of webinars and other resource materials posted on line at this website. Once you register t for the site you have free access to past webinar recordings and all the other resources provided for each course. This includes recent sessions on risk assessment and how to write a distaer plan.Forth link is to OMA site where you find webinar archives . Look for one titled Emergency & Disaster Plans & maintenance Manuels given Aug. 22, 2013 by Bill Nesbitt. Below that scroll down to series of PDF documents and under heading of Physical Plan you will find several documents with samples of emergency planning documents such as emergency supply list, risk assessment checklist, description of the jobs of emergency team, etc.

Eye of the Storm: Emergency Planning for Archives--2013 Eye of the Storm: Emergency Planning for Archives--2013 Presentation Transcript

  • MAIG Meeting October 4, 2013 Presented by Iona McCraith, AAO Archives Advisor
  • Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Why Have an Emergency Plan? • Responsible for public, staff, collections building safety. • To anticipate potential risks. • To eliminate, reduce or mitigate risks. • To prepare for those that can’t be eliminated. • To plan for recovery after the emergency. Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Authority for Emergency Plan • In Plan introduction state who has the authority and responsibility for preparing, implementing and updating the Plan. • Designate roles and responsibilities for each member of the Emergency Response Team. • Does the Plan relate to any other Emergency Plan? Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Double Up – Two for One  Preparation of emergency plan and a maintenance plan for facility can be combined.  They share many of the same goals.  Saves duplication of effort. Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Minimum Plan Components  Risk assessment – internal/external  Inspection routines  Maintenance schedules  Establish emergency response team  Training plan for staff in emergency response and salvage procedures Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Minimum Plan Components  Inventory of emergency supplies  List of emergency services  Regularly review/update plan Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Risk Assessment WATER On a flood plain external Water pipes in ceiling internal Clogged/disconnected downspout external Damaged shingles, flashing external Improper grading around building external Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Risk Assessment FIRE Lightning external Defective wiring internal Film crews internal Construction/renovation project internal Hazardous collection materials (e.g. nitrate film, etc.) internal Arson external Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Risk Assessment THEFT AND VANDALISM Remote location external Shrubs, trees close to building external Poor outside lighting external Poor key control internal Poor lock up procedures or training for staff/volunteers internal Rentals, events both Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Emergency Response Team • In small institution staff may assume more than one role. Clarify what roles are. • One alternate for every team member • Can include staff, volunteers, outside specialists. • Form a network of institutions to assist each other in an emergency. Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Response Team Key Roles • Team Leader • Building/Facilities Manager • Security/Safety Coordinator • Communications Coordinator • Records Salvage Coordinator • Financial/Administration Manager • Media Liaison • Team Recorder • Relocation Coordinator Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Training  All staff and volunteers aware of plan and emergency response team members.  Schedule regular training on emergency response, evacuation, recovery.  Connect with local emergency services and municipality.  Consider regional co-operative training Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • First Response Procedures  Prepare brief instruction sheet or use flip cards. Post beside all staff desks, work areas and at reference desk.  Instructions should be brief, easy-to-read directions on what to do first.  Telephone tree or list of Emergency Response Team can also be appended to this sheet Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Stabilize Environment • Move dry material out of high RH areas OR install fans and dehumidifiers to lower RH to normal levels to prevent mould growth. • Warm air dessicant driers may be required if area of water damage is extensive and floors, ceilings and walls also require drying. Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Evaluate Salvage Priorities  Use triage system to determine priority.  Wet  Damp  Dry - Most vulnerable to water damage - Less vulnerable to water damage Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Salvage Priorities Based on: • Susceptibility of media to water damage • Intrinsic or research value of collection • How much time and assistance you have. • Monetary or legal value of the records. Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Salvage Procedures For • Stabilization of the building environment • Stabilization of the collection by drying or freezing • Packing collections if they must be moved off site • Special handling precautions for collections Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Recovery and Rehabilitation • Once the emergency is under control and collections are stabilized (dry or frozen) the next stage is recovery. • Clean and if necessary decontaminate the building. • Replace damaged equipment and furniture. • Clean or repair collections. Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Review Plans  Update regularly and when there are changes to building, equipment, staff.  Retire old plans so no confusion about which is current.  Emergency Response Team review plan annually. Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Archives Emergency Response Network (AERN) • AAO has a network of regional response groups of archives based on our chapters. • AERN provides voluntary mutual assistance for response and salvage in the event an emergency affects a member archives. Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • How Archives Advisor Helps  Conducting risk assessments.  Developing emergency plans.  Providing information, advice and support for response and salvage in an emergency.  Through PDC provides training. Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Helpful Tools • Salvage Operations by Betty Walsh available on Canadian Council of Archives web site at http://www.cdncouncilarchives.ca/salvage_en.pdf • Emergency Response and Salvage Wheel available from Heritage Preservation at www.heritagepreservation.org Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Online Resources  http://www.nedcc.org/free-resources/dplan-the-online- disaster-planning-tool  http://www.nedcc.org/free-resources/preservation- leaflets/overview  http://www.connectingtocollections.org/courses/about/  http://www.museumsontario.com/en/35/597/148 Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario
  • Thank You Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario