Disaster Recovery - Emma Dadson, Harwell Document Restoration Services


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A presentation from the Disaster Planning training day held by SINTO on 11th May 2010.

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Disaster Recovery - Emma Dadson, Harwell Document Restoration Services

  1. 1. Disaster recovery Emma Dadson Harwell Document Restoration Services
  2. 2. Why do we need to plan? <ul><li>Who said: </li></ul><ul><ul><li>‘ I have never been in an accident of any sort and have never been wrecked, nor was I ever in any predicament that threatened to end in disaster of any sort’ </li></ul></ul><ul><ul><ul><li>E J Smith </li></ul></ul></ul><ul><li>Preparation, practice, work in advance </li></ul><ul><ul><li>More assured response </li></ul></ul><ul><ul><li>Avoidance of errors </li></ul></ul>
  3. 3. Case study – Summer 2007
  4. 4. Case study – Academic Library
  5. 5. Case study - town library
  6. 6. Preparation benefits <ul><li>Fast response, avoid escalation </li></ul><ul><li>Prompt, SOP for pressurised situation </li></ul><ul><li>Resilience for absence of key personnel </li></ul><ul><li>Sound basis for decision-making </li></ul><ul><ul><li>Avoids dithering / knee-jerking </li></ul></ul><ul><li>Potential hurdles circumvented in advance </li></ul><ul><li>Information at your disposal when communications difficult </li></ul>
  7. 7. Case study – local studies library
  8. 8. Case study – major urban floods
  9. 9. Case study – major urban floods Courtesy of Tullie House Art Gallery
  10. 10. When a plan isn’t enough <ul><li>A plan will not necessarily be effective when put into practice simply by virtue of its existence. Why? </li></ul><ul><ul><li>Lack of content – no direction, just lists </li></ul></ul><ul><ul><li>No scrutiny, testing, revision or review </li></ul></ul><ul><ul><li>Poor communication and awareness beyond author </li></ul></ul><ul><ul><li>One dimensional </li></ul></ul><ul><ul><li>Lack of training and familiarity </li></ul></ul><ul><li>But remember that no plan is a magic wand </li></ul><ul><ul><li>Dirty work of salvage </li></ul></ul><ul><ul><li>Decision making under pressure </li></ul></ul><ul><ul><li>....but makes a tough job much easier </li></ul></ul>
  11. 11. Case study – museum <ul><li>Picture courtesy Museum of London </li></ul>
  12. 12. Case study – Summer 2007
  13. 13. Dealing with damage <ul><li>Potential immediate responses </li></ul><ul><ul><li>Emergencies…..sub-optimal response </li></ul></ul><ul><li>Implications </li></ul><ul><ul><li>Safety </li></ul></ul><ul><ul><li>Damage to building and collections </li></ul></ul><ul><ul><li>Increased disruption </li></ul></ul><ul><li>Role of plan </li></ul><ul><ul><li>Prompt </li></ul></ul><ul><ul><li>Lead you to correct course of action </li></ul></ul>
  14. 14. Dealing with damage <ul><li>Four stages of incident management </li></ul><ul><ul><li>Incident reported – organise and muster </li></ul></ul><ul><ul><ul><li>People safety </li></ul></ul></ul><ul><ul><li>Problem identified, contained </li></ul></ul><ul><ul><li>Impacts identified, contained / minimised </li></ul></ul><ul><ul><li>Damaged material salvaged, restored </li></ul></ul><ul><li>Major incidents </li></ul><ul><li>Minor incidents </li></ul><ul><ul><li>Quicker transition, but distinction nevertheless </li></ul></ul><ul><ul><li>Working in parallel – not series </li></ul></ul><ul><ul><li>Identifying required resources in advance </li></ul></ul>
  15. 15. Dealing with damage <ul><li>Immediate actions – REPORT & ORGANISE! </li></ul><ul><ul><li>Establish leader / marshall </li></ul></ul><ul><ul><li>Safety of users / control area </li></ul></ul><ul><ul><ul><li>Stop people re-entering </li></ul></ul></ul><ul><ul><li>Get plan, get kit </li></ul></ul><ul><ul><li>Notification of key personnel / raise alarm </li></ul></ul><ul><ul><ul><li>Senior management / Emergency team? </li></ul></ul></ul><ul><ul><li>Establish a control point </li></ul></ul><ul><ul><li>Get help / pairs of hands </li></ul></ul><ul><ul><li>Split into groups </li></ul></ul>
  16. 16. Dealing with damage <ul><li>Group 1 – INVESTIGATE PROBLEM </li></ul><ul><ul><li>Isolate electricity (if necessary) </li></ul></ul><ul><ul><li>Investigate source </li></ul></ul><ul><ul><ul><li>Attempt to control </li></ul></ul></ul><ul><ul><ul><ul><li>e.g. Turn off stop cock </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Divert water away </li></ul></ul></ul></ul><ul><ul><ul><li>Contact Facilities / relevant subcontractor </li></ul></ul></ul><ul><ul><li>Check adjacent areas for signs of ingress </li></ul></ul><ul><ul><ul><li>Wall, floor, ceiling, windows </li></ul></ul></ul><ul><li>How does your facilities section fit in? </li></ul><ul><li>Control as much as possible, then help others </li></ul>
  17. 17. Dealing with damage <ul><li>Group 2 – CONTAIN DAMAGE </li></ul><ul><ul><li>Risk assessment; (electricity isolated) </li></ul></ul><ul><ul><li>Efforts may be very slow and potentially unsafe without light and substantial clearance of water </li></ul></ul><ul><ul><li>Objective: ring fence damaged material </li></ul></ul><ul><ul><ul><li>No more objects become water-damaged </li></ul></ul></ul><ul><ul><ul><li>Wet material doesn’t become wetter </li></ul></ul></ul><ul><ul><li>How </li></ul></ul><ul><ul><ul><li>Divert water away (polythene / leak diverters / buckets) </li></ul></ul></ul><ul><ul><ul><li>Cover shelves with polythene </li></ul></ul></ul><ul><ul><ul><li>Contain spread of water (booms) </li></ul></ul></ul><ul><ul><ul><li>Move objects out of harm’s way (document) </li></ul></ul></ul><ul><ul><ul><li>Clear up standing water (wet vac / mops) </li></ul></ul></ul>
  18. 18. Dealing with damage <ul><li>PLAN NEXT STAGE </li></ul><ul><ul><li>Equip salvage area </li></ul></ul><ul><ul><li>Work out order to move </li></ul></ul><ul><ul><ul><li>Priorities / vulnerable material / Weeding </li></ul></ul></ul><ul><ul><li>Documentation </li></ul></ul><ul><ul><li>Photograph scene </li></ul></ul><ul><ul><li>Identify temporary work areas & clear route </li></ul></ul><ul><ul><li>MOVE </li></ul></ul><ul><li>Quantity of material to restore will be as low as possible </li></ul>
  19. 19. Handling material <ul><li>General principles </li></ul><ul><ul><li>Always wear gloves </li></ul></ul><ul><ul><li>Support and minimise direct handling </li></ul></ul><ul><ul><ul><li>Crates / support boards </li></ul></ul></ul><ul><ul><ul><li>melinex </li></ul></ul></ul><ul><ul><ul><li>existing drawers / containers / boxes </li></ul></ul></ul><ul><ul><li>Push from behind / lift from underneath </li></ul></ul><ul><ul><li>Don’t overpack crates </li></ul></ul><ul><ul><li>Pack books flat crates, heaviest at bottom </li></ul></ul>
  20. 20. Salvage <ul><li>Fire and smoke damage </li></ul><ul><ul><li>Locus of damage – related to seat of fire </li></ul></ul><ul><ul><ul><li>Height issues </li></ul></ul></ul><ul><ul><ul><li>Diminishing damage </li></ul></ul></ul><ul><ul><ul><ul><li>Right to left </li></ul></ul></ul></ul>
  21. 21. Salvage
  22. 22. Salvage <ul><li>Soot </li></ul>
  23. 23. Salvage
  24. 24. Salvage <ul><li>No need for immediate response </li></ul><ul><ul><li>Unless wet </li></ul></ul><ul><li>Restoration expectations </li></ul><ul><li>Treatment options </li></ul><ul><ul><li>Cleaning </li></ul></ul><ul><ul><ul><li>Use conservation sponges </li></ul></ul></ul><ul><ul><ul><li>Not on fragile material or where binding / loose paper / pencil or charcoal drawings </li></ul></ul></ul><ul><ul><ul><li>Draw from spine to fore-edge </li></ul></ul></ul><ul><ul><ul><li>Endpapers </li></ul></ul></ul><ul><ul><li>Deodorisation....in-house? </li></ul></ul>
  25. 25. Salvage <ul><li>Water damage = primary damage </li></ul><ul><li>Further deterioration </li></ul><ul><ul><li>Mould and corrosion </li></ul></ul><ul><ul><li>Fragility </li></ul></ul><ul><ul><li>Adhesions </li></ul></ul><ul><ul><li>Swelling and distortion, warping, cracking </li></ul></ul><ul><ul><li>Uncontrolled drying </li></ul></ul><ul><li>Act quickly to prevent further deterioration </li></ul>
  26. 26. Salvage <ul><li>Swelling and distortion </li></ul>
  27. 27. Salvage
  28. 28. Salvage <ul><li>What are your options? </li></ul><ul><ul><li>Air-dry </li></ul></ul><ul><ul><ul><li>Wind tunnel </li></ul></ul></ul><ul><ul><li>Stabilise through freezing </li></ul></ul><ul><ul><ul><li>Prevent escalation of damage </li></ul></ul></ul><ul><ul><ul><ul><li>Stops mould growth, page adhesions etc </li></ul></ul></ul></ul><ul><ul><ul><li>Then, </li></ul></ul></ul><ul><ul><ul><ul><li>Dry from frozen with Harwell using specialist equipment </li></ul></ul></ul></ul><ul><ul><ul><ul><li>batch thaw then air-dry </li></ul></ul></ul></ul>
  29. 29. Water-damage – triage & decision-making <ul><li>What format are you dealing with? </li></ul><ul><li>How much of it is there? </li></ul><ul><li>How wet is it? </li></ul><ul><li>How did it get wet? </li></ul><ul><li>When did the incident happen </li></ul>
  30. 30. Salvage <ul><ul><li>High success rates after water-damage </li></ul></ul><ul><ul><li>Drying removes water only </li></ul></ul><ul><ul><ul><li>Faster intervention minimises requirement for conservation </li></ul></ul></ul>
  31. 31. Salvage <ul><li>Air-drying </li></ul><ul><ul><li>Straightforward and cheap </li></ul></ul><ul><ul><ul><li>Glorified version of hanging your washing out to dry! </li></ul></ul></ul><ul><ul><ul><li>Draw water out of object through evaporation </li></ul></ul></ul>
  32. 32. Salvage <ul><li>Sorting area </li></ul><ul><li>Wind tunnel </li></ul><ul><li>Pack for stabilisation in crates to side </li></ul>
  33. 33. Salvage <ul><li>Air-drying </li></ul><ul><ul><li>Increase surface area (fan out) </li></ul></ul><ul><ul><li>Interleave if that will help </li></ul></ul><ul><ul><li>Wet side down </li></ul></ul><ul><ul><li>No blotter in contact with adhesive / loose surface </li></ul></ul><ul><ul><ul><li>Photographs, coated paper </li></ul></ul></ul><ul><ul><li>Never rub – pat dry </li></ul></ul><ul><ul><li>Remove wet dustjackets / boxes / file covers </li></ul></ul><ul><ul><li>Adhesions – separation under water </li></ul></ul>
  34. 34. <ul><li>Air-drying – pros and cons </li></ul><ul><li>Pros </li></ul><ul><ul><li>Security, cost, most suitable method for some items </li></ul></ul><ul><li>Cons </li></ul><ul><ul><li>Labour intensive </li></ul></ul><ul><ul><li>Time to dry saturated large items </li></ul></ul><ul><ul><li>Physical damage to certain items / handling </li></ul></ul><ul><ul><li>Contamination </li></ul></ul><ul><ul><li>Quality control risk </li></ul></ul><ul><ul><li>Space used </li></ul></ul>Salvage
  35. 35. Salvage <ul><li>When not to air-dry immediately – take advice </li></ul><ul><ul><li>If the items are dirty </li></ul></ul><ul><ul><li>If source of water was foul </li></ul></ul><ul><ul><li>Active mould growth </li></ul></ul><ul><ul><li>Extensive warping / staining </li></ul></ul><ul><ul><li>If the object cannot support its own weight </li></ul></ul><ul><ul><li>If the object is saturated / waterlogged </li></ul></ul><ul><ul><li>Quantity is unmanageable </li></ul></ul>
  36. 36. Salvage <ul><li>Other drying options </li></ul><ul><ul><li>Freeze / freeze-vacuum drying </li></ul></ul><ul><ul><li>Vacuum packing </li></ul></ul><ul><ul><li>Slow, controlled dehumidification </li></ul></ul>
  37. 37. Practical Damage Management <ul><li>External contractors </li></ul><ul><ul><li>e.g. Harwell </li></ul></ul><ul><ul><ul><li>Usual approach – mixture of cherry picking for air-drying by institution / bulk freezing by Harwell </li></ul></ul></ul><ul><ul><ul><li>Consider calling Harwell even if quantity small if...... </li></ul></ul></ul><ul><ul><ul><ul><li>All material flooded by sewage </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Mouldy material </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Archive boxes (quality control risk) </li></ul></ul></ul></ul>
  38. 38. PU Member Benefits in action <ul><li>Hotline call - onsite assistance quickly & free freezer space onsite </li></ul><ul><li>Practical advice on mitigating loss </li></ul><ul><ul><li>Salvage Project Management </li></ul></ul><ul><ul><ul><li>Environmental control </li></ul></ul></ul><ul><ul><ul><li>Prevention of secondary damage </li></ul></ul></ul><ul><ul><ul><li>Risk assessment and personal protective equipment </li></ul></ul></ul><ul><ul><ul><li>Appreciating scale </li></ul></ul></ul><ul><ul><ul><li>Logistical support </li></ul></ul></ul><ul><ul><ul><li>Co-ordinating conservators and other specialist contractors </li></ul></ul></ul><ul><li>Trained disaster recovery teams to do the dirty work </li></ul><ul><ul><li>Make best use of your own staff </li></ul></ul>
  39. 39. Extra support <ul><li>Supporting template plan – go to hdrs.co.uk/training.html to down load </li></ul><ul><ul><li>Cornerstone: emergency management team </li></ul></ul><ul><ul><ul><li>Adaptation </li></ul></ul></ul><ul><ul><li>How to use and adapt the plan </li></ul></ul><ul><ul><ul><li>‘ Embedded’ library / archive / museum </li></ul></ul></ul><ul><ul><ul><li>Within a large organisation </li></ul></ul></ul><ul><ul><ul><li>Standalone library / archive / museum </li></ul></ul></ul><ul><ul><li>Layout and presentation </li></ul></ul>
  40. 40. HDRS <ul><li>Emma Dadson </li></ul><ul><li>Harwell Document Restoration Service Dalton Building Maxwell Avenue </li></ul><ul><li>Harwell Science and Innovation Campus </li></ul><ul><li>Didcot </li></ul><ul><li>OX11 0QT </li></ul><ul><li>T. 01235 432245 </li></ul><ul><li>F. 01235 432246 </li></ul><ul><li>E. [email_address] </li></ul><ul><li>W. www.hdrs.co.uk </li></ul>