Seminar-Workshop on Disaster Management in Libraries and Information Centers October 8, 2009, Daragang Magayon Hall Aquinas University, Legaspi City Counter-Disaster : Planning, Response and Recovery By Fe Angela M. Verzosa

Topics The nature of disasters Stages in Disaster planning Risk assessment Creating the disaster plan

The nature of

disasters

Stages in Disaster

planning

Risk assessment

Creating the disaster plan

Definitions Disaster “ An occurrence causing widespread destruction and distress; a catastrophe.” Emergency “ A serious situation or occurrence that happens unexpectedly and demands immediate action.” ( American Heritage Dictionary . 3 rd ed., 1996)

Disaster

“ An occurrence causing widespread destruction and distress; a catastrophe.”

Emergency

“ A serious situation or occurrence that happens unexpectedly and demands immediate action.”

( American Heritage Dictionary . 3 rd ed., 1996)

Causes of Disasters Natural causes Earthquakes Fires Floods Typhoons Volcanic eruptions

Natural causes

Earthquakes

Fires

Floods

Typhoons

Volcanic eruptions

Causes of disasters Man-made Biological contamination Chemical spill Civil disturbance and terrorism Construction failure Electrical power failure Electronic computer failure Explosions (bombs) Fire (arson) Gas leak

Man-made

Biological contamination

Chemical spill

Civil disturbance and terrorism

Construction failure

Electrical power failure

Electronic computer failure

Explosions (bombs)

Fire (arson)

Gas leak

Causes of disasters Man-made Human error and carelessness Nuclear disasters Robbery Sewage overflow Sprinkler activation (accidental) Strikes Toxic fumes Vandalism War Water overflows

Human error and carelessness

Nuclear disasters

Robbery

Sewage overflow

Sprinkler activation (accidental)

Strikes

Toxic fumes

Vandalism

War

Water overflows

Disasters in Libraries ?

Library Disasters 95% of disasters result in water damage; even fire damage is accompanied by water damage. Libraries must be prepared for all disasters, natural and man made, that may occur at their institution. The cost of not being prepared may be loss of life, loss of the materials, or, ultimately, the loss of the institution or business.

95% of disasters result in water damage; even fire damage is accompanied by water damage.

Libraries must be prepared for all disasters, natural and man made, that may occur at their institution.

The cost of not being prepared may be loss of life, loss of the materials, or, ultimately, the loss of the institution or business.

Disaster Planning in Libraries Objectives Stages in planning Activities involved in preparedness Risk management

Disaster Planning in Libraries

Objectives

Stages in planning

Activities involved in preparedness

Risk management

Objectives of Disaster Planning in Libraries To protect people, libraries and materials To avoid a disaster by being pro-active To reduce possibility of a disaster and to reduce effects if a disaster happens To expedite response and recovery efforts in an organized and systematic manner

To protect people, libraries and materials

To avoid a disaster by being pro-active

To reduce possibility of a disaster and to reduce effects if a disaster happens

To expedite response and recovery efforts in an organized and systematic manner

Stages in Disaster Planning Disaster preparedness and prevention Disaster response Disaster recovery Disaster follow-up and planning update

Disaster preparedness and prevention

Disaster response

Disaster recovery

Disaster follow-up and planning update

Stages in Disaster Planning

Disaster Management Cycle

First Stage - Prevention good housekeeping good monitoring (smoke, heat and water) and fire suppression systems regularly scheduled inspections of detection or fire suppression systems, fire safety equipment, electrical and plumbing systems, etc

good housekeeping

good monitoring (smoke, heat and water) and fire suppression systems

regularly scheduled inspections of detection or fire suppression systems, fire safety equipment, electrical and plumbing systems, etc

Preparedness against water damage Remind staff to turn off water pipes Inspect & repair roofs and flashings regularly Have gutters and drains cleaned frequently Don't store materials under water pipes, steam pipes, lavatories, mechanical air-conditioning equipment, etc. Store materials at least 4 inches off the floor Install water-sensing alarms in basement storage areas

Remind staff to turn off water pipes

Inspect & repair roofs and flashings regularly

Have gutters and drains cleaned frequently

Don't store materials under water pipes, steam pipes, lavatories, mechanical air-conditioning equipment, etc.

Store materials at least 4 inches off the floor

Install water-sensing alarms in basement storage areas

Basic Tasks of disaster planning Develop a working relationship with parent organization and community , i.e., university disaster team, city disaster management, fire department Identify, assess and mitigate potential risks and hazards Identify insurance policies, spending authority and emergency funds

Develop a working relationship with parent organization and community , i.e., university disaster team, city disaster management, fire department

Identify, assess and mitigate potential risks and hazards

Identify insurance policies, spending authority and emergency funds

Disaster Preparedness involves these activities… Assess collections and assign priorities for salvage Identify disaster recovery resources , including institutional assistance, vendors, consultants, conservators Secure a budget for supplies and training activities Purchase and distribute in-house supplies (which should be inventoried) Analyze impact on services

Assess collections and assign priorities for salvage

Identify disaster recovery resources , including institutional assistance, vendors, consultants, conservators

Secure a budget for supplies and training activities

Purchase and distribute in-house supplies (which should be inventoried)

Analyze impact on services

Disaster Preparedness – more activities… Review policies and procedures for disasters and/or emergencies Write the disaster plan , distribute, or better, put on the website Secure offsite backups Train staff Conduct pre-planned tests of the plan Review and report every emergency Modify plan from drills and experience Update plan regularly

Review policies and procedures for disasters and/or emergencies

Write the disaster plan , distribute, or better, put on the website

Secure offsite backups

Train staff

Conduct pre-planned tests of the plan

Review and report every emergency

Modify plan from drills and experience

Update plan regularly

RISK Management

Risk Assessment Identify and assess risks? What is the likelihood of something occurring? If something were to occur, what would be the loss?

Identify and assess risks?

What is the likelihood of something occurring?

Risk Assessment 1- Survey Building Site of building Landscape Building materials and structure Fire Protection (sprinklers, type) Utilities (water, electrical, etc) Custodial Security Communication Systems

1- Survey Building

Site of building

Landscape

Building materials and structure

Fire Protection (sprinklers, type)

Utilities (water, electrical, etc)

Custodial

Security

Communication Systems

Risk Assessment 2- The conclusion of the Assessment should be to know: Where are my biggest risks? 3 - Take preventive actions or regularly monitor or “alarm” those risks. What can we do to minimize or reduce the risks?

2- The conclusion of the Assessment should be to know:

Where are my biggest risks?

3 - Take preventive actions or regularly monitor or “alarm” those risks.

What can we do to minimize or reduce the risks?

Risk Assessment Category Probability and Effect Examples 1 High probability- High Effect Fire, typhoon flood, roof leaks 2 High probability- Low Effect theft, vandalism 3 Low probability- High Effect earthquake, nuclear war, tsunami, explosion 4 Low probability- Low Effect collapse of bookshelf, collapsed ceilings

Category Probability and Effect Examples

1 High probability- High Effect Fire, typhoon

flood, roof leaks

2 High probability- Low Effect theft, vandalism

3 Low probability- High Effect earthquake,

nuclear war,

tsunami, explosion

4 Low probability- Low Effect collapse of bookshelf, collapsed ceilings

How to create a Disaster Plan ?

Elements of a Disaster Plan 1- Quick Reference Guide Procedures for immediate response to most common disasters Done with Security and Building personnel 2- Basic information Emergency phone numbers Building officer/personnel Post evacuation meeting locations Location of disaster supplies List of vendors Floor plans with fire alarms, exits, etc. 3- Disaster Team

1- Quick Reference Guide

Procedures for immediate response to most common disasters

Done with Security and Building personnel

2- Basic information

Emergency phone numbers

Building officer/personnel

Post evacuation meeting locations

Location of disaster supplies

List of vendors

Floor plans with fire alarms, exits, etc.

3- Disaster Team

3- Disaster Team The disaster management team will depend on individual institution size, resources and staffing patterns Staff selected should have experience with : Administration activities, i.e., public relations, finance, & personnel The physical building The collection and materials Preservation practices Library services, including reference, circulation Computer services

The disaster management team will depend on individual institution size, resources and staffing patterns

Staff selected should have experience with :

Administration activities, i.e., public relations, finance, & personnel

The physical building

The collection and materials

Preservation practices

Library services, including reference, circulation

Computer services

Disaster Team - examples

3 -Disaster Team - examples Head of Preservation Department Head of Administrative Services Building Manager Head of Security Circulation Librarian Reference Librarian Branches /Special Collections representative Systems Head Disaster response and recovery coordinator Building manager Collection recovery coordinator Services recovery coordinator Computer systems recovery coordinator Documentation manager Bibliographic services manager Library personnel Head

Head of Preservation Department

Head of Administrative Services

Building Manager

Head of Security

Circulation Librarian

Reference Librarian

Branches /Special Collections representative

Systems Head

Disaster response and recovery coordinator

Building manager

Collection recovery coordinator

Services recovery coordinator

Computer systems recovery coordinator

Documentation manager

Bibliographic services manager

Library personnel Head

Elements…. 4- Collection priorities Priority 1 : Irreplaceable materials Priority 2 : Materials essential to provide basic services or to library operation, materials required by law Priority 3 : Replaceable materials , i.e., core collections, areas of excellence, materials of high research value Priority 4 : Nice to have , but not essential Priority 5 : “Do not salvage” list

4- Collection priorities

Priority 1 : Irreplaceable materials

Priority 2 : Materials essential to provide basic services or to library operation, materials required by law

Priority 3 : Replaceable materials , i.e., core collections, areas of excellence, materials of high research value

Priority 4 : Nice to have , but not essential

Priority 5 : “Do not salvage” list

Elements of a Disaster Plan 5- Disaster scale and recovery operations Level 1: Emergency Minor incidents that do not interrupt library operations Handled by minimal staffing in less than 4 hours Any damaged materials are handled in-house Level 2: Small disaster Limited to isolated area Damages of less than 100 items Requires 1-3 staff members Disruptions resume within a day Supplies available in-house Damaged materials treated in-house

5- Disaster scale and recovery operations

Level 1: Emergency

Minor incidents that do not interrupt library operations

Handled by minimal staffing in less than 4 hours

Any damaged materials are handled in-house

Level 2: Small disaster

Limited to isolated area

Damages of less than 100 items

Requires 1-3 staff members

Disruptions resume within a day

Supplies available in-house

Damaged materials treated in-house

Elements of a Disaster Plan 5- Disaster scale & recovery operations Level 3: Medium disaster Damages of less than 500 items Service operations resumed within 48 hours Outside vendors may be needed Level 4: Major/large scale disaster or wide-area disaster

5- Disaster scale & recovery operations

Level 3: Medium disaster

Damages of less than 500 items

Service operations resumed within 48 hours

Outside vendors may be needed

Level 4: Major/large scale disaster or wide-area disaster

Elements of a Disaster Plan 6- Procedures for disaster recovery General Guidelines Recovery of mold materials Freezing of materials Air drying of materials Guidelines for paper-based materials

6- Procedures for disaster recovery

General Guidelines

Recovery of mold materials

Freezing of materials

Air drying of materials

Guidelines for paper-based materials

Contact fe.verzosa@dlsu.edu.ph Questions?