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University of Bristol

  1. 1. University of Bristol Library DISASTER CONTROL PLAN Background and Policy Document Last update: Summer 2006 Due for review: Summer 2007 1
  2. 2. CONTENTS Page Acknowledgements 4 Introduction 4 Types of disaster 4 Responsibilities & Organisation 4-5 Prevention 6-8 Security Fire Flood Storage Security microforms and photographs Special arrangements Insurance 8 Preparation 9-12 Production of the disaster control plan Establishment of team and training Priorities for salvage Disaster control equipment Arrangements for back-up Procedures for out-of-hours emergencies Regional conservation aid Updating procedures Reaction 13-16 Major incident Raising the alarm Assembly of available personnel Enquiries from the Press and Media Stabilising the disaster area Preliminary assessment of damage Communication Setting up of an operations area Briefing of team for salvage Entry of disaster area Salvage Listing items Making decisions on individual items Procedure for Minor Disasters Recovery 17-18 Conservation programme Cleaning and rehabilitation of disaster area Replacement of treated material Ongoing evaluation of the plan 2
  3. 3. Appendices Who does what 19 Disaster box 20 Flowchart for Major library Disaster 21 Flowchart for Minor library disaster 22 Blank Damage list 23 Disaster Poster 24 3
  4. 4. Acknowledgements A number of sources have been used in the preparation of this plan. These include the M25 consortium Disaster Control Plan template, New York University Libraries Disaster Plan workbook, University of Cambridge Disaster control plan and recovery procedures, AULIC disaster plan, University of Oxford Library Services ‘Conservation and Collection Care’ web pages. Introduction “The University of Bristol Crisis Management Plan (CMP) is the framework for command, control, co-ordination and communication of the response to a crisis, emergency or major disruptive incident affecting the University, its staff or students.” References are made in the Library’s Disaster Control Plan to the Crisis Management Plan where appropriate. Members of the Library staff should be aware of the existence of the University’s Crisis Management Plan. Types of disaster ‘Disaster’ is used here to refer to any incident that poses a threat to human safety and/or damage to library premises, stock or equipment. The scale and type of disasters will vary but all have a potential impact on library service provision. Three broad types of disaster are distinguished: • Major incident or emergency affecting the University as a whole, which would be dealt with in the Crisis Management Plan. • Major library disaster affecting one of the Branch libraries, causing a significant disruption to services (e.g. closure/loss of access to core stock) for more than one day. • Minor library disaster affecting one of the branch libraries, causing little or no disruption of services (e.g. closure for no more than half a day or no loss of access to core stock). Responsibility Library disaster has an impact on the normal running of the University and it therefore affects other Departments and personnel. The Bursar is responsible for the buildings themselves, their maintenance and repair. The Security Officer is responsible to the Bursar for all aspects of the security of buildings. The Safety Officer is responsible for safe practice in all matters affecting personnel and users. The Finance Officer is responsible for the insurance of the buildings and their contents. 4
  5. 5. Nevertheless, the main responsibility for the prevention of and reaction to disaster affecting the Library's staff, systems, catalogues and stock rests with the Director of Information Services and University Librarian. Clearly, aspects of this have, in practice, to be deputed: for instance, sensible housekeeping routines and key-security will normally be the immediate responsibility of the Branch Supervisor. Organising for Disaster Control The Library Staff as a whole are equipped to deal with one aspect of disaster: the response to fire hazard, for which there is regular training, equipment within the buildings, publicly accessible notices and recognised arrangements for summoning aid. For coping with the results of fire and with the eventuality and results of any other kind of emergency the Library has prepared this Disaster Control Plan. Two groups have been set up: Disaster Control Working Group This is a group of between 6 and 8 members of staff whose remit is to: • Update the Disaster Plan as required • ensure the inclusion of disaster prevention in the staff training programme • provide printed instructions for response to disaster in every branch • explore local back-up facilities and co-operative ventures Disaster Reaction Team This is a team of about 8 members of staff each of whom is responsible for giving advice and training within a library or group of libraries. A Leader and a Deputy Leader will be appointed from the members of the Team. The team is responsible for the immediate practical tasks involved in dealing with the results of a disaster. Fuller details of the work of the team are given in this Plan. The names of the Team are listed under the University of Bristol Library contact numbers (pp 31 – 32 of the disaster control manual). The Library Systems Manager is responsible for planning back-up facilities for the Library's computer system. 5
  6. 6. Prevention Any new library building will take into account disaster prevention as a major consideration in the design and layout. Security Aim: To prevent damage arising from unauthorised access to certain areas and from break-in when the institution is closed. The Assistant Director(s) Public Services and Branch Supervisors are responsible for the security of buildings when they are open and the Security Officer when they are closed. Extending the security tagging of books and controlled entry systems to all branches is under consideration. Supervision of the use of special collections is maintained wherever possible. Intruder alarms and surveillance equipment have been installed in the Arts & Social Sciences Library. The Chemistry Library, Medical Library, Queens Building Library and the School of Education Library have intruder alarms and the Veterinary Science Library at Langford has a security camera. Each branch has its own arrangements, and it is the duty of the Branch Supervisor/ Library Departmental Safety Adviser (DSA) to ensure that there are sufficient measures in place to protect the collections and equipment. All members of staff are made aware of the need for good building security. Fire Aim: To prevent the outbreak of fire and minimise the damage to holdings of any outbreak. The Assistant Director, ISCA and the University Safety Officer liaise over the provision of fire-fighting equipment. It is their responsibility to inform the Fire Brigade of the existence and location of any special collections and catalogues that would be particularly vulnerable to damage from water used in fire-fighting. All library staff are made aware of fire hazards and given training in safe housekeeping and storage methods. The Library Health and Safety Rules (*available in Branches?) contain information about fire and evacuation procedures. Flood Aim: To prevent flood or water penetration and minimise water damage to holdings. 6
  7. 7. It is the responsibility of The Assistant Directors, ISCA and Branch Supervisors/ Library DSA to ensure that potential flood and water penetration hazards are identified and that a regular checking and maintenance programme is established. On identification of a potential problem, the storage of materials in that area is reviewed: e.g. irreplaceable material is not stored beneath water pipes. Humidity levels are checked regularly as part of the Library’s Health and Safety Procedures. The Assistant Director ISCA is responsible for liaising with the Bursar’s Office over the installation of automatic flood alarms in some existing buildings and new buildings. Storage Aim: To protect library and archive materials and minimise damage in the event of disaster. Appropriate storage arrangements are the responsibility of the Assistant Director(s), Public Services and Branch Supervisors. A programme of work is in place to rectify particular problems that are identified. British Standards BS5454: 2000 (Recommendations for the storage and exhibition of archival documents) and BS1153: l992 (Recommendations for processing and storage of silver-gelatin-type microfilm) are in force. The Librarian in charge of Special Collections may advise on the storage required for Special Collections within branch libraries. Security microforms and photographs Aim: To provide security copies of irreplaceable holdings. The Librarian in charge of Special Collections maintains a list of irreplaceable holdings, in order of priority for the making of security microforms or photographs. Work is done on a rolling programme. However, it is not envisaged that more than a small proportion of Library stock will be so recorded. Special Arrangements Aim: To prepare for, and counter, increased risks to holdings during building operations, also risks incurred during transit, temporary storage or exhibition of holdings. The security and storage arrangements should be re-assessed prior to any building work being carried out. It is the responsibility of the Branch Supervisor concerned, in consultation with the Librarian in charge of Special Collections and the Subject Librarians, to review with appropriate members of the Senior 7
  8. 8. Management Team the handling-procedures, storage arrangements and insurance provision that are in place. Insurance Aim: To provide cover for the salvage and repair of irreplaceable holdings in addition to normal replacement policies. It should be borne in mind that there is an excess of £5000.00 on any claims made. The University’s general insurance policy makes special provision for the Library’s collections. In general, the Library has straightforward full cover that meets the cost of replacing damaged stock. However, some books and most archives are irreplaceable: the insurance policy covers this contingency and will meet the costs of restoration. The costs incurred in freezing and vacuum-drying waterlogged items prior to restoration are likely to be accepted as an additional cost of salvage and should be covered.. Details of damaged items are communicated in the first instance to the Assistant Director(s) ISCA who will consult with the Assistant Director Information Management and who will liaise with the Finance Officer. The Finance Officer will make the claim and provide all necessary information. The Branch Supervisor of the affected building and the relevant Subject Librarians will be expected to establish what was in the damaged area and the extent of the damage. In consultation with the Librarian in charge of Special Collections, they will establish the value of the damaged items and the likely cost of replacement or restoration. 8
  9. 9. Preparation Production of a Disaster Control Plan Aims: To produce a document clearly outlining what steps should be taken in the event of a library disaster. To make it clear what lines of command should be used in the event of a disaster. The Disaster Control Working group is responsible for the Disaster Control Plan and for ensuring that the plan is easy to follow and that clear lines of command can be identified for use in an emergency. Establishing a Disaster Reaction Team Aim: To form and train a Disaster Reaction Team prepared to take part in salvage operations during and after a disaster. It is the responsibility of the Disaster Control Working Group to recruit a team of about 8 volunteers including a team leader and deputy and to make arrangements for their training in disaster-reaction procedures. The team leader and deputy will each maintain a list of work and home telephone numbers of all members. It is the responsibility of team members to inform them of any changes. Priorities for Salvage Aim: To maximise the possibility of salvaging irreplaceable holdings. All branches maintain floor plans identifying materials and the order in which they should be salvaged. Copies of these are held centrally with the Disaster Control Equipment, Assistant Director(s) ISCA, the Convenor of the Disaster Control Working Group, and the Leader and Deputy Leader of the Disaster Reaction Team. A list of local contacts for each branch library is also kept. Duplicate sets of keys for cupboards and rooms containing special collections, unique copies of theses, etc. are kept in a cupboard in the Library Secretaries’ Office. The key to this cupboard is kept in the safe in the same office. The Library facilities manager has overall responsibility for the keys of the Library. Disaster Control Equipment Aim: To provide the basic equipment for use in disaster control. The Disaster Control Working Group is responsible for assembling and maintaining a Disaster Equipment Box. This is held in the Post Room in the Arts 9
  10. 10. & Social Sciences Library. The equipment is checked and reviewed annually and routinely renewed after use in a disaster. This is the responsibility of the Leader of the Disaster Reaction Team. The contents of the box are listed on p.20. Mini Disaster Boxes have been placed in the Medical, Wills and Langford Libraries. Back up equipment, facilities and personnel Aim: To enable back-up facilities, etc. to be procured with the minimum delay. It is the responsibility of the Disaster Control Working Group to maintain a list containing the names, addresses and telephone numbers of all services that can be called upon, with details of the agreement made and cost of hire information. Arrangements for back-up facilities for the Library's computer system are the responsibility of the Library Systems Manager. The Library has a contract with the Drying Restoration Service at Harwell Laboratory, details of the service provided are available from the website ( The Library also have a contract with Riley Dunn and Wilson, details available on the website ( Procedure for out of hours emergencies Aim: To ensure that Security Staff know who to contact if there is an out of hours emergency in any of the Libraries. The Security Officer has home and work telephone numbers for the Director of Information Services and University Librarian, Assistant Director(s) ISCA and the Assistant Director(s), Public Services and will contact one of them in the event of such an emergency. The Security Officer has the List of Contacts and will call on the Leader of the Disaster Reaction Team and Branch Contacts as necessary. The Leader of the DRT will arrange for the collection of the Disaster Equipment Box and a suitable meeting point for the members of the Disaster Reaction Team. Regional Conservation Aid Aim: To be informed of and establish contact with conservation units, the Public Library and the other university libraries in the surrounding area (AULIC), special libraries such as the Ministry of Defence at Abbeywood, and with other organisations, such as the Museum, with the intention of providing co-operation and local support. See also the a-z list of useful contacts. This is the responsibility of the Disaster Control Working Group. 10
  11. 11. AULIC help (from AULIC Disaster Plan Draft July 2004, John Wintrip) Assistance to be offered in the event of a disaster 1. Requests for help should be addressed to the Head of Service/nominee. 2. Staff assistance Other AULIC libraries should be willing, as far as is practicable and possible, to second staff for a short period to the affected library, to assist immediately following the disaster. 3. Access to users* Students directly affected by the disaster should be permitted reference access to other AULIC libraries. 4. Provision of library material Other AULIC libraries should be willing to lend stock, which is not in heavy demand at the holding library, to the affected library to enable a temporary collection of core material. 5. Transport A transfer service between the libraries may be set up for the duration of the disaster, as appropriate. 6. Space and accommodation Other AULIC libraries should be willing, as far as practicable and possible, to provide space to accommodate material from the affected library, possibly moving out some of their own less-used material. They should be willing to investigate the availability of any suitable accommodation in the university as a whole. 7. Equipment Other AULIC libraries should be willing to lend any surplus or unused equipment or shelving to the affected library. 8. Costs Costs of special services (eg book transfer service) are to be borne by the affected library. AULIC Members (for contact details see A-Z list of contacts) University of Bristol University of Bath University of the West of England Bath Spa University College *For access schemes which allow our staff and students to use other libraries see the information provided on the Library Services web pages at 11
  12. 12. Updating Procedures Aim: To ensure that the Disaster Control Plan is fully workable at all times. This is the responsibility of the Disaster Control Working Group, which reviews the plan on an annual basis. 12
  13. 13. Reaction Major Incident If a major incident is declared, the University’s Crisis Management Plan will be implemented and all subsequent actions will take place within the framework provided by the Crisis Management Plan. In the event of a major incident, the University’s Crisis Management Plan has specific provision for arranging finance, alternative accommodation and storage, relationships with the press and media, and medical help and counselling for those involved in the incident. These provisions should be followed. Raising the Alarm Aim: To raise the alarm and summon the Emergency Services with a minimum of delay. The first person to arrive at the scene of a suspected disaster is responsible for contacting the Security Control Room, which is staffed at all times. The contact number (112233) is displayed on posters placed in each Branch Library (see p.24 for a sample of the poster). The officer on duty will make an assessment of the urgency of the situation and contact the Emergency Services and either the Director of Information Services and University Librarian, the Assistant Director(s) ISCA, or the Assistant Director(s) Public Services. The Director contacted will then contact the Director of Library services, Branch Contacts and the Disaster Reaction Team Leader and Deputy Leader. The Assistant Directors ISCA, Assistant Directors Public Services, Branch Contacts, Disaster Team Leader and Deputy will meet to draw up an action plan. Overall responsibility for co-ordinating response and resources to a disaster lies with the Assistant Director/s ISCA. In their absence a deputy should be identified from the library management team. Decisions need to be made by a member of this group as to what resources are available to deal with the disaster and whether or not to deal with the situation in-house or call upon external services e.g. Riley, Dunn and Wilson. All members of the Library Staff are periodically reminded by their Line Managers about procedures for raising the alarm. The Safety Office provides training for this for Line Managers. Assembly of Available Personnel Aims: To assemble the Disaster Reaction Team with the minimum of delay. To contact the Library Emergency Contact of the affected library building. 13
  14. 14. If the Assistant Director, ISCA in consultation with the Disaster Reaction Team Leader, decides that further action is necessary, the DRT leader will assemble the Team near the site of the disaster as soon as the building is declared to be safe to enter. He or she will contact the Branch Supervisor and relevant Subject Librarians and arrange for the Disaster Equipment Box to be brought to the area. The timing of this operation will be affected by whether or not the Emergency Services are present, the building is stable and power supplies are switched on. Close liaison with the Security and Safety Officers is called for. Where necessary, authorization from a member of the library management team for the mobilization of staff from other libraries to cover duties of DRT members will be needed before all members of the team may be able to attend. Enquiries from the Press and Media All enquiries from the Press and Media must be referred to the Director of Communications and Marketing (see A-Z of useful contacts under Media enquiries). Stabilising the Disaster Area Aim: To minimise danger to staff and damage to the building and its contents. This is primarily the responsibility of the Safety Officer. The responsibility of the DRTL and the Branch Supervisor/ Subject Librarian is to ensure that all undamaged library material is adequately protected. Preliminary Assessment of Damage Aims: To estimate the extent of the salvage operation and requirement for back-up facilities. To enable Team members to prepare for action. The DRTL will assess the situation with the Branch Supervisor and Subject Librarians involved (within the limits imposed by the Emergency Services) and will formulate a salvage plan, contacting back-up services (portering staff, the Drying Restoration Service, Riley Dunn and Wilson) as necessary. Communication Aim: To keep all staff informed of the situation and possible service implications It is important that all information services staff are informed of the situation and the implications for service delivery as soon as possible, and receive regular updates. 14
  15. 15. Operations area Aim: An operations area is to be set up away from the scene of the disaster. Sorting, cleaning, listing and packing damaged material will take place here. Where space for the rehabilitation of slightly damaged material is not available locally, the Team Leader will designate an off-site area and arrange with the Assistant Director(s) ISCA for packaging materials and transport to be made available. Briefing of the Team for salvage Aim: To ensure that all members of the Team know how to proceed and how long they are to work. The team is to be divided and different duties assigned: for instance, salvage in the disaster area, removing materials to the operations area, sorting and packing, listing damaged materials. Shifts are to be no longer than 1½ hours and refreshment breaks arranged. Entry of Disaster Area Aim: To enter the disaster area with minimum risk to staff and minimum disturbance of contents. This will take place in two stages: 1) entry for environmental control and protection of undamaged stock 2) entry by the Disaster Reaction Team for salvage. Neither can take place until the go-ahead has been given by the Emergency Services. The team is likely to be working within certain constraints. Photographs should be taken recording the scene of the disaster and examples of the damage incurred. It is the responsibility of the DRTL or Deputy DRTL to do this. Salvage Aims: To remove affected material from the disaster area to the operations area. To identify the types of material and list them. To categorise material as slightly or heavily damaged. To set up a rehabilitation area for air-drying slightly damaged material. To set up a space with facilities for cleaning soiled items prior to air- drying. To pack heavily damaged material for transport to Drying Agency. 15
  16. 16. For step-by-step instructions on how to deal with different types of disaster and different types of material see Disaster control plan manual (p.10-20). Listing items A list of damaged items is to be made at the time when they are brought into the operations area and treatment decided on. If they are to be removed from the building for freezing, the number given to the crate is also recorded. The list is the key to maintaining control over the salvage operation and to prepare the subsequent insurance claim. A separate list is to be made for each type of material. Appropriate blank forms are supplied in the Disaster Equipment Box (see p.23 for a copy). Making decisions on individual items As a rule it is cheaper to replace than to conserve. If a severely damaged book is easily replaceable, it is better to discard it. Discarded items should still be listed for insurance purposes and so that catalogue records may be amended and the items repurchased. If there is doubt about whether to conserve or discard, it is best to send the items for freezing: this buys time in which a considered decision may be reached. Procedure for Minor Disasters On learning of the incidence of loss or damage of a more minor nature: The Branch Supervisor or Subject Librarian should assess the seriousness and, if not clear about what action to take, discuss it with the DRTL. The question of a possible recurrence of the problem must be addressed and, if thought necessary, neighbouring undamaged material shielded. At this point, the Assistant Director, ISCA, porters, security staff and Building Services (Bursar’s Department) may need to be called in. In recovering and treating damaged stock, a suitably modified version of the Disaster Control Plan should be followed and the DRTL consulted, even if the Branch Supervisor or Subject Librarian decides to deal with the operation locally. The Insurers should be called in at an early stage to assess the level of damage and to assist in later making any claim if necessary. It should be noted that there is a minimum excess of £5000.00 on any claim made. 16
  17. 17. Recovery Conservation Programme Aim: To plan the long-term conservation of damaged material. When the list of damaged items is available, the Disaster Control Working Group will seek expert advice about freeze-drying, repair, rebinding, etc. and will draw up a set of recommendations and costs. The Assistant Director Information Management in consultation with the Assistant Directors ISCA, through the Finance Office, will make contact with the Insurer to establish what proportion of the costs will be covered. In consultation with the Disaster Control Working Group, he will draw up a phased repair and conservation programme for both air-dried and frozen materials. At this point, the cleaning and air-drying processes may be extended or improved. Treated materials are categorised as being fit for return to the shelves or in need of further drying or other conservation or repair. All treated material is to be separately stored until the insurance claim is settled and the disaster area rehabilitated. Cleaning and Rehabilitation of the Disaster Area Aim: To restore the disaster area to normal use as soon as possible. Once the disaster area has been cleared and provided that no major structural damage has occurred, the Bursar [Building Services] may be asked to take daily temperature and relative humidity [RH] readings and, if necessary, to install dehumidifiers and fans to lower the RH. According to weather conditions, windows and interior doors may be opened to increase the ventilation. Arrangements are to be made for the ceilings, walls, shelf-units and floors to be washed with a fungicide. One week after conditions have stabilised, arrangements may be made for redecoration, but it is advisable for regular temperature and RH checks to be carried out for a further year. The installation of shelf hoods and the raising of bottom shelves should be considered by the Branch Supervisor. Replacement of Treated Material Aim: To restore the cleaned and dried material in the rehabilitated disaster area, while taking into account possible changes in storage procedure. Air-dried material requiring no further conservation is to be regularly checked for mould-growth before and after return to the shelves. Such checks should continue for a year. 17
  18. 18. Freeze-dried material is to be acclimatised before being returned to the shelves. Consideration is to be given to boxing or wrapping certain types of material. Ongoing evaluation of the Plan Aims: To ensure that mistakes made in planning or reaction procedures are not repeated. To improve protective measures in storage and in buildings. In order to ensure that mistakes made in planning or reaction procedures are not repeated and to improve protective measures in storage and in buildings, regular evaluation of the plan is necessary. The Disaster Reaction Team Leader is to call a meeting of the Disaster Reaction Team and all other staff who have become involved to thank them and to discuss the successes and failures of the procedures that have been carried out. He or she will also write a report and make recommendations for improvements to the Disaster Plan. Copies of this will be circulated within the Library system and sent to other University Departments and local organisations. 18
  19. 19. Who Does What? Assistant Director(s), ISCA Liaises with Safety Officer over provision of fire-fighting equipment. Liaises with Safety and Security Officers during disaster-reaction. Liaises with Finance Officer over Insurance Provisions and claim. Contacts Disaster Reaction Team Leader & Deputy. Liaises with Disaster Control Working Group over provision of training for Disaster Reaction Team. Arranges rehabilitation of damaged building & furniture, humidity checks, etc. Assistant Director, Information Management Liaises with Disaster Control Working Group over conservation programme for damaged items. Branch Supervisor Security in Branch Library. Maintains floor plan identifying various classes of material. Identifies potential flood and water penetration hazards. Maintains list of branch-specific contacts. Branch Supervisor and Subject Librarians Review storage arrangements. Formulate a salvage plan with Disaster Reaction Team Leader. Establish what was in affected area and helps Librarian in charge of Special Collections with valuing it. Organise separate storage of rehabilitated items and oversees their return to shelves. Librarian in charge of Special Collections Serves on Disaster Control Working Group and advises the Disaster Reaction Team. Advises on conservation. Evaluates damaged items for insurance purposes and conservation. Disaster Reaction Team Takes charge of the practical tasks involved with clearing up after a disaster. Gives advice on storage and potential hazards in the different parts of the Library system. Formulates salvage plan with the Branch Supervisor/ Subject Librarians. Oversees the protection of undamaged stock. Takes part in specific training. Maintains up to date list of emergency contacts Assembles and maintains one or more disaster boxes and keeps a list of available equipment. Disaster Control Working Group Meets as needed, but at least annually, to agree and review Disaster Control Plan and to appoint and arrange the training of the Disaster Reaction Team. Provides printed instructions in each Branch for response to disaster. Requests expert advice about the conservation of damaged items. Draws up, with Assistant Director, Information Management, a phased repair and conservation programme. Explores back-up facilities and local co-operative ventures. Receives report of the Library Systems Manager on back-up to Library Computer system. 19
  20. 20. DISASTER BOX Emergency equipment and supplies have been acquired and are stored in a labelled plastic box located in the Post Room next to the Binding Department in the Arts & Social Sciences Library. “Mini boxes” have been placed in the Medical Library, the Wills Library, and the Langford Library to be used for minor disasters or while further equipment is being arranged. In addition to the items in the box, the following items are also available for use in an emergency. Items Location Telephone number Metal trolleys Catering Office 954 5555 (Hawthorns) Plastic crates Use University supplier 0117 9720076 (Commercial Transfer) Boards, 40 in x 50 in, plus webbing straps Special Collections 88014 Hand-operated water pump Building Services 89898 Book Presses Binding Department, 88011 Medical Library 87945 Education Library 87070 Wills Library 45398 DISASTER BOX CONTENTS [For replenishments ask the Library Binding Department, tel. 88011] Adhesive tape and dispenser Mops Blotting paper (A3,A4,A5) Newsprint (A3,A4,A5) Camera Notepads Cling film Paperclips (brass or plastic covered) Clipboards Pedal-bin, swing-bin and dustbin liners Cotton gloves Pens and pencils Crepe bandages Plastic aprons Damage lists Plastic buckets with lids Dust masks Polythene on rolls (light and heavy duty) Fans (electric) – others loanable from Rubber gloves ASSL Floor cloths Scissors Folding pasting tables Sponges J Cloths Squeegees (long handle) Kitchen rolls String Labels (tie-on, with plastic sleeves) Torches Lamps (battery, floodlight) Water spray bottles (hand-held) Mop buckets 20
  21. 21. FLOWCHART FOR MAJOR LIBRARY DISASTER Building threatened or affected by emergency Security Office Emergency services called (if needed) Disaster Response Group formed, see Manual p4. Situation assessed Action to stabilise If stock is threatened or affected situation and control emergency determine likely needs and support services Disaster Reaction Team Branch Supervisor/ Subject librarian Call professional conservation advice or called called assistance if needed Team organised Necessary support services informed Transport Blast-freeze Coldstore Disaster box moved to crisis area Film processing Equipment hire Disaster box opened Undamaged stock protected Damaged stock identified and sorted For air-drying For freezing For specialist processing Listed Listed Listed Sorted Packed in crates Transport Uncoated paper Coated paper Transported to blast-freezer/coldstore Treated Interleaved Frozen/freeze-dried Air-dried Sorted to identify those in need of restoration To conservators To safe area before shelving Restoration of damaged area Temperature and RH checked 21
  22. 22. FLOWCHART FOR MINOR LIBRARY DISASTER Minor disaster occurs Branch Supervisor/ Subject Librarian discovers or is told Assess situation Call DRTL if not sure what to do Has the source of the problem been put right? Will further damage occur? No Yes What is the problem now? How can you prevent this? Wet books? Contact porter Theft? Call DRTL? Anything important, valuable, irreplaceable? Yes No Call DRTL Anything worth saving? No Yes Insurance Can you do it yourself? Do you need extra space? Withdraw contact DRTL or department Order new Do you need equipment? contact DRTL 22
  23. 23. Damage List Date Manuscript/Book/Photo L V Cl P P Pt Co S PW Item no./Shelf no. etc. Author & Short Title Binding Leaves Damage Crate No. L = Leather V = Vellum Cl = Cloth P = Paper Pt = Parchment Co = Coated S = Soaked PW = Part Wet 23