This document summarizes the findings of a study on disaster management systems in university libraries in India. Some key findings include: - Only 20% of central university libraries had a written disaster plan and many lacked proper training and equipment. Disaster preparedness was generally poor. - 15% of libraries surveyed had experienced disasters like cyclones, fires, earthquakes or heavy rains which damaged buildings, collections and disrupted services. - While most librarians were aware of potential issues like leaks and termites, they had little experience handling major disasters. - Areas like separate preservation sections, trained disaster teams, insurance policies and cooperative disaster planning between institutions were lacking in many libraries.

1. DISASTER MANAGEMENT
SYSTEM ACTIVITIES IN
UNIVERSITY LIBRARIES IN INDIA:
A STUDY
Submitted by
Shraddha Shahane
Librarian
Govt. Arts and Commerce College
Mohna Distt Gwalior

2. Due to global warming and destructive
activities of humankind, various types of
disasters have occurred in the whole world.
In the last few decades, the frequencies of
disasters are increasing continuously.
The results of the disasters, various parts
of society are suffered for a long time.
Libraries are also an important component
of society. Then in this situation, various
libraries are also suffered.

3. Today traditional libraries are converting
into the digital libraries but the digital
library is also suffered from a disaster
situation.
Due to facing disaster situation, lots of
precious and valuable information material,
staff, library building and other
infrastructure are to be damaged.

4. Normally Libraries are functioning for the
present generation and preserving
information for the future generation. But at
the time of disaster hit, library and
information centre is to paralyse for its
functioning.
Destruction or damage of libraries means
the loss of nation in the perspective of
economic, cultural and educational level. To
facing disaster situations, planning is the
most essential factor in the perspective of
the library.

5. Therefore Libraries need safeguard and
preservation activity and the responsibility
of the librarian is also to be increased.

6. 1. To find out the adopting strategies of the
libraries of central universities for disaster
handling capacity.
2. To identify which type of disasters
affected the libraries.
3. To know the librarian's experience about
the disaster occurrences in their central
university’s library.

7. 4. To find out the actual position of the
disaster plan among central university’s
library of India.
5. To know the status of the disaster team
and training programs among the library of
central university situated in India.
6. To find out the status and availability of
insurance policy of libraries situated at the
central university of India for their
resources.

8. 7. To know the status of separate
preservation section in the central
university’s library of India.
8. To know the will power of librarian of the
central university to prepare a cooperative
plan between libraries.

9. 1. All the Central University’s libraries of
India have affected from any type of
disaster.
2. All the Central University's libraries of
India have not a written disaster plan.

10. 3. Librarians of the Central University of
India are little prepared for handling disaster
situation and salvage damaged material.
4. All Central University's libraries have not
maintained a trained disaster team.
5. All Central University’s libraries have not
organized a mock drill program every year.

11. 6. All the Central University’s libraries of
India have furnished with few types of
equipment for the prevention of various types
of the disaster situation.
7. All the Central University’s libraries of
India have insured its collection.

12. In India, total 903 universities are established
until Feb 2019 in which 399 state universities,
126 deemed universities, 40 central
universities, 8 central universities which are
not purview of UGC and 330 private
universities are included. {*As on 1.10.2020
total Universities are 948 = 416 (S), 124 (D), 54
(C) and 364(P)}

13. It will be a complicated job if we include all
903 universities in this research. So it is
appropriate to do the research in the
manageable limit.
Therefore the focus of the research is
limited up to the libraries situated at only 40
central universities of India.
These universities are situated at different
states of India which come in different
disaster-affected areas.

14. The aim of this research is to know the
actual position of the disaster management
system at university libraries of India.
This study will very useful in future
perspective because libraries of central
universities may prepare a system for
handling any disaster situation. The result
of research may also change the attitude of
administrator/employees of libraries
regarding disaster situations.

15.  Descriptive method is adopted by the
researcher in this study. Researcher thought
that the survey method is the best option for
collecting the primary data.
A structured questionnaire has been
prepared to know the situation of libraries
attached to central universities. In this study,
questionnaire, is used as a main tool for data
collection.

16.  In the questionnaire, maximum questions
were closed type, & filled answers get in
either yes or no option. The questionnaire
has been formed into broadly seven main
categories in which total 67 questions
designed.
 In this study, the selected population is
scattered in a large geographical area. Then
personal visit of the researcher in every
library is very time consuming, costly and
difficult job.

17.  Therefore in this study, the researcher used
mostly the online mode with the telephonic
request for collecting data. The main reason
for adopting this mode is that it is free from
bias and respondents are more educated.
One or more librarian demanded the
questionnaire into hard copy. Then it was
sent to him by speed post. These responses
were also received by post or scanned copy.

18. The responses received from 34 University
Libraries. In other words, approximately 85%
of responses were received.
Remaining 6 Librarians did not return their
responses. Libraries attached with Central
University of Allahabad, Central University of
Kashmir, Central University of Punjab,
Central University of Orissa (Koraput),
Mahatma Gandhi Antarrashtriya Hindi
Vishwavidyalaya (Vardha) and Pondicherry
University did not return their responses.

19. In this research, a researcher used to Ms-
Excel worksheet for the tabulation work. The
researcher recorded the responses in the
worksheet as the responses received.
Simple percentage along with statistical
calculation, tables and figures are used for
data analysis. Data analysis is done for
obtaining the relevant answers to each
research questions. The researcher used Chi
– square test for testing of hypothesis.

20. I. Adopting Strategies Of The Libraries
1.The Library Building - It is imperative that a
separate water-proof building in a single floor
with emergency exit gate and without
basement should build.
82% of Central universities (i.e.28) built their
libraries at a separate building.
Only 21% of libraries (i.e.7) constructed their
buildings in the single floor.
The average age of the building is up to 50-60
years. The library building age of 89% of
Central universities (i.e.30) is under 50 years.

21. 59% of library buildings (i.e.20) are in water-
proof.
The emergency gate is available in 82% of
libraries.
65% of libraries (i.e.22) did not build a
basement in their building.
These norms found in only 4 libraries. These
libraries are CUG-Library, CUH-Library, GGU-
library and NU-Library.
2.The Rules related to the prohibition of eating
and smoking in the library should strictly apply
to avoid the biological disaster. 91% of libraries
applied this rule strictly.

22. 3.Furnishing Equipment
Mostly, University libraries (more than 50%)
furnished with air-conditioner, CCTV, fire
extinguisher and lightning conductor devises.
More than 50% of libraries adopted the policy of
regular checking of equipment. 59% of libraries
adopted the strategy of regular checking at a
fixed period based on monthly, quarterly, half-
yearly and yearly.

23. 4. 44% of libraries faced the termite problem.
Pest control in fixed period is an essential
activity to avoid this problem. 33% libraries
adopted the strategy for this activity based on
either half-yearly or yearly.
5.The regular cleaning and dusting work of all
parts of the library is a tedious job. The vacuum
cleaner is the best way in comparison to manual.
Less than 50% of University libraries used the
vacuum cleaner for cleaning work .

24. Overall findings: All libraries attached with
central Universities did not fully fit for
handling disaster situation because they did
not fully apply to all norms in their library.
These libraries did not implement all
strategies as per standards. Therefore all are
in danger zone. Only 3 Libraries known as
CUTN-Library, NEHU-Library and TRIU-Library
are applying maximum 16 norms above
mentioned.

25. II. Identified disaster’s types
Only 15% of University libraries experienced
either natural or man-made disaster or both. Out
of them, 60% of libraries (i.e.3 known as CUG-
Library, IGNTU-Library and MANIPURU-library)
faced the natural disasters and, 20% of libraries
(Named as MZU-Library) faced the man-made
disasters. 20% of libraries (Named as BBAU-
GBCL) faced both kinds of disasters.
The natural disaster faced in the form of
cyclone/typhoon, heavy rain and earthquake and
man-made disaster in the form of the fire
incident, theft, chemical and biological disaster.

26. 20% affected libraries faced the disasters due
to cyclone/Typhoon, fire, chemical reasons. 60%
of libraries affected by biological causes. 40% of
affected libraries suffered from the earthquake
and theft.
BBAU-GBCL affected by heavy rain, earthquake
and theft, whereas CUG-Library and IGNTU-
Library affected by heavy rain. MANIPURU-
library affected by heavy rain and earthquake.
MZU-Library affected by chemical and biological
disasters.

27. 40% of libraries (i.e.2) faced the earthquake
(namely as BBAU Library at Lucknow and
Manipur University library at Imphal) .
59% of libraries faced the leakage problem in
heavy rainy days due to roof leakage, blocked
drainage, defective plumbing, open window,
broken pipelines and other reasons.
44% of libraries faced the termite problem.
Finding: Different kinds of disaster can affect the
libraries attached with Central University.

28. III. Librarian's experience about the disaster
occurrences
One librarian (BBAU-Library) notified that they
suffered the collapse of wall/ceiling and shelves
due to earthquake. Another librarian of
MANIPURU-library informed they faced the big
crake in the wall.
The Librarian of MANIPURU-library also stated
that 25% part of the library and 25% of its
collection destroyed due to the disaster.

29. Librarian also informed about the
suspension of library services up to few
periods. IGNTU-Library and MANIPURU-
library cannot provide their services for up to
1 month, while MZU-Library faced
interruption of services for up to 12 months.
59% of University Librarians handled the
leakage problem, and 44% faced the termite
problem. Librarian of CUTN notified the
fungus problem in their library. But they did
not describe any destruction.

30. Finding: University librarians attached with
Central University’s library have little
experience of disaster incidence. Librarians
are not to find very serious about these
factors.

31. Actual position of the disaster plan
A written disaster plan is available at the
20% University libraries (i.e.7).
 24% of University libraries developed it
before the disaster incident and only 27%
consulted with an expert before preparing
it.15% of University librarian (i.e.5) consulted
with the fireman, whereas 3% of University
librarian (i.e.1) consulted with the army
before preparing their plans.
 38% of University libraries (i.e.13) kept
their plan at different places and persons.

32.  24% of University libraries (i.e.8) revised
its disaster plan regularly. They also
specified that its revision has done every
year by them.
27%of University libraries (i.e.9) tested
their plan practically.
35% of University libraries (i.e.12) covered
the safety of all; such as human, library
building and library collection in their
disaster plan.

33.  62% of University libraries (i.e.21) gave different
reasons for the unavailability of the disaster plan.
Findings:-The actual status of disaster planning
in libraries associated with central universities is
not very good. The librarians are unaware of the
norms of the disaster plan. Some university
libraries implemented the criteria of a disaster
plan. The need for training, seminars and
workshops will organise for the librarians to
aware of these aspects.

34. Status Of The Disaster Team And Training
Programmes
A trained disaster team is available in 24%
University Libraries (i.e.8).
The training programmes organised to train
their members of the disaster team in 41% of
University Libraries (i.e.14) in which 35%
University libraries (i.e.12) organised it on
regularly. Each library set different periods
for organizing training programmes
according to their convenience.

35. The mock drill programmes conducted
regularly in 12% University Libraries (i.e.4).
Different periods fixed to organise it by every
library.
44% of University Libraries (i.e.15) quickly
updated the contact details of team
members.
70% of University Libraries (i.e.24) kept the
contact details of emergency services.

36. 35% of University Libraries (i.e.12) provided
emergency kit immediately to disaster team
in which 32% libraries (i.e.11) always
furnished the emergency kit with necessary
items.
Findings: The norms related to disaster team
followed in Less than 50% university
libraries. The librarians are not so much
aware in this aspect. More than 50% of
librarians more depend on outside
emergency services instead of in house
team.

37. Status And Availability Of Insurance Policy Of
Libraries
29% of university libraries (i.e.10) have
taken Insurance.
Insurance taken by the 15% of university
libraries covered the protection of building,
collection, staff and users.
Insurance taken by 29% of university
libraries (i.e.10) covered both types of
disaster.

38. Insurance policy regularly renewed by 29%
of university libraries (i.e.10).
Findings:-The actual position of insurance in
the perspective of the library is not
observing well. Approximately 30% of
Librarians (i.e.10) applied the norms of
insurance at their library. It means the
awareness level between librarians is also
low on this aspect.

39. Status Of Separate Preservation Section
A separate preservation section is available
at 38% of university libraries (i.e.13).
The preservation expert staffs are available
at 35% of university libraries (i.e.12).
Different types of equipment are available
at 38% of university libraries (i.e.13).

40. 50% of libraries (i.e.17) adopted the
fundamental procedures to preserve their
collection. 5 libraries out of them have not
separate preservation section, but they
implemented basic methods.
52% of libraries (i.e.18) are to involve in the
digital preservation of library collection.8
libraries out of them are doing this work
without establishing a separate preservation
section.

41. Findings:-A separate preservation section is
available at less than 40% of libraries
attached to the Central Universities. Then
other norms related to this aspect also follow
at less than 40% of libraries. It indicates that
librarians are not very serious for adopting
standards about preservation section due to
unawareness. Most libraries are promoting
digital preservation for its collection.

42. Will power of librarian of the central university to
prepare a cooperative plan between libraries
The concept of a cooperative disaster plan
is a newly emerging concept for Indian
libraries. In this concept, various libraries
participate and cooperate for handling the
disaster situation.
 Librarian's will power is essential to
prepare a cooperative disaster plan among
participating libraries.

43. 82% of librarians (i.e.28) attached with the
central universities agree to participate in
the cooperative disaster plan between
libraries.
Findings:- A cooperative disaster plan should
have prepared among the 28 libraries
attached to the central universities. Most
librarians have felt its need. Therefore proper
efforts should have made among the
interested libraries. Meetings will hold to
formulate the criteria.

44. Suggestions
1. Generally, libraries furnished with different
kinds of equipment to avoid disaster
situations. Each library should strictly
implement the pre-determined procedure
for maintenance and testing of furnished
equipment.
2. Generally, No records maintain to
issue/use of items of an emergency kit.
The library administration should put the
entire responsibility on an employee to
maintain emergency kit properly.

45. 3. The Indian library administrators do not know
the preparation of a written disaster plan and
its amendment procedure. The Practical
perspective should include in academic
courses to increase the awareness level
among the librarians.
4. The Indian librarians are little aware of the
aspects of disaster planning. To increase the
awareness level among the librarians, lots of
training, seminars and workshops should
organize by different libraries. The involvement
of library staff in these programs should be
compulsory.

46. 5. Library administrators should send the
proposal to their higher authorities regarding
library insurance in which explaining the
importance of the library’s different aspects
during facing disaster situations.
6. Library administrators should continuously
send the proposal for demanding contingency
budget for disaster purpose.
7. National Disaster Management Authority
(NDMA) prepared a few guidelines for cultural
heritage and museums of India. These norms
should follow by each library.

47. Further area of Research
1.A similar study can possible in the area of
various kinds of libraries such as special,
school, college, public and national libraries.
2.Generally, libraries suffer from biological and
chemical hazard. Further research is possible in
the perspective of biological and chemical risk in
the libraries and their adopting preventive
measures for them.

48. •Generally, library materials suffer from the
problem of theft and vandalism. Further
research is possible on a different aspect of this
problem and which type of technology used to
handle this problem in different kinds of libraries.
•An aspect of library insurance is unknown for
different types of libraries. Further research
requires to know the awareness level of
librarians between various kinds of libraries on
this topic.

49. •At present, the whole world is suffering from
the COVID-19 epidemic. At the moment,
education is not easily accessible to all students
due to facing the digital divide. Further research
is possible to know the role and services of
libraries to educate all the students by offline
and online mode during COVID-19 epidemic.

50. Guidelines
The researcher wants to develop a
framework of guidelines for the libraries. The
researcher developed a framework after
consulting the guidelines of the NDMA
(National Disaster Management Authority),
Government of India.

51. In this study, the researcher wants to give a
framework of library disaster plan suitable for
Indian perspectives. In India, maximum central
universities have not a disaster plan for their
libraries. They didn't develop it due to various
reasons. The presented framework prepared only
for the library, not for their parent institute.
The aim of framing a disaster plan is to help
the libraries for preparing their disaster plan. The
researcher also consulted various foreign
library’s plan before constructing it.
Disaster Plan:

52. DISASTER PLAN FOR _______
LIBRARY
OF THE
ABC UNIVERSITY
AT _________
2020
1
TABLE OF CONTENTS 2
Introduction & Purpose 3
Availability of Plan 4
Emergency Contact details 5
Brief Instruction on Disaster 6
Responsibilities of disaster team 7
Priority list 9
Risk Evaluation 11
Preventive measures 13
Preparedness measures 15
Response measures 17
Recovery measures 19
Appendix A: Building model plan 23
Appendix B: Equipment for disaster kit 24
Bibliography 26
INTRODUCTION & PURPOSE 3
Introduction:
Disasters in different kinds can happen without
intimation. The XXX library of the ABC University
enriches with its heritage building, reading
materials, well-qualified staff and precious readers.
This plan has created for providing directions to
their employees at any disaster incident. This plan
includes all procedures divided into four steps. This
plan should revisable time to time after
experiencing any disaster. This plan is approved by
the disaster team.
Purpose:
The main object of this plan is to secure and protect
every precious thing of the library from the disaster.
This plan helps the team members to work
accurately in the right way. All necessary steps,
contact numbers. of the team, necessary required
equipment etc. involves at this plan.
AVAILABILITY OF PLAN 4
This Plan has prepared in two forms – document
and digital.
The main copy of the plan is to keep at:
V.C/Registrar office
[As secured copy]: University Librarian
Circulating copies are available at:
Head of the disaster team
All disaster team members
Head of all library sections
Head of building maintenance
Head of the security office
Head of cleaning workers
Circulation desk
Head of IT cell
Librarian’s home
Outsider volunteers
Digital copy is available at library and university
website: www.xxx lib.in
EMERGENCY CONTACT DETAILS 5
Name & Designation office Phone Mobile No.
With address
Mr__{Librarian} 0000000000 Ext__ 0000000000
Mr___{Head of security officer} 0000000000
Ext__ 0000000000
Miss___{Head of disaster team} 0000000000
Ext__ 0000000000
Emergency services Number
National Emergency Number 112
Police 100
Fire brigade
101
Ambulance
108
NDRF Helpline number +91-971107772
NDMA Helpline number 011-1078
*All team members, all staff members and volunteers
No. with addresses can include here.

53. CONCLUSION
The awareness level of librarians found at
low level on this matter. Firstly, Most of the
librarians informed that their libraries are not
faced any disaster situation. Subsequently,
59% of librarians specified the leakage
problems and, 44% of librarians mentioned
the termite problem. It is clearly showing
that the awareness level among University’s
librarians is not in a better situation.

54. The norms related to library premises do
not fully implement during construction. The
result showed that all these standards
applied only in 4 libraries. It is clearly
showing that most of the libraries are in
danger zone due to their premises.
The aspect of library insurance is not
commonly prevalent in the libraries attached
to central universities. The findings explore
that norms of insurance are applying in
approximately 30% of libraries.

55. Mostly University libraries (more than 50%)
furnished with air-conditioner, CCTV, fire
extinguisher and lightning conductor devises.
The alarm system for fire, smoke, water and
earthquake is not finding in all libraries. It is
clearly showing that most of the University
libraries did not fully furnish with essential
equipment due to lack of awareness and
fund.

56. The status of a written disaster plan in the
libraries attached to central universities is
not very good. Most of the librarians are
unaware of the norms of the disaster plan.
The position of the disaster team, their
training and practice, availability of the
emergency kit is not so good in libraries
attached to Central universities. These
aspects are not available in most of the
libraries.

57. Every library should have a separate
preservation section in which appointment of
expert staff, the arrangement of different
equipment and the adoption of the primary
conservation procedures are mandatory
measures. The results explicitly describe
that the provision of separate preservation
section and its norms is not available in all
libraries attached to central universities.
Less than 40% of the university libraries
applied these norms.

58. Similarly, a very sound position is not to
find regarding finance for disaster exercises
in all libraries attached to central
universities. The results clearly describe
that librarians gave improper responses
which have shown his level of unawareness
on this matter .

59. The result presents that most of the
libraries attached to central universities are
not following the guidelines prepared by
NDMA. Only 29% of libraries follow it. It is
clearly showing that the behaviour of
librarians for disaster planning is so much
weak.

60. The overall conclusion is that the University
libraries are not much safe and also not fully
prepared for disaster handling. Every measures
and step of the disaster planning system is not
at a satisfactory level in all libraries attached
to central universities. This study presents
that most libraries adopted a few steps for
rescuing their collections, but they are not
fully fit. Lack of awareness, lack of resources
and lack of experts are few identified reasons
that prevent the librarians for adopting proper
disaster planning in their library.

61. THANKS