Counter Disaster Planning, Response And Recovery For Aquinas University


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Presented by Fe Angela M. Verzosa at the Seminar on Disaster Management, sponsored by Aquinas University, and held at Daragang Magayon Hall, Aquinas University, Legaspi, Albay, Philippines on 8 October 2009

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Counter Disaster Planning, Response And Recovery For Aquinas University

  1. 1. 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
  2. 2. Topics <ul><ul><li>The nature of </li></ul></ul><ul><ul><li>disasters </li></ul></ul><ul><ul><li>Stages in Disaster </li></ul></ul><ul><ul><li>planning </li></ul></ul><ul><ul><li>Risk assessment </li></ul></ul><ul><ul><li>Creating the disaster plan </li></ul></ul>
  3. 3. Definitions <ul><li>Disaster </li></ul><ul><ul><li>“ An occurrence causing widespread destruction and distress; a catastrophe.” </li></ul></ul><ul><li>Emergency </li></ul><ul><ul><li>“ A serious situation or occurrence that happens unexpectedly and demands immediate action.” </li></ul></ul><ul><ul><ul><li>( American Heritage Dictionary . 3 rd ed., 1996) </li></ul></ul></ul>
  4. 5. Causes of Disasters <ul><li>Natural causes </li></ul><ul><ul><li>Earthquakes </li></ul></ul><ul><ul><li>Fires </li></ul></ul><ul><ul><li>Floods </li></ul></ul><ul><ul><li>Typhoons </li></ul></ul><ul><ul><li>Volcanic eruptions </li></ul></ul>
  5. 12. Causes of disasters <ul><li>Man-made </li></ul><ul><li>Biological contamination </li></ul><ul><li>Chemical spill </li></ul><ul><li>Civil disturbance and terrorism </li></ul><ul><li>Construction failure </li></ul><ul><li>Electrical power failure </li></ul><ul><li>Electronic computer failure </li></ul><ul><li>Explosions (bombs) </li></ul><ul><li>Fire (arson) </li></ul><ul><li>Gas leak </li></ul>
  6. 13. Causes of disasters Man-made <ul><ul><li>Human error and carelessness </li></ul></ul><ul><ul><li>Nuclear disasters </li></ul></ul><ul><ul><li>Robbery </li></ul></ul><ul><ul><li>Sewage overflow </li></ul></ul><ul><ul><li>Sprinkler activation (accidental) </li></ul></ul><ul><ul><li>Strikes </li></ul></ul><ul><ul><li>Toxic fumes </li></ul></ul><ul><ul><li>Vandalism </li></ul></ul><ul><ul><li>War </li></ul></ul><ul><ul><li>Water overflows </li></ul></ul>
  7. 14. Disasters in Libraries ?
  8. 24. Library Disasters <ul><li>95% of disasters result in water damage; even fire damage is accompanied by water damage. </li></ul><ul><li>Libraries must be prepared for all disasters, natural and man made, that may occur at their institution. </li></ul><ul><li>The cost of not being prepared may be loss of life, loss of the materials, or, ultimately, the loss of the institution or business. </li></ul>
  9. 25. <ul><li>Disaster Planning in Libraries </li></ul><ul><li>Objectives </li></ul><ul><li>Stages in planning </li></ul><ul><li>Activities involved in preparedness </li></ul><ul><li>Risk management </li></ul>
  10. 26. Objectives of Disaster Planning in Libraries <ul><ul><li>To protect people, libraries and materials </li></ul></ul><ul><ul><li>To avoid a disaster by being pro-active </li></ul></ul><ul><ul><li>To reduce possibility of a disaster and to reduce effects if a disaster happens </li></ul></ul><ul><ul><li>To expedite response and recovery efforts in an organized and systematic manner </li></ul></ul>
  11. 28. Stages in Disaster Planning <ul><ul><li>Disaster preparedness and prevention </li></ul></ul><ul><ul><li>Disaster response </li></ul></ul><ul><ul><li>Disaster recovery </li></ul></ul><ul><ul><li>Disaster follow-up and planning update </li></ul></ul>
  12. 29. Stages in Disaster Planning
  13. 30. Disaster Management Cycle
  14. 31. First Stage - Prevention <ul><li>good housekeeping </li></ul><ul><li>good monitoring (smoke, heat and water) and fire suppression systems </li></ul><ul><li>regularly scheduled inspections of detection or fire suppression systems, fire safety equipment, electrical and plumbing systems, etc </li></ul>
  15. 32. Preparedness against water damage <ul><li>Remind staff to turn off water pipes </li></ul><ul><li>Inspect & repair roofs and flashings regularly </li></ul><ul><li>Have gutters and drains cleaned frequently </li></ul><ul><li>Don't store materials under water pipes, steam pipes, lavatories, mechanical air-conditioning equipment, etc. </li></ul><ul><li>Store materials at least 4 inches off the floor </li></ul><ul><li>Install water-sensing alarms in basement storage areas </li></ul>
  16. 33. Basic Tasks of disaster planning <ul><ul><li>Develop a working relationship with parent organization and community , i.e., university disaster team, city disaster management, fire department </li></ul></ul><ul><ul><li>Identify, assess and mitigate potential risks and hazards </li></ul></ul><ul><ul><li>Identify insurance policies, spending authority and emergency funds </li></ul></ul>
  17. 34. Disaster Preparedness involves these activities… <ul><ul><li>Assess collections and assign priorities for salvage </li></ul></ul><ul><ul><li>Identify disaster recovery resources , including institutional assistance, vendors, consultants, conservators </li></ul></ul><ul><ul><li>Secure a budget for supplies and training activities </li></ul></ul><ul><ul><li>Purchase and distribute in-house supplies (which should be inventoried) </li></ul></ul><ul><ul><li>Analyze impact on services </li></ul></ul>
  18. 35. Disaster Preparedness – more activities… <ul><ul><li>Review policies and procedures for disasters and/or emergencies </li></ul></ul><ul><ul><li>Write the disaster plan , distribute, or better, put on the website </li></ul></ul><ul><ul><li>Secure offsite backups </li></ul></ul><ul><ul><li>Train staff </li></ul></ul><ul><ul><li>Conduct pre-planned tests of the plan </li></ul></ul><ul><ul><li>Review and report every emergency </li></ul></ul><ul><ul><li>Modify plan from drills and experience </li></ul></ul><ul><ul><li>Update plan regularly </li></ul></ul>
  19. 36. RISK Management
  20. 37. Risk Assessment <ul><li>Identify and assess risks? </li></ul><ul><li>What is the likelihood of something occurring? </li></ul>If something were to occur, what would be the loss?
  21. 38. Risk Assessment <ul><li>1- Survey Building </li></ul><ul><ul><li>Site of building </li></ul></ul><ul><ul><li>Landscape </li></ul></ul><ul><ul><li>Building materials and structure </li></ul></ul><ul><ul><li>Fire Protection (sprinklers, type) </li></ul></ul><ul><ul><li>Utilities (water, electrical, etc) </li></ul></ul><ul><ul><li>Custodial </li></ul></ul><ul><ul><li>Security </li></ul></ul><ul><ul><li>Communication Systems </li></ul></ul>
  22. 39. Risk Assessment <ul><li>2- The conclusion of the Assessment should be to know: </li></ul><ul><ul><li>Where are my biggest risks? </li></ul></ul><ul><li>3 - Take preventive actions or regularly monitor or “alarm” those risks. </li></ul><ul><ul><li>What can we do to minimize or reduce the risks? </li></ul></ul>
  23. 40. Risk Assessment <ul><li> Category Probability and Effect Examples </li></ul><ul><li>1 High probability- High Effect Fire, typhoon </li></ul><ul><li>flood, roof leaks </li></ul><ul><li>2 High probability- Low Effect theft, vandalism </li></ul><ul><li>3 Low probability- High Effect earthquake, </li></ul><ul><li>nuclear war, </li></ul><ul><li>tsunami, explosion </li></ul><ul><li>4 Low probability- Low Effect collapse of bookshelf, collapsed ceilings </li></ul>
  24. 41. How to create a Disaster Plan ?
  25. 42. Elements of a Disaster Plan <ul><ul><li>1- Quick Reference Guide </li></ul></ul><ul><ul><ul><li>Procedures for immediate response to most common disasters </li></ul></ul></ul><ul><ul><ul><li>Done with Security and Building personnel </li></ul></ul></ul><ul><ul><li>2- Basic information </li></ul></ul><ul><ul><ul><li>Emergency phone numbers </li></ul></ul></ul><ul><ul><ul><li>Building officer/personnel </li></ul></ul></ul><ul><ul><ul><li>Post evacuation meeting locations </li></ul></ul></ul><ul><ul><ul><li>Location of disaster supplies </li></ul></ul></ul><ul><ul><ul><li>List of vendors </li></ul></ul></ul><ul><ul><ul><li>Floor plans with fire alarms, exits, etc. </li></ul></ul></ul><ul><ul><li>3- Disaster Team </li></ul></ul>
  26. 43. 3- Disaster Team <ul><li>The disaster management team will depend on individual institution size, resources and staffing patterns </li></ul><ul><li>Staff selected should have experience with : </li></ul><ul><ul><li>Administration activities, i.e., public relations, finance, & personnel </li></ul></ul><ul><ul><li>The physical building </li></ul></ul><ul><ul><li>The collection and materials </li></ul></ul><ul><ul><li>Preservation practices </li></ul></ul><ul><ul><li>Library services, including reference, circulation </li></ul></ul><ul><ul><li>Computer services </li></ul></ul>
  27. 44. Disaster Team - examples
  28. 45. 3 -Disaster Team - examples <ul><li>Head of Preservation Department </li></ul><ul><ul><li>Head of Administrative Services </li></ul></ul><ul><ul><li>Building Manager </li></ul></ul><ul><ul><li>Head of Security </li></ul></ul><ul><ul><li>Circulation Librarian </li></ul></ul><ul><ul><li>Reference Librarian </li></ul></ul><ul><ul><li>Branches /Special Collections representative </li></ul></ul><ul><ul><li>Systems Head </li></ul></ul><ul><ul><li>Disaster response and recovery coordinator </li></ul></ul><ul><ul><ul><li>Building manager </li></ul></ul></ul><ul><ul><ul><li>Collection recovery coordinator </li></ul></ul></ul><ul><ul><ul><li>Services recovery coordinator </li></ul></ul></ul><ul><ul><ul><li>Computer systems recovery coordinator </li></ul></ul></ul><ul><ul><ul><li>Documentation manager </li></ul></ul></ul><ul><ul><ul><li>Bibliographic services manager </li></ul></ul></ul><ul><ul><ul><li>Library personnel Head </li></ul></ul></ul>
  29. 46. Elements…. <ul><li>4- Collection priorities </li></ul><ul><li>Priority 1 : Irreplaceable materials </li></ul><ul><li>Priority 2 : Materials essential to provide basic services or to library operation, materials required by law </li></ul><ul><li>Priority 3 : Replaceable materials , i.e., core collections, areas of excellence, materials of high research value </li></ul><ul><li>Priority 4 : Nice to have , but not essential </li></ul><ul><li>Priority 5 : “Do not salvage” list </li></ul>
  30. 47. Elements of a Disaster Plan <ul><ul><li>5- Disaster scale and recovery operations </li></ul></ul><ul><ul><ul><li>Level 1: Emergency </li></ul></ul></ul><ul><ul><ul><ul><li>Minor incidents that do not interrupt library operations </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Handled by minimal staffing in less than 4 hours </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Any damaged materials are handled in-house </li></ul></ul></ul></ul><ul><ul><ul><li>Level 2: Small disaster </li></ul></ul></ul><ul><ul><ul><ul><li>Limited to isolated area </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Damages of less than 100 items </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Requires 1-3 staff members </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Disruptions resume within a day </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Supplies available in-house </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Damaged materials treated in-house </li></ul></ul></ul></ul>
  31. 48. Elements of a Disaster Plan <ul><ul><li>5- Disaster scale & recovery operations </li></ul></ul><ul><ul><ul><li>Level 3: Medium disaster </li></ul></ul></ul><ul><ul><ul><ul><li>Damages of less than 500 items </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Service operations resumed within 48 hours </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Outside vendors may be needed </li></ul></ul></ul></ul><ul><ul><ul><li>Level 4: Major/large scale disaster or wide-area disaster </li></ul></ul></ul>
  32. 49. Elements of a Disaster Plan <ul><ul><li>6- Procedures for disaster recovery </li></ul></ul><ul><ul><ul><li>General Guidelines </li></ul></ul></ul><ul><ul><ul><li>Recovery of mold materials </li></ul></ul></ul><ul><ul><ul><li>Freezing of materials </li></ul></ul></ul><ul><ul><ul><li>Air drying of materials </li></ul></ul></ul><ul><ul><ul><li>Guidelines for paper-based materials </li></ul></ul></ul>
  33. 50. Contact Questions?