Disaster Response and Recovery: Salvage Issues and Concerns


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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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Disaster Response and Recovery: Salvage Issues and Concerns

  1. 1. Disaster Response and Recovery: Salvage Issues and strategies By Fe Angela M. Verzosa
  2. 2. Disaster Response <ul><li>The speed and manner of disaster response is often critical to the recovery, rehabilitation, and final outcome. </li></ul>
  3. 3. Disaster Response <ul><li>The actual response to an </li></ul><ul><li>emergency or disaster depends on: </li></ul><ul><ul><li>Scope of the disaster </li></ul></ul><ul><ul><li>Nature of the disaster </li></ul></ul><ul><ul><li>Timing of the disaster </li></ul></ul><ul><ul><li>Part of the facility and collection affected </li></ul></ul><ul><ul><li>Staff available for response </li></ul></ul><ul><ul><li>Available supplies and equipment </li></ul></ul>
  4. 4. Checklist of First Response <ul><li>Step 1 – Make sure people are safe. </li></ul><ul><li>Step 2 – Make a rapid assessment of the emergency situation. </li></ul><ul><li>Step 3 – Protect the collections from further damage. </li></ul><ul><li>Step 4 – Notify, or verify notification of, people and programs that are designated to respond in an emergency. </li></ul><ul><li>Step 6 – Work with Facilities staff members to stabilize the environment. </li></ul><ul><li>Step 7 – Do a comprehensive assessment of damage to the collections. </li></ul>
  5. 5. S tep 7 – assessment of damage <ul><li>Identify the types of materials damaged, and estimate quantities : </li></ul><ul><li>Bound volumes, Unbound paper </li></ul><ul><li>Microforms </li></ul><ul><li>Photographic prints and negatives </li></ul><ul><li>Videotape, audio tape, Motion picture film </li></ul><ul><li>Others </li></ul><ul><li>Identify the nature of the damage, e.g., materials might be: </li></ul><ul><li>Damp, Wet, Smoke-damaged </li></ul><ul><li>Fire-damaged, Dirty </li></ul><ul><li>Contaminated by bacteria or other dangerous substances </li></ul><ul><li>Photograph affected areas. </li></ul>
  6. 6. Checklist of First Response <ul><li>Step 10 – Keep detailed records of: </li></ul><ul><li>Areas affected </li></ul><ul><li>Items affected </li></ul><ul><li>Locations of items being salvaged </li></ul><ul><li>Salvage methods </li></ul>Step 8 – Determine if an outside commercial response service is required. Step 9 – If an outside service is not required, implement salvage activities.
  7. 7. General Emergency Guidelines <ul><li>Use common sense </li></ul><ul><li>Know the location of emergency exits </li></ul><ul><li>Know the location of building alarms, how and when to use them </li></ul><ul><li>Locate the Disaster Response Kit </li></ul><ul><li>When the emergency is over, record and report the incident </li></ul>
  8. 8. Disaster Response <ul><li>Disaster response activities : </li></ul><ul><ul><li>1- Stabilizing the environment </li></ul></ul><ul><ul><ul><li>Control the temperature & humidity </li></ul></ul></ul><ul><ul><ul><li>Increase ventilation </li></ul></ul></ul><ul><ul><ul><li>Turn on air conditioning if possible to retard mold </li></ul></ul></ul><ul><ul><ul><li>Safety or security problems? </li></ul></ul></ul><ul><ul><ul><li>Arrange for environmental testing </li></ul></ul></ul><ul><ul><ul><li>Continue environmental monitoring of the whole building </li></ul></ul></ul>
  9. 9. Disaster Response <ul><ul><li>2- Assessing the </li></ul></ul><ul><ul><li>situation </li></ul></ul><ul><ul><ul><li>Conduct the walk through </li></ul></ul></ul><ul><ul><ul><li>Look for structural damage </li></ul></ul></ul><ul><ul><ul><li>Level of damage to the collections </li></ul></ul></ul><ul><ul><ul><li>Provide documentation and photographs </li></ul></ul></ul><ul><ul><ul><li>Review service areas and other patron accessible areas </li></ul></ul></ul><ul><ul><ul><li>Review staff offices and work space </li></ul></ul></ul>
  10. 10. Disaster Response <ul><ul><li>4- Performing initial recovery preparations </li></ul></ul><ul><ul><ul><li>Identify staging area for collection recovery </li></ul></ul></ul><ul><ul><ul><li>Setting up a command center and/or off-site recovery area </li></ul></ul></ul><ul><ul><li>5- If necessary, activate the disaster plan </li></ul></ul>3- Estimating time of reoccupation or need for relocation site
  11. 11. Disaster Response Guidelines <ul><li>DO NOT </li></ul><ul><li>touch anything electrical </li></ul><ul><li>remove collection items from the disaster area </li></ul><ul><li>enter the area until Security determines it is safe to do so </li></ul>
  12. 12. Initial Response Guidelines for water-damaged materials: DO NOT … <ul><li>open or close books. </li></ul><ul><li>separate single sheets. </li></ul><ul><li>press wet books. </li></ul><ul><li>wipe off mud or dirt. </li></ul><ul><li>remove book covers or separate materials. </li></ul><ul><li>disturb wet file boxes, prints, drawings or photographs. </li></ul><ul><li>“ Such handling may result in extensive and irreparable damage to materials that otherwise might be salvaged” (Peter Waters) </li></ul>
  13. 13. DO <ul><li>wear protective clothing (gloves, aprons, masks, and helmets) in the disaster area </li></ul><ul><li>use supplies from the disaster bins, which contain supplies to protect yourself, protect collection items or to clean up the area </li></ul>contact Security immediately
  14. 14. Safety in the Workplace <ul><li>DO: </li></ul><ul><li>*carry loads close to the body and use leg muscles to lift </li></ul><ul><li>*avoid twisting, side bending or excess bending of your back </li></ul><ul><li>*use kick stools or steps to remove items from </li></ul><ul><li>shelves, working from the top to the bottom </li></ul><ul><li>*vary work tasks to prevent muscle strain </li></ul><ul><li>*rotate tasks every 30 minutes </li></ul>
  15. 15. Disaster Recovery <ul><li>includes all operations after the initial response including restoration of the collections and/or services </li></ul>
  16. 16. Disaster Recovery <ul><li>Time for recovery may be as short of a few hours or up to several years. </li></ul><ul><li>Whatever the damage, the collection will never be exactly the same. </li></ul>
  17. 17. Disaster Recovery <ul><ul><li>Reference </li></ul></ul><ul><ul><li>Circulation </li></ul></ul><ul><ul><li>Interlibrary Loan </li></ul></ul><ul><ul><li>Computer access to online catalog and electronic resources </li></ul></ul><ul><ul><li>Other patron services, i.e., children’s story hour </li></ul></ul>1- Provide continuity of service for :
  18. 18. Disaster Recovery <ul><li>2- Restore the collection </li></ul><ul><ul><li>Gather data on the collections </li></ul></ul><ul><ul><ul><li>Type of materials </li></ul></ul></ul><ul><ul><ul><li>Status of online database </li></ul></ul></ul><ul><ul><ul><li>Record of holdings </li></ul></ul></ul><ul><ul><ul><li>Typical information the insurance people might ask for </li></ul></ul></ul><ul><ul><li>Decide the immediate action plan </li></ul></ul><ul><ul><ul><li>Salvage priorities </li></ul></ul></ul><ul><ul><ul><li>Instructions for special formats </li></ul></ul></ul><ul><ul><ul><li>Availability of supplies and equipment </li></ul></ul></ul><ul><ul><ul><li>Vendor or in-house recovery </li></ul></ul></ul>
  19. 19. Disaster Recovery <ul><li>3- Create and implement a plan for processing materials back into the collection </li></ul><ul><ul><ul><ul><li>Review options: restoration, repurchase, gifts, discard and start anew, alternate format </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Review specifications, staffing, budget, space, supplies, etc. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Determine the role of experts or consultants </li></ul></ul></ul></ul>
  20. 20. Salvaging Paper-based Materials
  21. 21. Salvaging water-damaged books
  22. 22. Salvaging books… <ul><li>Freeze or dry within 48 hours to avoid mold growth and to minimize distortion </li></ul><ul><li>Immediately freeze books with coated paper, keeping them wet until they can be frozen </li></ul><ul><li>Work first on books that have fallen on the floor, coated paper, the wettest materials </li></ul><ul><li>If books are wet and tightly packed on shelves, remove one or two so that they do not burst off the shelves as they swell (and incur further damage as they fall) </li></ul><ul><li>Do not open volumes, or close those that have fallen open </li></ul><ul><li>Handle one item at a time, using both hands </li></ul><ul><li>Do not press water out of wet books--the paper is too fragile when wet </li></ul>
  23. 23. Salvaging documents and unbound paper <ul><li>Stable materials - freeze or dry within 48 hours to avoid mold growth </li></ul><ul><li>Soluble inks and pigments - immediately freeze or dry </li></ul><ul><li>Coated paper - immediately freeze or dry </li></ul><ul><li>Do not try to separate single sheets (except to air dry) </li></ul><ul><li>Keep documents in order and retain documentary information </li></ul><ul><li>Do not blot surfaces of documents that have soluble media </li></ul>
  24. 24. <ul><li>- Stand books on </li></ul><ul><li>their heads </li></ul><ul><li>Interleave </li></ul><ul><li>absorbent paper </li></ul><ul><li>every 50 pages </li></ul><ul><li>Use fan to keep </li></ul><ul><li>air circulating </li></ul><ul><li>Keep temperature </li></ul><ul><li>below 65 degree F </li></ul><ul><li>When dry, lay books </li></ul><ul><li>flat but not stack </li></ul><ul><li>up together </li></ul>Recovery Methods: Air-drying
  25. 25. Recovery methods : Vacuum-drying
  26. 26. Recovery Methods for Wet Paper-based Materials <ul><li>Dehumidification - Materials are dried in their place on shelves by large commercial dehumidifiers that are brought on site. Temperature and relative humidity in the area should be controlled. Books distort more than when vacuum freeze dried. Use for moderately wet books. </li></ul><ul><li>Freezer Drying - Materials are put in a freezer for months. Over time moisture sublimates out of the materials. Use for a few wet books. </li></ul>
  27. 27. Disaster Follow-up All activities performed to mitigate another disaster, including : <ul><ul><li>Revision of the disaster plan </li></ul></ul><ul><ul><li>Change in policies and procedures </li></ul></ul><ul><ul><li>Review of the disaster management team </li></ul></ul><ul><ul><li>Retraining of staff </li></ul></ul><ul><ul><li>Modification of the facilities </li></ul></ul><ul><ul><li>Assessment of risk management needs </li></ul></ul><ul><ul><li>Review of insurance needs </li></ul></ul>
  28. 28. Disaster Plan Testing <ul><ul><li>Identify scope, objectives, format </li></ul></ul><ul><ul><li>Determine type of test </li></ul></ul><ul><ul><li>Set time and duration </li></ul></ul><ul><ul><li>Decide if scheduled or unscheduled?? </li></ul></ul><ul><ul><li>Identify participants </li></ul></ul><ul><ul><li>Establish reporting and evaluation process </li></ul></ul><ul><ul><li>Anticipate outcomes </li></ul></ul>
  29. 29. Disaster Plan Testing <ul><li>Types of tests </li></ul><ul><ul><li>Checklist testing </li></ul></ul><ul><ul><li>Short planned drills, i.e., fire drill, earthquake drill, etc. </li></ul></ul><ul><ul><li>Table top exercise (talk through the exercise) </li></ul></ul><ul><ul><li>Pre-planned exercise </li></ul></ul><ul><ul><li>Simulation testing (disaster is acted out) </li></ul></ul><ul><ul><li>Full disaster plan test </li></ul></ul>
  30. 30.   dPlan :  The Online Disaster-Planning Tool <ul><li>dPlan is a free online tool that will help you simplify the process of writing a disaster plan. Enter information about your institution using the comprehensive fill-in-the-blank template. This template will guide you through the steps necessary for effective disaster planning. </li></ul><ul><li>Once completed, dPlan generates a printed disaster plan specific to your institution . The resulting plan contains contact information for staff and key personnel, preventive maintenance checklists, salvage techniques, and much more. </li></ul><ul><li>dPlan can be updated continuously to reflect the changes that occur at your institution.’” </li></ul><ul><li>http://www.dplan.org/ </li></ul>
  31. 31. Contact fe.verzosa@dlsu.edu.ph Questions?