HTML Disaster Plan Public Version 1 Sep-14 HOWARD.docx

HTML Disaster Plan Public Version 1 Sep-14
HOWARD-TILTON MEMORIAL LIBRARY
EMERGENCY PROCEDURES AND
DISASTER RECOVERY PLAN
TULANE UNIVERSITY
2014
PUBLIC VERSION
HOWARD-TILTON MEMORIAL LIBRARY
J. MERRICK JONES HALL
900 S JEFFERSON DAVIS: TULANE LIBRARIES OFF-SITE
STORAGE FACILITY AND RECOVERY CENTER
THIS COPY OF THE PLAN BELONGS TO:
_____________________________________________________
________

Contents
INTRODUCTION AND PLAN MAINTENANCE
...............................................................................................
.. 4
EMERGENCY CONTACTS
...............................................................................................
................................ 7
ADDITIONAL LIBRARY CONTACTS
...............................................................................................
.............. 8
HTML, JONES, OFF-SITE COLLECTIONS EMERGENCY
PHONE TREE ........................................................... 9
EMERGENCY PROCEDURES
...............................................................................................
.......................... 10
ACTIVE SHOOTER / VIOLENT INTRUDER
...............................................................................................
.. 11
BOMB THREAT
...............................................................................................
......................................... 13
BUILDING EVACUATION
...............................................................................................

........................... 14
ELEVATOR EMERGENCY
...............................................................................................
........................... 15
FIRE
...............................................................................................
.......................................................... 16
MEDICAL EMERGENCY
...............................................................................................
............................. 17
TORNADO
...............................................................................................
................................................. 18
WATER..................................................................................
................................................................... 19
HURRICANE
...............................................................................................
.............................................. 20
Hurricane threat identified
...............................................................................................
.................. 20
During and after the storm
...............................................................................................
.................. 21
HURRICANE PREPARATION CHECKLISTS
...............................................................................................
.. 22

HURRICANE COMMUNICATION PROCEDURES
....................................................................................... 24
DISASTER RESPONSE AND COLLECTIONS SALVAGE
INCIDENT COMMAND SYSTEM .................................. 26
COLLECTIONS INCIDENT COMMAND SYSTEM
DEFINITION .................................................................... 27
HTML COLLECTIONS INCIDENT COMMAND SYSTEM
CHART .................................................................. 28
COLLECTIONS RECOVERY ROLES AND
RESPONSIBILITIES
....................................................................... 29
COLLECTIONS CONTACTS, BUILDING ACCESS, AND
COLLECTION PRIORITIES ............................................ 37
SALVAGE PROCEDURES
...............................................................................................
................................ 38
APPENDICES
...............................................................................................
................................................. 39
Appendix A: Employee Hurricane Evacuation Survey
............................................................................. 40
APPENDIX B: Work area preparation for hurricanes
.............................................................................. 42
Appendix C: Conservation Contacts
...............................................................................................

......... 43
Appendix D: Property Loss
forms......................................................................................
...................... 44
Appendix E: Disaster Supply Inventory
...............................................................................................
.... 46
Appendix F: Working with disaster recovery vendors
............................................................................ 48
Appendix G: Volunteer Salvage Team Members
.................................................................................... 48
Appendix H: Instructions for posting an emergency notice on
the library website ............................... 48
Appendix I: Instructions for posting to the library emergency
blog ....................................................... 48
Appendix J: Emergency Contacts
...............................................................................................
............. 48
Construction project phone tree
...............................................................................................
......... 48
Non-HTML emergency

contacts..................................................................................
........................ 48
HTML emergency contacts
...............................................................................................
.................. 48
INTRODUCTION AND PLAN MAINTENANCE
INTRODUCTION
The Library Disaster Plan is a flexible, adaptable plan that can
be used in case of emergencies affecting
library personnel, buildings, and collections and technology.
The library disaster plan works in

conjunction with the University’s emergency plans and
hurricane plan
(http://tulane.edu/emergency/preparedness/), but focuses
specifically on the library’s needs.
This plan covers the following facilities:
-Tilton Memorial Library Building
-site Storage
Facility and Recovery Center
o Hogan Jazz Archive
o Louisiana Research Collection
o Southeastern Architectural Archive
o University Archives
The Library Emergency Response Team (LERT) is the planning
group responsible for maintaining the
plan. LERT is composed of key library stakeholders who will
have roles in the emergency response, but
not all LERT members are first responders in the case of an
emergency. LERT is co-chaired by the
Associate Dean and the Preservation Librarian.
Members of the Library Emergency Response Team are:

Andy Corrigan (co-chair)
Annie Peterson (co-chair)
Bruce Raeburn
Donna Cook
Hayden Battle
Hortensia Calvo
Lance Query
Miriam Espinosa
Neal Schexnider
Pat Vince
The LERT co-chairs are responsible for convening LERT
meetings as required for plan updating. LERT co-
chairs also convene a LERT meeting when the threat of a
hurricane has been identified and announced
by the Office of Emergency Management (OEM), to review
event-specific procedures.
http://tulane.edu/emergency/preparedness/

PLAN MAINTENANCE
LERT co-chairs (Associate Dean and Preservation Librarian)
update the plan annually, before June 1
st
,
with input from the LERT.
The Dean of Libraries distributes a copy of the library’s
updated disaster plan to all employees on June
1
st
of every year.
The Associate Dean communicates the Library’s plan to the
Office of Emergency Management,
construction managers, the office of risk management, facilities,
and other relevant entities.
The Preservation Librarian maintains a stock of disaster
recovery supplies and equipment, and updating
the disaster supply inventory (Appendix E) annually. The
Preservation Librarian also recruits and trains a
volunteer salvage team, annually, prior to hurricane season.
Volunteers should be trained to salvage

general and special collections materials.
The Director of Budgets and Administrative Services updates
the Employee Hurricane Evacuation
Survey annually (see Appendix A). Prior to the beginning of
hurricane season in June, the Director of
Budgets and Administrative Services gives all department heads
a current list of employees with phone
numbers and alternate email addresses held by the Library
Administrative Office.
Division Heads are responsible for verifying that all contact
information is still correct and reporting
back to the Director of Budgets and Administrative Services.
The Web Services Manager is responsible for maintaining
Appendix H: Instructions for posting
information to the library website.
All supervisors are responsible for adding contact information
for all personnel supervised on p. 8 of the
plan. Supervisors must update this contact information
whenever staff changes, or annually when a new
disaster plan is distributed.
All library staff is responsible for adding contact information
on p. 8 for their immediate supervisor and

any other colleagues that should be contacted in case of an
emergency.
EMERGENCY CONTACTS
Any staff who first encounters a disaster should immediately
notify, at any time (24/7):
Name Cell Home Office
TUPD 504 865 5200
Facilities
Emergency
Number
504 865 5445
Lance Query 504 865 5131
Andy Corrigan 504 865 5675
Contact if collections are affected
Annie Peterson 504 865 5641
The Dean of Libraries (Lance Query) and Associate Dean (Andy
Corrigan) will then implement the
disaster response phone tree, and call additional library
personnel as required.
Alternate contacts, if both Lance and Andy are not available:

Name Cell Home Office
Donna Cook 504 865 5692
Miriam Espinosa 504 865 5592
Pat Vince 504 247 1369
Hortensia Calvo 504 314 7828
Bruce Raeburn 504 865 5688
ADDITIONAL LIBRARY CONTACTS
List all contacts that will call you, or that you will have to call,
in case of an emergency. This page is available electronically,
so you can type in the
boxes and print to include in this plan.
https://tulane.box.com/s/h9te54r4k5ng4otsy2m0
Name Cell Home Office Alternate email Tulane email
Your immediate supervisor

https://tulane.box.com/s/h9te54r4k5ng4otsy2m0
HTML, JONES, OFF-SITE COLLECTIONS EMERGENCY
PHONE TREE
The Emergency Phone Tree will be initiated by the person who
first identifies the incident. 24/7 responders should be called at
any time, and
those responders will make decisions about who else to call.
EMERGENCY PROCEDURES

ACTIVE SHOOTER / VIOLENT INTRUDER
http://tulane.edu/emergency/preparedness/active-shooter.cfm
1. If an active shooter is OUTSIDE YOUR BUILDING:
a. Go to the closest room that can be locked
b. Once you are in a secure room, close and lock all the doors
and windows
c. Turn off lights and get everyone in the room down on the
floor so no one is visible from the
outside.
d. Have someone in the room call Tulane Police at 504 865
5200 or pick up the nearest
emergency blue-light phone
e. Tell the TUPD Dispatcher quietly what you know about the
situation, where you are, how
many people are with you, what you are wearing, if there are
any injuries.
f. When you are finished talking to the TUPD Dispatcher, put
the p hone on silent/vibrate so
the dispatcher can call you back; answer only if you are sure it
is safe to do so.
g. Remain in place until the police give you instructions.
h. An unknown voice may be the shooter trying to lure you from
safety; do not respond to any
voice commands unless you can verify it is a police officer.
TUPD has keys to most buildings
on campus; they may be able to enter the room without asking
you to unlock the door.
2. If an active shooter is INSIDE YOUR BUILDING:

a. Remain calm and follow the steps listed in #1 above
b. If you cannot find a secure room, look for an exit you can
reach safely, moving away from
the shooter.
c. Do not carry anything so you can move quickly and not be
mistaken for the shooter
d. Keep your hands visible for the police and do exactly what
they tell you to do
e. Do NOT stop to help any injured victims or try to remove
them. Leave them where they are
and notify police or emergency responders of their location
once you have reached a safe
location.
f. Do not leave the area until you have been cleared to do so by
the police
3. If an active shooter ENTERS YOUR OFFICE OR
CLASSROOM:
a. If possible call the Tulane Police emergency line or 911.
b. If you cannot speak, leave the line open so the dispatcher can
hear what is going on
c. If the shooter is giving commands do not resist. Remain calm
and comply.
d. If ther is no opportunity for escape or concealment, a
possibility to negotiate may exist
e. An attempt to overpower the shooter may also exist.
f. ATTEMPTS TO NEGOTIATE OR OVERPOWER THE
SHOOTER MAY RISK YOUR LIFE OR THE
LIVES OF OTHERS. THIS DECISION WILL BE MADE
QUICKLY BASED ON WHAT GIVES YOU THE
BEST CHANCE AT SURVIVAL.

WHAT WILL HAPPEN
1. TUPD will respond IMMEDIATELY to the scene.
2. TUPD dispatcher will activate NO Police Department, Tulane
EMS and NO EMS.
http://tulane.edu/emergency/preparedness/active-shooter.cfm
3. The first officers on the scene will enter the building to
locate the suspect. Police officers are
trained to respond directly to the area where shots were last
heard. Their purpose is to stop the
shooting as quickly as possible.
4. Police officers may be dressed in regular patrol uniforms , or
may be wearing tactical uniforms
consisting of external bulletproof vests, helmets, boots and dark
clothing.
5. Police officers may be carrying a shield and be armed with
rifles, shotguns, and/or handguns. They
may also use teargas or pepper spray.
6. Regardless of how they appear, remain as calm as possible.
Do not be afraid of officers and follow

their instructions carefully.
7. Put down anything you are carrying and keep your hands
visible to the police at all times.
8. The first officers to arrive will not stop to aid injured
persons. Rescue teams of other officers and
medical personnel will follow the first officers into secured
areas to treat and remove injured
persons.
9. Continue to follow instructions of police and emergency
responders until you are released.
10. The Tulane emergency alert system will be activated
immediately when an active shooter incident is
identified. If you are not in the vicinity of the shooting scene
follow all instructions issued through
the system.
11. If you are not in the vicinity of the shooting, and are
outside, seek shelter in the nearest building and
wait for the “all clear” signal. Shooters may continue to move
from building to building so remain
indoors and alert to any threats.
12. Once the incident is over and the threat is neutralized, an
“all clear” will be issued via the
emergency alert system.

BOMB THREAT
http://tulane.edu/emergency/preparedness/bomb-threat.cfm
1. If you receive a bomb threat via phone call, listen carefully
and write down everything that is said,
starting with the exact time of the call. And the number you are
receiving the call from if it is
available.
2. Keep the caller talking as long as possible and ask the
following questions:
a. When is the bomb going to explode?
b. Where is it right now?
c. What kind of bomb is it?
d. What will cause it to explode?
e. Did you place the bomb?
f. If yes, why did you place the bomb?
3. While on the phone with the bomb threat caller, have

someone else nearby call the Tulane Police on
a land line, if possible, at 504 865 5200
4. Attempt to determine the following characteristics of the
caller and write them down:
a. Is the caller male or female?
b. Does the caller have an accent?
c. Is the caller calm, angry, excited, laughing, or crying?
d. Is there background noise (street noise, music, house noises,
voices, machines)?
5. IMMEDIATELY after the call contact TUPD and relay the
information received from the threatening
caller.
6. Give the TUPD Dispatcher your name and location.
7. Wait for a TUPD Officer to arrive, if possible. Leave the
area if you feel there is an imminent threat.
WHAT WILL HAPPEN
1. TUPD will IMMEDIATELY dispatch officers to search for
the device.
2. TUPD Dispatch will activate the NOPD.
3. Responding officers will instruct building occupants to turn
off any electronic devices including cell

phones.
4. The threatened building(s) will be evacuated if necessary by
TUPD.
5. The Tulane emergency alert system will be activated with
information & instructions to stay away
from the affected building.
6. NOPD will assume control of the scene and address the
incident.
7. An “all clear” message will be issued once the situation has
returned to normal.
http://tulane.edu/emergency/preparedness/bomb-threat.cfm
BUILDING EVACUATION
1. When the alarm sounds, circulation will call Campus Security
at 504 865 5200.
2. Circulation makes an announcement on the library PA system
about the evacuation, and
directing people to the two emergency exit stairwells on the

Dixon and Freret sides of the
building
3. Notify occupants in your area to evacuate the building
immediately through the nearest exit.
a. Exits are located on the Freret and Dixon St. sides of the
building.
b. Encourage building occupants to use all staircases that are
not closed due to
construction. There are two emergency stairwells, one on the
Dixon side and one on the
Freret side, in addition to the main stairwell.
4. Do not use elevators to evacuate the building. Anyone with a
physical condition which prohibits
their use of the stairs should proceed to the top of the stairs
near either stairwell and wait for
assistance from emergency response personnel.
5. Assist disabled persons or others who may need assistance.
If you cannot assist others direct
emergency personnel to them.
6. If time permits, close all doors after everyone has evacuated
the area.
7. Do not gather under the scaffolding outside of the entrance.
If library patrons are stopping or

gathering in that area encourage them to move out and allow
others through.
8. Once outside, gather outside of Jones Hall on the Freret
Street side of the building, at the
designated spot for your department. Stay at least 100 feet away
from the Howard-Tilton
Memorial Library building.
9. Department FREPs will take attendance and make sure all
employees are accounted for.
10. Do not return to the building until Campus Security,
Facilities Service, or New Orleans Fire
Department personnel in charge of the scene give an “all clear”
signal.
ELEVATOR EMERGENCY
1. If you become trapped in an elevator use the elevator phone
or a cell phone to call the Tulane
Police Emergency Line at 504 865 5200
2. Tell the TUPD dispatcher your name and that you are stuck in

an elevator.
3. Give the TUPD dispatcher the name of the building.
4. Tell the dispatcher which elevator you are in and how many
people are with you.
5. If the phone in the elevator does not work, push the
“emergency” or “bell” button until you
hear acknowledgment that help is on the way.
6. Do not attempt to exit the elevator if the doors open and you
are between floors, unless
instructed to do so by emergency personnel. The elevator could
move, endangering your life.
FIRE
1. If you smell or see smoke or fire, activate the nearest fire
alarm, if the alarm is not activated
automatically.
2. Call TUPD at 504-865-5200, or pick-up the nearest
emergency blue-light phone.

3. Tell the TUPD dispatcher your name.
4. Give the TUPD dispatcher the exact location of the fire and
any other relevant information you have.
5. Do not attempt to fight the fire yourself unless you have been
trained in the use of firefighting
equipment and it is safe to do so.
6. Evacuate the building, close doors behind you to contain the
fire and proceed to the area outside of
Jones Hall. Meet at the area designated for your department.
7. Exit via stairwells only. Do NOT attempt to use elevators.
8. Exit quickly and calmly; do not attempt to take anything with
you. Do not attempt to salvage any
collection materials.
9. Assist disabled persons or others who may need assistance.
If you cannot assist others direct
emergency personnel to them.
10. Do not let the fire and heavy smoke come between you and
an exit. Choose an alternate route if
fire and heavy smoke is in your path.
11. If caught in heavy smoke, take short breaths, crouch down
or crawl as close to the floor and wall as

possible.
12. If the fire or smoke keeps you from exiting the building, go
to a room far away from the fire, shut
the door, open or break a window and signal for help by waving
an article of clothing or making loud
noises. If possible, try to seal the bottom of the door with an
article of clothing (jacket, etc.) to
prevent smoke from entering the room.
13. Do not gather under the scaffolding outside of the entrance.
If library patrons are stopping or
gathering in that area encourage them to move out and allow
others through.
14. Once outside a safe distance from the building, and a
designated assembly area, Department FREPs
will take attendance and make sure all employees are accounted
for.
15. Return to the building only when instructed to do so by
TUPD or other emergency personnel.
MEDICAL EMERGENCY

1. If you are injured or encounter someone who is injured, call
the Tulane Police Emergency line at
504 865 5200, or pick up the nearest emergency blue light
phone.
2. Give the TUPD Dispatcher your name.
3. Give the TUPD Dispatcher your exact location and any
information you have regarding the
injury.
4. Stay with the injured person until TUPD and EMS arrives.
5. Do not attempt to render first aid or medical care unless you
are trained to do so.
6. Remain calm and tell the injured person (even if they appear
to be unconscious) that help is on
the way.
7. Report the incident to Library Administration.
TORNADO

1. Pay attention and follow all emergency alerts issued by
Tulane.
2. Circulation staff will make an announcement over the PA
instructing staff and patrons to move
to the ground floor or basement.
3. Move to the ground floor or basement of the building you are
in. Do not use elevators to
descend to the ground floor or basement.
4. If you are outside, seek shelter in the nearest building.
5. Move as close to the center of the building as possible.
6. Stay away from windows and doors with glass panes.
7. Sit or crouch in an inner hallway or room.
8. Do not leave your safe position until the “all clear” is given
by emergency personnel or via the
emergency alert system.
9. Report any injuries or building damage immediately to
Tulane Police at 504 865 5200
a. If during normal work hours, report building damage or
injuries to Miriam Espinosa or
other available Admin office representative
10. Wait for facilities services or emergency personnel to arrive

and determine any affected area is
safe to approach.
11. Contact the Dean and Associate Dean if the building is
affected. If collections are affected also
contact the Preservation Librarian.
WATER
1. Call Facilities Services at 504 865 5445
2. Call TUPD at 504 865 5200
3. Do not approach or step into standing water. If there are
electrical appliances or electrical
outlets near the leak, this is an electrocution hazard.
4. Implement the emergency phone tree, and call The Dean of
Libraries (Lance Query) and
Associate Dean (Andy Corrigan) in addition to TUPD and
Facilities Services.
5. Wait for facilities services or emergency personnel to arrive
and determine the area is safe to
approach.

6. Once the area has been determined safe to approach, if the
source of the water is clear (i.e. a
clogged drain, running water), and you can stop it easily, do so
cautiously.
7. If you can do so safely, protect collections from further water
damage by covering them with
plastic sheeting and containing the leak with absorbent
materials.
a. Plastic sheeting, scissors, tape, and absorbent materials are
located in technical services,
just through the emergency exit door behind circulation’s
compact shelving.
b. If water is coming from the ceiling, still do not move already
wet books. Drape plastic
sheeting over collections and secure with duct tape to protect
from water.
8. Leave books in place on shelves until a contracted vendor can
come to pack materials for freeze
drying.
9. With guidance from the Preservation Librarian, follow
procedures in the Salvage Procedures
section of this document for salvaging affected materials.

HURRICANE
See also the Tulane University Hurricane Plan at
https://tulane.box.com/shared/static/ojwc3b3px7ds13lbqz3r.doc
x
Hurricane threat identified
1. Office of Emergency Management (OEM) will advise
University staff when campus is under a
hurricane threat, and when departments should begin
preparation
o OEM will follow the Hurricane Action Time Line, which will
dictate actions to be taken
according to how far away the storm is. See the University
Hurricane Plan for more
information.
2. The Associate Dean will call a LERT meeting to review
procedures and discuss library plans
specific to the hurricane and to the plan dictated by local
authorities and the Office of
Emergency Management.

3. The Dean of Libraries will:
o Notify, via HTML-L, all library staff of the library’s plan for
the specific event
o Remind, via HTML-L, all library personnel of communication
procedures during an
evacuation
o Release personnel from work, in the event of library closure
or campus evacuation
4. Division heads and supervisors will:
o Meet with direct reports to confirm communication plans,
emergency contact
information, and evacuation plans
o Ensure all department assets have been secured in accordance
with procedures in
Appendix B
5. Employees will secure their work stations and prepare
collections in accordance with steps
outlined in Appendix B. Employees will assist other
departments and employees as needed to
ensure all work areas are prepared for the storm.
6. The Preservation Librarian and Director of Technical
Services will coordinate preventive

measures to be taken around buildings, including contacting
facilities to request sandbags be
placed along loading dock doors off-site. Latin American
Library representatives will ensure LAL
assets are secured off-site at 900 S Jefferson Davis.
7. Employees will meet with supervisors to confirm
communication procedures (see p. 24) and
contact information.
8. Employees will follow instructions and leave campus to take
shelter, or evacuate the area, as
recommended in official city announcements.
o Note that employees will not be allowed to use Tulane
University or Tulane University
Health Science Center buildings as a storm shelter. No
employees, except for designated
emergency personnel, will be allowed to remain on campus in
the event of a university
evacuation.
9. Each employee should have their own personal hurricane plan
in case the City and Metro Area
are under evacuation orders. Employees should be ready to
implement their plan and evacuate

when a storm threatens the area.
https://tulane.box.com/shared/static/ojwc3b3px7ds13lbqz3r.doc
x
During and after the storm
1. The Dean of Libraries will communicate with LERT members
using multiple forms of
communication, or whichever is functional: phone (first
preference), text, or email.
2. The Dean of Libraries will use HTML-L, if possible, to
distribute library news and remind
employees to check Tulane’s alert line and emergency website,
the library website, and local
news outlets.
3. Library employees will monitor the following sources for
further information:
o Tulane’s Alert Line: 504 862 8080 or 877 862 8080
o Tulane Emergency Website: http://emergency.tulane.edu/
o Library website http://library.tulane.edu/
o HTML-L Listserv
o Local news outlets

o Tulane email account
o HTML Emergency Blog (only in the event of a prolonged
evacuation period):
http://htmlemergency.blogspot.com/
4. As soon as possible after the storm, employees will contact
supervisors to check in, and for
more information, via email, phone, or text, depending on which
form of communication works
best. See p. 24 for summarized communication procedures.
5. In the event of a prolonged evacuation (longer than a few
days) The Dean of Libraries or other
LERT members may use H-TML Emergency Information blog at
http://htmlemergency.blogspot.com/ to post library-related news
and communications.
6. If supervisors have not heard from employees after the end of
the storm, supervisors will
attempt to contact employees.
7. If the University is scheduled to be closed for more than 5
days, employees must call the Tulane
Employee check-in number at 1-877-TULANE8 (1-877-885-
2638)
8. The University President or his designee will determine when

the campus will open and
continue to issue communications with updates to all
populations.
9. No employee should attempt to return to campus, unless
specifically instructed by Tulane
administration or the Alert Line Message indicates it is safe to
return.
10. When possible and safe to return to the building, the Dean
of Libraries, Associate Dean of
Libraries, and Preservation Librarian will assess collections for
damage.
11. If necessary, the Dean of Libraries will initiate a salvage
and recovery effort, and implement the
Library Incident Command System (see p. 28)
12. Individuals in the ICS will fulfill their roles and
responsibilities as needed.
http://emergency.tulane.edu/
http://library.tulane.edu/
HURRICANE PREPARATION CHECKLISTS

When the threat of a hurricane has been confirmed by the Office
of Emergency Management (OEM),
and OEM has initiated hurricane procedures, Library personnel
will take the steps outlined below to
prepare for any hurricane situation.
All supervisors
emergency contact information, and
evacuation plans
station) have been secured in accordance
with procedures in Appendix B, also listed below in the “all
staff” checklist
All Staff
plans, contact information, and
evacuation plans
items in a cabinet, desk, or closet.
equipment.

r
area or against an interior wall.
possible.
materials, office equipment, fine art, and
computers that cannot be stowed or moved away from windows.
Plastic sheeting is stored with the
emergency supplies, in technical services, right through the
emergency exit door in the compact
shelving behind the circ desk.
lose and lock all windows.
for the storm
LERT Members
e-hurricane LERT meeting convened by
Associate Dean of Libraries

Dean of Libraries
-L, all library staff of the library’s plan for
the particular event
-L, all library personnel of communication
procedures during an evacuation
o See hurricane communication procedures on p. 24
or campus evacuation
Associate Dean of Libraries
e Library Emergency Response Team
(LERT)
case of a collections salvage effort
contractor representatives about disaster
plan for library
connected to run HVAC in the event
of a power outage
procedures and contact information

Preservation Librarian
artment assets have been secured in accordance
with procedures in Appendix B, also
listed below in the “all staff” checklist
other materials necessary to protect
collections
Director of Technical Services
at off-site facility at 900 S Jefferson
Davis
-site facility at 900 S Jefferson Davis
to assist in preparing the building for the
storm
Director of the Latin American Library
-site facility at 900 S Jefferson Davis to assist
in preparing the building for the storm
and secure Latin American Library assets
Director, Budgets/Administrative Services
e Library’s vehicles, arrange for them
to be moved if necessary
Web Services Manager
notification to alert patrons and staff of closure
or updated hours

HURRICANE COMMUNICATION PROCEDURES
ALL STAFF
Library employees should monitor the following sources for
official communications:
-L Listserv
Library employees should contact their immediate supervisor as
soon as possible to check in after a
hurricane.
If supervisors do not hear from employees after the end of a
storm, they will attempt to contact
employees via email, phone, or text, depending on which form
of communication is functioning best

after the event.
If the University is scheduled to be closed for more than 5 days,
employees must call the Tulane
2638)
ALL SUPERVISORS
Supervisors will attempt to contact employees after the end of
the storm, if they have not yet heard
from them.
Supervisors will use phone, email, or text, depending on which
form of communication is functioning
best after the event.
If the University is scheduled to be closed for more than 5 days,
employees must call the Tulane
2638)
LERT
The Dean of Libraries will be the primary point of contact
between the University’s disaster response
team and the Library.
Prior to returning to campus, the Dean of Libraries will contact
every member of LERT to convey

information on the status of the library building and collections.
The Dean may use LERT-L, phone, or
text, depending on which forms of communication are
functional.
http://emergency.tulane.edu/
http://library.tulane.edu/
The Dean of Libraries will initiate the emergency phone tree if
he is informed that collections have been
damaged.
LERT members will attempt to contact other LERT team
members for information on the status of the
library building and collections, via text, email, or phone,
depending on which form of communication is
functioning best.
LERT will ensure that the Library website is updated as best as
possible, by the Web Services Manager or
other member of LERT with editing privileges and internet
access.

DISASTER RESPONSE AND COLLECTIONS SALVAGE
INCIDENT COMMAND SYSTEM
COLLECTIONS INCIDENT COMMAND SYSTEM
DEFINITION
The Incident Command System (ICS) is a system of
organization that allows for a flexible response to a
variety of types of incidents. The ICS allows people to perform
work outside of daily duties, and
facilitates communication outside of normal reporting lines.
The Library’s Collection Salvage ICS will be implemented in
the event that collections have been
damaged in a disaster, and the collections will be salvaged. The

ICS is implemented by the Incident
Commander (Lance Query) or his designee (Andy Corrigan, or
other). Once the ICS is in place, it
supersedes normal reporting lines and duties to allow for more
effective disaster response efforts.
The system is designed to promote effective, efficient
communication amongst the various people
involved in a salvage operation. The ICS chart visually depicts
relationships and communication between
individuals involved in efforts to salvage collection materials.
The individuals in boxes connected by a
line are expected to have two-way communication with each
other. For example, the salvage
coordinator will maintain two-way communications with the
tracking coordinator, who will
communicate back and forth with the tracking team. The
Salvage Coordinator will also communicate
with the collections coordinator (but not directly with the
collections representatives, or the access and
public services coordinator).

HTML COLLECTIONS INCIDENT COMMAND SYSTEM
CHART
COLLECTIONS RECOVERY ROLES AND
RESPONSIBILITIES
HOWARD-TILTON MEMORIAL LIBRARY ROLES AND
RESPONSIBILITIES
Library Incident Commander

Lance Query, alt. Andy Corrigan
event of a hurricane, coordinate with
the University's Preliminary Damage Assessment operations
nitiate incident command system
university administration as
necessary
Coordinator can pass the messages
on to the Website Updater, for posting on the library website
staff and library users and
communicate decisions to appropriate people for message
distribution.
Post incident
ene debriefing meeting to discuss the response and
identify potential improvements

etc.
Collections Coordinator / LERT Co-Chair
Andy Corrigan, alt. Donna Cook
o risk management
o construction project managers and contractor representatives
o disaster response vendor
Assessment operations in the event
of a hurricane, in assessing damage to collections
acceptable environmental conditions in
affected areas
vendor and risk management
esentatives to make salvage and
recovery decisions
coordinator

the disaster response vendor uses
collection safe methods for salvage and recovery
plans for access during and after the
incident
commander and to the H-TML
Emergency Information blog if warranted in the event that the
blog is activated for an extended
evacuation period and there are significant conditions on which
to report
salvage and recovery efforts
Post incident
Real Estate (CPREG), Facilities Services,
or others on insurance claims or other recovery assistance
ison for ongoing communication with

o risk management
o construction company
o disaster response vendor
o Library Associates Company, if they are contracted for
recovery work
to make provisions for access to
materials, and/or dissemination of information about
inaccessible materials
about salvage and recovery efforts
Salvage Coordinator / LERT co-chair
Annie Peterson, alt. Donna Cook
collections
conditions in affected areas
Identify supply needs, and communicate needs to the admin
coordinator

ry of
items affected by the disaster
as necessary
coordinator, as is appropriate, to
ensure that recovery procedures being employed by the vendor
are acceptable for collections
Post-incident
coordinator (i.e. number of items
affected, number of staff hours dedicated to salvage)
sessing collections and
treating damaged materials
procedures are acceptable and
safe for the collections
disaster team

Admin Coordinator
Miriam Espinosa, alt. Mike Jones
supplies
area, such as tables, fans
municate with volunteer salvage team regarding hours
and pay, especially for employees in
Kronos
incident response
stablish counseling services available for
employees; communicate availability to
all staff
Tracking Coordinator
Donna Cook, alt. Gena George
to create an item-level inventory
of all affected items

salvage and recovery process
Post-incident
s of the inventory to others as
necessary and appropriate
Tracking Team
-level
inventory of all affected items
Post-Incident
g inventory
Access and Public Services Coordinator
HTML: Pat Vince, alt Hayden Battle
Jones Hall: Lee Miller, alt. Sean Benjamin
after incident
am in executing plan for
continuing public services

necessary, from the Dean of Libraries
to the website updater for posting on the library website
access to materials, and/or
dissemination of information about inaccessible materials
Post Incident
provisions for access to materials,
and/or dissemination of information about inaccessible
materials
Access and Public Services Team
Will depend on affected collections, but may include:
Hayden Battle, Jennifer Corbin, Lisa Hooper, Jeanette Hunter,
Jade Mishler, Sean Benjamin, Alaina
Hebert, Kevin Williams
plan for maintaining public services
during the incident

communicating restrictions to access during the
incident
Post Incident
plan for maintaining public services
and access after the incident
Volunteer Salvage Team
Adam Beauchamp, Alaina Hebert, Christine Hernandez, Wes
Lucas, Rebecca Malek-Wiley, Christie Otis,
Shane Robichaux, Greer Robinson, Lori Schexnayder, Jianli
Yao
collection materials as best as possible
n of the
salvage effort
requires assistance
Post Incident
response effort, notify the salvage
coordinator of those hours

Photographer
Anthony DelRosario
damage to building (when it is safe to
do so, and only from a safe spot), and library collections
need to be documented are
photographed
Post Incident
appropriate
Website Updater
Neal Schexnider, alt. Andy Corrigan, Annie Peterson, or
Hayden Battle

the Access and Public Services
Coordinator, then to the website updater to the library website
services, as determined by the Incident
Commander and communicated by the Access and Public
Services Coordinator
Post Incident
st be
distributed via the library website
Collections Representative(s)
Will depend on collections affected, but may include:
Eric Wedig, Tony Bremholm, Josh Lupkin, Hortensia Calvo,
Lisa Hooper, Lee Miller, Keli Rylance, Bruce
Raeburn, Ann Case
items
Post Incident
researchers, departments, etc.) to notify
them in changes to the collection’s availability

coordinator to make additional decisions
about retention of affected items
items
Head of Acquisitions
Post Incident
All Staff
media, and Tulane Alert Line, for up to
date information
Post Incident
All Department Heads and Supervisors

Post Incident
d give them to the Senior
Executive Secretary
COLLECTIONS CONTACTS, BUILDING ACCESS, AND
COLLECTION PRIORITIES
Removed for the public version of the plan.

SALVAGE PROCEDURES
Removed for the Public version of the plan
APPENDICES
Appendix A: Employee Hurricane Evacuation Survey
The Director of Budgets and Administrative Services
coordinates annual updates required to this form.
The form is not used by most library employees, as most library
employees are not participating in large,
sponsored projects.
TULANE UNIVERSITY
EMPLOYEE HURRICANE EVACUATION SURVEY
Please complete the below survey so that your needs can be
addressed in the event that essential staff

members are required to evacuate for a severe weather
emergency. Completed surveys must be submitted
to your Department Head.
NAME:
DEPARTMENT:
HOME ADDRESS:
E-MAIL ADDRESS
(Primary, Alternate):
PHONE NUMBERS
(Office, cell, alternate
cell):
CURRENT PROJECTS IN PROGRESS PROJECT SPONSOR
GRANT
FUNDED (Y
or N)
SPECIAL
REQUIREMENTS

1.
2.
3.
4.
5.
6.
7.
ADDITIONAL COMMENTS REGARDING PROJECTS:
DATE EMPLOYEE RETURNED TO WORK POST EVENT:
(To be completed by Department Head)
APPENDIX B: Work area preparation for hurricanes

items in a cabinet, desk, or closet.
equipment.
area or against an interior wall.
possible.
materials, office equipment, fine art, and
computers that cannot be stowed or moved away from windows.
lock (or secure with tape) all filing cabinets.

Appendix C: Conservation Contacts
Appendix D: Property Loss forms
Property Loss Form – Office & Scientific Equipment
Building ________________________ Room/Office #
_________ Contact Person & Phone Number
__________________________
Department Incurring Loss__________________Department
Account Number _________________ Date of Report
______________
Fax (862-8766) or deliver (300 Gibson Hall) this form to Risk
Management. Attach all repair estimates to this form.
Category
Make/Model/Manufacturer
(if known)
Tulane
Decal No. Age

Purchase
Price Condition/Damage
Repairable or
Replace
Electrical Equip.
Computers
Printers
Monitors
Peripherals
Calculators
Copiers
Typewriter
Dictaphone
Other
Communications
Telephones
Cellular Phones
Fax Machines

E-Mail
Other
Scientific Equip.
Property Loss Form – General Office Structure & Contents
Building ________________________ Room/Office #
_________ Contact Person & Phone Number
__________________________
Department Incurring Loss__________________Department
Account Number _________________ Date of Report
______________
Category
Make/Model/Manufacturer
(if known)
Tulane
Decal No. Age
Purchase

Price Condition/Damage
Repairable or
Replace
Structure
Interior Walls
Floors & Carpet
Ceiling
Doors
Shelves/Racks
Windows
Other
Furniture
Chairs
Desks
Credenzas
Tables
Lamps
Artwork

File Cabinets
Other
Supplies
Paper
Forms
Pens & Paper
Other
Fax (862-8766) or deliver (300 Gibson Hall) this form to Risk
Management. Attach all repair estimates to this form.
Appendix E: Disaster Supply Inventory
QTY
SUPPLY
OPEN UNOPEN
Mops and Brooms
3 Mop

1 Broom
3 Broom/Squeegee
1 2-in-1 Window Squeegee & Scrubber
1 Floor Squeegee Head
1 Wooden Mop Handle
Electronics
1 Electronic Vacuum
10 Extension Cord (50 ft)
1 Power Strip
1 Flash Light
2 C Batteries
2 Shop Vac
Hand Tools
2 Scissors
1 Box Cutter
3 china marker, white
3 china marker, yellow
5 microspatula

Tapes
3 rolls Duct Tape
3 rolls Strapping Tape
1 roll Packing Tape
Absorbent Materials
2 boxes 2 boxes PIG Socks
1 box 1 box PIG Pillows
1 pack. 1 pack. PIG Matts
19 rolls Paper Towels
4 rolls Shop Towels
1 pack Pec Pads
Other Supplies
2 boxes 4 boxes Garbage Bags (42 Gal) (24 ct)
5 Plexi Boards
50 Snap Lights
1 Ziploc Bags (2 Gal) (100 ct) storage
1 Ziploc Bags (1 Gal) (250 ct) freezer
2 rolls caution tape

16 oz. Photo Flo
24 sponges
6 plastic bins
Personal Protective Equipment
1 box Rubber Gloves (Large) (100 ct)
1 box Rubber Gloves (Medium) (100 ct)
1 box Rubber Gloves (Small) (100 ct)
3 Face Masks (5-pack)
4 pairs freezer gloves
Plastic Sheeting
1 roll 4 rolls Plastic Sheeting (6 mil x 15 ft x 25 ft)
1 roll Plastic Sheeting (1.5 mil x 12 ft x 50 ft)
Plastic Sheeting - misc piece and small roll
8 boxes Poly-Cover (400 mil x 10 ft x 100ft)

Appendix F: Working with disaster recovery vendors
Appendix G: Volunteer Salvage Team Members
Appendix H: Instructions for posting an emergency notice on
the library
website
Appendix I: Instructions for posting to the library emergency
blog
Appendix J: Emergency Contacts
Construction project phone tree
Non-HTML emergency contacts
HTML emergency contacts

Disaster Recovery Plan |Guin Library – Oregon State University
Library Disaster Recovery Plan
Revised November 26, 2008
Contents
1. Disaster Preparedness and Prevention
.......................................................... 2
I. Guidelines
........................................................................................ 2
II. Collection Salvage Priorities
............................................................ 2
III. Insurance Coverage
.......................................................................... 3
IV. Security, Public Relations, Psychology
............................................ 3
V. General Housekeeping Guidelines
................................................... 3
VI. Hazards Survey
................................................................................ 4
VII. Building Safety Checklists
............................................................... 4
2. Disaster Response
........................................................................................... .
4
I. Contact Lists for Initial Response to an Emergency
........................ 4-5

II. Disaster Response Activities
............................................................ 6
III. Preliminary Disaster Recovery Planning
......................................... 6-7
IV. Assessment of Damage
.................................................................... 7
V. Planning the Recovery
..................................................................... 7-8
3. Disaster Recovery: Restoration Methods
...................................................... 8
I. Freezing
............................................................................................
8
II. Drying
..............................................................................................
8-10
III. Smoke, Soot and Char Damage
........................................................ 11
IV. Broken Books
................................................................................... 11
V. Biopredation
..................................................................................... 12 -
13
VI. Specialized Materials
....................................................................... 13-15
4. Disaster Recovery: Recovery and Completion
.............................................. 16
I. Housekeeping and Rehabilitation
..................................................... 16
II. Reshelving

........................................................................................ 16
III. Assessment and Revision of the Plan
............................................... 17
5. Appendices
...............................................................................................
........ 18
A. Floor Plan
......................................................................................... 19
B. Salvage Priorities
............................................................................. 20
C. Consultants Contact List
.................................................................. 21
D. Supplies & Supply List
.................................................................... 22-24
E. Volunteer Information & Sign-up Sheet
.......................................... 25-28
F. Hazard Survey
.................................................................................. 29 -30
G. Checklists
.........................................................................................
31-36
H. OSU Master Emergency Management
Plan………………………...37-49
I. Local Services Contact List
.............................................................. 50-51
J. Replacement Costs Valuations
.......................................................... 52-55
K. Oregon Property Self-Insurance Policy
Manual…………………….56-72
L. Filtering Face Approval
Form……………………………………….73-74
M.

Caveat………………………………………………………………..7
5
Draft Disaster Recovery Plan | Guin Library – Oregon State
University
1. Disaster Preparedness and Prevention
I. Guidelines
II. Collection Salvage Priorities
IV. Security, Public Relations, Psychology
VI. Hazards Survey
I. Guidelines
1. The Disaster Plan is located on the library intranet at:
S:GuinDisaster PlanEmergency InformationDraft Guin
Disaster Recovery Plan.doc

A hard copy should be kept at all appropriate locations:
o Onsite Building Manager (Janet Webster)
o HMSC Safety Coordinator (Randy Walker)
o HMSC Director’s Office (George Boehlert)
o Valley Library Administration office
o Homes of …
1. Guin Librarian – Janet Webster
2. Library Technician – Susan Gilmont
3. Library Technician – Judy Mullen
2. Twice a year identify and inspect all areas and equipment
that may cause or be subject to a disaster.
3. Update the resource list and supply inventory at least twice a
year, noting in particular the supplies on
hand and those which would have to be purchased in an
emergency.
4. Guin Library Team members will review the Disaster Plan
annually (September), updating as necessary
any of the following:
o Names, addresses, and telephone numbers as necessary of any
library and HMSC personnel,
outside consultants, services, etc.
o Verify HMSC safety personnel.
o Emergency procedures.
o Location of supply rooms and local stores.
o Floor plans and collection salvage priorities.

o Insurance coverage.
o List of past disasters.
II. Collections Salvage Priorities
1. Adjustment of Priorities
o The collection priorities list is a guide but, because each
disaster is unique, the Guin Librarian will
consider the circumstances and limiting factors (time, access to
materials, availability of resources,
etc.) which may require deviations from the plan.
2. Salvage Priorities
2
o See Appendix B.
1. Disaster Preparedness and Prevention (cont.)
OSU Libraries participates in the State of Oregon Self-
Insurance Agreement, which is administered by the State
of Oregon Department of Administrative Services. It is located
on the web at
http://www.oregon.gov/DAS/SSD/Risk/PropertyPolicy.shtml
and will be included in this document in printed
form. A yearly Risk Report of the replacement valuation of the
collection is updated and provided to the Oregon

University System at the end of each fiscal year. A copy of this
document is attached as a Appendix K.
Any loss is reported to Risk Management administration
through the OSU Contract Office. Risk Management
serves as liaison for OSU with the state of Oregon Department
of Administrative Services and submits necessary
forms. There is coverage for exceptional items, which would
include the artwork and materials in Special
Collections and Archives.
IV. Security, Public Relations and Psychology
1. Security
In the event of a disaster, organizations on both campuses
should be notified. Contact Campus Public
Safety (737-7000) and News and Communication Services (737-
0790) immediately. It may also be
necessary to contact the Newport Fire Department (911 or 265-
9461) or the Newport Police Department
(911 or 265-4231). Full emergency contact information is given
on pages 5-6.
o Disasters draw the media, the curious, the well-meaning, and
the criminal. A library that has suffered
disaster is usually a place of chaos and it is vulnerable to
invasion by unwanted hordes. Security of the
collections must be maintained and will need to be arranged
almost immediately. If a library decides to accept
volunteers to assist in a pack out, there must be a way set up to

screen them (also for their ability to physically
do the work) and make sure they are under the supervision of a
staff member at all times. It is recommended
that a security guard be posted at all entrances and exits to
examine backpacks, purses, etc. Never let people you
are unsure of work in areas where rare and valuable materials
are stored.
2. Public Relations
oo TThhee GGuuiinn LLiibbrraarryy LLiibbrraarriiaann,,
wwoorrkkiinngg wwiitthh tthhee UUnniivveerrssiittyy
LLiibbrraarriiaann aanndd uunnddeerr tthhee
ddiirreeccttiioonn ooff NNeewwss aanndd
CCoommmmuunniiccaattiioonn SSeerrvviicceess,,
sshhoouulldd ddeeaall wwiitthh tthhee mmeeddiiaa.. AAllll
ssttaaffff sshhoouulldd bbee iinnssttrruucctteedd ttoo
rreeffeerr aannyy qquueessttiioonnss ttoo tthhee
GGuuiinn LLiibbrraarriiaann.. TThhee GGuuiinn
LLiibbrraarriiaann iiss aallssoo rreessppoonnssiibbllee ffoorr
kkeeeeppiinngg ssttaaffff iinnffoorrmmeedd oonn aa
rreegguullaarr bbaassiiss ooff tthhee ssttaattee
ooff rreeccoovveerryy ((sseeee sseeccttiioonn oonn
ppssyycchhoollooggyy))..
3. Psychology
o The psychological aspects of a disaster are often
underestimated or totally overlooked. It is vital to keep staff
informed by communicating regularly, and having debriefing
and gripe sessions. Members of the administration
should be seen in the trenches-often. Keep work sessions in the
stacks to shifts of two hours. Be sure people
change jobs frequently. OSU's mental health advisor is Cascade
Counseling, an Employee Assistance Program.
Call 737-3013 or 1-800-433-2320 to talk with a counselor or

make an appointment.
1. Do annual checks with the Building Safety Checklists
(Appendix G).
2. Do not, under any circumstances, place furniture, display
cases, coat-racks, etc. in front of a fire-hose cabinet,
fire
extinguisher, or manual box fire alarm system.
3. Drinks are allowed in the library in spill-proof containers
only, but not in map areas, or Special Collections.
4. Close drawers of file and storage cabinets when not in use.
3
http://www.oregon.gov/DAS/SSD/Risk/PropertyPolicy.shtml
5. Do not leave any materials exposed on desks or tables
overnight, especially original documents or other
archival material.
6. Maintain a stable temperature in the library.
7. Store valuable material in fireproof and dust-proof cabinets,
preferably made of steel and treated with a non-
corrosive, non-staining, and non-combustible paint.
8. Ensure that books are not shelved too tightly. This measure
not only prevents user damage to the bindings
when books are pulled off the shelves, but also ensures that, if
flooding occurs, the water will not cause the
books to swell to the point where they burst from their shelving

units. This applies to a lesser degree to other
materials.
9. Shelve materials so that they are set back a short distance
from the edge. This precaution prevents user wear,
the vertical spread of fire from one shelf to another, and books
"walking off" shelves during minor earthquakes.
10. Ensure that appropriate standards (e.g. dust control and
supplies storage) are met by janitorial staff.
VI. Hazards Survey
o See Appendix F.
o See Appendix G
2. Disaster Response

A, Emergency Numbers
B. Disaster Team Contact Lists
C. Local Services and Experts Contact Lists
A. Emergency Telephone Numbers
o See the OSU Emergency Manual
B. Disaster Team Contact List
4
Disaster Team [Call in order given until you reach someone.]
Position Name Responsibility Work/Home Phone
Guin Librarian
Janet Webster
Determines how building
materials should be handled.
541-867-0108 (wk)
541-265-6919 (hm)
503-270-1571 (cell)

Facilities Mgr. / Safety
Officer--HMSC
Randy Walker
Secure area, evaluate possible
hazards, supervise cleanup and
reconstruction.
(541) 867-0260
Operations Director/
University Librarian/
Communications/ Dept. Head
- Library Admin.
Karyle Butcher Operations Director; release of
information for OSU Public
Relations; group leader for
Library Admin.
737-7300 (wk)
752-2298 (hm)
231-1815 (cell)
Head, HMSC George Boehlert Head, HMSC: allocates local
resources
541-867-0211 (wk)
541-444-2388 (hm)
541-961-3436 (cell)

Associate University
Librarian
Faye Chadwell Assist University Librarian 737-8528 (wk)
(541) 343-7105 (hm)
(541) 554-3639 (cell)
Trades/Maintenance
Coordinator – HMSC
Bob Miller Assist Facilities Manager (541) 867-0358
Network Support Analyst -
HMSC
Dann Cutter Maintains public access
computers in library
(541) 867-0396
Assoc. Director, HMSC &
COMES Supt.
Gil Sylvia Backup for HMSC Director (541)867-0284 (wk)
(541)563.2905 (hm)
(541)740-0208 (cell)
Security OSU Campus
Security
Secure area to keep spectators
and looters away

737-3010
Dir.Technology Support
Svcs / Community Network
Tammy Barr Group leader for Community
Network
737-5404 (wk)
541-740-2184 (cell)
Computer Desktop Support --
HMSC
Brateng, Shawn Assists HMSC Network
Support Analyst
(541) 867-0396
Vice President for University
Advancement
Luanne Lawrence Liaison to media and public 737-4875 (wk)
541-753-6625 (hm)
541-230-4639 (cell)
Risk Manager/Insurance Joyce Fred Contact adjusters, report
loss to
SOIF, implement loss control to
reduce severity of loss.
737-7252 (wk)
757-1714 (hm)
760-1345 (cell)
Library Personnel Penny

Montgomery
Assign helpers to groups
according to skill or experience
737-4632 (wk)
541-753-8554 (hm)
Maintenance OSU
Construction/Engineering
Coordinator
Hanry Alaman Carpentry, reconstruction and
cleanup
737-4762 (wk)
541-230-0880
(Cingular)
Guin Library Staff Susan Gilmont Assist Guin Librarian 867-
0162 (wk)
541-265-3973 (hm)
Guin Library Staff Judy Mullen Assist Guin Librarian 867-0161
(wk)
541-996-7801 (hm)
541-921-7761 (cell)
C. Local Services Contact List
5

o See Appendix I.
See the OSU Emergency Manual & Library Emergency
Procedures (Appendix H).
According to the OSU Emergency Management Plan, once a
disaster occurs, and Emergency Operations Center
(EOC) will be initiated. An incident commander (IC) will lead
the EOC and the emergency response teams. A
Satellite Operations Center (SOC) for the location of the
disaster is also set up to handle the immediate disaster
operations. Typically, the IC will consist of an individual from
Facilities Services; however, depending on the
type of disaster, it may be an individual most knowledgeable
about the operations where the disaster occurs (i.e.
Guin Librarian).
The EOC will instruct a structural engineer to inspect the
building following a disaster event. The time this takes
may be considerable but much can be done by the Disaster Team
to prepare for recovery operations so that time
is not wasted.
A. The EOC and SOC will assemble the Disaster Team
1. Set up the Command Center (Recovery Headquarters)
a. Temporary location outside the facility
b. Must have electricity, phones, typewriter or word
processing

c. Optional: copier, faxing
B. Stabilize the Environment and Effect Repairs
1. If not allowed inside the building, make needed assumptions
about what repairs may be needed and
contact the appropriate staff and services (plumbers, carpenters,
electricians, roofers, window repair, etc.)
3. When back inside the building:
a. Immediately identify and fix water, gas and sewer leaks
b. Arrange to have any standing water mopped up (take proper
precautions if water has any possibility
of being contaminated or electrified)
c. Lower air temperature as much as possible
C. Ensure Worker's Safety
1. Staff safety equipment needs (hard hats, masks, gloves,
rubber boots)
2. Caterers, water delivery and portable toilets as needed
D. Setup Staging Area
4. Location must be accessible to large trucks to offload
supplies and onload damaged books.
5. Locate as near to the disaster area as possible.
6. Provide tables or other work surfaces and canopies for
covered areas (if necessary).
7. Have supplies of boxes and freezer paper delivered close to
the area. Set up freezer paper on paper spool
to make easier to tear off.
8. Observe safety precautions for workers, take security
measures for materials, or, request assistance from

Environmental Health & Safety (737-2273) and from Security
(737-3010).
E. Organize Staff
1. Assign or reaffirm responsibilities of workers.
2. Review procedures with Team Leaders and inform them of
the priorities and arrangements.
3. Assign helpers to groups according to skill or experience.
4. Divide the work among groups: searchers/ transporters of
wet materials, and wrappers/ boxers. Transfer
workers from one task to another as necessary to avoid
exhaustion and stress.
5. Inform workers to whom to refer all questions and media
inquiries.
F. Contact and Place on Alert:
1. OSU Office of Risk Management
2. Professional conservator(s)
3. Vendors
6
4. Suppliers
5. Freezer facilities
6. Recovery companies
G. Insurance Claim Preparation
Determine what needs to be done to file an insurance claim.

A. What has been damaged?
1. Wet books, paper files, audio and video tapes must be
salvaged/ treated within 48 hours.
2. Wet microforms can wait a maximum of 3 days.
3. Computer disks and art works require specialized attention.
B. Where are the damaged materials?
○ Use floor plans. The floor plans show the location of
collections for the purpose of identifying priority
materials.
C. How many items have been damaged?
1. Library staff and facilities can salvage blocks of items
locally without outside assistance and may be able
to handle an entire floor, depending upon the floor affected and
the type of damage.
2, Library staff and facilities will need outside assistance for
the more complicated recovery activities or
when more than one floor of the collection is damaged.
1. How wet are the materials?
1. Submerged paper will not develop mold.
2. Wet and covered with debris. (Cleaning and salvage, or
packing will depend on number of items.)

3. Wet and tightly packed books on shelves develop mold more
slowly.
4. Wet and loosely stacked books are more susceptible to
molding. (Salvage or packing will depend on
number and on time wet.)
2. How long have items been wet?
○ Books and paper materials, less than 48 hours?
If more than 48 hours consider mold treatment.
○ Black and white film, less than 3 days?
If more than 3 days consult: [photographic specialist - Appendix
C].
○ Colored film, less than 48 hours?
If more than 48 hours consult: [photographic specialist -
Appendix C].
Based upon the ASSESSMENT OF DAMAGE, determine type
and amount of supplies, equipment and labor
you will need.
1. Can the disaster be handled with the resources at hand?
Bring in an outside consultant? See Consultants Contact List
(Appendix C).
Contract with a disaster recovery business? See Supplies and
Suppliers List (Appendix D) and

Consultants Contact List (Appendix C).
Will any materials need to be frozen until they can be treated?
See Supplies and Suppliers List (Appendix D).
Are the Collections Salvage Priorities previously set still
appropriate? What should be the first area cleared?
How many people are needed to get the work done? Call for
assistance as needed, giving dress code and
meeting point:
Disaster Recovery personnel, and other library staff as needed
for in-house salvage of materials.
Service-providers for pack-out.
Neighboring libraries or volunteers to assist in a major disaster
(Appendix E).
7
Determine what kind and amount of supplies needed and
Retrieve from in-house containers.
Request from vendor on Supplies list. [Contact person or
Appendix D]
Order from commercial vendors. See Supplies and Suppliers
List (Appendix D).
Use library VISA card for purchases.
How and where should the books be packed? In the aisles?
Transported by book truck to a packing area(s)?
Wrap with freezer paper or not?
Pack-out: This section details one possible way to divide labor
to accomplish removing materials from the
building. Items may also be packed in the aisles and not
wrapped in freezer paper.

Paper Materials:
Searchers/transporters:
After the clean up operation remove all the wet books from the
shelves and place
them on trucks.
Look on top and bottom shelves first, if water has dripped down
from the ceiling.
When full, wheel the trucks to the staging area.
Do not attempt to remove mud, to open, or to separate leaves of
wet books.
Do not leave any books to dry out by themselves
Wrappers/boxers:
Wrap volumes in freezer paper, slick side toward the book,
without folding in the
head and tail ends of the paper.
Place the wrapped books side by side in boxes, spine edge
down.
Fill the box one layer deep only.
Load boxes onto trucks and deliver to the freezing facility as
soon as possible.
Do not stack boxes more than three high.
Photographic Materials:
Place photos, negatives, films, microforms in plastic garbage
cans with cold clean water
and ship to reprocessor.
Deliver to reprocessor within 48 hours for color and 72 hours
for black and white.
Remove from the water what cannot be treated within the 48
and 72 hour limits, and

arrange for blast or rapid freezing.
3. Disaster Recovery: Restoration Methods
I. Freezing
II. Drying
III. Smoke, Soot and Char Damage
IV. Broken Books
V. Biopredation
I. Freezing
A. Background:
Research and case studies have shown that large quantities of
water-damaged library and archival
materials can be stabilized and salvaged when frozen and stored
at low temperatures (ideally -20 F).
Freezing allows the institution time to plan, organize, control,
and coordinate their disaster recovery and
drying plans. Freezing is not a drying method and will not kill
mold spores. It does give the library time
to plan and organize, and minimizes the damage to the
materials.
B. Definition:
Freezing uses a self-defrosting fast freezer that has the capacity
to freeze items very quickly, at
temperatures below -10F. This method is suitable for non-
coated stock and smaller quantities. Items
must be left in the freezer from several weeks to several
months. As staff time and space permit, items

can be taken out of the freezer and air dried before they are
returned to their regular shelves.
8
II. Drying
Air Drying
Vacuum Drying
Dehumidification
Bibliography
A. Air Drying
This is a very labor intensive task that requires a large work
space and can only normally be used with
small quantities of materials. Books with clay-coated paper
(usually very slick paper typically used for
books with photographs) are much trickier to air-dry and
respond better to vacuum freeze drying (see
below). Always consult a conservator before attempting to
handle any rare or valuable materials.
1. Supplies:
Tables, Fans, Paper towels and/or Unprinted newsprint, Blotter
paper, Wax paper, Nylon line,
Extension cords, Trays, Water bottle, Polyester sheets, Press
board, Cardboard, Weights,
Plastic clothes pins.
2. Recovery Operations
a. Make sure that all staff and volunteers are adequately trained

and supervised for all air
drying tasks. Because of the nature of the materials, it is also a
good idea that this
recovery station be in a quiet work area away from the stress of
other recovery
operations.
b. Make sure that the work area is clean and dry with the
temperature and relative
humidity as low as possible with good air circulation. Moving
air accelerates the
drying process and helps to prevent or slow down the
development of mold and
mildew. If working outside remember that prolonged exposure
to sunlight is
detrimental to all materials.
3. Procedures
a. Bound Volumes
If books are dripping wet, handle as little as possible. Place
them on top of absorbent
paper (paper towels, blotting paper, etc.) and change the paper
as it becomes soaked.
When water is no longer dripping, stand the item up and
proceed as described below.
1. Bound Volumes: if not too wet, can be placed open on tables
to dry. The best
procedure is to hold the book by the spine, turn it upside down
so that the top
or head of the book is on the table. Then gently open the book
so that the
volume is in a wide "V" for support and ease in drying. If
necessary, support

it with plastic bookends or other non-rusting supports.
2. Soft cover volumes can be supported with cardboard spacers
so that they will
stay upright.
3. Once the pages can be easily separated, drying can be
speeded up by
interleaving the textblock with absorbent paper (paper towels or
blank
newsprint). Place a sheet of absorbent paper (one larger than the
size of the
book page) every 50 or so pages. Be prepared to change this
paper quite
often, putting the paper towels between different 50-page
sections each time.
Do not overstuff the volume with absorbent paper or it will
distort the text
and ruin the binding.
4. Final Stage - When absorbent paper no longer clings to the
book's pages but
rather falls out when the book is placed upright on the table,
discontinue
interleaving. Instead, fan the book open as much as possible to
let the
circulating air get to it. Remember the spine and covers dry last
as they
usually absorb the most water.
5. When books feel dry but are slightly cool to the touch, they
should be closed,
laid flat, gently formed into their normal shape and held in
place with a light
weight. THEY SHOULD NOT BE STACKED ON EACH
OTHER. They

should be completely dry before they are returned to the
permanent shelves,
otherwise mold will develop inside of the volume.
b. Single Sheets
Stacks of wet single sheets should be interleaved with clean, dry
sheets. They should
be checked at least every four hours. Once the items are dry
they can be sent to
9
sorting for input into new file folders and boxes. If time and
space permit, try the
procedure described below.
Test if sheets can be removed gently one at a time and placed
between blotters or
unprinted newsprint. If necessary use a press board and weight
to hold the stack in
place.
1. Dampen a sheet of polyester film (3-5 mil thickness) and lay
it on top of a
wet pile of single sheets. Press down lightly on the film. Gently
lift one
corner of the film, and use a bone folder or spatula to help ease
away a sheet
or sheets from the pile onto the film. Slowly roll the film away
from the pile
lifting up the wet sheet(s).
2. If you pick up more than one, lay it polyester side down on a
clean flat

surface. Using a second piece of film, repeat the rolling motion
to remove the
top item from the pile. You will find that by careful, gentle
manipulation you
can roll the film back from the pile with a single wet sheet
attached to it.
Place the wet item between clean dry blotters.
3. If space, time and supplies allow, individual sheets can be
hung up on lines
with plastic clothes pins and allowed to dry. Extremely wet
papers are too
fragile to be dried in this manner. Really wet items need to be
dried between
blotting papers and or newsprint.
B. Vacuum Drying
Vacuum drying and vacuum freeze drying are both alternatives
for freezing and drying large quantities
of damaged materials.
a. Vacuum drying: this method uses a vacuum thermal-drying
chamber. Wet or frozen items are
placed in the chamber, a vacuum is drawn, heat is introduced,
and the materials are dried. The
temperature stays above 32 F. This method is good for large
numbers of materials, is easier and
more cost effective than air drying, and is good for extensively
water damaged items.
Unfortunately this method often produces extreme distortion of
books requiring them to be
rebound. This process tends to also cause coated papers to stick
together.
b. Vacuum freeze drying: in this method frozen books and
records are placed in a vacuum

chamber. A vacuum is drawn and carefully controlled heat is
applied. The temperature is kept
below 32 F. This combination causes the frozen water to go
directly from that state to the
gaseous state. This process of sublimation eliminates further
damage to the materials through
distortion, bleeding and sticking together. It is an effective way
to handle and dry large
quantities of materials. The main drawback is the cost.
C. Dehumidification
Definition
To remove the moisture from the air, the collection, and the
building using large commercial
dehumidifiers.
a. Benefits and Disadvantages
This method is fairly new in the library and archival field,
though it has been used
extensively in office buildings. A major benefit is that staff
does not need to remove
and box any items, all of the work is done in-house. If it is not
done within 24 hours
though, mold & mildew can set in, and swelling and adhesion
will begin. Also
additional testing and reports on this method still need to be
conducted and checked
into before an institution decides on this option.
D. Bibliography (selected)
Buchanan, Sally A. Resource materials for disaster planning in
New York institutions, New York: New
York State Library Disaster Planning Project, 1988, pg. 20.
Toronto Area Archivists Group Education Foundation. An ounce
of prevention, Toronto: Authors,

1986, pgs. 67-68.
Waters, Peter. Procedures for salvage of water-damaged library
materials, Washington DC: Library of
Congress, 1975, pgs. 16-21.
10
3. Disaster Recovery: Restoration Methods (cont.)
III. Smoke, Soot, and Char Damage
Fire damage is usually irreversible, but it is possible to remove
some of the surface soot and char by using the
following methods. The paper should be completely dry and in
good condition. Consult a conservator for rare
and valuable items.
Remove soot from paper by use of chemical sponges, erasers, or
a dry cleaner such as Groomstik or
Absorene Paper & Book (cleaner which is available from
archival supply companies such as Light
Impressions, Archival Quality Materials, or Demco).
Use chemical sponges in a gentle, brushing motion. Do not
scrub since this will damage the paper.
Try a test page before doing a whole book. It has been reported
that chemical sponges are good
for a quick cleanup, but that they leave a residue film and smell
which impedes other types of
cleaning. (Abbey Newsletter, October, 1986).

Erasers or a dry cleaner also need to be used with a gentle
brushing motion. Use an artist brush to
remove the rubbings. One source reported that pink pearl
erasers worked best. Another
suggestion is to use extra fine steel wool to clean soot from
leather bindings. (Abbey
Newsletter, October, 1986).
Char can be trimmed by using paper shears, razor blades, or
scissors. Consider the aesthetics of a damaged
item prior to returning it to the shelf. Some suggestions for
improving appearances are rebinding, phase
boxes, file folders, or adding a cover or jacket.
IV. Broken Books
Decide if the book is worth repairing. Is it vital to the
collection? Can it be replaced? Is it rare or valuable, and
should it be kept?
A. If the answer is yes, the book is to be kept, consider
mending, rebinding, or use of a phase box. Consult
a conservator in the case of rare items.
B. If the answer is no, the book will not be kept, discard the
book following the institution's de-
accessioning procedures.

11
V. Biopredation
A. Mold and Mildew
B. Insects and Rodents
C. Dirt
A. Mold and Mildew
Mold and mildew are fungi that form under certain conditions.
If untreated they can severely damage
library material. Conditions are particularly favorable when the
disaster involves water, but they can
form at any time.
1. Factors favorable for the development of mold and mildew
a. Temperature (+75 F).
b. Moisture (+60% humidity).
c. Dark.
d. Little air circulation.
2. Steps to take
a. Transfer all infested material to an isolation room.
b. If number is large, prepare for freezing.
c. Thoroughly clean and sterilize infected area.
3. Mass methods (DO NOT ATTEMPT WITHOUT EXPERT
ADVICE. MAY BE
HAZARDOUS TO BOOKS AND HEALTH OF WORKERS)

a. Fungicidal fogging with Thymol
b. Fumigation with Ethylene Oxide
4. Treatment of individual items infested with mold and mildew
a. Treatment of books
1. Supplies: Blotters, Cheesecloth, Lysol spray, Q-tips, Gloves
(optional), Mask
(optional), Wax paper (optional)
2. Lay the item on a clean white blotter. Wet the Q-tip with the
Lysol and test
ink to see if it is damaged by Lysol. If it is, STOP!
3. Lightly spray item with Lysol. Use wax paper to cover
uninfected areas.
4. Use cheesecloth to carefully wipe or blot the infected area.
Repeat if
necessary. DO NOT SCRUB!
5. Let item dry while working on the next one.
b. Surface cleaning for flat papers or books.
1. Supplies: Dry cleaning pads or powder, Weight(s), Soft, wide
brush, Scrap
paper, Waste basket, Air bulb (optional); Mask (optional);
Gloves (optional)
2. Examine item to see if it is completely dry. Do not proceed if
paper is not in
good condition, or is flaking, so that the item will not be
scratched or
damaged. If in doubt get expert advice.

3. Lay item on clean working surface. Use gloves or make
certain hands are
clean.
4. Lay item down and use weight to hold it in place. Use air
bulb to blow away
large pieces.
5. Pretest on a small area before continuing.
6. Sprinkle dry-cleaning powder on item to be cleaned. Gently
roll powder with
your fingertip over stained areas. Powder picks up surface dirt
and turns
black or gray.
7. Brush away powder from the center out to the edges. Do not
leave any
powder residue on item.
B. Insects and rodents
1. Identify pest.
2. Consult with a professional. Remember that anything used to
exterminate should be considered
hazardous. Don't proceed unless you have thoroughly discussed
the situation with several
professionals, including safety experts.
3. Try to locate the way pests entered and carefully block their
entrance way.
12

C. Dirt
1. Before cleaning a book or paper, make sure that it is
completely dry and is not fragile or brittle.
Surface dirt can be removed by gently brushing away with a soft
artist brush, by use of a
special eraser, or by use of a dry cleaner such as Groomstick or
Absorene Paper & Book
Cleaner.
2. Mud on books can be washed off if the books are already
thoroughly wet and won't be
damaged further by contact with water. Otherwise, mud on
fairly dry books can be dried and
then cleaned off.
a. For thoroughly wet books, use a tank with clear, running
water.
b. Immerse the book in the water.
c. Keep the book closed and clean with a gentle, dabbing motion
of a soft sponge. Avoid
brushing and rubbing.
d. Hard to remove stains can be dealt with by a professional
conservator after the book
dries.
Photographs
Gelatin prints and negatives and color materials:

• Remove from platic/paper enclosures or frames. Save all
information about the photos.
• Carefully rinse with cool, clean water as necessary; multiple
baths may be necessary.
• Do not touch or blot surfaces unless necessary to swab off
stubborn dirt.
• If possible, rinse with Photo Flo solution.
• Color negatives and Ektachrome transparencies may require
rinsing in a stabilizer.
• Air dry: hang with clips on non-image areas on monofilament
line or lay flat (emulsion side up) on
absorbent paper or nylon screens. Keep photographs from
contact with adjacent surfaces or each other.
If there are too many for immediate attention:
Keep photos (except historic photos) in a container of clean
water (65ºF or below) no more than 48 hours,
then air dry.
Or; Freeze (except photos on glass). If possible, interleave each
photo with freezer or waxed paper. Thaw
and then air dry, emulsion side up on absorbent paper or nylon
screens.
Historic processes:
• Ambrotypes and tintypes - avoid immersion if possible; if
immersed, no longer than 36 hours. Air dry
emulsion side up. (Do not freeze)
• Albumen prints - Air dry within 36 to 48 hours, emulsion side
up. If fragile, place in a sealed plastic bag
and then place bag in cold water.

• Cyanotypes - Air dry with 48 hours. Do not blot and handle
the support side only.
• Glass negatives - dry vertically by carefully propping them up
on their long sides or putting in racks. If
cracked or broken, dry flat.
Motion Picture Films
Rewash and dry within 48 hours (this is best done by a film
processor).
13
Microforms
Microfilm:
• Ship microfilm rolls to processing firm as soon as possible;
avoid air drying:
1. Place rolls in garbage bags and ship in cardboard boxes.
2. Processing firm will handle cleaning, drying and reboxing.
• If security or archival master exists, use it to generate
replacement use copies.
Microfiche:
• Check for readability. If blistered, replace with new fiche
made from security copy.
• If readable, wash in cool water and dry on blotters or a lint-
free-cloth.

Microfilm jackets:
• Cut the strips from the jackets with sleeve cutters.
• Wash and dry the film segments and insert into new jackets.
Video and Audiotapes
Cassettes (no master copy):
• If cassette tape cases have not kept the tapes clean and dry:
1. Disassemble the case and remove the tape.
2. Rinse dirty tapes, still wound on reel, in clean, lukewarm
water.
3. Support vertically on blotting material to air dry.
4. Reassemble and copy.
Reel to reel tapes:
• Wash the exterior of dirty tapes (still wound on reels) with
lukewarm water.
• Air dry vertically with support, or horizontally on clean
newsprint spread over plastic covered tables.
• If the reels are dirty, remove the tape and wash the reel with
mild detergent and water or replace the
reel.
• Air dry the box or replace if badly damaged.
Phonodiscs:
• Wash in clean water and dry with lint-free cloth.
• Replace jackets and protective sleeves if wet.
Computer Disks
Floppy disks:

• Remove diskette from casing and bathe in clean distilled
water.
• Dry with lint-free towels.
• Insert diskette into new casing and copy.
• Clean the drive heads frequently.
CDs:
• Initially rinse with tap water. If mud or particulates are
present, clean in a detergent solution without
rubbing the disk. Rinse with room temperature distilled water.
• Dry vertically in a rack or gently blot with a soft lint-free
cloth.
14
• CD cases should also be cleaned.
Leather and Vellum Bindings
Ideally, a conservator should dry these bindings.
• Dry immediatley.
• For several volumes, freeze immediately (separated with
freezer paper), then air or freeze dry.
Paintings
Ideally, treatments should be done by a conservator.
• Set up tabletops padded with blotter paper and covered with
plastic.
• Structurally damaged paintings (canvas tears, flaking, lifting,
dissolved paint) should be dried

horizontally and face up on tables.
• Structurally sound paintings are dried:
1. Set up several layers of blotter paper and a layer of tissue
paper on the table.
2. Deframe the painting but do not remove it from its stretcher.
3. Lay it face down, making sure the tissue is not wrinkled.
4. Cut blotters to the inside dimensions of the stretcher frame.
5. Cut a sheet of plywood or masonite to fit inside the stretcher
keys.
6. Cover the back of the canvas with a blotter, the board, and
then weights.
7. Change the blotter until the canvas is dry.
8. If the tissue on the front has stuck to the paint, leave it in
place.
Sources
• Murray, Toby. "Basic Guidelines for Disaster Planning in
Oklahoma." January 1990
• National Archives of Canada. "Salvage of Records -
Contingency Plan." 1997
• National Institute for the Conservation of Cultural Property,
Inc. "Emergency Response and Salvage
Wheel." 1997
• Provincial Archives of British Columbia. "Salvage Operations
for Water Damaged Collections." n.d.
• State of California, Secretary of State's Archives and Museum
Division, "Document Recovery
Information Packet." 1997.

15
Disaster Recovery Plan | Guin Library – Oregon State
University
4. Disaster Recovery: Recovery and Completion
II. Reshelving
A. Building
The building should have passed an official safety inspection.
The following items should be thoroughly
checked:
1. All areas of the building cleaned and sterilized. Make sure it
has thoroughly dried.
2. Heating and air conditioning systems should be in full
working order.
3. Fire detection and extinguishing systems should be in full

working order.
4. Security systems should be in full working order.
5. Repairs to structure and equipment should be complete and
building certified for occupation.
B. Collection
1. The Library Seminar Room and Barry Fisher Room will be
used for rehabilitation for all
material damaged by water.
2. Do daily random checks for mold.
3. Assess material for replacement or for further treatment.
4. After six months, material may be returned to collection.
a. Only thoroughly dry material should be returned.
b. Material should be thoroughly examined by an expert.
c. Check that markings are correct.
d. Maintain accurate records.
II. Reshelving
Reshelving, or relocation, describes the orderly transfer of
restored items to temporary or permanent locations
after return from the drying station. The Library Seminar Room
and Barry Fisher Room will be used. Shelving in
the library loft, if available, may be used for storage after
drying until the items can be returned to their
permanent locations.
1. A second evaluation of the material by staff is needed to
decide which items need binding, mending,
labeling, or discarding. These items are separated from the
material ready to be shelved.
2. The material ready to be shelved needs to be put into its

proper sequence so it can be easily accessible
until removal to a permanent location.
3. Insurance claim settlement cannot be completed until the loss
evaluation is completed.
4. Before the material is permanently housed, some factors need
to be kept in mind:
a. The building has been officially declared ready for
occupancy.
b. The stack area is stabilized and ready.
5. After the material has been reshelved in a permanent
location, selected areas need to be checked
periodically (after a week, 2 weeks, a month, etc.) to see if
there is any evidence of mold growth.
16
4. Disaster Recovery: Recovery and Completion (cont.)
A. Disaster Assessment
Management staff should have a simple easy-to-follow checklist
that can help them make a final
assessment of how well they met the disaster and were able to
deal with it. Some checklist items could
be:
1. Staff performance.

2. Adequate supplies.
3. Cooperation between departments, division, outside help.
4. Adequate record keeping.
5. How efficiently were things handled? How can they be
improved?
6. Listing of unexpected problems and their solutions.
B. Revision
Using disaster drills, brainstorming sessions, and disaster
follow-up assessments, staff should
periodically review and update disaster plans so that they will
be adequate to meet the needs of the
institution when they are needed.

17
Disaster Recovery Plan | Guin Library – Oregon State
University
Appendices
A. Floor Plan
B. Salvage Priorities
C. OSU Consultants Contact List
D. Supplies and Suppliers List
E. Volunteer Information and Sign-up Sheet
F. Hazards Survey
G. OSU Emergency Management Plan
H. Checklists
I. Local Services and Experts Contact List
J. Insurance Coverage Risk Report

18
Appendices
Appendix A: Floor Plan
Collection Salvage Priorities (linked to floor map showing their
location)
1. Guin Library
19
Appendices
Appendix B: Salvage Priorities
1. Collections
1. Guin Library Collections
Listed below are those portions of the collections to which
salvage priorities have been assigned. Priority is
based upon uniqueness of materials, replacement value, and

ability to contribute to restoration of services, even
at a minimal level.
Priority
Ranking Collection Format Location Notes
1 Pacific Salmon Literature Compilation, 1900-1959 Paper
SH346 P361
Large file (61 vol. +
Index)
2 Oregon Estuary Maps Paper Map Case
2 Kelp Maps Paper Map Case
2 Oregon Salt Marsh Vegetation Maps Paper Map Case
3 Books – Fish Paper/CD QL637-667
3 Books – Birds Paper/CD QL678-697
3 Books – Marine Mammals Paper/CD QL713-739
4 Books – Goode’s 1884-1887 book on US fisheries Paper/CD
SH221 G6
4 Books – Fisheries Paper/CD SH300-399
4 Books – Oregon Fisheries Paper/CD SH222 .O7
5 Art – Boyden Platter Ceramic Foyer
5 Guin Library Building Plans Paper Libn’s Office

20
Appendices
Appendix C: OSU Consultants Contact List
Source: OSU Disaster Manual, OSU online. Current as of 08/08.
Assignment Assignee Phone Alternate Phone
Communications
Director of Tele-
Communications
Shay Dakan
3-3500
507-1402
Telecom Tech Service Manager
Greg Edmaiston
3-3442
745-5808
Construction Mgr. of Design & Construction Lori Fulton
7-4625
758-5899
Construction Supervisor
Greg Strombeck 7-7695
Counseling &

Psychological Cascade Counseling
1-800 433-
2320
757-3013
Interim Director Counseling &
Psychological Services
Mariette Brouwers
7-2131
Disaster Operations
Executive
VP Finance & Admin.
Mark McCambridge 737-2447
Engineering University Engineering Mgr. Larry Easterly
(541) 230-
0802
Construction Supervisor
Greg Strombeck
7-7695
Environmental Health &
Safety
Manager, Environmental Health
& Safety
Steve Leboeuf

7-2276 Sr. Industrial Hygienist Lance Jones
7-2274
753-7324
Financial Services Director of Business Affairs Aaron Howell
7-9860
Accounting Supervisor, Bus.
Affairs
Janna Storm
7-9275
Legal Meg Reeves General Counsel
7-2474
7-3033 (fax)
Ryan J. Hagemann
Interim Deputy Chancellor for
Legal Affairs
541-346-
5767
Locksmith OSU Key Shop OSU 737-3565
Media Coordination
Asst. Dir. News &
Communication Svcs
Mark Floyd
7-0788

Sr. Newswriter
David Stauth
7-0787
752-0698
Medical
Student Health Center
Medical Director
Phil Histand, Director 7-3106
Assoc. Director – Admin. Svcs
George W. Voss
7-4619
Personnel Director of Human Resources Jacque Rudolph
7-3103
745-7075
Assoc. Dir. Employee Relations
Jeri Hemmer 7-0547
Supply/Procurement Purchasing Supervisor Shannon Fanourakis
7-6995
Assoc. Dir. Bus. Services
Kelly Kozisek
7-2067
503-831-
3839
Transportation Transit & Parking Services 7-2583 Public
Safety 7-3010

Volunteers HMSC Volunteer Coordinator Rebecca Schiewe 7-
0226
Graduate Students?
Rebecca Baldwin 7-0406
21
Appendices
Appendix D: Supplies and Suppliers List
Product/Service Supplier Address/Phone
Barricade Tape Suggest we buy some on E-Bay
/ OSU Surplus?
www.ebay.com
Blotting Paper
Rose Paper Products 2561 Pringle Rd SE
Salem OR 97302
(503) 588-8313
Boots
Bittler Brother’s Sport Ctr

Fred Meyer’s
Wal-Mart
541-265-7192
355 SW Coast Hwy / Newport
541-574-1700 (Cust. Svc.)
150 NE 20th / Newport
541-265-6560
160 NW 25th St / Newport
Boxes Lincoln Storage
Fred Meyer’s
Wal-Mart
541-867-6550 sells packing boxes
(cardboard)
3796 SE Hwy 101/Lincoln City
541-574-1700 (Cust. Svc.) crates
541-265-6560
Brooms Fred Meyer’s

Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Buckets (Rubber) Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Caution Wet Floor Signs Physical Plant HMSC 541-867-0260
Dehumidifiers ServiceMaster 541-265-8032
Drying ServiceMaster 541-265-8032
Extension Cords Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Face Masks Library Guin Library
Fans ServiceMaster

Newport Rental Service
541-265-8032
435 E Olive / Newport
541-265-5721
Flashlights Library Guin Library
Forklifts HMSC Physical Plant
Facilities Services
HMSC 541-867-0260
OSU Campus 7-2969
22
Freezer Space Check with local fish plants
Also OSU Dept. Food Sci. &
Tech. Dr. Robert McGorrin
Wilde Refrigeration
737-3131
737-8737
Freezer Wrap Fred Meyer’s
Wal-Mart

541-574-1700 (Cust. Svc.)
541-265-6560
Fumigation
Garbage Cans Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Generators Curry Marine Supply
Newport Marine & RV Svc
1211 SE Bay Blvd / Newport
541-265-7955
4354 S Coast Hwy / South Beach
541-867-3704
Gloves Fred Meyer’s
Wal-Mart

541-574-1700 (Cust. Svc.)
541-265-6560
Hard Hats Copeland Lumber
Lumbermen’s Building Ctrs
345 E Olive St
541-265-6640
541-265-2221
615 N Coast Hwy / Newport
Hygrothermographs Chemistry Stores Campus 7-6722
Keep Out Signs Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Ladders Physical Plant 541-867-0260
Lighting Physical Plant 541-867-0260
Lysol Spray Fred Meyer’s

Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Megaphones Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Moisture Meters Chemistry Stores Campus 7-6722
Mops Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
23

Mylar Mick's Glass Service 1419 NW 9th St
Corvallis 97330
753-4001
Newsprint News-Times 831 NE Avery St / Newport
541-265-8571
Pallets Copeland Lumber
345 E Olive St
541-265-6640
541-265-2221
Paper Towels Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Plastic Sheeting Copeland Lumber

345 E Olive St
541-265-6640
541-265-2221
Radio Guin Library Guin Library
Rags Janet will bring in; try Fred M. &
WalMart if necessary
Rubbish Hauling Physical Plant 541-867-0260
Shovels Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Shrinkwrap Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560

Sling Psychrometers Chemistry Stores Campus
7-6722
Sponges Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Tables Physical Plant 541-867-0260
Toilets, Chemical T & L Portable Chemical Toilets 265-9620
1121 SW Hwy 101 / Lincoln City
Trash Bags Fred Meyer’s
Wal-Mart
541-574-1700 (Cust. Svc.)
541-265-6560
Tubs Fred Meyer’s
Wal-Mart

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