Counter-Disaster ManagementCounter-Disaster Management

(For Records and Library Collections)(For Records and Library Collections)

Prof. Salvacion Manuel-ArlanteProf. Salvacion Manuel-Arlante

SLIS/UP DilimanSLIS/UP Diliman

COUNTER-DISASTER MANAGEMENTCOUNTER-DISASTER MANAGEMENT Is about:Is about:

Trying to prevent disasters by being Trying to prevent disasters by being aware of the risks to a collection and aware of the risks to a collection and acting to minimize themacting to minimize them

Being prepared for the possibility of a Being prepared for the possibility of a disaster by maintaining:disaster by maintaining:

• Current contact members and addresses for Current contact members and addresses for emergency servicesemergency services

• Lists of people who can be called on in a Lists of people who can be called on in a disasterdisaster

Being prepared for the possibility of Being prepared for the possibility of a disaster by maintaining:a disaster by maintaining:

• Emergency funding proceduresEmergency funding procedures• Insurance detailsInsurance details• Disaster Response Team – roles and responsibilitiesDisaster Response Team – roles and responsibilities• Priority lists for recovery Priority lists for recovery • Recovery procedures for types of damageRecovery procedures for types of damage (wet/burnt) and different formats(wet/burnt) and different formats• Documentation procedures (for insurance Documentation procedures (for insurance purposes)purposes)• Supplies of materials and equipmentSupplies of materials and equipment• List of suppliers for equipment and List of suppliers for equipment and

materialsmaterials

Being prepared for the possibility of Being prepared for the possibility of a disaster by maintaining:a disaster by maintaining:

• Freezing facilitiesFreezing facilities• Fumigation facilities Fumigation facilities • Knowing how to react to a potential Knowing how to react to a potential disaster; anddisaster; and• Knowing what to do to recover from a Knowing what to do to recover from a disaster as soon as possibledisaster as soon as possible

DisastersDisasters

• ““Any unexpected incident”Any unexpected incident”

• Disasters do happen!Disasters do happen!• many are predictable and avoidablemany are predictable and avoidable

• Large to small-scaleLarge to small-scale

• Counter-disaster planning can minimise Counter-disaster planning can minimise the extent of the disasterthe extent of the disaster

DamageDamage

• 95% of disasters result in 95% of disasters result in water damagewater damage

• Fire damage is usually Fire damage is usually accompanied by water accompanied by water damage damage

TYPES OF POTENTIAL DISASTERSTYPES OF POTENTIAL DISASTERS

CLASS DEFINITIONCLASS DEFINITION EXAMPLEEXAMPLE11 Most severe conceivable; national in scopeMost severe conceivable; national in scope Nuclear attackNuclear attack22 Severe natural disaster affecting local areaSevere natural disaster affecting local area Earthquake, flood, Earthquake, flood, tornadotornado33 Destruction of major building of anDestruction of major building of an Fire in manufacturing Fire in manufacturing organization during working hoursorganization during working hours plantplant44 Destruction of major building of anDestruction of major building of an Fire in Federal Fire in Federal

Record Record organization during nonworking hours organization during nonworking hours Center, St. Louis Center, St. Louis55 One or two functions of an organizationOne or two functions of an organization Bomb thrown into Bomb thrown into

tape tape affected affected library library 66 Subfunction affectedSubfunction affected Research notes Research notes of chemist destroyedof chemist destroyed77 Lost documentLost document Letter of Letter of

commendation commendation lostlost

Setting PrioritiesSetting Priorities

The The first priorityfirst priority in any disaster is in any disaster is human human safetysafety. Saving collections is never worth . Saving collections is never worth endangering the lives of staff or patrons.endangering the lives of staff or patrons.

In a major event the fire department, civil In a major event the fire department, civil defense, or other professionals may restrict defense, or other professionals may restrict access to the building until it can fully be access to the building until it can fully be evaluated. Once safety concerns are met the evaluated. Once safety concerns are met the next considerationnext consideration will be will be records records and and equipment equipment crucial to the operation of the crucial to the operation of the institution, such as registrar’s records, institution, such as registrar’s records, inventories, and administrative files.inventories, and administrative files.

Setting PrioritiesSetting Priorities

Collections salvage and building Collections salvage and building rehabilitationrehabilitation will be the will be the next prioritynext priority. .

Salvage priority should be based Salvage priority should be based notnot on the value of the objects, but on their on the value of the objects, but on their susceptibility to further damage. susceptibility to further damage.

PolicyPolicy

The staff member/officer in charge has The staff member/officer in charge has standing instructions in event of an standing instructions in event of an emergency situation to emergency situation to first protect first protect library staff and patrons, and then library staff and patrons, and then protect the collections and equipment.protect the collections and equipment. People come first, library materials People come first, library materials second.second.

GENERAL EMERGENCY RULESGENERAL EMERGENCY RULES::

In all cases, common sense should be the deciding In all cases, common sense should be the deciding factor as to when, and by whom, any or all, factor as to when, and by whom, any or all, emergency procedures should be implemented.emergency procedures should be implemented.

Know the location of the exits from the library.Know the location of the exits from the library. Know the location of alarms in the library, and how Know the location of alarms in the library, and how

and when to use them.and when to use them. Know the contents of the Disaster Response Kit Know the contents of the Disaster Response Kit

and where it is stored.and where it is stored. When the immediate danger has passed, a report When the immediate danger has passed, a report

of the incident should be made to the department of the incident should be made to the department head.head.

Basic Elements of Preparing a PlanBasic Elements of Preparing a Plan

Risk Analysis/AssessmentRisk Analysis/Assessment Identification of existing preventive and Identification of existing preventive and

preparedness procedurespreparedness procedures Recommendations to implement additional Recommendations to implement additional

preventive and preparedness procedurespreventive and preparedness procedures Allocating responsibilitiesAllocating responsibilities Devising procedures to respond and Devising procedures to respond and

recover from disasters.recover from disasters.

Risk AssessmentRisk Assessment

1.1. 2.2. 3.3.

4.4. 5.5. 6.6.

Risk AssessmentRisk AssessmentCategory Probability and Effect Examples Category Probability and Effect Examples 1 High probability, high effect Fire, cyclone, flood, 1 High probability, high effect Fire, cyclone, flood, civil unrest, dust storms,civil unrest, dust storms, burst water mainburst water main 2 High probability, low effect leaking tap, theft 2 High probability, low effect leaking tap, theft vandalismvandalism 3 Low probability, high effect earthquake, civil unrest 3 Low probability, high effect earthquake, civil unrest nuclear war nuclear war 4 Low probability, low effect collapse of bookshelf,4 Low probability, low effect collapse of bookshelf, theft, vacuum malfunctiontheft, vacuum malfunction

RISK ASSESSMENTRISK ASSESSMENT

POSSIBLE THREATS POSSIBLE THREATS WATERWATER

RainRain

HailHail

LeaksLeaks

DampnessDampness

Burst PipesBurst Pipes

Damaged fire hosesDamaged fire hoses

Sprinkler malfunctionsSprinkler malfunctions

RISK ASSESSMENTRISK ASSESSMENT

POSSIBLE THREATSPOSSIBLE THREATS Potential flooding hazardsPotential flooding hazards

Heating systemsHeating systemsAir conditioning plantsAir conditioning plantsWater tanksWater tanksStaff and public lavatories and washroomsStaff and public lavatories and washroomsKitchensKitchensAutomatic drink-dispensing machinesAutomatic drink-dispensing machinesLaboratoriesLaboratoriesPhotographic departmentsPhotographic departmentsUnderground streams beneath the building(s)Underground streams beneath the building(s)Open streams and rivers nearbyOpen streams and rivers nearby

RISK ASSESSMENTRISK ASSESSMENT

POSSIBLE THREATSPOSSIBLE THREATS

Potential water penetration hazardsPotential water penetration hazards

Access points to roofs and basementAccess points to roofs and basementWindowsWindowsSkylightsSkylightsBasementsBasementsGuttersGuttersDown PipesDown PipesDrains Drains RoofsRoofs

RISK ASSESSMENTRISK ASSESSMENT

POSSIBLE THREATSPOSSIBLE THREATS

FIREFIRE

Electrical equipmentElectrical equipmentChemical (cleaning, photographic, etc.)Chemical (cleaning, photographic, etc.)Fuel spillageFuel spillageGas leaksGas leaksArsonArsonLightningLightning

RISK ASSESSMENTRISK ASSESSMENT

POSSIBLE THREATSPOSSIBLE THREATS

OTHER THREATSOTHER THREATS

DustDustAir-conditioning malfunctionAir-conditioning malfunctionStructural damage caused by earthquake, earth tremor, accident or Structural damage caused by earthquake, earth tremor, accident or

inherent defectinherent defectBuilding alterations or maintenanceBuilding alterations or maintenanceInsects and rodentsInsects and rodentsBombsBombsVandalismVandalismDemonstrations and other disturbancesDemonstrations and other disturbancesAlternative building usesAlternative building uses

Disaster Control PlanDisaster Control PlanFour Common HeadingsFour Common Headings

Counter-disaster managementCounter-disaster management

Aim: minimise or prevent damageAim: minimise or prevent damage Usually 4 phasesUsually 4 phases

preventionpreventionpreparednesspreparednessresponseresponserecoveryrecovery

Disaster Control PlanDisaster Control Plan

In each of the preventive, preparedness, response and In each of the preventive, preparedness, response and recovery plans, it is essential that consideration is given recovery plans, it is essential that consideration is given to all areas likely to be affected by the disaster. These to all areas likely to be affected by the disaster. These areas are:areas are:

personnel including staff, users and visitorspersonnel including staff, users and visitors collections and records including all categories of archival collections and records including all categories of archival

records, serials, monographs, manuscripts, maps, sound records, serials, monographs, manuscripts, maps, sound recordings, computer discs, optical and video discs, pictorial recordings, computer discs, optical and video discs, pictorial materials and their related catalogues. Consider the protection materials and their related catalogues. Consider the protection of the institution’s of the institution’s vital recordsvital records..

Building and equipment including vehicles, air conditioning plant, Building and equipment including vehicles, air conditioning plant, plumbing, electrical services and computers.plumbing, electrical services and computers.

PreventionPrevention

StrategiesStrategies

Regular maintenance checks on allRegular maintenance checks on all

building systems: electrical, roof, gutter, building systems: electrical, roof, gutter,

HVAC (heating, ventilation and air-HVAC (heating, ventilation and air-

conditioning)conditioning) Maintain an “incident log” of disaster Maintain an “incident log” of disaster

events (what faults have been attended to events (what faults have been attended to and what remains to be done)and what remains to be done)

PreparednessPreparedness

Basic elements:Basic elements: the formation of the disaster control committeethe formation of the disaster control committee the creation of a telephone treethe creation of a telephone tree the production of suppliers and contact liststhe production of suppliers and contact lists the assembly and distribution of disaster kitsthe assembly and distribution of disaster kits the production, distribution and training for the production, distribution and training for

staff in the use of disaster response staff in the use of disaster response

proceduresprocedures

ReactionReaction

Response or reaction to incidents is normally categorized as: Response or reaction to incidents is normally categorized as:

Immediate actions relating to who needs to be informed, actions Immediate actions relating to who needs to be informed, actions taken by whoever discovers the incidenttaken by whoever discovers the incident

Short-term actions taken by conservators and building facilities Short-term actions taken by conservators and building facilities personnelpersonnel

Long-term actions relating to decisions about priorities, treatments,Long-term actions relating to decisions about priorities, treatments, drying out, freezing; collaborative approaches involvingdrying out, freezing; collaborative approaches involving collection managers, conservators and building facilitiescollection managers, conservators and building facilities personnelpersonnel

Recovery and post-recoveryRecovery and post-recovery

Provides information on recovery Provides information on recovery techniques for various media regarded as techniques for various media regarded as being primarily for conservators or those being primarily for conservators or those responsible for carrying out actual salvage responsible for carrying out actual salvage work. This information certainly needs to work. This information certainly needs to be readily available.be readily available.

Disaster Kits: basic contentsDisaster Kits: basic contents Perforated paper towellingPerforated paper towelling Pre-cut plastic sheetingPre-cut plastic sheeting Pencils, paper, clipboardsPencils, paper, clipboards Masking tapeMasking tape Plastic bucketsPlastic buckets ScissorsScissors Clear polythene storage bags for collection items Clear polythene storage bags for collection items Garbage bags (for rubbish)Garbage bags (for rubbish) Twist tiesTwist ties ChalkChalk StringString Foam spongesFoam sponges Tie labelsTie labels

Typical Store ContentsTypical Store Contents

Protection Removal Recovery Monitoring Equipment CommunicationsProtection Removal Recovery Monitoring Equipment Communications

Plastic sheeting Cardboard boxes Clothes lines Dehumidifiers RadioPlastic sheeting Cardboard boxes Clothes lines Dehumidifiers RadioAdhesive waterproof Trolleys Spray bottles Temperature and RH monitoring Whistles Adhesive waterproof Trolleys Spray bottles Temperature and RH monitoring Whistles tape equipment Loud hailers tape equipment Loud hailers Ties (gardening twine) Blotting paper Clean newsprint, blotter Fans Walkie-talkiesTies (gardening twine) Blotting paper Clean newsprint, blotter Fans Walkie-talkiesStanley knife Plastic bags(2 colors) Distilled water TelephonesStanley knife Plastic bags(2 colors) Distilled water TelephonesPins Plastic crates Clean work place, trestle tables ChalkPins Plastic crates Clean work place, trestle tables ChalkScissors Bins Large sheet of Scissors Bins Large sheet of paperpaperSandbags Plastic sheeting, Mylar Thick waterproofSandbags Plastic sheeting, Mylar Thick waterproof penspens

________________________________________________________________________________________________________________________________________________________________________________________________________________________Plant/Safety Equipment Clothing Clean-up DocumentationPlant/Safety Equipment Clothing Clean-up Documentation Torches, batteries, globes Rubber boots Mops (sponge type) Paper, pens, chalkTorches, batteries, globes Rubber boots Mops (sponge type) Paper, pens, chalkEmergency lighting Raincoats Buckets TagsEmergency lighting Raincoats Buckets TagsGenerators Masks Paper toweling – perforated, Camera, flash, batteries, filmGenerators Masks Paper toweling – perforated, Camera, flash, batteries, film non-colorednon-coloredFirst aid kits Aprons Brooms Clip boardsFirst aid kits Aprons Brooms Clip boardsPumps Overalls Sponges Disposable camerasPumps Overalls Sponges Disposable cameras Gloves Gloves Hard hats Hard hats Sleeve protectorsSleeve protectors Respirators Respirators

Equipment and SuppliesEquipment and Supplies

It is essential that some materials be kept on hand, and It is essential that some materials be kept on hand, and others obtained quickly when a disaster occurs.others obtained quickly when a disaster occurs.

KeysKeys Disaster BunchDisaster Bunch In-house Supplies and EquipmentIn-house Supplies and Equipment

FIRE FIGHTING AND DETECTION FIRE FIGHTING AND DETECTION EQUIPMENTEQUIPMENT

Fire Alarms and SprinklersFire Alarms and Sprinklers Fire Extinguishers Fire Extinguishers Standpipe-hoseStandpipe-hose

Disaster PreventionDisaster Prevention

Building securityBuilding security Protective storage of flammable materialsProtective storage of flammable materials Use of non-flammable materialsUse of non-flammable materials Appropriate packaging of library and archival materialsAppropriate packaging of library and archival materials Smoking restrictionsSmoking restrictions Regular servicing of electric and air conditioning systemsRegular servicing of electric and air conditioning systems Liaising with Fire BrigadeLiaising with Fire Brigade Positioning of PipesPositioning of Pipes Sensible work practicesSensible work practices Staff training and awarenessStaff training and awareness

Roles and Responsibilities of a Typical Disaster Response Committee Roles and Responsibilities of a Typical Disaster Response Committee for a Large Organizationfor a Large Organization

ROLES COMMENT RESPONSIBILITYROLES COMMENT RESPONSIBILITY

Disaster Leader Controller Person in charge of the recovery Liaises with the CEODisaster Leader Controller Person in charge of the recovery Liaises with the CEO

operation, but is not actively involved Approves major fundingoperation, but is not actively involved Approves major funding

in the recovery Approves salvage plan and relatedin the recovery Approves salvage plan and related

strategiesstrategies

Disaster Response Coordinator Acts as a response and recovery Liaises with the Disaster ControllerDisaster Response Coordinator Acts as a response and recovery Liaises with the Disaster Controller

team leader Ensures priorities for salvage to comply team leader Ensures priorities for salvage to comply

with agreed priority listwith agreed priority list

Estimates the amount of financial funding Estimates the amount of financial funding

required for the salvage operation required for the salvage operation

Complies information for an insuranceComplies information for an insurance

claimclaim

Communications Manager Commands the communications Communications Manager Commands the communications Notifies relevant personnel Notifies relevant personnel

network throughout the entire Ensures that the communication infrastructure network throughout the entire Ensures that the communication infrastructure

is operational is operational

Media Specialist Media Media Specialist Media spokesperson Liaises with the CEO re media releases andspokesperson Liaises with the CEO re media releases and

interviews; Presents organizational interviews; Presents organizational

message to the media message to the media

Roles and Responsibilities of a Typical Disaster Response Committee Roles and Responsibilities of a Typical Disaster Response Committee for a Large Organizationfor a Large Organization

ROLES COMMENT RESPONSIBILITYROLES COMMENT RESPONSIBILITY

Recovery Specialist Specialist in the recovery techniques Liaises with the Disaster Leader ControllerRecovery Specialist Specialist in the recovery techniques Liaises with the Disaster Leader Controller

required for cultural heritage Assesses the extent of the damage to therequired for cultural heritage Assesses the extent of the damage to the

collections collection collections collection

Determines the methods and procedures Determines the methods and procedures

required for the salvage operation required for the salvage operation

Liaises with Recovery Team Leader reLiaises with Recovery Team Leader re

working procedures and use of supplies working procedures and use of supplies

Recovery Team Leader Manage the salvage operation of Train and instruct the recovery team in theRecovery Team Leader Manage the salvage operation of Train and instruct the recovery team in the

the collection required salvage methods the collection required salvage methods

Liaise with Recovery Specialist Liaise with Recovery Specialist

Liaise with HR Manager re Occupational Liaise with HR Manager re Occupational

Safety and Welfare issues Safety and Welfare issues

Team Recorder Maintains and oversees all of the Organizes photography of the Team Recorder Maintains and oversees all of the Organizes photography of the damage priordamage prior

records generated during and after to and during the salvage operation records generated during and after to and during the salvage operation

Organizes and files records of damagedOrganizes and files records of damaged

materials and insurance records materials and insurance records

Roles and Responsibilities of a Typical Disaster Response Roles and Responsibilities of a Typical Disaster Response Committee for a Large OrganizationCommittee for a Large Organization

ROLES COMMENT RESPONSIBILITY ROLES COMMENT RESPONSIBILITY Building Manager Specialist in the building(s) fabric, Assesses damage to the building Building Manager Specialist in the building(s) fabric, Assesses damage to the building

structure, operations and security Liaises with external contractors andstructure, operations and security Liaises with external contractors and

authoritiesauthorities

Provides important information about the Provides important information about the

building, ex. building plans, utilitybuilding, ex. building plans, utility

locations and alternative power sourcelocations and alternative power source

HR Manager Specialist in obtaining and managing Coordinates available staff resourcesHR Manager Specialist in obtaining and managing Coordinates available staff resources

human resources Administers volunteer labourhuman resources Administers volunteer labour

Employs additional staff as required Employs additional staff as required

Coordinates OSH&W strategiesCoordinates OSH&W strategies

Messenger Must hold current driver’s license Messenger Must hold current driver’s license Delivers and exchanges messages for theDelivers and exchanges messages for the

Disaster Response CommitteeDisaster Response Committee

Maintains a current list of outside serviceMaintains a current list of outside service

organizations, equipment and suppliesorganizations, equipment and supplies

Assembles equipment and suppliesAssembles equipment and supplies

Organizes transportation; Ensures availability of Organizes transportation; Ensures availability of

food and water during the work breaksfood and water during the work breaks

Run other errands as required Run other errands as required

DISASTER RESPONSE TEAMDISASTER RESPONSE TEAM

Over–all Person–in–ChargeOver–all Person–in–Charge

Disaster Response Coordinator Disaster Response Coordinator

Gopher Gopher

SecuritySecurity

Teams CommunicationsTeams Communications

Recovery TeamRecovery Team