MICHIGAN STATE UNIVERSITY LIBRARIES
DISASTER MANUAL
1999
Introduction
.5
Disaster Scenarios
6
Disaster Prevention and Preparedness
Lines of Authority
..8
Disaster Recovery
Coordinator
.9
Disaster Recovery
Team
9
Staff Training
.
.. 10
Fire and Tornado
Drills
. 10
Location of Valuable
or Fragile Items
... 10
General Observations
11
Precautions to
Minimize or Prevent Disasters
12
Emergency Supplies
...
... 13
Emergency Procedures
Fire
..
16
Tornados
.
..
18
Power Failure
... 18
Bombs, Bomb Threats
.
.. 19
Leaks, Water
Damage
20
Toxic Spills
... 20
Disruptive Behavior
20
Thefts and Destruction
of Library Materials
21
Accidents, Medical
Emergencies
21
Collapsed Book
Shelves
... 22
Emergencies and Disasters--
Recovery Procedures
Disaster Recovery Team
. 24
Water Damage
. 24
Freezing Materials
..
26
Procedures for
Handling Special Materials
Photographs,
slides, microforms
. 28
Framed
photographs
28
Single
sheets (paper)
... 28
Materials
in boxes and file drawers
. 29
Phonograph
records
29
Audio
and video tapes
.. 29
Floppy
disks
... 29
Compact
disks
... 30
Parchment
or Vellum
.... 30
Drying Materials
...
30
Washing Methods
for Muddy Books
. 33
Follow-Up
.
33
Appendix A
Emergency Phone Numbers, Supplies
A-1 Summary of Emergency Procedures
Fire
Power Failure
Bombs and
Bomb Threats
Building
Emergencies
Disruptive
Behavior
A-2 Expert Sources of Advice
A-3 Emergency Facilities and
Supplies
Appendix B Emergency
Response Training Materials (Circulation)
B-1 Tornado Procedure
B-2 Tornado Safety Rules (MSU)
B-3 Circulation Emergency Procedures:
A Quick Guide
B-4 Instructions for Recording
a Message for Playback
over the P.A. System
Appendix C Evacuation
Procedures
C-1 MSU Library Evacuation and Shelter Guidelines
C-2 MSU Library Evacuation Floor Plans
C-3 MSU Library Landscape Map
Appendix D Policies and Procedures MSU Libraries
D-1 Injuries to Employees During
working Hours (3.1.3)
D-2 Safety (3.1.11)
D-3 Emergencies (3.4.5)
D-4 Library Disruptions (3.4.8)
D-5 Smoking (3.4.12)
Appendix E Forms
E-1 Library Incident Report
E-2 Authorization to Invoice
MSU (Work Related Injury Report)
Appendix F Branch Libraries Disaster Plans
F-1 Agricultural Economics Reference Room (Ag Hall)
F-2 Engineering Library (Engineering Building)
F-3 Mathematics Library (Wells Hall)
F-4 Physics Library (Physics and Astronomy Building)
F-5 Veterinary Medical Center Library (Veterinary Clinic)
F-6 Chemistry Library (Chemistry
Building)
Appendix G Disaster Recovery Committee
INTRODUCTION
The first edition of this manual was compiled in 1985 by the Disaster Preparedness Project Team under the direction of the Librarys Preservation Committee. These librarians were committed to the protection and preservation of the MSU Libraries rapidly growing collections as well as protecting staff and patrons in the event of fire, tornado, or other disaster. It was the first time an organized initiative was taken in the Libraries for the development of broad policies and procedures for disaster planning and emergency response, although steps had already been taken to formulate evacuation plans.
Since that time, new technology has continually shaped much of the library operation, bringing with it new challenges and new solutions. Disaster planning now requires an array of special methods for handling electronic media and equipment, for example, and at the same time, advances in the field of disaster management have brought new storage and salvage techniques. The 1999 edition of the MSU Libraries Disaster Manual has been updated to include these methods and sources of information, assistance, and supplies needed for disaster response.
This manual contains both general and specific instructions for responding to emergencies in the MSU Libraries. The appendices include policies, procedures, emergency phone numbers, supplies, training materials, and individual branch library disaster plans.
Dorothy T. Frye
Preservation Archivist for the MSU Libraries
Introduction to 1985
edition:
In recent years numerous
techniques for the salvage of materials damaged by fire and water have been
developed and tested. Libraries have
recognized the need to establish programs and procedures to aid in disaster
prevention and to help minimize the effects of disasters when they do occur.
To this end, the Preservation
Committee established a sub-group: the Disaster Preparedness Project Team.
The team was given a charge to identify the nature of potential disasters
that might befall the Library and to make a projection as to the extent of the
potential damage that would ensue. The
Team was directed also to determine the current response capability of the Library
and to recommend specific actions and programs that the Library could adopt. As a part of its report, the Team was instructed
to prepare a disaster manual for use by the Library staff.
The Disaster Manual
contains detailed procedures for handling disasters. It is to be used in conjunction
with the Disaster handbook which details the immediate steps to be taken when
an emergency situation is discovered.
D I S A S T E
R S C E N A R I O S
Michigan State University maintains a file of information on each building on campus, and has created a flood manual and a Master Disaster Plan that encompasses the entire campus. The following information was obtained in part from consultations with various personnel in the Departments of Public Safety and Physical Plant.
The 100 year flood level is 14.42 ft. at the Farm Lane Bridge. This level was reached in 1904. The 1975 level was 11.95 and the 1947 level was 11.42. The 1985 level was about 9 ft. Water would enter the ground floor level windows on the north side of the West wing at 13.71 ft. To prevent this, the University plan calls for sandbagging at the 13 ft. level. The danger of collection damage due to Red Cedar flooding is very remote. University contingency planning is very detailed. However, the library should maintain a 24-hour watch within the building whenever the level approaches the 11.5 ft. level.
The Main Library building structure is fire resistant and is fortunate not to have experienced a major fire since its construction. It has a very limited sprinkler system confined to two areas of the Library: in the Mailroom just inside the loading dock, and in the hallway in Binding Prep. However, smoke detectors are located throughout the building and are designed to activate the alarm system.
Disaster statistics indicate that between 1980 and 1993 the greatest number of library fires originated from incendiary or suspicious causes, at a cost of $4,415,900. Over the past fifty years, deliberately set fires have accounted for as many as eighty per cent of library fires. Although fires can be set in stack areas at any time, the most vulnerable part of the building is usually the book return. The newer book return installed in the front of the library is equipped with limited fire protection features.
3. Mechanical Failure
Water Pipes
A water main failure would probably be confined to mechanical rooms and sub-basements. A major failure could bring escaping water into contact with steam mains, which, in turn, would cause secondary steam production, which could rise throughout the building. Water pipes which rise above the ground floor are relatively small in diameter. They would probably not allow enough water to escape to rise above 1 ½ on the floors. Lowest book stack shelves are 2-3 off the floor.
First floor water main capacity is 250 gal. per minute, second floor is 225 gal, third floor is 205 gal., and fourth floor is 50 gal.
Air Conditioning
Air conditioning backup has occurred in the main library several times, resulting in
ceiling leaks and damaged books.
Electrical
Electrical failure of itself usually does not constitute a serious danger to the collection. However, an electrical failure combined with another catastrophe that resulted in the wetting of a large section of the collection would constitute the worst possible disaster scenario. Without power to remove water, to dehumidify and to circulate air, a wet collection would mold within 48 hours. The Main Library now has a limited auxiliary power system which will continue to operate lights, computer systems, and elevators in an emergency.
The University generates its own power. Its transmission lines are all underground and the feeder main to the Library has a back-up. Over the last 30 years, the longest campus-wide power outage lasted 5 hours (1987). The University, in the case of a failure of its own plant, has a 23 megawatt feed from Consumers Power. In the case of a failure of the CP main system, the University could operate independently. Nevertheless, there is always the possibility that a CP failure could be combined with a linkage failure as well, which could cause power surge damage to the University system. A simultaneous failure of both CP and the University power system would be the result. Damage to a wet collection would become irreversible if such an outage were to continue for more than a day. Such an eventuality is extremely remote.
Failure of building structures is a constant concern. In the Main Library and some of the branch libraries, roof leaks and minor plumbing leaks are not uncommon. Faulty air conditioning equipment often creates water problems. Any time moisture is introduced into stack areas there is a potential for mold formation. Regular inspection of stack areas, especially in the most vulnerable areas, is essential. Seasonal checks on drains will also help prevent water disasters.
The Main Library building can probably withstand most windstorms without damage. Shattered windows would be the most likely result if there were a direct hit by a tornado. It is unlikely, even in a major tornado, that there would be any structural collapse. However, loss of glass combined with rain and strong winds has the potential of more damage to the collection than any other cause.
LINES OF AUTHORITY
Circulation staff is trained to respond
to various kinds of emergencies and is the first to be contacted when an emergency
occurs. However, policies and procedures have been established
which designate the following persons as those who have authority to make major
decisions such as closing the building.
The names are listed in the order they are to be called in the event of
any major emergency such as fire, power failure, tornado, and bomb threats. If you cannot reach the first person on the list (the Director),
continue down the phone list until you reach someone with authority.
Director of Libraries
Cliff Haka 2-1147 (w) ******* (h)
Assistant Director for Access and Preservation
Jeanne Drewes
2-7486 (w) ******* (h)
Other Administrators
To be informed if the previous listed persons cannot be reached or if
the emergency affects an area of the Library over which the administrator has
direct responsibility.
Carole Armstrong
5-2342 (w) ******* (h)
Faye Backie 5-8465 (w) ******* (h)
Colleen Hyslop
2-2361 (w) *******(h)
Peter Berg 5-3770 (w) ******* (h)
Head of Facilities Support
Jim Hensley 3-9565
(w) ******* (h)
Head of Circulation
Kriss Ostrom 3-9565 (w)
Preservation Officer: Serves
as the Disaster Recovery Coordinator. To be contacted immediately if collections
are affected or endangered in any way. Contacts members of the Disaster Response Team if necessary.
Mary Jo Zeter
2-4679 (w) *******(h)
Manager, Office of Risk Management and Insurance: Should be called for advice regarding insurance documentation.
Patricia Fowler
355-5022 (w) ******* (h)
Fire Prevention, Occupational Safety Officer, Department of Police &
Public Safety
Lt. William Wardwell 353-5361 (w)
DISASTER RECOVERY COORDINATOR
The Preservation Officer for the Library will normally serve as Disaster Recovery Coordinator in the event of an emergency or disaster that affects or endangers the Libraries collections.
The Disaster Recovery Coordinator:
· is responsible for calling the members of the Disaster Response Team and works closely with the Head of Facilities Support (Jim Hensley) in acting as quickly as possible to assess the damage and direct clean-up operations.
· is responsible for maintaining inventory records of disaster supplies and reordering when necessary in order to maintain recommended stock levels.
· is responsible for communications, summary reports, evaluations, and follow-up assignments.
· assists branch libraries in responding to emergencies affecting their collections, by providing manpower, supplies, and advice, as needed.
Members: Disaster Recovery Coordinator
Assistant Director for Access and Preservation
Book Repair Supervisor
Department Representatives
Volunteers on call
Responsibilities and priorities:
1. In the event of a disaster affecting the collections, the first team member to arrive should immediately take charge until relieved by the Recovery Coordinator or the Assistant Director for Access and Preservation.
2) Appoint a person to secure the perimeter from unauthorized personnel.
3) Set up a communications and command station.
4) Assess the scope of the salvage problem.
5) Formulate a plan of action and determine immediate supply needs and action priorities. The salvage team will have the authority to appropriate supplies such as fans, trucks, etc., from all areas of the library.
6) Delegate responsibilities.
7) Appoint a person to meet and direct arrivals of supplies and personnel.
8) Set up teams with leaders, to deal with books. Train volunteers on the spot.
The Circulation staff is trained to respond to emergencies of all kinds and to evacuate the building if necessary. Staff and patrons in the building are advised of emergencies through the public address system. The Circulation staff notifies the Main Office and Branch Libraries through a telephone tree system when there are severe weather conditions occurring.
Special workshops should be held at least once a year for staff so they may be apprised of emergency and evacuation procedures that have been instituted or changed. A disaster recovery workshop should also be offered once a year.
Fire drills are conducted periodically to ensure that staff is familiar with emergency procedures. Tornado drills are advised early in the spring.
IDENTIFICATION OF LOCATION OF VALUABLE OR FRAGILE ITEMS
Collection coordinators and unit administrators should keep a record of library materials that are particularly valuable, rare, or fragile. A list of these in priority order should be posted near emergency instructions, and a copy should be sent to the Disaster Recovery Coordinator, the Assistant Director for Access and Preservation, and the Head of Facilities Support.
G E N E R A L O B S E R V A T I O N S
1. PERSONAL SAFETY OF STAFF AND PATRONS MUST TAKE PRIORITY OVER ALL OTHER CONSIDERATIONS.
2. General library-wide priorities can be determined but they will have limited applicability in any given case.
Catalog records that are not backed up offsite should receive top priority when endangered.
Second priority should be given to materials that represent collection strengths (not just MSU interests, but in areas where MSU Libraries owns the regional collection, e.g., Africana, Vincent Voice Library, Turfgrass Information Center, Canadian Documents Collection)
3. There are other elements to consider when setting priorities. The appropriate subject specialist(s) and area coordinator(s) should be aware of the elements to consider when setting priorities for salvaging materials, and of their implications; and should work with the Recovery