Collection Disaster Plan
Part 2 - Disaster Actions
Section 7: Disaster Action Procedures: General |
7.1 Introduction
Disaster incidents which may affect collection material at the National Library of Australia are those involving:
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High Risk
Medium Risk
Low Risk
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This section presents basic principles and procedures designed to deal with such incidents. It outlines general immediate, short and long term actions.
7.2 Persons Discovering a Disaster Incident During Normal Hours
Immediate Actions
When an emergency situation involving collection material is discovered:
- Assess the situation noting:
- source of disaster
- if collection material is affected
- if the area is safe
- Inform people who need to know urgently:
- Security
- Building and Security Services Help Desk
- Preservation Services
- Exhibition Registrar - if Exhibition areas affected
- Your supervisor
7.2.1 Assessment of Reported Emergencies by Questioning
When Library staff report an emergency situation to a Preservation Services officer, the contacted officer should assess the situation with a series of questions.
Questions should cover the following areas:
- where has the problem occurred and what is its extent?
- is the area safe?
- are collections affected?
- have other floors been checked?
- have the Building and Security Services Branch and Security been notified?
- have collection managers / Exhibition Registrar been notified?
- has any action been taken to protect collections?
The officer will then advise the staff member on appropriate immediate actions by referring to disaster actions set out in the Collections Disaster Plan, Part 2 and advise the Collections Disaster Coordinator.
7.2.2 Evacuation of Material
As an overriding principle, collection material should not be evacuated from storage without the express direction of the Director General, an Assistant DG, a member of EPC, or the Collections Disaster Coordinator.
Evacuation of collection material may be applicable where the Library has warning of a large flood, a bomb threat with a long lead time, or an emergency fire in another part of the building.
Evacuation from the building involves risks of exposing nationally significant material to poor weather conditions, high winds, physical damage and theft. These risks must be weighed against an unknown level of risk if the material is left in the building. In most cases the Library's housing arrangements should provide some protection against water, smoke and fire for the most important items in the collections.
If safe to do so, take short term urgent action to protect the collections.
7.2.3 Short Term Actions
Protect affected and threatened collection material by:
- stopping the source of the problem where possible
- preventing the problem affecting the collections by
- covering collections with plastic sheeting
- containing it with bins, buckets, mops, squeegees and absorbent materials
- not handling or moving affected collection material
- documenting the incident (photography)
Supplies to assist in protection of collection material are available from your nearest Local Emergency Supply Cabinet. Store locations and supplies available are listed in Section 3.
7.3 Discovering a Disaster Incident After hours
Immediate Actions
When an emergency situation involving collection material is discovered:
Inform people who need to know urgently.
After hours staff to call:
- Security
- Security to call:
- On call duty officer
- Building and Security Services Branch
(Security have details and contact numbers)
7.3.1 Assessment of Incident
The on call duty officer will assess the situation and advise Security of appropriate action.
7.3.2 Reporting Collection Disaster Incidents
When Library staff report an emergency situation, the contacted officer should assess the situation with a series of questions.
Questions should cover the following areas:
- where has the problem occurred and what is its extent?
- is the area safe?
- are collections affected?
- have other floors been checked?
- have the Building and Security Services Branch and Security been notified?
- have collection managers / Exhibition Registrar been notified?
- has any action been taken to protect collections?
The officer will then advise the staff member on appropriate Short Term actions by referring to disaster actions set out in the Collections Disaster Plan, Part 2 and advise the Collections Disaster Coordinator.
The on call duty officer will complete the 'Comcover incident report' form available on the Intranet.
7.3.3 Short Term Actions
Protect affected and threatened collection material by:
- stopping the source of the problem where possible
- preventing the problem affecting the collections by
- covering collections with plastic sheeting
- containing it with bins, buckets, mops, squeegees and absorbent materials
- not handling or moving affected collection material
- documenting the incident (photography)
Supplies to assist in protection of collection material are available from your nearest Local Emergency Supply Cabinet.
7.4 Persons Responsible for Managing the Disaster
Long Term Actions
After immediate actions have been taken, persons responsible for managing the disaster will commence long term actions by:
- reassessing the situation
- consulting with or including the EPC in planning and decision making
- consulting with Collection Managers / Exhibition Registrar where necessary
- establishing priorities
- implementing long term plans to stabilise and restore affected areas
- implementing long term plans to salvage and restore collection material
- obtaining resources needed to implement plans
- fully documenting and reporting on the incident to EPC
7.4.1 Priority Collection Material
The National Library of Australia holds a variety of material identified by collection areas as being of high national significance. During an emergency which is affecting or has affected relevant collection areas, this material is given top priority for salvage and treatment.
The Register of Nationally Significant Material is updated on a quarterly basis by Preservation Services with input from Collection Managers.
7.4.2 Salvage Team instruction and Briefing
When disaster situations requiring salvage teams have been assessed and a salvage strategy formulated, salvage teams will be assembled and briefed either on site or at a designated outside location. Briefings will be conducted by a Preservation Staff member and/or Collection Manager.
Teams will be provided with a salvage team instruction form which includes general guidelines and instructions and space for special instructions notes and report notes. Section 6.5 contains an example of the salvage team instruction form.
7.4.3 Documentation of Collection Material Movements
It is essential that movement of collection materials during disaster incidents and at all stages of the disaster response and recovery procedures are documented.
Due to time constraints and quantity of material involved, documentation should be brief but accurate. The purpose is to keep a record of what has been damaged and where it has been located.
Where less than 100 items are involved, as much detail as possible should be recorded. Information to be recorded should include: call or accession number, title, publication date, reference crate or box number, normal location and new location. Condition such as wet or burned can also be included.
Where larger numbers of items are involved, time constraints may make it impractical to document movements in detail. However information to be recorded should include the number of items per box, dewey or accession number range, box number and new location. Section 6.6 contains an example of a collection movement documentation form.
Implemented plans will be maintained by re-assessment and refinement as necessary to ensure effectiveness of all actions.
7.5 Salvage Team Instruction Form
Date: .................................................... Time: ........................................
| Salvage Team No: | |
| Leader: | |
| Salvage Location: | |
| Type of Material: |
General Guidelines:
- Always record collection movements.
- Salvage wet material from shelves top to bottom
- Monitor salvage area safety regularly
- Ensure team members have protective clothing
- Rotate team members for rest breaks
- Report any difficulties to the disaster command post
- Consult Preservation Services staff on special handling issues.
Special Instructions: (Include new location for salvaged material)
Record any comments on other side.
7.6 Collection Movement Documentation Form
Date: ....................... Collection Area/Location: ......................................................................................................................
| Item No. | Title | Author/Attribution | Normal Location | Crate/Box No. | New Location | Comments |
|---|---|---|---|---|---|---|
