Collection Disaster Plan

Part 2 - Disaster Actions

Section 8: Disaster Action Procedures: Detailed

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8.1 Introduction

This section provides detailed immediate, short and long term disaster response and recovery actions for identified high, medium and low risk disaster incidents which may affect collection material held by the National Library of Australia.

These detailed actions are designed as a reference tool and guide for those responsible for managing and coordinating collection related response and recovery actions to ensure incidents are managed well and in a consistent manner.

Due to the unpredictable nature of disaster incidents, these detailed guidelines may need to be modified and adjusted to suit the situation.

8.2 Fire and Smoke Damage

When a fire occurs:

  • follow directions in the NLA Counter Emergency Manual. When the situation is safe and re-entry to the building is permitted by the fire brigade:
  • commence Immediate Actions for fire and smoke damage

8.2.1 Immediate Actions

The Collection Disaster Coordinator assesses the situation to:

  1. establish if collection material has been affected
  2. check for associated water damage
  3. check that shelving is structurally sound
  4. check the need for short term protection of the collections

When the situation has been assessed commence Short Term Response and Long Term Recovery Actions for fire and smoke damage.

8.2.2 Short Term Response and Long Term Recovery Actions

Where a small amount of material is fire and / or water affected it is treated as fire and /or water affected:

  • follow directions in Sections 8.3: Short and Long Term Actions for Small Water and / or Sewage Leaks
  • follow directions in Section 9: Special Handling Instructions; Water and Fire damage

Where a large amount of material is fire and / or water affected:

  • follow directions in sections 8.3: Short and Long Term Actions for Large Water and / or Sewage Leaks
  • follow directions in Section 9: Special Handling Instructions; Water and Fire damage

Where shelving is not structurally sound the Building Manager, Building and Security Services Branch assesses the situation and coordinates stabilisation before any salvage work can commence.

Where collection material is smoke and/or soot affected:

  • follow directions in to Section 8.6: High Dust Levels in Collection Areas

 

8.2.3 Post Disaster Actions

When short and long term recovery actions are completed the Collections Disaster Coordinator and EPC members conduct a full post-disaster assessment to:

  1. analyse the successful and failing aspects of the immediate, short and long term actions taken
  2. prepare a written report on the incident including:
    • cause of the disaster
    • number of items damaged, replaced, discarded, and repaired
    • ongoing treatment costs
    • staff time expended during the operation
    • cost of restoring the affected area
    • cost of equipment and supplies
  3. make changes to the disaster plan where necessary
  4. send letters of thanks to those who assisted

8.3 Water and/or Sewage Leak

8.3.1 Immediate Actions

When you find a water or sewage leak which could possibly affect collection areas:

  1. assess the situation:
    • is water / sewage leaking from above or rising from below?
    • is it a small or a large leak?
    • is collection material being or about to be affected?
    • is the area safe to enter?
  2. DO NOT enter a flooded area until maintenance and service personnel have made the area safe. There is extreme danger of electric shock
  3. ring the emergency number and report the problem stating the exact location and details to the duty security officer

Security contacts and advises:

  • Building and Security Services staff, and
  • Preservation Services staff
  • Exhibitions (when in Exhibition Gallery)

The Building Manager, Building and Security Services Branch coordinates:

  • the stabilisation of any leak
  • clean up of sewage leaks

When it is safe to do so:

  • commence Short Term Response Actions for
    • small water / sewage leaks
    • large water / sewage leaks or flood

8.3.2 Small water and / or sewage leak
Short Term Response Actions

After immediate response action has been taken:

  1. proceed to the closest Local Emergency Store Cabinets (in back lift lobby on LG2, LG1, 1st, 2nd, 3rd, 4th floors and on Ground floor) or bins (LG1 work areas , 2nd floor behind front lifts, 3rd floor work area)
  2. break glass seal and open cabinet, and take out plastic sheeting, buckets, bins, mops, protective clothing, etc as required
  3. collect a water vac from Security or Preservation Services if required (note: water vacs should not be used near magnetic material, such as in Cold Store and Tape Store)
  4. cover affected or threatened collections with plastic sheeting, place bins under leaks if necessary
  5. remove water and / or restrict or direct its flow using mops, squeegees, water vacs, etc
  6. DO NOT remove any nationally significant material except under the direction of the Collections Disaster Coordinator

When the situation has been stabilised (leak stopped, floor clear, collection covered) commence Long Term Recovery Actions.

8.3.3 Small water and / or sewage leak
Long Term Recovery Actions

Salvage priority is generally given to:

  • nationally significant material, as listed on the Register of Items of National Significance, with the advice of the collection managers
  • material in formats requiring urgent attention (artworks, original materials with water soluble media, coated papers, magnetic media, photographs, microform masters)
  • other special collection materials
  • fire damaged material

Other collection material should then be salvaged.

The Collections Disaster Coordinator:

  • assesses the situation, and if necessary calls for Collection Managers and /or Exhibition Registrar to assemble
  • in consultation with relevant Collection Managers and /or Exhibition Registrar and Collection Development staff assesses damage to collection material and establishes priorities for removal and treatment. (Priorities are established in consultation with relevant collection managers)
  • formulates a recovery action plan
  • arranges for an NLA photographer to photograph the affected area during all stages of the action plan

The Collections Disaster Coordinator, a deputised Preservation Services or Collection area officer:

  • ensures records of material locations and movements are maintained at all times
  • supervises salvage operations
    • - sewage affected material is segregated for interim cleaning treatment by Preservation Services
    • - fire damaged material is segregated for interim cleaning and stabilisation treatment by Preservation Services

The Building Manager, Building and Security Services Branch coordinates stabilisation and control of the environment

Preservation Services staff:

  • ensure their work area is prepared to receive affected material
  • assess affected material and determine appropriate treatments in consultation with Collection Managers and/or Director of Exhibitions. Where material is judged to be beyond cost effective recovery, collection managers should decide on replacement or discard

8.3.4 Small water and / or sewage leak
Post Disaster Actions

When treatment has been completed and appropriate environmental conditions have been restored, recovered material is returned to the collection areas, the Collections Disaster Coordinator conducts a post disaster assessment to:

  • analyse the successful and failing aspects of the immediate, short and long term actions taken
  • prepare a written report on the incident
  • make changes to the disaster plan where necessary

8.3.5 Large water and / or sewage leak
Short Term response

Under the short term action plan, staff attempt to stabilise the situation and protect collections:

  1. obtain appropriate emergency supplies from:
    • Local Emergency Store Cabinets (in back lift lobby on LG2, LG1, 1st, 2nd, 3rd, 4th floors and on Ground floor) or bins (LG1 work areas, 2nd floor behind front lifts, 3rd floor work area)
    • Central Emergency Store. Keys are held by Security and Preservation Services
  2. select plastic sheeting, buckets, bins, mops, protective clothing, etc as required
  3. collect a water vac from Security or Preservation Services if required note: water vacs should not be used near magnetic material, such as in Cold Store and Tape Store
  4. remove water and / or restrict or direct its flow using mops, squeegees, water vacs, etc
  5. nationally significant material should not be removed except under the direction of the Collections Disaster Coordinator
  6. cover affected or threatened collections with plastic sheeting, place bins under leaks if necessary

The Building Manager, Building and Security Services Branch coordinates stabilisation of the affected area by:

  • turning off power and water supplies if necessary
  • locating and controlling the leak source
  • controlling humidity and temperature levels for the duration of the operation
  • coordinating clean up of sewage
  • arranging for the fire brigade to pump out excess water if necessary
  • arranging for the fire brigade to check the area for hazards before any staff are allowed to enter the area

The Collections Disaster Coordinator:

  • assesses the situation, taking account of the extent and type of damage, the risk or presence of mould, the type and value of the material
  • assembles Collection Managers and /or Exhibition Registrar if necessary
  • ensures that the EPC is informed of the situation regarding collections by advising Assistant DG Collections and Reader Services or Assistant DG Corporate Services
  • ensures the Communications Emergency Coordinator is informed of the situation
  • formulates a short term action plan
  • assesses short term staff and equipment needs
  • arranges for an NLA Photographer to photograph all stages of the action plan

When the situation is stabilised (leak stopped, floor clear, collection covered) commence Long Term Recovery Actions.

8.3.6 Large water and / or sewage leak
Long Term Recovery Actions

Salvage priority is generally given to:

  • nationally significant material, as listed on the Register of items of national significance, with the advice of collection managers
  • material in formats requiring urgent attention (artworks, original materials with water soluble media, coated papers, magnetic media, photographs, microform masters)
  • other special collection materials
  • fire damaged material

Other collection material should then be salvaged.

The Security Operations Co-ordinator allocates guards to keep non-essential personnel out of the affected area.

When a major incident has occurred, the Collections Disaster Coordinator:

  • requests the EPC to meet for a briefing
  • arranges for Collection Managers to conduct a full inspection of the building to locate all areas and collection items affected and assess the situation
  • arranges for a disaster recovery command post to be established with necessary furniture and equipment

Following the inspection, the Collections Disaster Coordinator and Collection Managers and /or Exhibition Registrar:

  • determine broad priorities for action
  • formulate an action plan
  • determine the staff resources needed to undertake salvage
  • establish priorities for salvage of collection material
  • brief the EPC on the situation

When priorities have been established, the Collections Disaster Coordinator, the EPC and Collection Managers / Exhibition Registrar allocate responsibilities, including responsibilities for:

  • assembling salvage teams
  • obtaining necessary supplies of materials, equipment, services and expertise for salvage. Lists of material on hand in Emergency Cabinets is in Section 3. Contact numbers of outside suppliers, and for other institutions are in Appendix 2 and 3.
  • arranging facilities for salvage workers including food and drink, rest facilities, and protective clothing
  • ensuring Senior Management are kept informed
  • ensuring the Communications Emergency Coordinator is kept informed and coordinates contact with news media
  • allocating teams to appropriate salvage areas and tasks (co-ordinated by Preservation Services staff)
  • ensuring all collection movements are fully documented and any containers labelled by designated record keepers
  • briefing teams / team leaders on the situation and on their duties (Preservation Services staff)
  • providing instructions to salvage teams (Preservation Services staff)
  • troubleshooting for salvage teams (Preservation Services staff)
  • attending to special needs of highest priority items (Preservation Services Conservators)
  • setting up sorting areas for salvaged material, with plastic covered tables
  • sorting material - assessing, separating, routing for air drying, freezing, special emergency treatment (Co-ordinated by Preservation Services staff)

Teams commence salvage operations under instructions from their team leaders and designated Preservation Services officers. (Special Handling Instructions and general principles for water damaged material can be found in Section 8.)

As material is salvaged:

  • Preservation Services or other allocated staff assess and sort material for air drying, freezing, special emergency treatment (which may include fumigation if mould is present)
  • Collections staff assess material and decide on replacement, disposal or treatment in consultation with Preservation Services staff
  • material is transported using trolleys, boxes, crates, or other suitable containers
  • material for freezing is loaded onto pallets and placed into freezer trucks using a forklift

Note: salvage of wet library material is heavy work. Team leaders are responsible for team use of appropriate lifting and transport equipment and for ensuring members have regular rest periods

The Collections Disaster Coordinator, the EPC and Collection Managers monitor progress and adjust plans as appropriate. Particular attention needs to be given to bottlenecks, complaints from salvage workers, the effect of environmental conditions, the adequacy of supplies of materials, equipment, expertise, personnel, space and security of collection material

The Building Manager, Building and Security Services Branch continues to coordinate the control of temperature, relative humidity and air quality to facilitate the salvage operation and minimise risks of subsequent damage to the collections.

8.3.6 Large water and / or sewage leak
Post Disaster Actions

When the salvage operation is completed in an area:

  • the Building Manager, Building and Security Services Branch coordinates restoration of the affected area
  • Senior Library Management and the EPC coordinate return to normal operations
  • Preservation Services manage the treatment of damaged material and assess when it would be appropriate for material to be returned to storage

When short and long term recovery actions are completed, the Collections Disaster Coordinator and EPC members conduct a full post-disaster assessment to:

  • analyse the successful and failing aspects of the immediate, short and long term actions taken
  • prepare a written report on the incident including:
    • cause of the disaster
    • number of items damaged, replaced, discarded, and repaired
    • ongoing treatment costs
    • staff time expended during the operation
    • cost of restoring the affected area
    • cost of equipment and supplies
  • make changes to the disaster plan where necessary
  • send letters of thanks to those who assisted

8.4 Equipment Malfunction

8.4.1 Immediate Actions

If you find a situation where collection material may be damaged by failure or malfunctioning of equipment:

  1. assess the situation -
    • what type of problem is the malfunction causing?
    • is collection material being affected?
    • is the area safe for entry?
  2. ring or page Security or the Building and Security Services Branch Help Desk
  3. Ring the Exhibition Registrar if Exhibition areas are affected
  4. ring the Collections Disaster Coordinator or Preservation Services if collection material is being affected
  5. do not attempt to rectify a malfunctioning piece of equipment
  6. do not remove damaged collection material until it is safe to do so
  7. if it is safe to do so, commence short term response actions for equipment malfunction

8.4.2 Short Term Response Actions

If a malfunction results in a water leak follow directions in Section 8.3: water and / or sewage leak actions

If a malfunction results in temperature and relative humidity fluctuations the Building Manager, Building and Security Services Branch coordinates restoration of stable conditions within accepted levels

Preservation Services staff monitor environmental conditions in affected collection areas and liaise with the Building Manager, Building and Security Services Branch

If collection material has been damaged:

  • the Collections Disaster Coordinator supervises an appropriate treatment response in consultation with collection managers and acquisitions staff
  • records of all material movements should be maintained at all times.

When the situation is stabilised commence long term recovery actions for equipment malfunction

8.4.3 Long Term Recovery Actions

The Building Manager, Building and Security Services Branch coordinates repair of equipment to fully safe working order.

Collection material given priority for repair is treated and returned to the collections by Preservation Services staff.

Collection material identified for replacement or disposal is processed by Acquisitions staff.

The Collections Disaster Coordinator conducts a post disaster assessment to:

  • analyse the successful and failing aspects of the immediate, short and long term actions taken
  • prepare a written report on the incident
  • propose changes to equipment maintenance procedures if necessary
  • make changes to the disaster plan where necessary

8.5 Collection Damage caused by Poor Storage and Handling

8.5.1 Immediate Actions for persons discovering damaged collection material

When you find collection material that has been or seems likely to be damaged by poor storage and handling:

  1. assess the situation:
    • does the situation require urgent action to prevent damage or further damage?
    • what caused or threatens to cause the damage?
    • what type of material is damaged or at risk?
    • will handling worsen the damage?
  2. if a member of staff or a visitor is handling material and is causing damage, ask them to stop
  3. ring the Collections Disaster Coordinator or Preservation Services
  4. where the damaged material is fragile or in pieces refer to Section 8, Special Handling Instructions
  5. refer the damaged material to Preservation Services with a filled in yellow treatment request form

When these actions are complete commence short and long term response and recovery actions

8.5.2 Short Term Response and Long Term Recovery Action

The Collections Disaster Coordinator in collaboration with the Collection Manager and/or Exhibition Registrar:

  • assesses the damaged or threatened collection material and determines the cause
  • arranges for and supervises steps to rectify the poor storage and handling contributing to damage, by:
  • re-designing storage systems
  • developing different storage options
  • improving packaging of material
  • organising training for Library staff
  • advising on storage modifications

Preservation Services staff:

  • develop appropriate treatment action, in consultation with collection managers
  • treat material identified for repair
  • return treated material to the collections when appropriate steps have been taken to minimise further risk

Collection Managers and Exhibition Registrar:

  • ensure staff understand requirements
  • apply negotiated improvements in storage and handling procedures to minimise further risk

The Collections Disaster Coordinator conducts a post disaster assessment to:

  • analyse the successful and failing aspects of the immediate, short and long term actions taken
  • prepare a written report on the incident
  • propose longer term and / or wider changes to collection storage and handling policies and procedures if necessary
  • make changes to the disaster plan where necessary

8.6 High Dust Levels

8.6.1 Immediate Actions

When you find abnormally high dust levels in the air or on flat surfaces in collection areas:

  1. assess the situation:
    • is collection material being affected or likely to be affected?
    • is it apparent where the dust might be coming from?
    • can you tell what the dust consists of (eg greasy, sooty, metallic, concrete, etc)
    • is the dust likely to cause OH&S problems?
  2. ring the Building and Security Services Branch Help Desk
  3. ring or page the Collections Disaster Coordinator or Preservation Services
  4. When contact has been made commence short and long term response and recovery actions for material affected by high dust levels

8.6.2 Short Term Response and Long Term Recovery Actions

The Building Manager, Building and Security Services Branch:

  • assesses the situation in consultation with the Collections Disaster Coordinator
  • arranges for a thorough inspection of the building to identify other affected areas
  • coordinates control of dust levels in the area by:
    • locating and controlling the dust source
    • rectifying equipment faults
    • organising a thorough clean up of the area

If necessary to protect collection material from further damage, the Collections Disaster Coordinator and/or the Collection Manager/ Exhibition Registrar:

  • organises temporary covering of the material using plastic sheeting
  • organises temporary restriction of access to material which might be damaged by abrasion and handling

When nationally significant material, original artworks and special collections material is affected the Collections Disaster Coordinator and or the Collection Manager /Exhibition Registrar plans and arranges for a cleaning program for the material, to be carried out or closely supervised by Preservation Services staff

When other collection material housed on book stacks has been affected the Collections Disaster Coordinator arranges for cleaning teams to be set up, instructed in cleaning techniques and supervised by Preservation Services staff

When collections and storage areas have been cleaned, the Collections Disaster Coordinator conducts a post disaster assessment to:

  • analyse the successful and failing aspects of the immediate, short and long term actions taken
  • prepare a written report on the incident
  • propose changes to Building and Security Services Branch procedures if necessary
  • make changes to the disaster plan where necessary

8.7 Mould Outbreak

8.7.1 Immediate Actions

If you find a situation which may indicate the presence of active mould:

  1. assess the situation:
    • is the outbreak confined to a small area, or widespread?
    • is collection material being affected?
    • is the material still damp or wet?
    • is the outbreak apparently associated with a current water leak, an old water leak, or with high ambient humidity?
  2. ring the Collections Disaster Coordinator or Preservation Services
  3. ring the Building and Security Services Branch Help Desk
  4. do not handle or attempt to remove affected collection material - handling may constitute a health hazard to you and an increased risk of physical damage to the material

If the outbreak is associated with a current water leak respond as for a water leak, follow directions in section 7.3: water and/or sewage leak but include steps appropriate to mouldy material in handling, sorting, and fumigation

If there is no current water leak commence short term response actions for either small or large mould outbreak

8.7.2 Small mould outbreak in collections
Short Term Response Actions

The Collections Disaster Coordinator and the Building Manager, Building and Security Services Branch:

  • assess the situation and investigate the reasons for the outbreak
  • arrange for a thorough inspection of adjacent areas to identify other affected material

The Building Manager, Building and Security Services Branch coordinates stabilisation of the environment by:

  • locating and controlling the source of moisture
  • controlling humidity and temperature within appropriate levels
  • rectifying equipment malfunction
  • maintaining airflow through the area
  • organising for the area to be cleaned thoroughly

The Collections Disaster Coordinator:

  • in consultation with relevant Collection Managers and /or Exhibition Registrar and Collection Development staff assesses affected collection material
  • coordinates an appropriate treatment response in consultation with Collection Managers and acquisitions staff
  • ensures records of all material movements are maintained at all times

When the situation is stabilised commence long term recovery actions for mould outbreak - small

8.7.3 Small mould outbreak in collections
Long Term Recovery Actions

The Building Manager, Building and Security Services Branch:

  • arranges for close monitoring of the environmental conditions
  • organises for the area to be cleaned thoroughly when affected collection material has been removed

Preservation Services staff:

  • remove affected collection material from the area
  • assess material and process items prioritised for fumigation and / or repair
  • package and send material that cannot be adequately fumigated in-house to an outside fumigation company
  • arrange for freezing, vacuum freeze drying and fumigation where necessary
  • return fumigated, treated and checked material to the collections

Acquisitions staff:

  • process collection material identified for replacement or discard

The Collections Disaster Coordinator conducts a post disaster assessment to:

  • analyse the successful and failing aspects of the immediate, short and long term actions taken
  • prepare a written report on the incident
  • propose changes to collection management procedures if necessary
  • make changes to the disaster plan where necessary

8.7.4 Large mould outbreak in collections
Short Term Response Actions

The Collections Disaster Coordinator and the Building Manager, Building and Security Services Branch:

  • assess the situation and investigate the reasons for the outbreak
  • arrange for a thorough inspection of adjacent areas and an inspection of the rest of the building to identify other affected areas

The Collections Disaster Coordinator:

  • assesses the material
  • assembles Collection Managers if necessary
  • ensures that EPC is informed of the situation regarding collections by advising Assistant DG Australian Collections and Reader Services or Assistant DG Corporate Services
  • ensures the Communications Emergency Coordinator is informed of the situation
  • formulates a short term action plan
  • assesses short term staff and equipment needs
  • arranges for a NLA Photographer to photograph all stages of the action plan

The Building Manager, Building and Security Services Branch coordinates stabilisation of the environment by:

  • locating and controlling the source of moisture
  • controlling humidity and temperature within appropriate levels
  • rectifying equipment malfunction
  • maintaining airflow through the area

When the situation is stabilised:

  • commence long term recovery actions for mould outbreak - large

8.7.5 Large mould outbreak in collections
Long Term Recovery Actions

The Security Controller allocates guards to keep non-essential personnel out of the affected area.

When the outbreak is major the Collections Disaster Coordinator:

  • requests the EPC to meet for a briefing
  • arranges for Collection Managers to conduct a full inspection of the area and assess the situation
  • arranges for a disaster recovery command post to be established with necessary furniture and equipment

Following the inspection, the Collections Disaster Coordinator and the Collection Managers:

  • determine broad priorities for action
  • formulate an action plan
  • determine the staff resources needed to undertake salvage
  • establish priorities for salvage of collection material
  • brief the EPC on the situation

Salvage priority is generally given to:

  1. nationally significant material, as listed on the Register of items of national significance, with the advice of collection managers
  2. material in formats requiring urgent attention (artworks, original materials with water soluble media, coated papers, magnetic media, photographs, microform masters)
  3. other special collection materials

Other collection material should then be salvaged.

When priorities have been established, the Collections Disaster Coordinator, the EPC and Collection Managers allocate responsibilities, including responsibilities for:

  • assembling salvage teams
  • obtaining necessary supplies of materials, equipment, services and expertise for salvage. Lists of material on hand in Emergency Cabinets is in Section 3. Contact numbers of outside suppliers, and for other institutions are in Appendix 2 and 3. Special attention must be given to the protective clothing required for handling mouldy materials
  • arranging facilities for salvage workers including food and drink, rest facilities, and protective clothing
  • ensuring Senior Management are kept informed
  • ensuring the Communications Emergency Coordinator is kept informed and coordinates contact with news media
  • allocating teams to appropriate salvage areas and tasks (co-ordinated by Preservation Services staff)
  • ensuring all collection movements are fully documented and any containers labelled by designated record keepers
  • briefing teams / team leaders on the situation and on their duties (Preservation Services Staff)
  • providing instructions to salvage teams including OH&S instructions (Preservation Services staff)
  • troubleshooting for salvage teams (usually Pres Services staff)
  • attending to special needs of highest priority items (Preservation Services staff)
  • setting up sorting areas for salvaged material, with plastic covered tables
  • sorting material - assessing, separating, routing for fumigation, air drying, freezing, special emergency treatment (co-ordinated by Preservation Services staff)

Teams commence salvage operations under instructions from their team leaders and designated Preservation Services officers. (Special Handling Instructions and general principles for water damaged and/or mouldy material can be found in Section 8.

As material is salvaged:

  • Preservation Services or other allocated staff assess and sort material for immediate fumigation, air drying, freezing, special emergency treatment
  • Collections staff assess material and decide on replacement, disposal or treatment in consultation with Preservation Services staff
  • material is transported using trolleys, boxes, crates, or other suitable containers
  • material for freezing is loaded onto pallets and placed into freezer trucks using a forklift

Note: salvage of wet library material is heavy work. Team leaders are responsible for team use of appropriate lifting and transport equipment and for ensuring members have regular rest periods. Salvage of mouldy material is particularly hazardous and team leaders are responsible for ensuring team members use protective equipment properly.

The Collections Disaster Coordinator, the EPC and the Collection Managers monitor progress and adjust plans as appropriate. Particular attention needs to be given to bottlenecks, complaints from salvage workers, the effect of environmental conditions, the adequacy of supplies of materials, equipment, expertise, personnel, space, security of collection material.

The Building Manager, Building and Security Services Branch continues to coordinate the control of temperature, relative humidity and air quality to facilitate the salvage operation and minimise risks of subsequent damage to the collections.

When the salvage operation is completed in an area the Building Manager, Building and Security Services Branch coordinates restoration of the affected areas

  • Senior Library Management and the EPC coordinate return to normal operations
  • Preservation Services manage the treatment of damaged material and assess when it would be appropriate for material to be returned to storage

When short and long term recovery actions are completed the Collections Disaster Coordinator and the EPC members conduct a full post-disaster assessment to:

  1. analyse the successful and failing aspects of the immediate, short and long term actions taken
  2. prepare a written report on the incident including:
    • cause of the disaster
    • number of items damaged, replaced, discarded, and repaired
    • ongoing treatment costs (inc. fumigation and cleaning)
    • staff time expended during the operation
    • cost of restoring the affected area
    • cost of equipment and supplies
  3. make changes to the disaster plan where necessary
  4. propose changes to collection management procedures if necessary
  5. send letters of thanks to those who assisted

8.8 Vandalism of Collection Material

8.8.1 Immediate Actions

When you find collection material which is being or has been vandalised:

  1. assess the situation:
    • is the material at risk of further damage?
    • is it safe to leave the material to get assistance?
    • is it safe to intervene?
  2. if immediate assistance is needed and it is safe to leave the material, or not safe to intervene contact Security
  3. contact Exhibition Registrar - if Exhibition areas affected

When it is safe to do so, commence short and long term recovery actions.

8.8.2 Short Term Response and Long Term Recovery Actions

When any current threats have been attended to:

  • refer the material to Preservation Services with a filled in yellow treatment request form, or ring the Collections Disaster Coordinator or Preservation Services
  • report the incident to the Director, Reader Services for follow up if the person causing the damage can be traced

Any vandalism should be reported to the Security Operations Co-ordinator for appropriate investigation.

Preservation Services staff:

  • assess the material and develop appropriate treatment actions in consultation with collection managers
  • treat material identified for repair and return to the collections

Acquisitions staff:

  • process material identified for replacement or disposal

The Collections Disaster Coordinator conducts a post disaster assessment to:

  • analyse the successful and failing aspects of the immediate, short and long term actions taken
  • prepare a written report on the incident
  • propose changes to security and exhibition procedures if necessary
  • make changes to the disaster plan where necessary

8.9 Insect and Vermin Infestation

8.9.1 Immediate Actions

If you find a situation which may indicate the presence of active insects or other pests such as rodents:

  1. assess the situation -
    • what type of infestation is it?
    • is it a small or large infestation?
    • is collection material being affected?
  2. ring or page Security or the Building and Security Services Branch Help Desk
  3. ring the Collections Disaster Coordinator or Preservation Services if collection material is being affected
  4. If in Exhibition Areas contact Exhibition Registrar
  5. when contact has been made, commence short term response actions for insect and vermin infestation

8.9.2 Short Term Response Actions

The Building Manager, Building and Security Services Branch:

  • assesses the infestation in consultation with Preservation Services staff
  • if necessary, arranges for samples to be referred to outside agencies for identification
  • arranges for a thorough inspection of adjacent areas and an inspection of the rest of the building to identify other affected areas
  • coordinates pest control procedures in the affected area

If collection material has been affected the Collections Disaster Coordinator:

  • assesses the material
  • coordinates an appropriate treatment response in consultation with collection managers and acquisitions staff
  • ensures records of all material movements are maintained at all times

When the situation is stabilised commence long term recovery actions for insect and vermin infestation

8.9.3 Long Term Recovery Actions

The Building Manager, Building and Security Services Branch:

  • supervises appropriate pest control procedures, carried out by the Library's pest control contractor
  • arranges for close monitoring of the area for signs of re-infestation

Preservation Services staff:

  • process collection material prioritised for fumigation and / or repair
  • package and send material that cannot be adequately fumigated in-house to an outside fumigation company
  • return fumigated, treated and checked material to the collections

Acquisitions staff:

  • process collection material identified for replacement or discard

The Collections Disaster Coordinator conducts a post disaster assessment to:

  • analyse the successful and failing aspects of the immediate, short and long term actions taken
  • prepare a written report on the incident
  • propose changes to integrated pest management procedures if necessary
  • make changes to the disaster plan where necessary

8.10 Disasters affecting material belonging to other owners in care of NLA

8.10.1 Immediate Actions

When damage occurs to material in the care of the NLA belonging to other owners:

  1. assess the situation:
    • what type of disaster is it?
    • what type of material is it?
  2. contact the Collections Disaster Coordinator or Preservation Services
  3. contact Exhibition Registrar
  4. do not touch or remove material which does not belong to NLA which has been threatened or damaged by disaster except under the direction of the Collections Disaster Coordinator
  5. however, it should be protected from risk of further damage from water, dust, or vandalism by commencing appropriate short term response action as soon as possible

8.10.2 Short Term Response and Long Term Recovery Actions

After following the short term actions for water leaks, dust, vandalism, fire, etc as appropriate, to stabilise and protect the material, the Collections Disaster Coordinator and Exhibition Registrar arranges for documentation photographs to be taken by a NLA photographer, and for full damage documentation to be completed by Preservation Services (only preliminary documentation may be possible until further handling is approved by the owner).

Where loaned exhibition material is affected, the Exhibition Registrar contacts the owner to:

  • advise them of the incident
  • report on the immediate and short term response action taken
  • consult on what action should be taken
  • seek approval for further action if appropriate
  • provide final report on incident

Preservation Services staff carry out long term actions as approved by the owner.

The Collections Disaster Coordinator conducts a post disaster assessment to:

  • analyse the successful and failing aspects of the immediate, short and long term actions taken
  • prepare a written report on the incident
  • propose changes to security and exhibition procedures if necessary
  • make changes to the disaster plan where necessary

8.11 Bomb Damage

When the situation is safe, the building and services have been stabilised and re-entry to the site is permitted commence immediate disaster actions

8.11.1 Immediate Actions

The Collections Disaster Coordinator in consultation with the EPC assesses the situation to:

  • establish if collection material has been affected and in what way
  • check that shelving and fittings are structurally sound
  • check the need for short term protection of the collections from water, theft, exposure to fluctuating outside environmental conditions

When the situation has been assessed:

  • commence short and long term response actions

8.11.2 Short Term Response and Long Term Recovery Actions

Where collection material has been water affected it will be treated as water affected

  • follow directions in Section 7.3 short and long term response and recovery actions for water and /or sewage leak, either large or small
  • follow directions in Section 8 Special Handling Instructions for General Physical Damage, Water Damage, and Fire Damage

Where material has not been water damaged but is blast damaged the Collections Disaster Coordinator assesses situation and in consultation with the EPC and Collection Managers determine a strategy for salvage

Salvage priority is given to items of particular national significance and unique material

Where windows and / or external walls have been blown out:

  • the Collections Disaster Coordinator and the Building Manager, Building and Security Services Branch consult on the most appropriate means of protecting the collection against the elements and against unsuitable environmental conditions
  • the Building Manager, Building and Security Services Branch arranges for stabilisation of the building environment if practicable
  • otherwise, the Collections Disaster Coordinator arranges for movement of particularly vulnerable material and covering of collections

When short and long term actions are completed:

  1. the Collections Disaster Coordinator and EPC members conduct a full post-disaster assessment to:
  2. analyse the successful and failing aspects of the immediate, short and long term actions taken
  3. prepare a written report on the incident including:
    • cause of the disaster
    • number of items damaged, replaced, discarded, and repaired
    • ongoing treatment costs
    • impact on service provision to clients
    • staff time expended during the operation
    • cost of restoring the affected area
    • cost of equipment and supplies
  4. make changes to the disaster plan where necessary
  5. propose changes to security and Building and Security Services Branch procedures if necessary
  6. send letters of thanks to those assisted

8.12 Disasters Outside The Building: Hume Warehouse and NLA Annex

8.12.1 Immediate Actions

Assess the situation:

  • what type of disaster is it?
  • has the disaster caused injury to people?
  • what type of material is involved?
  • is collection material secure?

If the incident has resulted in personal injury and/or damage to Library equipment:

  • Ring the emergency number

or

  • Contact your supervisor in the Library building and advise them of the incident

If collection material is affected:

  • Ring the Collections Disaster Coordinator

If safe to do so take action to protect affected material using the emergency supplies provided

  • at the Hume Warehouse an emergency supply cabinet is located in the storage area outside the staff work room
  • at the NLA Annex an emergency supply cabinet is located near the front door.

If the disaster involves failure or malfunction of Library property:

  • Ring the Building Manager, Building and Security Services Branch

8.12.2 Short and Long Term Actions

The Collections Disaster Coordinator advises Managers responsible for the affected area of the situation.

Where material belonging to other owners is affected follow directions in section 8.9

The Collections Disaster Coordinator assesses available information on the incident and develops an appropriate short term action plan for affected collection material including:

  • coordinating its return to the Library, where possible, for assessment
  • referral to other disaster action procedures applicable to the incident
  • inspection of the disaster site
  • stabilisation of the disaster site
  • consultation with Collection Managers

The Building Manager, Building and Security Services Branch assesses available information on the incident and co-ordinates stabilisation restoration of affected Library equipment and property.

Where the disaster has occurred in a building under management by another organisation the Building Manager, Building and Security Services Branch will liaise with that management to develop an acceptable restoration plan for the affected area.

The Collections Disaster Coordinator conducts a post disaster assessment to:

  • analyse the success of immediate, short and long term actions
  • prepare a written report on the incident
  • make changes to the disaster plan where necessary

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