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:
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:

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

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:

 

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:

The Building Manager, Building and Security Services Branch coordinates:

When it is safe to do so:

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:

Other collection material should then be salvaged.

The Collections Disaster Coordinator:

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

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

Preservation Services staff:

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:

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:

The Collections Disaster Coordinator:

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:

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:

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

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

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:

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:

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

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:

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:

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:

Preservation Services staff:

Collection Managers and Exhibition Registrar:

The Collections Disaster Coordinator conducts a post disaster assessment to:

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:

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

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:

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:

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

The Collections Disaster Coordinator:

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:

Preservation Services staff:

Acquisitions staff:

The Collections Disaster Coordinator conducts a post disaster assessment to:

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:

The Collections Disaster Coordinator:

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

When the situation is stabilised:

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:

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

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:

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:

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

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:

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

Preservation Services staff:

Acquisitions staff:

The Collections Disaster Coordinator conducts a post disaster assessment to:

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:

If collection material has been affected the Collections Disaster Coordinator:

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:

Preservation Services staff:

Acquisitions staff:

The Collections Disaster Coordinator conducts a post disaster assessment to:

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:

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

The Collections Disaster Coordinator conducts a post disaster assessment to:

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:

When the situation has been assessed:

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

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:

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:

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

or

If collection material is affected:

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

If the disaster involves failure or malfunction of Library property:

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:

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:

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