Collection Disaster Plan

Part 1 - Disaster Preparedness and Prevention Policy.

Section 1: Disaster Prevention Responsibilities and Procedures

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1.1 Introduction

The main responsibilities of the Collection Emergency Coordinator, Collections Disaster Coordinator and Preservation Services staff in preventing disasters are:

  • to know the main areas of risk and to take steps to minimise the risk or detect any problems as early as possible
  • to ensure that staff are trained and prepared to play a positive role in preventing disasters
  • to know the collections well
  • to know the collection storage areas well
  • to ensure good lines of communication with staff working in those areas
  • to ensure good lines of communication with other key staff likely to be involved in disaster prevention, response and recovery

The rest of this section presents the procedures the Collection Emergency Coordinator, Collections Disaster Coordinator, Collection Managers and Preservation Services staff will follow to meet these responsibilities.

1.2 Collection Area Checks for Potential Disaster

Disaster may be prevented in some instances if warning signs are detected and dealt with early. Apart from being generally aware of the environment during regular duties, regular checks of the Library's collection storage areas will be conducted.

The building air conditioning contractor checks all plant rooms on a weekly basis.

The Library's pest control contractor inspects the building on a quarterly basis as part of an integrated pest management strategy.

Preservation Services staff undertaking environmental monitoring will look for evidence of potential problems, using the checklist in Section 1.3. Any problems will be reported to Building and Security Services Help Desk.

Preservation Services, Stacks and Special Collections areas in particular, will be trained in recognising potential disaster problems including the need to check Collection areas thoroughly in and after periods of heavy or continuous rain and during building works.

1.3 Disaster Prevention Checklist: Preservation Services Staff

As you walk around the building check for the following (please note: the warehouse should also be checked every six months) and report problems to the Building and Security Services Help Desk:

  • Evidence of water
    • dripping from sprinkler heads, pipes, building expansion joints, drip / drainage trays
    • water anywhere
    • sound of water dripping
    • water stains on floor, walls, ceilings, light fittings, etc
    • high humidity
    • damp musty smell
    • mould
    • used Emergency Supply Cabinets
  • Fire hazards
    • staff and/or visitors smoking in the Library
    • accumulation of litter, stores or other items in fire stairs and tunnels
    • faulty electrical wiring or appliance
    • items blocking access to exits, egress, fire protection appliances and alarms
    • any missing or discharged extinguishes or extinguishes positioned on floors
    • any leakages or flammable gases or liquids, and
    • any excessive collection of rubbish, dust or spill of liquids
  • Evidence of pests
    • any pests found may be an indication of more in hiding
    • damage, nests, droppings / frass, or remains
    • smell
    • damage to collections

1.4 Special Action for Wet Weather

Checks of storage areas in wet weather

Checks for water leaks in storage areas are to be made during and up to a week after any period of heavy or continuous rainfall. Preservation Staff are rostered each month to carry out checks. Stack and Special Collections staff working in the storage areas are also responsible for making the checks. The Collections Disaster Coordinator and Preservation Services Staff will coordinate checks through phone and personal contact.

If any problems are found Building and Security Services Help Deks are to be advised immediately.

During periods of rain, particularly heavy or continuous rain or hail storms, Stack supervisors and Collection Managers listed in section 1.6 will check for leaks and advise Building and Security Services Branch and the Collection Disaster Coordinator of any problems.

1.5 Leakage Risk Sites

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1.6 Wet Weather Staff Contact List

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During Working Hours

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After Hours

When leaving the building during wet weather, Preservation staff will either contact LG2 Security or call in on the way out and ask for regular patrols to be made of risk areas to check for leaks.

Security Guards are provided with a 2-way radio or mobile to make them contactable during building patrols

1.7 Disaster Prevention Checks During Building Works

Work on the Library building presents an added risk of disaster, requiring special precautions by Building and Security Services Branch, the Collection Emergency Coordinator, the Collections Disaster Coordinator, Preservation Services Staff, relevant Collection Manager and/or Director of Exhibitions and the contractor.

It is the responsibility of the Building Manager, Building and Security Services Branch to ensure that any areas of potential risk and necessary precautions are identified and discussed with contractors as early as possible. Building and Security Services Branch, the Collection Emergency Coordinator, the Collection Disaster Coordinator, the Collection Manager and the Director of Exhibitions, where appropriate, are required to include preproject contingency planning in the initial project-planning phase.

When building work is commenced, Building and Security Services Branch, the Collection Emergency Coordinator, the Collection Disaster Coordinator and the relevant Collection Manager and/or Director of Exhibitions will meet as appropriate to monitor the progress of the building work in the collection areas and take any action that is deemed necessary.

It is the responsibility of the Building Manager, Building and Security Services Branch to inform the Collections Emergency Coordinator, the Collections Disaster Coordinator, Preservation Services and the Collection Manager and/or Director of Exhibitions of any contract work being carried out which may present an increased risk of disaster (water, fire, dust, structural failure) and to negotiate a regime of checking the work site to ensure:

  • all collections are covered with ample plastic sheeting to protect them from dirt and water at all times during building works
  • no collection material is placed on the floor or moved unnecessarily
  • dust produced by the work site is kept to a minimum and/or fully extracted away from collection areas
  • risk to the collections is at its absolute minimum. If necessary collections may be moved to an agreed location to minimise risk.
  • contractors are aware of emergency supplies, their locations and when they are to be used
  • contractors are aware of their responsibilities when working near collections
  • contractors know whom to contact in an emergency involving collection material

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