Collection Disaster Plan
Part 1 - Disaster Preparedness and Prevention Policy
Section 2: Disaster Preparedness: Personnel |
2.1 Introduction
The Collections Disaster Coordinator and Preservation Services Staff are responsible for coordinating collection disaster preparedness. On a daily basis this involves close contact with Building and Security Services, Security and Collection Managers. The principle objectives of disaster preparedness are:
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To ensure adequate collections disaster preparedness, a disaster response structure defining key personnel and groups has been created. The rest of this section presents the structure and responsibilities of key personnel.
2.2 Collection Disaster Response Structure
The National Library's collection disaster response structure consists of the following main groups and positions:
- Collections Emergency Coordinator
- Collections Disaster Coordinator
- Emergency Planning Committee (EPC)
- Collection Managers
- Director and Registrar of Exhibitions
- Preservation Services Staff
- Salvage Teams: Library staff trained in disaster response and recovery
The Collections Disaster Chain of command structure is listed in Section 2.4.
2.2.1 Collections Emergency Coordinator
The Collections Emergency Coordinator is a member of the EPC and provides advice and information on the collections, including details of heritage and on loan material and maintains liaison at management level with other collecting institutions.
The Collections Emergency Coordinator ensures planning for storage of the collections incorporates disaster prevention mechanisms.
This person also provides advice on disaster prevention and recovery of the collections and prepares reports on disaster / emergencies as they relate to the collection.
2.2.2 Collections Disaster Coordinator
The Collections Disaster Coordinator is a member of the EPC and has responsibility for collection related disaster prevention, preparedness and response. The Collections Disaster Coordinator is an officer based in Preservation Services who has delegated authority from the Director, Preservation Services, to oversee the Library's routine collections disaster prevention and preparedness activities and all response and recovery activities during collection related emergencies.
The Collections Disaster Coordinator is supported by a Deputy Collections Disaster Coordinator, also from Preservation Services.
2.2.3 Emergency Planning Committee (EPC)
The EPC has overall responsibility for disaster prevention, preparedness, response and review. The role and functions of EPC are listed in the Preface of the NLA Counter Emergency Plan. The EPC structure and membership is listed in Section 2.3.
2.2.4 Collection Manager
Collection managers, have responsibility under the EPC for assessing the needs of the collections in disaster situations, deciding priorities, and assisting in development of short and long term plans for recovery. The membership, role and functions of collection managers, are listed in section 2.5.
2.2.5 Director of Exhibitions / Registrar
The Director of Exhibitions and Registrar have responsibility under the EPC for assessing the needs of collections in disaster situations particular pertaining to material on loan from other institutions for exhibitions.
In consultation with lending institutions decide priorities and assist with short term plans for recovery and return of material.
The membership, role and functions of the Director of Exhibitions and Registrar are listed in section 2.5.
2.2.6 Salvage Teams
During major disasters affecting collections, Library staff may be asked to volunteer to work in salvage teams. These teams salvage disaster affected collection material. Each team will be briefed by a team coordinator who is either a collection manager or a Preservation Services staff member, and will consist of 5 members who have received disaster training.
2.2.7 Preservation Services Staff
Preservation Services staff will be expected to provide support to the Collections Disaster Coordinator as indicated in the Collection Disaster Plan Part 2, Disaster Actions. Where the Collections Disaster Coordinator is unavailable, the Deputy Collections Disaster Coordinator or Preservation Services officers are required to assume coordination responsibility.
2.3 Emergency Planning Committee Structure and
Membership
AppointmentsEmergency Planning Committee
| Name | Position |
|---|---|
| Director General | |
| Emergency Coordinator ADG Corporate Services |
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| Deputy Emergency Coordinator
Director Building & Security Services |
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| Resource Management Emergency Coordinator
Director Employment Relations |
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| Building Services Emergency
Coordinator Building Manager |
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| Security Services Emergency Coordinator Manager Security Services |
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| House Warden Security Operations Officer |
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| Collections Emergency Coordinator
Director Preservation |
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| Collections Disaster Coordinator
Collection Preservation Manager |
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| IT Emergency Coordinator
ADG Information Technology |
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| Deputy IT Emergency Coordinator Director Business Systems Support |
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| Collection Mgt. Business Continuity
Coordinator ADG Collections Management |
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| Reader Services Emergency
Coordinator ADG Aust. Collections and Reader Services |
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| Resource Sharing Business Continuity
Coordinator ADG Resource Sharing |
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| Public Programs Business Continuity
Coordinator ADG Public Programs |
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Security Services Emergency Coordinator |
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| Communications Emergency
Coordinator Director Communications and Marketing |
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| Exhibitions Emergency Coordinator Registrar Exhibitions |
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| EPC Secretary Risk Manager |
Each of the members of the EPC has a deputy. Deputies must be kept informed of alterations in procedures at all times.
2.4 Collection Disaster Chain of Command Structure - Under EPC Direction
- Collection Emergency Coordinator
Director Preservation Services Branch - Collection Disaster Coordinator
Manager, Collection Preservation - Collection Managers
Managers from all Collection areas - Director and Registrar of Exhibitions
- Preservation Services
Conservators and trained staff in collection salvage - Salvage Teams
Library staff trained in disaster response and recovery
2.5 Collection Managers: Role and Functions.
The role of the Collection Managers is to advise the Collections Disaster Coordinator and the EPC on salvage and recovery priorities. The Collection Managers also assist in monitoring and coordinating salvage and recovery operations under the direction of the Collections Disaster Coordinator and the EPC.
Collection areas with specific managers include: Maps, Manuscripts, Pictures, Oral History, Music, Asian Collections and Newspapers.
Information, Technical and Stack Services managers are responsible for deposit, rare and general collection materials including Australian rare printed materials, overseas rare books, ephemera and multimedia collections.
Director of Exhibitions and/or Registrar is to advise the Collections Disaster Coordinator and the EPC on salvage and recovery priorities with regard to Exhibition material on loan to the National Library.
Contact names and numbers are listed in the Collection Disaster Plan Part 2, Disaster Actions, Appendix 1.
2.6 Salvage Teams: Roles and Functions
Collection Managers are responsible for maintaining a pool of staff trained in disaster response and recovery in their section
In a disaster, library staff may be asked to volunteer for salvage work by the Collections Disaster Coordinator. When needed, teams will be asked to assemble for briefing and direction to commence salvage operations.
