disaster actions

8/2/2019 Disaster Actions

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Part 2: Disaster actions

Section 6: The manual: user contents and overiding

principles6.1 Introduction

This manual comprises Part 2 of the National Library of Australia Collection Disaster Plan. It is

intended for use by those responsible for managing disaster response and recovery that affectscollection material, and for staff assisting with recovery.

Section 7, Disaster Action Procedures: General, identifies possible disaster incidents which mayaffect collection material and presents basic principles and procedures designed to help managers

to deal with such incidents. Immediate, short and long term actions are outlined.

Section 8, Detailed Disaster Action Procedures gives comprehensive immediate, short and long

term action procedures for identified high, medium and low risk disaster incidents.

Section 9, Special Handling Instructions, provides relevant handling information for disaster

affected material and covers the range of material held in the National Library's collections. It is

intended for use by those responsible for coordinating response and recovery actions.

This manual also contains appendices which provide contact information for key Library

personnel, expert outside assistance and emergency equipment and supplies.

6.2 Overriding Principles

The overriding principles in all situations are:

Human safety has precedence over protection and/or removal of the collections, includingmaterial listed as nationally significant.

Directives of emergency personnel are to be obeyed as they take legal authority in anemergency.

All disaster response and recovery actions are to be well coordinated and well planned toachieve the best result.

Collection items listed on the Register of Nationally Significant Material are givenpriority over all other collection material when affected by an emergency.

Priority collection material should not be removed from the building in an emergencyunless authorised by the Collections Disaster Coordinator and/or the EPC or Director

General.

All incidents and actions are to be fully documented.6.3 Definitions of Actions


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The aim of all immediate, short and long term actions is to:

stabilise emergencies affecting collection material salvage and restore collection material rehabilitate affected areas

return collection material to storage restore Library services as soon as possible

6.3.1 Immediate Actions

These are actions taken to immediately stabilise a situation and protect staff and collectionmaterial. Immediate action generally involves persons discovering an emergency assessing the

situation and reporting it to those who need to know.

6.3.2 Short Term Actions

These are response actions taken to stabilise affected areas and protect collection material fromfurther damage. Short term actions generally involve use of emergency supplies to covercollection material and contain the source of the emergency. Depending on the type of disaster

short term actions also include assessment, consultation, documentation, planning, prioritisation

and exchange of information to develop appropriate long term actions.

6.3.3 Long Term Actions

Long term actions are recovery actions taken to salvage and restore collection material andaffected areas. They include long term planning, salvage and treatment of collection material,

restoration work on affected areas, reassessment of planning, post disaster assessment and

reporting.

It should be noted that disaster incidents can take many different forms necessitating the

adjustment of response and recovery procedures to suit the situation. Disasters occur withuncertain combinations of wet, mouldy, burnt, smoke damaged and physically distorted

collection material on an unpredictable scale. Every disaster has its own dilemmas requiring the

right balance of assessment, decision and timely action, Type of disaster, type of material,

location type of damage, available resources, opportunities for taking action and human safetyare all likely to influence the decisions that need to be made and the allocation of priorities.

Section 7: Disaster action procedures: general

7.1 Introduction

Disaster incidents which may affect collection material at the National Library of Australia arethose involving:

High Risk


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fire and smoke water and sewage leaks and associated mould outbreaks flood equipment malfunction

Medium Risk

poor storage and handling high dust levels

Low Risk

mould outbreak vandalism insect and vermin attack bomb damage

disasters involving material belonging to other owners theft

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:


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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 theexpress direction of the Director General, an Assistant DG, a member of EPC, or the Collections


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 housingarrangements 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.


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


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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 thesituation 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


The on call duty officer will complete the 'Comcover incident report' form available on the

Intranet.


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


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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 PreservationServices 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 outsidelocation. 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 guidelinesand instructions and space for special instructions notes and report notes. Section 6.5 contains anexample 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.


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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 beenlocated.

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 numberof 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:

1. Always record collection movements.2. Salvage wet material from shelves top to bottom3. Monitor salvage area safety regularly4. Ensure team members have protective clothing5. Rotate team members for rest breaks6. Report any difficulties to the disaster command post7. Consult Preservation Services staff on special handling issues.


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Special Instructions: (Include new location for salvaged material)

Record any comments on other side.

7.6 Collection Movement Documentation Form

Date: ....................... Collection Area/Location:

......................................................................................................................


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Item

No.

Title Author/Attribution Normal

Location

Crate/Box

No.

New

Location

Comments


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Section 8: Disaster action procedures: detailed

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 incidentsare managed well and in a consistent manner.

Due to the unpredictable nature of disaster incidents, these detailed guidelines may need to bemodified 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 andre-entry to the building is permitted by the fire brigade:

commence Immediate Actions for fire and smoke damage8.2.1 Immediate Actions

The Collection Disaster Coordinator assesses the situation to:

1. establish if collection material has been affected2. check for associated water damage3. check that shelving is structurally sound4. check the need for short term protection of the collections


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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 wateraffected:

follow directions in Sections 8.3: Short and Long Term Actions for Small Water and / orSewage Leaks

follow directions in Section 9: Special Handling Instructions; Water and Fire damageWhere 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 / orSewage Leaks

follow directions in Section 9: Special Handling Instructions; Water and Fire damageWhere shelving is not structurally sound the Building Manager, Building and Security Services

Branch assesses the situation and coordinates stabilisation before any salvage work cancommence.

Where collection material is smoke and/or soot affected:

follow directions in to Section 8.6: High Dust Levels in Collection Areas8.2.3 Post Disaster Actions

When short and long term recovery actions are completed the Collections Disaster Coordinatorand 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


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8.3 Water and/or Sewage Leak


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 theduty 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)


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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 vacsshould 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 ifnecessary5. 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 theCollections Disaster Coordinator

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


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 watersoluble 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 ExhibitionRegistrar to assemble

in consultation with relevant Collection Managers and /or Exhibition Registrar andCollection 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


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- sewage affected material is segregated for interim cleaning treatment by PreservationServices

- fire damaged material is segregated for interim cleaning and stabilisation treatment byPreservation Services

The Building Manager, Building and Security Services Branch coordinates stabilisation andcontrol 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 ordiscard


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 actionstaken

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, 4thfloors and on Ground floor) or bins (LG1 work areas, 2nd floor behind front lifts, 3rdfloor work area)

Central Emergency Store. Keys are held by Security and Preservation Services2. 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


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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 ifnecessary

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 toenter the area


assesses the situation, taking account of the extent and type of damage, the risk orpresence 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 LongTerm Recovery Actions.




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 watersoluble media, coated papers, magnetic media, photographs, microform masters)

other special collection materials fire damaged material


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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 furnitureand 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 ofoutside suppliers, and for other institutions are in Appendix 2 and 3.

arranging facilities for salvage workers including food and drink, rest facilities, andprotective 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 PreservationServices staff)

ensuring all collection movements are fully documented and any containers labelled bydesignated record keepers

briefing teams / team leaders on the situation and on their duties (Preservation Servicesstaff)

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


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sorting material - assessing, separating, routing for air drying, freezing, specialemergency 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 inconsultation 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 fromsalvage 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 andminimise risks of subsequent damage to the collections.


Post Disaster Actions

When the salvage operation is completed in an area:

the Building Manager, Building and Security Services Branch coordinates restoration ofthe affected area

Senior Library Management and the EPC coordinate return to normal operations

Preservation Services manage the treatment of damaged material and assess when itwould 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:


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prepare a written report on the incident including:o cause of the disastero number of items damaged, replaced, discarded, and repairedo

ongoing treatment costso staff time expended during the operationo cost of restoring the affected areao cost of equipment and supplieso make changes to the disaster plan where necessaryo send letters of thanks to those who assisted

8.4 Equipment Malfunction


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

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 isbeing 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 withinaccepted levels


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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 inconsultation 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 equipmentto fully safe working order.

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

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

The Collections Disaster Coordinator conducts a post disaster assessment to:


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:


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


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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


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



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 necessary8.6 High Dust Levels


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


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


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:

o locating and controlling the dust sourceo rectifying equipment faultso 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 closelysupervised 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


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When collections and storage areas have been cleaned, the Collections Disaster Coordinator

conducts a post disaster assessment to:


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


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


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 ahealth 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 mouldymaterial in handling, sorting, and fumigation

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

8.7.2 Small mould outbreak in collections


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


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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


in consultation with relevant Collection Managers and /or Exhibition Registrar andCollection Development staff assesses affected collection material

coordinates an appropriate treatment response in consultation with Collection Managersand acquisitions staff

ensures records of all material movements are maintained at all timesWhen the situation is stabilised commence long term recovery actions for mould outbreak - small

8.7.3 Small mould outbreak in collections



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

been removed


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 discardThe Collections Disaster Coordinator conducts a post disaster assessment to:



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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


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


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


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


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

When the outbreak is majorthe Collections Disaster Coordinator:


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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 furnitureand 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


1. nationally significant material, as listed on the Register of items of national significance, withthe 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


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, andprotective 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 bydesignated record keepers

briefing teams / team leaders on the situation and on their duties (Preservation ServicesStaff)


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providing instructions to salvage teams including OH&S instructions (PreservationServices 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 immediatefumigation, air drying, freezing, special emergency treatment

Collections staff assess material and decide on replacement, disposal or treatment inconsultation 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 useof appropriate lifting and transport equipment and for ensuring members have regular restperiods. 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, complaintsfrom 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 thecontrol 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 completedin 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 itwould 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:



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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


4. propose changes to collection management procedures if necessary

5. send letters of thanks to those who assisted

8.8 Vandalism of Collection Material


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


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 intervenecontact Security

3. contact Exhibition Registrar - if Exhibition areas affected

When it is safe to do so, commence short 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 thedamage can be traced

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

investigation.


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assess the material and develop appropriate treatment actions in consultation withcollection managers

treat material identified for repair and return to the collectionsAcquisitions staff:

process material identified for replacement or disposalThe Collections Disaster Coordinator conducts a post disaster assessment to:


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


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

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 isbeing affected

4. If in Exhibition Areas contact Exhibition Registrar

5. when contact has been made, commence short term response actions for insect and vermininfestation

8.9.2 Short Term Response Actions


assesses the infestation in consultation with Preservation Services staff


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

infestation

8.9.3 Long Term Recovery Actions


supervises appropriate pest control procedures, carried out by the Library's pest controlcontractor

arranges for close monitoring of the area for signs of re-infestationPreservation 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 discardThe Collections Disaster Coordinator conducts a post disaster assessment to:


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



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


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 ordamaged 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 bycommencing appropriate short term response action as soon as possible


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 fulldamage 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.



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


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When the situation is safe, the building and services have been stabilised and re-entry to the site

is permitted commence immediate disaster 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


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 forwater and /or sewage leak, either large or small

follow directions in Section 8 Special Handling Instructions for General PhysicalDamage, Water Damage, and Fire Damage

Where material has not been water damaged but is blast damaged the Collections DisasterCoordinator 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 SecurityServices 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 stabilisationof the building environment if practicable

otherwise, the Collections Disaster Coordinator arranges for movement of particularlyvulnerable 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:


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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


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


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 numberor

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

If collection material is affected:

Ring the Collections Disaster CoordinatorIf 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 areaoutside the staff work room


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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 Branch8.12.2 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 todevelop an acceptable restoration plan for the affected area.


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

Section 9: Special handling instructions: disaster affected collection material

9.1 Introduction

To avoid causing further damage to disaster affected collection material, staff should refer to thefollowing special handling instructions. Appropriate handling depends on the type of material

and the type and severity of the damage.

Material covered in this section includes:


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Books, journals, pamphlets and newspapers Large format sheet material Small format sheet material Artworks on paper Easel paintings

Vellum, parchment and leather material Photographic material Electronic and magnetic media

9.2 Books, Journals, Pamphlets and Newspapers

9.2.1 Water Damage

During retrieval:

Take care with wet books. If a book is wet and open leave it open. If it is wet and closed,leave it closed

Do not remove covers or dust jackets from books Pack books into boxes and crates spine down. Interleave books with freezer paper Do not pack books too tightly Where books are saturated wear rubber gloves when handling them Do not press saturated books and/or documents to remove water. Pressing can damage

book structures and force dirt and mud into the paper surface

Do not wipe soiling or mud from wet books Clear books from the floor, then remove books from shelves top to bottom Damp books should be frozen if the relative humidity is over 55% Remove the wettest books from the area first to reduce relative humidity

During recovery:

Book and paper restoration starts with either air or vacuum freeze drying Books with coated/glossy papers should be frozen then vacuum freeze dried where

possible

Always use cold air to air dry wet books Marginally wet books can be air dried using fanning and/or interleaving methods Mud or silt affected books should be cleaned before they completely dry but can be

frozen for later treatment

Do not wash the following categories of items:o open or swollen volumeso vellum or parchment bindings or pageso leather bindingso fragile or brittle materialso materials with water soluble components

9.2.2 Mould


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Do not wipe mould from wet (or dry) books Wet mouldy books should be frozen then vacuum freeze dried and fumigated before

cleaning

People with a history of allergies and respiratory illness should not handle or cleanmouldy items

9.2.3 Fire Damage

Fire damaged books should be handled as little as possible during the retrieval andrecovery process

All fire damaged material should be assumed to be fragile Wrap fire damaged books in clean unprinted paper or freezer paper and place between

cardboard sheets for protection. Clearly label all packages

Burned and wet books should be frozen for later treatment9.2.4 Dust

Book collections affected by dust should be vacuum cleaned on site where possible9.2.5 General Physical Damage

Ensure that books and loose parts such as spines, covers and pages are packaged togetherprior to treatment. Shrink wrapping, boxing, bagging and foldering can be used

9.2.6 Contamination

Books contaminated by sewage fire retardants, or other material should be rinsed wherepossible prior to handling and packaging for recovery

Always wear protective clothing and gloves when handling contaminated material9.3 Large Sheet Material

Maps, Plans, Posters, Prints

9.3.2 Water damage

Do not wipe mould from wet (or dry) large format items Handle wet large format material with extreme care Handle items with water soluble media as for artworks on paper, Section 8.5 Do not attempt to separate wet large format material during retrieval. If the material is rolled, leave it rolled. If it is flat, leave it flat Generally, wet large format items should be frozen for later drying and treatment,

particularly if relative humidity is above 55%

Transport the material using its housing ie: folders, boxes, drawers. Where this is notpossible, transport flat or rolled with support

Small amounts of wet large format items can be carefully air dried


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9.3.2 Mould

Do not wipe mould from wet (or dry) large format items Wet mouldy items should be frozen then dried and fumigated before cleaning Mouldy items should be fumigated before cleaning

9.3.3 Fire Damage

All fire damaged large format items should be handled and treated as extremely fragile Fire damaged items should be handled as little as possible prior to treatment Wet fire damaged items should be frozen for later drying and treatment

9.3.4 Dust

Dust affected large format items should be transported as for water damaged items forcleaning

9.3.5 General Physical Damage

Ensure all parts of the item are kept together prior to treatment9.3.6 Contamination

Always wear protective clothing and gloves when handling contaminated material Non water soluble items can be lightly rinsed under supervision of a conservator Water soluble items should be packaged in plastic and frozen for future treatment

9.4 Small Sheet Material

(Manuscripts, Ephemera, Music Files)

9.4.1 Water Damage

Loose, unbound small format sheet material can usually be air dried provided they can beseparated into small piles and a sufficient amount of dehumidified cool air introduced

Large unmanageable amounts can be packed for freezing. Papers should be separated intogroups up to 5 cm thick and packed into crates interleaved with freezer paper

Do not attempt to separate groups of wet single sheet material into single sheets. Singleitems found in masses can be separated easily if frozen then vacuum freeze dried

Keep single sheet material together and in order during all stages of the retrieval andrecovery process

Leave office files in suspension hangers in filing cabinet drawers and air dry with cool airin a well ventilated area

Take care when removing wet material from wet or damaged storage boxes. Do notoverturn boxes to remove material


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Where masses of material is wet, remove the wettest first to reduce relative humidity Do not wipe soiling or mud from wet paper Do not press groups of saturated papers to remove water

9.4.2 Mould

Do not wipe mould from wet (or dry) papers

Wet mouldy papers should be frozen then vacuum freeze dried and fumigated beforecleaning

People with a history of allergies and respiratory illness should not handle or cleanmouldy items

9.4.3 Fire Damage

All fire damaged small format sheet material should be treated as fragile and handledwith extreme care

Wrap groups of fire damaged material in clean unprinted paper and place in crates fortransport. Clearly label all packages

Burned and wet material should be frozen for later treatment9.4.4 Dust

Where possible vacuum clean dust affected material on site9.4.5 General Physical Damage

Ensure that all items including their loose parts are kept together prior to treatment. Bags,folders, boxes and pockets can be used

9.4.6 Contamination

Small format sheet material can be rinsed of contamination where possible prior topackaging for recovery

Always wear protective clothing and gloves when handling contaminated material9.5 Artworks on Paper

9.5.1 Water Damage

Handle with extreme care Do not attempt to separate sheets adhered together Do not blot the surface of artworks on paper which have water soluble media Interleave artworks in folders


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Transport artworks flat with supports or in their containers, ie: solander boxes, mapdrawers

Unframe framed artworks by laying them face down on a smooth clean, padded surface.Remove any excess water by carefully blotting from the back

Where possible artworks should be air dried

Where there are problems such as mould, warped saturated backings and works adheredtogether it may be appropriate to freeze and vacuum freeze dry

9.5.2 Mould

Do not attempt to wipe away mould from wet (or dry) art works Wet artworks should be air dried as soon as possible if relative humidity is above 55% to

prevent mould attack

Where there is too much material to air dry artworks should be frozen and vacuum freezedried then appropriately treated

9.5.3 Fire Damage

Fire damaged artworks should be handled with extreme care prior to treatment Transport fire damaged artworks in their containers, ie; solander boxes, map drawers Fire damaged wet artworks should be frozen and vacuum freeze dried prior to treatment

9.5.4 Dust

Dust affected artworks on paper should be interleaved in folders and transported flat withsupports for treatment


Ensure all parts of the artwork remain together prior to treatment9.6 Vellum, Parchment, Leather

9.6.1 Water Damage

Handle wet vellum, parchment and leather very carefully. Always use a support such ascardboard to handle this material

Wet vellum, parchment and leather should be air dried where possible. A combination oftension and pressure drying may be required to dry this material successfully. Slow and

gentle blotting of saturated areas can enhance drying

Where freezing is necessary, vellum, parchment and leather items should be separatedwith freezer paper during packing

9.7 Easel Paintings


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Always consult a qualified paintings conservator prior to retrieval and recovery9.7.1 Water Damage

Drain away excess water before transporting Transport horizontally, image upward where possible. If not, carry the painting facingtowards you, holding the sides of the frame with the palms of your hands Use more than one person to transport larger paintings Water damaged easel paintings must never be frozen. They should be appropriately air

dried immediately

Where possible paintings should be unframed before drying Easel paintings should be dried flat and face up on clean padded surfaces

9.7.2 Fire Damage

Fire damaged easel paintings should be handled as little as possible prior to specialisedassessment and treatment

9.7.3 Mould

Do not wipe mould from wet (or dry) easel paintings9.7.4 Dust

Transport as for water damaged paintings or where possible have the paintings cleanedby a conservator on site


Ensure paintings and loose parts are kept together prior to treatment9.7.6 Contamination

Easel painting should be assessed by a paintings conservator before action can be taken9.8 Photographic Materials

(Albums, Microfiche, Microfilm, Motion Picture Film, Photographs, Negatives, Reel Film)

Water Damage

In general photographic materials should be frozen only if they cannot be appropriatelyair dried or dried by running through a processor. Freezing can cause damage to the

emulsion layer. If freezing is necessary a blast freezer should be used


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9.8.1 Albums

Albums should be handled as for books and journals but freezing and particularly freezedrying should be avoided

9.8.2 Wet Collodion Photographs

Wet collodion photographs ie: ambrotypes, pannotypes, tintypes and wet collodion glassnegatives should be given priority and salvaged without delay and air dried. Handle verycarefully and keep face up at all times

9.8.3 Daguerreotypes

Handle very carefully and keep face up at all times Air dry immediately, checking that moisture has not entered the sealed image

9.8.4 Wet Glass Negatives and Photographs

Wet glass negatives and photographs should be kept wet. If dry, keep them dry Glass plates should be packed vertically and each plate interleaved with spun bonded

polyester. Take care to pack out spaces to prevent movement during transport. Use small,

strong boxes

9.8.5 Photographs on Paper

Non water soluble photographs which are wet should be kept wet until they can bewashed and air dried or treated by a commercial laboratory

Do not allow prints to remain wet for longer than 48 hours before treatment as emulsionsand coloured layers may begin to separate

9.8.6 Photographic Negatives - (Black and White)

If negatives are wet keep them wet in plastic containers of clean distilled water. If theyare dry keep them dry

If negatives are to be kept wet for more than 24 hours add 1% formalin to the watercontainer to prevent mould growth

Emulsions can separate from the plastic carrier if left too long in water Where large amounts of photographic negatives are wet they can be blast frozen in small

groups in polythene bags

9.8.7 Photographic Negatives - (Colour)

A processing laboratory should handle wet colour negatives9.8.8 Nitrate Negatives


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Do not touch the emulsion surfaces Nitrate negatives should be frozen immediately and air dried

9.8.9 Acetate Negatives

Acetate based microfilm should be treated as for any other microfilm type (see: 8.8.12) Remove from enclosures and separate to prevent blocking. If dirty/contaminated or very wet, wash in clean water and allow to air dry. Air dry if clean.

9.8.10 Motion Picture Film

Motion picture film should be left in its container. The container should be filled withfresh clean water, packed flat into water tight containers and shipped to a commercial

processor for treatment

9.8.11 Reel Film

Do not allow reel film to dry out while rolled up Keep film wet and transport it to a commercial processor or air dry if clean

9.8.12 Microfiche, Microfilm and Apperture Cards

If the master copy is unaffected discard the wet service copy and create a new duplicate Do not allow silver halide microfilm or microfiche to dry out. Keep immersed and send

to a commercial processor for treatment

Vesicular and diazo microfilm can be washed under cold fresh running water and airdried

9.9 Optical and Magnetic Media

Compact Disks, Computer Disks (Floppy Disks), Oral History Tapes (reel-to-reel, digital

audio (DAT) cassettes), Video Tapes

Optical and magnetic media are an area of development where formats are being upgradedcontinuously. The special handling instructions listed below for this material reflect current

thinking. During emergencies involving this material care should be taken to ensure actions

reflect technological change and treatments are appropriate.

Note: Vacuum cleaners and other equipment with electric motors should not be used near

magnetic media. Long suction hoses can be used to keep vacuum cleaners clear of this material

9.9.1 Water damage

If this material can be restored to a useable standard, it should be copied and thendisposed of


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It is possible to save information on slightly wet computer software discs by blow dryingthem with cool air. Copy the dry disk and discard

Wet disks need to be removed from their plastic cases, wiped dry with a clean, soft, lintfree cloth, placed into a new case, copied and discarded

The longer a disk is wet the greater the information loss9.9.2 Optical media (Compact Disks)

Remove from water immediately Remove from containers and carriers Do not bend or scratch Rinse off any dirt, mud with clean, distilled water DO NOT SOAK Drip dry in dish drain or rack, vertical not flat (away from sunlight) Clean with soft, dry lintless cloth Move cloth perpendicular to grooves DO NOT MOVE IN A CIRCULAR MOTION Place cleaned compact discs in clean containers or recopy and discard original

9.9.3 Floppy Disks

Water affected 3" and 5" disks are likely to be permanently damaged. If salvage of these disks is absolutely necessary, the disks can be removed from their

jackets, gently agitated in cool distilled water, air dried, placed in a new cover and

copied. There is an extreme risk of damage to hardware (ie disk drives).

9.9.4 Magnetic Tapes (Oral History Tapes, Video Tapes, Computer Tapes)

Magnetic tapes are especially affected by water and wet tapes may not be salvageable Reel to reel tapes may be cleaned and air dried, but should be disposed of after copying Wet cassettes and cartridges are difficult to open and dry and will most likely be lost

disaster actions

Documents