FSU Libraries

Emergency Preparedness and Response Plan

Created April 2011

Updated

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POLICY STATEMENT

Disaster preparedness is an ongoing process that includes identifying risks and potential hazards to the collections, taking steps to eliminate or reduce those risks whenever possible, and developing and maintaining a disaster response capability to minimize damage or loss in the event of a disaster. To reduce the chances that a disaster will occur, and to minimize damage to collections if a disaster does occur, the Disaster Plan Working Group has created this Emergency Preparedness and Response Plan. Effective response to a disaster requires the knowledge and quick action of the Disaster Response Team who will determine the severity of the disaster and the vulnerability of the collection. Each of the FSU Libraries has a Disaster Response Team in-house, consisting of Library staff as well as representatives from the College or Department trained to help in any preventative or recovery action.

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EMERGENCY PROCEDURES

FIRE: Upon observing fire or smoke, immediately activate the nearest Fire Alarm. Notify FSU Police at 644-1234 with the location and severity of the fire (if in Strozier: notify Security, who will notify Police).

If the fire is small and you are familiar with its use, attempt to put out the fire with a fire extinguisher. Do not jeopardize your personal safety. Secure and leave your area if you are unable to put out the fire. Close doors and windows behind you to confine the fire.

When a fire alarm is sounded, follow evacuation procedures for your building. Do not use elevators when evacuating the building. Do not reenter the building until cleared by emergency personnel.

FIRE SAFETY TIPS:

• ALWAYS REPORT A FIRE BEFORE ATTEMPTING TO EXTINGUISH IT. • ALWAYS KEEP YOUR BACK TO YOUR ESCAPE ROUTE. • NEVER ATTEMPT TO EXTINGUISH A LARGE FIRE. • WHEN USING A FIRE EXTINGUISHER, REMEMBER THE ACRONYM: P.A.S.S.

o Pull o Aim o Squeeze o Sweep

FLOODING OR WATER DAMAGE: Notify Supervisor in charge with the location and severity of the leak. Indicate whether any part of the collections is involved or is in imminent danger.

Do not walk in standing water – it may be electrified or contaminated. If there are electrical appliances or electrical outlets near the leak, use extreme caution. If there is any possible danger, evacuate the area. If you know the source of the water and are confident of your ability to stop it (unclog the drain, turn off the water, etc.), do so cautiously.

Take only those steps needed to avoid or reduce immediate water damage: cover shelf ranges with plastic sheeting; carefully move materials out of the imminent danger. Do not remove already wet books from shelves unless directed to do so by the designated Salvage Coordinator or Preservation staff member in your Library.

MEDICAL EMERGENCY: Notify FSU Police at 644-1234 describe the problem, giving the exact location and your name (if in Strozier: notify Security, who will notify Police). The Police will decide what, if any, additional treatment is required. Unless adequately trained, do not administer first aid; you may do more harm than good. Do not attempt to move a person who has fallen and who appears to be in pain.

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POWER FAILURE: In the event of a power outage, announce to patrons to remain calm, remain in their seats and that the library will remain open until further notice. (In Strozier, emergency generators should bring up the emergency lights within a few seconds.) Notify FSU Police that there is an outage in the Library. If you are in an area that has previously been designated as a danger to patrons during a power outage (including areas without natural light), secure and evacuate your area and proceed cautiously to an area that is lit.

If the power outage lasts longer than 30 minutes, or if you are instructed to earlier, follow evacuation procedures for your Library (outlined in the Appendices under Evacuation). Staff should remain at the evacuation site for 60 minutes to await restoration of the power and to re-open the Library. If the building is to be closed for the night, staff should ensure building closing procedures are followed before leaving the library.

Precautions should also be taken to prevent damage to electrical equipment resulting from surges when power is restored. In Strozier, Dirac, Engineering & Technical Services, a Systems representative will shut down all relevant network equipment before evacuation and turn on equipment when power is restored. Other Libraries should have procedures to follow previously designated by network administrators in their respective colleges.

PEST AND MOLD OUTBREAK: Although the Libraries are treated for pests on a regular basis, and environmental conditions are controlled to discourage mold growth, these problems may still occur.

All cases of rodent, insect and mold infestation in library material should be reported immediately to the designated staff member in your Library. The affected material should be isolated as soon as possible by sealing in polyethylene “zip-lock” type bags and routed to Serials Binding. Extreme care should be taken in handling this material as it can be harmful to humans as well as library materials.

The Salvage Coordinator will decide if the damage can be handled in the library or if outside help is needed. Rodent or insect infestations not affecting library material should be reported to a Supervisor in charge.

BOMB THREAT: If a staff member receives a call reporting a bomb threat, he or she should remain calm and write down the answers to the following questions:

• When will the bomb explode? • Where is the bomb? • When was it planted? • What does the bomb look like? • What type of bomb is it?

The staff member receiving the threat should carefully write down the following information:

• The exact words of the caller. • The explicit motive for the threat. • The quality of the caller’s voice: does the caller sound young or old, male or female? Does the caller

have an accent? Does the caller sound nervous, determined, etc?

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While on the phone, the staff member should signal a nearby employee to call FSU Police at once, who will make a decision as to whether evacuation is necessary

SEVERE STORM: All staff should either contact the Florida State University Emergency Information Hotline (644-INFO) or listen to or watch local radio and television stations for an announcement that Florida State University is closed due to the storm emergency. If the University is closed, the Libraries are usually also closed; however, the Libraries may be asked to reopen ahead of the University to provide a place for the students to study.

HURRICANE: When a hurricane warning is announced:

Remain calm. Move all Special Collections materials from areas where there is potential for flooding or leaks from windows, doors or roofs. Take these materials to the pre-designated secure location and cover with plastic sheeting, securely taping sheeting so it won’t blow off.

Cover all desks, computers, copiers, and other equipment with plastic sheeting, securely taping sheeting so it won’t blow off. Cover as many collections as possible in vulnerable areas, remembering, however, that this is your last priority.

Based on last-minute weather bulletins and the advice of local authorities, determine if there is a need for staff to stay in the building. If not, all staff should leave, thoroughly securing the doors as they leave. Notify FSU Police of building’s status.

HURRICANE: After the hurricane has stopped:

Listen to local radio stations for instructions. Do not use the telephone, except in a real emergency. The lines should be kept free for emergency rescue operations.

Assist those who have been trapped or injured by falling debris, glass, etc. Do not move seriously injured persons unless they are in obvious, immediate danger (of fire, building collapse, etc.).

Evacuate the building only if safe to do so. Be extremely careful, exit stairwells may have collapsed. Do not re-enter until the building has been declared structurally sound.

ACTIVE SHOOTER/WORKPLACE VIOLENCE:

These situations can evolve rapidly, often demanding immediate deployment of law enforcement resources to stop the shooting and diminish injury to innocent victims. In general, how you respond will be dictated by the specific circumstances of the encounter.

Know where the pre-determined safe rooms are throughout your building. Safe rooms are rooms without windows and with doors that can be locked and barricaded where you can hide during an event.

Be aware of your surroundings. If you feel that a person, situation, or item is suspicious, contact your Supervisor in charge or FSU police at 644-1234 (if in Strozier: notify Security, who will notify Police).

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It is recommended that each Library have a pre-determined code word that alerts staff that an emergency situation is occurring. If you suspect a person within hearing and are unable to call the Police yourself, referring to the code word alerts a nearby staff member to contact Police. In addition, announcing the code word throughout the Library or on the public address system alerts all staff that emergency procedures should be enacted.

If a shooter is outside your building:

• It may be necessary to lock down the library. If directions come from the FSU Police to lock down the library, regardless of who is outside. There are no exceptions. Remember, you will not know who the shooter is. Lock the exits, and make your way towards the interior of the building, away from windows, and into pre-determined safe rooms, marshalling patrons and staff with you.

• Once inside a safe room, close and lock all the windows and doors and turn off all the lights. If possible, get everyone down on the floor, spread out, and make sure no one is visible from outside the room.

• Call FSU Police at 644-1234. Notify them of your location and the number of people with you in the safe room. If possible, also communicate that information with other offices or areas of the library.

• Remain silent and do not respond to commands until you are certain they are issued by a police officer.

• If FSU Police gives instructions to evacuate the library, then do so immediately in a calm manner, following evacuating procedures.

If the shooter is inside your building:

• If it is possible to escape the area safely and avoid danger, do so by the nearest exit or window. Leave all belongings and move quickly.

• If you see the police as you exit the building, keep your hands above your head and listen for instructions that may be given by police officers. If an officer points a firearm at you, try to remain calm and make no movement that may cause the officer to mistake your actions for a threat.

• If you are able to exit the building and do not see a police officer, call 644-1234, or use the Emergency Blue Light.

• If you are unable to escape the building, make your way to a safe room, marshalling patrons and staff with you. Close and lock all the windows and doors and turn off all the lights. If possible, get everyone down on the floor, spread out, and make sure no one is visible from outside the room.

• Call FSU Police at 644-1234. Notify them of your location and the number of people with you in the safe room. If possible, also communicate that information with other offices or areas of the library.

• Calmly and quietly discuss what you will do if the shooter enters your room. • Remain silent and do not respond to commands until you are certain they are issued by a police

officer.

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EVACUATION PROCEDURES:

In advance, all Library staff should:

Understand the evacuation plan.

Recognize the sound of the evacuation alarm.

Know at least two ways out of the building from their regular work space.

When you hear the evacuation alarm or are told to evacuate the building:

1. Remain calm.

2. Leave quickly.

3. Take only necessary items with you. Do not attempt to take large or heavy objects.

4. As you exit, quickly check nearby restrooms, closets, etc. for other staff.

5. Accompany and help any staff and patrons who appear to need direction or assistance.

6. Shut all doors behind you as you go. Closed doors help slow the spread of fire, smoke, and water.

7. Once outside, move away from the building and check-in at your designated Evacuation Assembly Area. (See Evacuation Plan in Appendix for your Library.)

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DISASTER RESPONSE TEAM

RESPONSE TEAM LEADER

Good leadership is essential to emergency response. Concentrate on the task at hand. Don’t be distracted by feelings of inadequacy – questioning yourself is normal in a crisis. Your mission is to coordinate the response and keep things moving, which includes setting priorities and addressing conflicts.

Set up a Library Command Center.

Define goals and outline Response Plan.

Clearly define every person’s responsibility and the chain of command.

Assign and coordinate Disaster Team activities.

Track workflow (to send people where they are most needed).

Meet with team at every shift change.

Work with Health & Safety Coordinator to watch over morale and welfare of workers (make regular breaks mandatory).

Communicating with the Response Team is the most important job you have. Talk to your staff and volunteers about what you expect from them. Encourage communication between groups, responders and workers. Make scheduled breaks mandatory – workers can endanger their health and safety in their zeal to save objects – and create an environment where workers feel comfortable taking breaks when they need them. P ay attention when someone tells you to take a break.

Be a Good Leader • Remain calm and help others around you to calm down • Get all information – keep asking questions and write things down • Be flexible – alter plans as situation evolves • Explain tasks to team members as clearly as possible without using jargon – be sure they

understand what you expect • Keep team focused – don’t be distracted by low priorities – use pre-determined priorities

and responsibilities to help avoid conflicts • Expect shock and grief and acute stress – work with Health & Safety Coordinator to provide

counseling

EMERGENCY RESPONDER LIAISON

In any life-threatening situation, emergency professionals and/or civil authorities will be in charge of the institution. Their priorities are to save people in the building, the building and the contents – in that order. Clear communications and cooperation are critical. Listen to the Emergency Responders – they have their job to do and they’re trying to help you. By law, only they can determine when staff can enter the building.

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In a large-scale disaster, there will be other demands in the community. Emergency Responders need to know before a disaster occurs why your building and collections are particularly valuable or vulnerable.

Identify responding Incident Commander and introduce yourself.

Provide copies of Libraries’ floor plans.

Identify any risks responders might encounter (automatic lockdown systems or hazardous substances).

Request special access for trained staff to access and assess the collection.

Ask for help to evacuate threatened collections and vital records.

Explain why restarting HVAC systems as soon as possible is important to prevent mold growth.

SECURITY & FACILITIES COORDINATOR

You will need a team of people to help you protect the buildings and collections from trespass, theft, vandalism and further weather threats. Ensure that the building and grounds are safe for both people and collections. Oversee the elimination of hazards and control access to both the building and the collections. Make sure all authorized personnel are clearly identified so you can easily spot someone who doesn’t belong.

When you have permission from the proper authorities to enter your site, work with the Assessment Coordinator to evaluate the severity of the disaster and the extent of damage. Then, proceed to stabilize the environment where collections are held.

Electricity, water and gas may present hazards. Work with Building Services and the Incident Commander to turn off the utilities as needed.

Establish check-in procedures and make sure people sign both in and out.

If fire protection/suppression systems are not operating, install battery-operated detectors and extra fire extinguishers.

Protect the building by stabilizing the environment:

Arrange for backup electricity, if needed.

Get the HVAC system running as soon as possible to prevent mold growth.

Work with Building Services to remove standing water from basement and crawl spaces.

Cover damage to the roof, windows and doors.

Remove water-soaked insulation, wallboard, carpets and wall coverings as soon as possible to reduce humidity.

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Have the Supplies and Equipment Coordinator obtain fans, dehumidifiers, and other equipment needed for air drying.

ASSESSMENT  COORDINATOR

Along with the Response Team Leader, the Security and Facilities Coordinator, the Documentation Coordinator and the Salvage Coordinator, carry out an assessment of the building(s) and collections to determine both the nature and the extent of the damage.

The Field Guide Assessment Form in Appendix A of the Emergency Preparedness and Response Plan will help you evaluate the severity and the scope of the damage. In a large-scale disaster, the assessment will be general, not item-by-item.

This should be a quick assessment; don’t handle items or try to move shelving.

Remember to be safe: work in pairs and wear protective clothing (and masks and gloves and boots, if necessary).

As conditions allow, make your assessment in the following order:

Items in immediate danger

Most valued items

Items closest or most accessible to you

Most vulnerable items

Most damaged items

Least damaged items

Continue to assess the collection throughout the recovery and salvage period. What was once a shelf of damp books may soon become moldy, requiring a new set of actions.

Work with Salvage Coordinator to train and supervise workers as needed

Consult a conservator for questions about response or recovery of library materials (see Appendix A for more information)

SALVAGE COORDINATOR

Coordinating salvage requires several steps, and you probably will need to assign each step to a person or group. Make adjustments as the salvage process continues. Work closely with the Assessment, Documentation and Supplies and Equipment Coordinators.

Salvage involves retrieving the Libraries’ damaged collections from areas affected by the emergency as well as protecting collections at risk of damage. Salvage should be carried out systematically based on well thought-out collections priorities. Determining the priority in which items or collections are addressed can be difficult and stressful. Keep in mind the practical realities of your situation.

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Review salvage procedures at the end of each day to ensure documentation is being maintained and policies are followed. Adjust procedures to meet changing needs.

Step 1: Set Salvage Priorities • Assess the pre-determined collection priorities (located in the Appendices of the Emergency and

Response Plan) to see which priority materials are affected. • Consult with the Assessment Coordinator and the collections assessment to set priorities.

Remember to focus on the big picture, not the details of individual items.

Step 2: Determine Needed Resources • Decide if salvage can be handled by staff in-house or if outside contractors are needed. • Determine how many people are needed for salvage, their level of training and what additional

training is needed. • Determine the need for professional recovery help. Has the disaster affected more items than can

be treated in-house? Is there need to contact AIC-CERT for professional disaster and/or conservation advice?

• Identify and set up a secure location for salvage, close to the disaster site, with stable environmental conditions, good air movement, running water and easy, controlled access on two sides. If entire Library is not affected, it could be in an area of the building. Most likely, it will be a clean, tented work area outside the building.

• Consult with the Supplies and Equipment Coordinator and start a list of additional supplies and equipment needed for salvage.

Step 3: Instruct Staff • There is little time for salvage training after an emergency. Y ou need to provide specific

instructions on how to handle and sort objects and how to box and label for removal. The Field Guide for Emergency Response includes an instructional DVD that can assist in preparation for salvage.

• Review safety precautions with staff. Remember that those with asthma, allergies or chronic respiratory disease should not be exposed to mold.

Step 4: Triage Once the salvage area is set up, you will need to triage, or sort, items based on your salvage priorities. Then, separate items for salvage based on the type of damage suffered and how it should be addressed. This may seem time consuming, but it greatly improves the chance of recovery. Some things to consider during triage:

• Separate items by degree of wetness • Separate moldy items and isolate if possible • Separate muddy items and those wet with contaminated water from those wet from

uncontaminated water • Isolate items that are charred or have soot deposits, and limit handling • Separate out coated paper-based materials

Step 5: Relocate Material for Salvage You will most likely have to move items to a triage area before moving to the salvage area. The salvage area should include a secure place for dry and undamaged material. Organize distinct areas for objects to be air dried or prepared for freezing. Separate and hold badly damaged items; deaccessioning will wait until salvage is complete.

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After you have finished triage, begin moving priority items to the salvage area. Be systematic but flexible, and stay organized. Before packing, identify and records items going into each box and note destination. Clearly label boxes with waterproof markers. Work closely with Documentation Coordinator to create and update inventory control sheet.

Handling, Packing and Removing Collections • Do not pick up an items without first identifying a place to put it down • Before moving any item, note what it is, where it was, where it is going and what it needs

(freezing, rinsing, etc.) • Always use two hands or rigid support to transport a wet item • Work slowly and carefully to avoid mechanical damage (tearing, smearing, scratching) • Tuck detached barcodes inside books • Do not walk backwards

Labeling Boxes • Assign a box number for each box and write it on all sides • Record the number, type and location of items in each box; use this to track boxes as they are

moved from one location or treatment to another • Consult with Documentation Coordinator to make sure information is useful and consistent

What to Document:

Photograph: • Areas of damage • Extent of damage • Location of items • Severely damaged items Note for collections: Note as changes occur: • What it is • What it is • Where it was • Where it is • What is wrong with it • What has been done to it • Where it is going • What it needs

 

COMMUNICATIONS COORDINATOR

Clear communication is vital to successful emergency response. You need to set up a system for communicating within your response team as well as one for communicating with the outside world: emergency responders, University administrators, contractors and the press.

Disaster Area

Triage Area

Salvage Area

Secure & Dry

Air Dry

Pack for Freezing

Deaccession

Object Transport

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In an emergency, keep your statements short and simple. Put directions in writing if possible to avoid misunderstandings.

Set up a Communications Center with phone, fax, computer and printer. You should also have contact lists for University officials and local media.

Contact all staff and keep them informed about the disaster as response and salvage progresses.

Facilitate communication among response team members. Post information useful to everyone.

Compile facts for the media.

Keep informed about how the disaster is affecting the larger community.

Impress upon all workers that they should refer all media inquiries to you.

Media Liaison Media coverage of your disaster can be both help and hurt response and recovery. The press can relay your requests for donations, volunteers and other needs; but, they will also disrupt your response process. You should work with the Director to handle all media inquiries.

• All workers should refer reporters to the media liaison instead of stopping work to answer questions.

• Speak clearly and calmly. Be accurate and don’t exaggerate or dramatize facts. Try not to be defensive when answering questions. Don’t be afraid to say you don’t know the answer.

• Give reporters printed background information on the Libraries and their collections. • Don’t speculate about the cause of the disaster or whose fault it is. Say that the Libraries is

cooperating with the authorities. • Don’t guess about the timeline of response; instead, say that the response team is working to

return to normal operations. • Don’t discuss insurance or the monetary value of collection materials or damages. Instead,

mention what objects are safe or salvageable, especially any well-known ones in and out of Special Collections.

• Say “I don’t know.” instead of “No comment.” • Do not speak off the record with anyone. Be consistent with each interviewer. Have your facts

straight and keep current with the situation so you don’t have to correct yourself later. • Ask for volunteers only if you are sure that they really are needed and that there is someone to

train and supervise them. Don’t accept volunteer help with recovery or salvage. • Get a copy of news articles or video to keep with other documentation of the disaster.

DOCUMENTATION COORDINATOR

Documentation is a vital component of emergency response. Keeping accurate records of the disaster and the resulting damage will provide proof of loss for state and federal assistance and insurance claims. Your written records, photographs and video footage may be used also for possible legal action or future fund-raising and to assist with media coverage. Documentation will help establish salvage priorities. And recording response efforts will assist with post-disaster analysis.

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Document the emergency and the condition of your collection through written and visual records. Depending on the scope and severity of your emergency, you may not be able to document every detail. Try to capture typical examples of damage.

Keep track of staffing needs and staff time used.

If possible, especially for any Special Collections materials, capture the following information for each item damaged:

Title and call number

Location of item (in the building and in the room)

General condition of the item

Type and degree of damage

Document your salvage effort. Keep records of:

Movement of collection materials (to temporary off-site storage or to disaster recovery firm)

Salvage measures and techniques used

Conditions of the building and the collections as they change throughout the recovery and salvage process

Documentation Tips • Be patient. Documentation will slow down your response pace, but it is essential to keep accurate

records of all collection materials involved in the incident. • The depth of the documentation may be limited by the amount of access you have. Do not

interfere with recovery and salvage efforts. Even a photo of the whole room helps. • Unless items or collections are in immediate danger, do not move them until their condition has

been recorded in place. • Never work alone; stay in pairs or small teams. Wear protective equipment. • Assign one task per person. It is difficult to take notes while also taking photographs or video.

(Use a digital voice recorder if short on staff.) • Keep a photo log and assign one person to be responsible for handling all the digital photo

transfer and storage.

ADMINISTRATIVE & FINANCIAL COORDINATOR

Even in times of disaster, paperwork matters: insurance records, financial records, collection priorities and the collection records will be essential to a successful recovery. You will be the point of contact for matters involving insurance, institutional records, finance and outside services.

The aftermath of the emergency may be too big for Library staff alone to handle. You may need commercial firms to provide dehumidification, fire restoration or other essential services. Ideally, the Libraries should have a contract with a reputable disaster recovery firm already. This is especially helpful when disasters are widespread and the competition for resources is fierce.

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Records • As soon as possible, before a disaster might occur, ensure you have off-site copies of essential

documents like building plans, financial records and collection records. • Make sure you have passwords to access critical databases concerning personnel, finances and

collections. • Retrieve the copies of essential institutional records stored off-site.

Finance • As soon as possible, before a disaster might occur, obtain authority to expedite payment for

supplies, equipment and services. • If the disaster is widespread, local or state agencies may provide technical or financial assistance. • If the disaster is “Presidentially declared,” the Library may be eligible for federal funding. See

Guide to Navigating Federal Emergency Management Agency and Small Business Administration Disaster Aid for Cultural Institutions (http://www.heritagepreservation.org/federal/) for information and to file for FEMA or Small Business Administration (SBA) assistance.

Vendors and Commercial Services • Obtain copies of current contracts with suppliers or service contractors. As soon as possible,

before a disaster might occur, ask for copies of any applicable contracts and requests that copies are sent to you whenever changes occur.

• Make sure all vendors not previously contracted with are licensed and bonded in Florida. • Make sure contractors know to ask Response Team Leader and Security and Facilities

Coordinator any questions about buildings or collections. • If hiring a disaster recovery firm:

o Choose one with experience in the type of disaster and recovery needed and a proven inventory control system.

o Check at least two references and ask for a written scope of work and an estimate.

HEALTH & SAFETY COORDINATOR

Keeping people healthy and safe is more important than rescuing your collection. The building is not safe to enter until a qualified authority (a fire or building inspector or structural engineer) has made an assessment of the structural stability. The Emergency Responder Liaison and the Security & Facilities Coordinator will be told when people can get back into the building.

After direction from the Response Team Leader and working with the Administrative & Financial Coordinator, contact outside support to identify and remove hazardous substances.

Determine the physical limitations of your response team.

Workers should be reasonably fit.

Those with allergies, asthma or chronic respiratory disease should not enter the building until it has been cleared, decontaminated and dried out.

Establish, staff and stock a first aid station to serve the team and maintain records of injuries or illnesses related to the emergency.

Establish, staff and stock a rest station.

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Provide a supply of drinkable water (at least one gallon per person per day).

Create a comfortable place to eat and rest.

Make arrangements for toilet facilities.

Remind staff to wash hands and change gloves frequently.

Ensure and enforce frequent breaks – one per hour with longer breaks every 2-3 hours.

Equip the response team with appropriate personal protective equipment.

Instruct workers to wear long-sleeved shirts, long pants, heavy-soled boots or shoes and work gloves.

Provide hard hats, eyewear, rubber boots and N95 masks as needed. Train workers in the proper fit and use of this equipment.

Review health and safety procedures with all team members and at the beginning of every shift to meet changing needs.

Safety Procedures • Until you are certain all power is off, never enter flooded areas or touch electrical equipment if

the ground is wet. • Be familiar with all emergency exits and escape routes. • Be careful in standing water and muddy areas to avoid slipping. • Be aware of what is around you; there is always a chance of structural and/or shelving collapse. • Be careful when lifting wet objects: materials will be heavy and slippery.

Stress • Expect to be shaken, horrified, blank and angry – work with FSU HR to provide counseling • Expect a feeling of urgency and a need to react quickly – listen to others when they tell you to

take a break • Expect an adrenaline high and feeling that you can’t think clearly • Expect a tendency to overact • Expect to be tired, dirty, hungry and discouraged • Expect chaos and disorganization at first; order will return eventually

SUPPLIES & EQUIPMENT COORDINATOR

Check what supplies and equipment you actually have on hand. There are additional recovery supplies in Technical Services. Consider borrowing needed items from nearby institutions. If you need to buy equipment and supplies, work with Response Team Leader, Administrative and Financial Coordinator, and Salvage Coordinator to purchase, rent and distribute supplies and equipment.

Supplies don’t need to be purchased from a company that specializes in disasters. Home improvement, office supply and discount department stores have the supplies needed immediately. However, that if the disaster is community-wide, supplies and equipment will be scarce.

Locate available in-house supplies and assemble them near the disaster site.

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Assess the need for additional supplies and services with the Response Team Leader and the Salvage Coordinator.

Work with Administrative and Financial Coordinator to order supplies and equipment as necessary, arranging for delivery.

Arrange a secure storage location for supplies. Keep a key on your person at all times (give an additional key to the Salvage Coordinator, if possible).

Establish and maintain clear lines of communication with contractors.

Continue to monitor the need for supplies throughout the response and salvage phases.

TECHNOLOGY COORDINATOR

Assess damage to technology systems: such as hardware, software and electronic resources

Decide on recovery/rehabilitation strategies and set priorities for recovery

Activate “facility backup,” an alternate site for continuation of computer and telecommunications operations

If the emergency requires relocation for a period of time, provide ways for staff and patrons to access email, the Internet, and online services such as the library’s website, online catalog and electronic resources

Coordinate with Library Director and Administrative and Financial Coordinator for external technology services, supplies or equipment as needed

VOLUNTEERS

People in the community (local as well as the State Universities) may offer their services to help your institution recover. Don’t accept the offer unless you have someone to train and supervise them who doesn’t have other assigned responsibilities and who has been trained in the duties you want the volunteers to perform.

If you do accept volunteers, make sure you define clearly and exactly what they can and cannot do. Give them simple tasks outside of the disaster area. History shows us that some unscrupulous people have volunteered during disasters to gain access to rare and valuable material that usually has stronger security. Have all workers, volunteers as well as staff, wear name tags identifying them by name and assigned duties.

Check University policies to see if volunteers are covered; if not, have them sign a waiver.

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STAFF MOBILIZATION

A major disaster in the library will necessitate the assistance of people from all areas of expertise. After the safety of staff and patrons is ensured, the Disaster Response Team will alert Library Department and Unit Heads affected by the disaster. Additionally, in the event of a large-scale disaster, all Library Contacts and the Disaster Response Team may be called into action to assist in recovery.

LIBRARIES CONTACT LIST

Building Name Office Home Cell

Strozier Library:

Rebecca Bichel

Roy Ziegler

Head of Special Collections

Dan Schoonover

Technical Services:

Amy Weiss

Dirac Science Library:

Rebecca Bichel

Jay Weekley

Engineering Reading Room:

Suzanne Byke

Allen Music Library:

Sarah Cohen

Pepper Library:

Burt Altman

Robert Rubero

Goldstein Library:

Pam Doffek

College of Law Research Center:

Faye Jones

Maguire Medical Library:

Susan Epstein

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PREVENTATIVE MEASURES

The Disaster Response Team, in conjunction with staff in all FSU Libraries, will perform the following preventative actions to reduce the risk of disasters and to better ensure rapid response and recovery in the event of a disaster.

• Establish and review priorities for protection and recovery.

• Annual review of the Emergency and Response Plan, making any needed changes to procedures, priorities, staffing and reporting.

• Semiannual review of Building Logs for each Library to look for patterns where preventative measures should be taken and to determine whether any unresolved issues need to be addressed.

• Present and attend disaster training and response workshops.

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RECOVERY PROCEDURES FOR LIBRARY MATERIALS

Read and understand all steps thoroughly before undertaking recovery procedures below.

DAMP OR WET BOOKS

CAUTION:

• All air drying MUST take place in a cool, dry place. Warm humid air encourages mold growth, which can be more damaging than the original emergency. Try to keep the temperature below 70° and the relative humidity below 55%. Use dehumidifiers if necessary and fans to keep air circulating.

• Before starting any recovery procedures, know what the damaged materials are. Coated glossy papers (magazines, art books, etc.) are not salvageable after 5-6 hours in water as the pages become irrevocably stuck together. Move on immediately to concentrate on salvageable material. Leather and vellum bindings are extremely fragile and should be rescued early. Seek professional conservation treatment to address recovery efforts for leather and velum bindings and coated paper.

• If more than 20 books are WET, books should be vacuum freeze dried by a Disaster Recovery Service; immediately contact the Salvage Coordinator. Vacuum freeze drying dries the material with the least distortion as the water goes directly from the liquid to gaseous state without passing through the solid state -- ice never forms. Commercial and household freezers allow ice to form and are inadequate, resulting in distortion.

• Minimize handling of water damaged books. They are extremely fragile and must be handled carefully as pages can easily fall out and covers can separate from the text block.

• If spines or covers are detaching, place book in bag. Bag individually any book with dye leaching from water.

• Never try to reshape damp volumes, as this will cause harmful distortion. They can be treated AFTER drying.

• Sponge off mud and debris using clean water but ONLY if material does not have water soluble components such as watercolors, runny inks and dyes. Instead, air dry materials and brush off debris when completely dry. Test a small, inconspicuous area if unsure of solubility of inks.

PROCEDURES:

1. Keep a record of what books are drying where.

2. Stand DAMP books upright on clean, dry absorbent paper with covers opened at a 60–90° angle. A book is completely dry when it is no longer cool to the touch.

3. While air drying, the pages of larger books may start to pull out of their covers under the extra water weight. If this is the case, turn books over (head to toe, toe to head) every 30 minutes.

4. WET books can be interleaved to remove additional excess moisture. Place unprinted, clean flat paper towels every 20 or 30 pages; be sure to change toweling and alternate pages every 15 minutes to prevent distortion.

5. Some books will dry distorted and misshapen. This can be greatly reduced AFTER completely drying by placing volumes under light pressure or, in extreme cases, rebinding.

IF BOOKS MUST BE PACKED UP AND MOVED TO DRYING AREA OR FOR PROFESSIONAL RECOVERY SERVICES:

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1. Remember, coated glossy papers are not salvageable after 5-6 hours in water as the pages become irrevocably stuck together. Move on immediately to concentrate on salvageable material.

2. Keep a written record of what volumes are in which box (by floor, range number and call number) and clearly label each box.

3. Use Rescubes or 1 x 1cubic foot, 200 test lb. cardboard boxes for pack-out. These boxes will hold about 15 volumes and weigh about 50 pounds when loaded.

4. Wrap each book in a piece of unprinted newsprint to prevent colors bleeding into one another.

5. Pack books SPINE SIDE DOWN IN A SINGLE ROW on the bottom of the box. Do not stack books or other materials on top in box. Water damaged materials will sag and distort, especially under pressure, causing permanent deformities.

6. Seal box with packing tape and label contents with marker on all four sides as well as the top.

MICROMATERIALS, MOTION PICTURE FILM AND PHOTOGRAPHIC NEGATIVES

In most cases of fire, the extreme heat of the flames will melt film, damaging it beyond repair. Smoke and water damaged materials, however, can be salvaged. Microfilm and motion picture film are very difficult to handle and are best handled by a photographic film reprocessing company (see Appendix B). Film must be shipped submerged in water in sealed containers usually provided by the reprocessing company.

CAUTION:

• Never let water-damaged film dry out. Wet film should be packed in a container lined with plastic bags to keep it wet until treatment. If boxes are wet, use rubber band or string around box with microfilm enclosed.

• Handle wet films very carefully, touching only the edge of the film. When wet, the emulsion layer of film softens and can be easily separated from the film base or damaged.

• Deteriorated acetate film has a low recovery rate. Move on to polyester-based film. If the acetate-based film is unique and irreplaceable, immediately contact the Salvage Coordinator for shipping to a photographic film reprocessing company.

DAMP OR WET PAPER

1. Before starting any recovery procedures, know what the damaged materials are. Coated glossy papers (magazines, art books, etc.) are not salvageable after 5-6 hours in water as the pages become irrevocably stuck together. Move on immediately to concentrate on salvageable material.

2. Air dry DAMP paper materials flat as individual sheets.

3. Do not unfold or separate individual WET sheets. Air dry in small piles up to ¼” thick. Interleave with white paper towels, replacing when damp.

4. If there are too many items to be air dried at once, immediately contact the Salvage Coordinator, who will schedule professional recovery services.

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IF PAPERS MUST BE PACKED UP AND MOVED TO DRYING AREA OR FOR PROFESSIONAL RECOVERY SERVICES:

1. Remember, coated glossy papers are not salvageable after 5-6 hours in water as the pages become irrevocably stuck together. Move on immediately to concentrate on salvageable material.

2. Keep a written record of what material is in which box (by collection or call number) and clearly label each box.

3. Use Rescubes or 1 x 1cubic foot, 200 test lb. cardboard boxes for pack-out. Interleave (by groups or individually) with freezer or waxed paper.

4. Pack papers and/or files supported and standing upright in containers. Pack containers only 90% full.

5. Seal box with packing tape and label contents with marker on all four sides as well as the top.

PHOTOGRAPHIC PRINTS

In most cases of fire, the extreme heat of the flames will melt the emulsion layer of photographs. Smoke and water damaged materials, however, can be salvaged.

CAUTION:

• If you must freeze wet photographs, DO NOT use a freezer made for home or commercial use. Freeze them using a blast freezer instead, which will freeze quickly forming much smaller small crystals, which cause less damage in the drying process. (See Appendix B for Freezer locations.)

• Always handle wet photographs by their edges, as water will cause the emulsion layer to soften and damage easily.

• If a small number of photographs are water damaged, they can be treated in-house; if the situation is more serious, seek the assistance of a professional photo conservator.

PROCEDURES:

1. Carefully remove from frames or plastic enclosures only if emulsion layer is not stuck to the enclosure. Retain all bibliographic information. If emulsion has adhered, seek the assistance of a professional photo conservator.

2. Gently separate photographs from one another only if the emulsion layers (image sides) are not sticking to each other.

3. Rinse with cool, clean water if necessary. Do not blot surface of photographs. If unable to immediately air dry or blast freeze all of the wet photographs, keep them immersed in water in plastic garbage containers. Most non-color photographic processes can withstand immersion in water for up to 72 hours without serious damage. Color photographs can only be immersed in water up to 48 hours before the colors start to separate. Remove and treat as soon as possible.

4. Remove photograph from water and place it IMAGE SIDE UP on a rigid support like plexiglass, glass, or stiff cardboard. Tilt the photograph on the support to allow excess water to run off.

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5. Spread the photographs out face up on clean blotting paper or paper towels to air dry in a clean dry area. Some photographs will curl when drying. Do not weigh down; these can be treated after drying.

PHONOGRAPH RECORDS

Not much can be done to save fire- or water-damaged records and LPs. The heat from the fire will melt the records quickly and prolonged exposure to water will warp them beyond repair.

However, undamaged records with surface dirt can be cleaned carefully. This cleaning should be performed by a sound conservator. Seek professional conservation treatment. Only under extreme circumstances should the following procedures be followed.

CAUTION: Always handle phonograph records by the edges and wear white cotton gloves to avoid fingerprints.

PROCEDURES:

1. Remove from album covers and separate from any enclosures.

2. Rinse dirty phonograph records with clean, cool (preferably distilled) water. Use a soft brush to dislodge particles if necessary.

3. Place on a vertical rack, such as a dish rack, and let dry slowly, away from heat.

IF RECORDS MUST BE PACKED UP AND MOVED TO DRYING AREA OR FOR PROFESSIONAL RECOVERY SERVICES:

1. Pad inside of 200lb box with bubble wrap, bubble-side down, to reduce shock during transport.

2. Supporting records, pack vertically. Do not overfill box.

3. Mark box as fragile – records.

MAGNETIC TAPE MATERIALS

Magnetic tape materials include audio and video cassettes, reel-to-reels and computer floppy disks.

Most magnetic tape material is fairly heat resistant, able to withstand up to 1 hour at 200° F without severe damage. Prolonged exposure to water, however, is very damaging as it causes leaching of the chemicals that adhere the tape to the film base. It is possible but very difficult to clean a dirty, damaged tape and the quality will be severely sacrificed. Instead, contact the Salvage Coordinator, who will schedule professional reprocessing services.

CAUTION: Never try to run a wet, damp, or water-damaged magnetic media on a regular mechanical drive. Wet magnetic media must be hand dried and stored for 48 hours in a stable environment before running or winding using a machine.

PROCEDURES FOR WATER-DAMAGED MAGNETIC TAPES:

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1. Move out of standing water. Quickly open, check and drain any water that may have entered the tape canisters.

2. Rinse dirty tapes, still in cases or wound on reel, in clean, cool (preferably distilled) water.

PROCEDURES FOR WATER-DAMAGED FLOPPY DISKS:

1. Remove any screws on the jacket, pry the jacket open and remove the disk.

2. Rinse disk in clean, cold distilled water.

3. Gently dry with lint free towels.

4. Insert dry disk into new case and copy.

DVDS, CDS AND CD-ROMS

1. Open, check and drain any water that may have entered the cases. Remove discs from cases.

2. Rinse discs with clean, cool (preferably distilled) water.

3. DO NOT RUB discs -- any dirt in the water will scratch disc, resulting in loss of data. If necessary, wipe gently with a clean, soft, lint-free cloth using a radial motion (straight line from the center to the outer edge). Do not wipe in a circular motion.

4. Air-dry vertically on monofilament line run through the center hole or in a rack. Air dry cases and paper inserts separately.

EMERGENCY PROCEDURES

A

ACTIVE SHOOTER 4 AUDIO CASSETTES 22

B

BOMB THREAT 3 BOOKS, coated paper 19 BOOKS, damp 19 BOOKS, wet 19

C

CASSETTES 22 CDS 23 CD-ROM 23 CONTACT LIST 17

D

DISASTER RESPONSE TEAM 1, 7, 18 DVDS 23

E

EVACUATION 6

F

FIRE 2 FLOOD 2 FLOPPY DISKS 22 FSU POLICE A-4 FSU SERVICE CENTER A-4

H

HURRICANE 4

L

LIBRARIES CONTACT LIST 17 LPs 22

M

MEDICAL EMERGENCY 2 MICROFICHE 20 MICROFILM 20 MOLD 3 MOTION PICTURE FILM 20 MOVIES 20

N

NEGATIVES 20

P

PAPER, coated 20 PAPER, damp 20 PAPER, wet 20 PESTS 3 PHONOGRAPH RECORDS 22 PHOTOGRAPHS 21 POLICE A-4 POWER FAILURE 3 POWER OUTAGE 3

R

RECORDS 22 REEL-TO-REEL 22

S

SEVERE WEATHER 4 SHOOTER 4 STORM 4

V

VIDEO TAPES 22 VOLUNTEERS for disaster recovery 16

W

WATER 2 WORKPLACE VIOLENCE 4