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Emergency Management
3.4 Worksheet for Outlining a Disaster Plan

A. Institutional Information

Name of institution ____________________________________________________

Date of completion ____________________________________________________

Date of next update of this form/plan ______________________________________

List all locations where this plan is on file (on and off premises)

_____________________________ _____________________________

_____________________________ _____________________________

_____________________________ _____________________________

_____________________________ _____________________________
Staff members to be called in case of disaster:
Position Name Home Phone Specific Responsibility
in Case of Disaster
Chief
Administrator
___________________ __________ ___________________
Disaster Recovery
Team Leader
___________________ __________ ___________________
Person in
charge of building
maintenance
___________________ __________ ___________________
Cataloger/
Registrar
__________________ __________ ___________________
Preservation
Administrator/
Conservator
__________________ __________ ___________________


In-house disaster recovery team members:

NAME HOME PHONE
_____________________________ _____________________________
_____________________________ _____________________________
_____________________________ _____________________________
_____________________________ _____________________________


Who on the staff has a copy of this plan and is familiar with its contents?

_____________________________ _____________________________
_____________________________ _____________________________
_____________________________ _____________________________
_____________________________ _____________________________

 

B. Services Needed in an Emergency

Service Company and/or Name of Contact Phone #
In-house Security ______________________________________ ________
Fire Department ______________________________________ ________
Police or Sheriff ______________________________________ ________
Ambulance ______________________________________ ________
Civil Defense ______________________________________ ________
Professional Advice/
Conservator
______________________________________ ________
Insurance Company ______________________________________ ________
Freezer ______________________________________ ________
Freeze-dry Service ______________________________________ ________
Document Recovery/Salvage ______________________________________ ________
Computer Records
Recovery/Salvage

______________________________________

________
Microfilm Recovery/Salvage ______________________________________ ________
Videotape Recovery/Salvage ______________________________________ ________
Computer Emergency ______________________________________ ________
Legal Advisor ______________________________________ ________
Electrician ______________________________________ ________
Plumber ______________________________________ ________
Carpenter ______________________________________ ________
Exterminator ______________________________________ ________
Fumigation Service ______________________________________ ________
Locksmith ______________________________________ ________
Utility Companies
Electric
Gas
Telephone
Water
______________________________________
______________________________________
______________________________________
______________________________________
________
________
________
________
Architect or Builder ______________________________________ ________
Janitorial Service ______________________________________ ________
Glass Company ______________________________________ ________
Photographer ______________________________________ ________
Other ______________________________________ ________

 

C. In-house Emergency Equipment

(List locations and attach floor plans with locations labeled)

1. Keys _______________________________
2. Main Utilities
  a) Main electrical cut-off switch _______________________________
  b) Main water shut-off valve _______________________________
  c) Main gas shut-off _______________________________
3. Sprinkler system _______________________________
4. Heating/cooling system _______________________________
5. Fire extinguishers
  a) Wood, paper, combustible (Type A) _______________________________
  b) Gasoline and flammable liquid (Type B) _______________________________
  c) Electrical (Type C) _______________________________
  d) All routine types of fire (Type ABC) _______________________________
6. Master fire alarm (pull box) _______________________________
7. Smoke and heat detectors _______________________________
8. Cellular telephone _______________________________
9. Portable pump _______________________________
10. Extension cords (50 ft., grounded) _______________________________
11. Flashlights _______________________________
12. Camera with film _______________________________
13. Battery operated radio _______________________________
14. Tool kit (crowbar, hammer, pliers, screwdriver) _______________________________
15. Brooms and dustpans _______________________________
16. Mop, bucket, sponges _______________________________
17. Wet-vacuum _______________________________
18. Metal book trucks _______________________________
19. Portable folding tables _______________________________
20. Portable fans _______________________________
21. Protective masks/glasses _______________________________
22. Hard hats _______________________________
23. Rubber boots _______________________________
24. Rubber or plastic aprons _______________________________
25. Gloves (leather, rubber) _______________________________
26. Drying space _______________________________

 

D. In-house Emergency Supplies

(List locations and attach floor plans with locations labeled)

27. First aid kit _______________________________
28. Heavy plastic sheeting (with scissors and tape) _______________________________
29. Paper towel supply _______________________________
30. Plastic garbage bags _______________________________
31. Polyethylene bags (various sizes) _______________________________
32. Waxed or freezer paper _______________________________
33. Absorbent paper (blank newsprint, blotter, etc.) _______________________________
34. Dry chemical sponges (for removing soot) _______________________________
35. Clipboards (also paper pads, pencils, waterproof pens, large self-adhesive labels)
_______________________________
36. Emergency funds
 
a) cash
_______________________________
 
b) purchase orders
_______________________________
 
c) institutional credit cards
_______________________________

Are all staff familiar (by tour, not map) with location of a copy of this plan, the location and use of numbers 1-36 above, thermostats, regular exits, fire exits, fire extinguishers, flashlights, radio, and civil defense shelter?

E. Additional Sources of Emergency Equipment and Supplies

Item Supplier Phone
Wet vacuum ___________________________ ___________
Sand bags ___________________________ ___________
Portable dehumidifiers ___________________________ ___________
Portable electric fans ___________________________ ___________
Portable generator ___________________________ __________
Portable pump ___________________________ ___________
Refrigerator trucks ___________________________ ___________
Nearest off-site phone ___________________________ ___________
Nearest CB radio ___________________________ ___________
Portable lighting ___________________________ ___________
Extension cords (50ft., grounded) ___________________________ ___________
Metal book trucks ___________________________ ___________
Plastic (milk) crates ___________________________ ___________
Sturdy boxes ___________________________ ___________
Heavy plastic sheeting ___________________________ ___________
Plastic garbage bags ___________________________ ___________
Polyethylene bags (various sizes) ___________________________ ___________
Freezer or waxed paper ___________________________ ___________
Dry ice ___________________________ ___________
Drying space ___________________________ ___________
Portable tables ___________________________ ___________
Absorbent paper
(blank newsprint, blotter, etc.)
___________________________ ___________
Paper towels ___________________________ ___________
Plastic buckets and trash cans ___________________________ ___________
Water hoses with spray nozzles ___________________________ ___________
Brooms and dustpans ___________________________ ___________
Mops, buckets, sponges ___________________________ ___________
Monofilament nylon (fishing) line ___________________________ ___________
Hard hats ___________________________ ___________
Rubber boots ___________________________ ___________
Rubber and/or plastic aprons ___________________________ ___________
Gloves (rubber/leather) ___________________________ ___________
Protective masks/glasses ___________________________ ___________
Photographic equipment/supplies ___________________________ ___________
Portable toilets ___________________________ ___________
Construction materials
(wood, screws, nails)
___________________________ ___________
Ladders ___________________________ ___________
Extra security personnel ___________________________ ___________
Other ___________________________ ___________

F. Daily Upkeep Checklist

The following should be checked during opening and closing procedures, and included in overnight security patrols.

  Y N
Keys are secure and accounted for _____ _____
Vaults and safes are secured _____ _____
Doors that are supposed to be locked are locked _____ _____
Evidence of tampering with locks or access points _____ _____
Evidence of tampering with major utilities _____ _____
Anyone hiding in the building _____ _____
Central panels or local monitors for trouble indicators _____ _____
Doorbells, buzzers, intercom are working _____ _____
Lights are working (including emergency lighting) _____ _____
Surveillance equipment is operating _____ _____
Alarms are armed or disarmed as required _____ _____
Equipment is operating properly
HVAC
Water tanks
Pumps
Special equipment

_____
_____
_____
_____

_____
_____
_____
_____
Unusual or off-hours activity _____ _____
Construction/renovation areas _____ _____
Unusual smells or sounds _____ _____
Evidence of water leakage (walls, ceilings, floors) _____ _____
Known problem areas _____ _____
Refrigerators and freezers are plugged in and operating _____ _____
Small appliances are unplugged _____ _____
Sinks and toilets are in working order _____ _____

G. Weekly Upkeep Checklist

  Y N
Emergency numbers are posted near every telephone _____ _____
Fire extinguishers are updated and operable _____ _____
Smoke and/or heat detectors are operable _____ _____
Sprinkler system is operable _____ _____
Water detectors are operable _____ _____
Halon or other fire suppression system is operable _____ _____
Fire alarms are operable _____ _____
Internal detection devices are in working order _____ _____
Internal alarms are in working order _____ _____
External detection devices are in working order _____ _____
External alarms are in working order _____ _____
Back-up systems have been tested
Emergency lights
Power
Alarm panels
_____
_____
_____
_____
_____
_____
Incident reports have been reviewed _____ _____
All keys are accounted for _____ _____
Flashlights are operable
(one in each dept., public desk, and civil defense shelter)
_____ _____
Transistor radio is operable _____ _____

H. Other Emergency Issues

Date of last fire drill: ______________
Frequency:_________ Required? (Y/N) Next scheduled date:________

 

Date of last inspection by local fire department: _________
Frequency: _________ Required? (Y/N) Next scheduled date: ________

 

Date of last civil defense drill: _________
Frequency: _________ Required? (Y/N) Next scheduled date: ________

 

Date of last analysis/update of insurance coverage
Frequency: _________ Required? (Y/N) Next scheduled date: ________

 

Photographs of interior and exterior stored off-site? (Y/N)
Frequency: _________ Required? (Y/N) Next scheduled date: ________

 

Is there an off-site record (microform, computer tape) of the collection? (Y/N)
Frequency of update: ________________________________
Location: _________________________________________


(Insert copies of last inventory report and insurance policies here)

I. Salvage Priorities

Compile a list of items that should be salvaged first following a disaster for each department, area, and/or office. Keep these considerations in mind when setting priorities.

  • Is the item critical for ongoing operations of the institution?
  • Can the item be replaced?
  • Would the cost of replacement be more or less than the cost of restoring the object? (Replacement cost figures should include ordering, cataloging, shipping, etc. in addition to the purchase price.)
  • Is the item available in another format, or in another collection?
  • Does the item have a high or low collection priority?
  • Does the item require immediate attention because of its composition (coated paper, vellum, water-soluble inks)?

J. Procedures

Compile and attach a detailed list of procedures to be followed in case of disaster. These should accommodate your institution's particular needs and collections. Consult the NEDCC Preservation Leaflet "Emergency Management Bibliography" for sources of information.


Acknowledgements

This material is based on statewide disaster plans developed by the State Libraries of Wyoming and Iowa, and "Guidelines for Protecting Your Organization’s Memory From Disaster," by H. Holland, Provincial Archives New Brunswick, and is used with their kind permission.

 

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