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This worksheet is designed to help an organization collect and structure essential information found
in emergency response plans (AKA disaster plans) for cultural heritage organizations.
Use this worksheet to start building your organization’s first emergency response plan or use this worksheet to ensure that your current plan has all the elements represented here.
This completed worksheet could serve as a finished emergency response plan, or you could choose to augment it with instructions for evacuation, shelter-in-place, shutting off facilities equipment, and other relevant policies and procedures—such as continuity of business operations plans (COOP)—that meet your organization’s needs.
Table of contents
| A. INSTITUTIONAL INFORMATION ........................................................................................................... | 2 |
| B. SERVICES NEEDED IN AN EMERGENCY ............................................................................................. | 3 |
| C. EMERGENCY EQUIPMENT AND SUPPLIES ......................................................................................... | 5 |
| LIFE SAFETY ........................................................................................................................................................... | 5 |
| FACILITIES .............................................................................................................................................................. | 5 |
| COLLECTIONS RESPONSE AND RECOVERY ............................................................................................ | 6 |
| D. ADDITIONAL SOURCES OF EMERGENCY EQUIPMENT AND SUPPLIES .................................. | 7 |
| E. DAILY CHECKLIST ..................................................................................................................................... | 9 |
| F. WEEKLY CHECKLIST ................................................................................................................................ | 10 |
| G. OTHER EMERGENCY ISSUES ................................................................................................................ | 11 |
| H. DRYING STATION LOCATIONS .............................................................................................................. | 11 |
| I. SALVAGE PRIORITIES .............................................................................................................................. | 12 |
| J. SALVAGE PROCEDURES ......................................................................................................................... | 12 |
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 a collections emergency:
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Cell or Home Phone |
Specific Responsibility in Case of Emergency |
| Chief Administrator |
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Emergency Response Team Leader |
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Person in charge of building maintenance |
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Cataloger/Registrar |
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Preservation Administrator/ Conservator |
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Other: |
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Other: |
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Other: |
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In-house emergency response team members:
| Name | Cell or Home Phone |
Who on the staff has a copy of this plan and is familiar with it contents?
| Name | Cell of Home Phone |
B. SERVICES NEEDED IN AN EMERGENCY
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Service |
Company and/or Name of Contact |
Contact Information |
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In-house Security |
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Fire Department |
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Police or Sheriff |
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Ambulance |
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Local Office of Emergency Management |
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Professional Advice/Conservator |
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Insurance Company |
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Freezer Storage |
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Freeze-dry Service |
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Document Recovery/Salvage |
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Media (e.g. videotape, microfilm |
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Computer Records Recovery/Salvage |
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Computer Emergency |
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Legal Advisor |
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Electrician |
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Plumber |
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Carpenter |
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Pest Management Services |
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Fumigation Service |
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Locksmith |
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Utility Companies: Electric |
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Utility Companies: Gas |
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Utility Companies: Telephone |
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Utility Companies: Water |
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Utility Companies: Internet Provider |
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Utility Companies: Other |
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Architect or Contractor |
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Janitorial Service |
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Glass Company |
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Elevator Company |
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Security or Alarm Company |
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Other: |
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Other: |
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Other: |
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Other: |
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Other: |
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Other: |
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C. EMERGENCY EQUIPMENT AND SUPPLIES
(List locations and attach floor plans with locations labeled, as applicable.)
LIFE SAFETY
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# |
Life Safety Equipment & Supplies |
Location(s) |
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1. |
Master fire alarm (pull box) |
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2. |
Fire extinguishers (note Type A, B, C) |
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Type A: wood, paper, combustibles Type B: gasoline, flammable liquid Type C: electrical Type ABC: all routine fire types |
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3. |
Smoke and heat detectors |
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4. |
AED station(s) |
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5. |
First aid kit(s) |
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6. |
Personal Protective Equipment (PPE) |
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PPE may include: N95-rated face masks, plastic gloves, disposable aprons, eye protection, rubber boots, hard hats, etc. |
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7. |
Emergency Preparedness Kit |
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Kit may include: flashlights, battery-operated radio, batteries, basic tool kit, etc. |
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FACILITIES
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# |
Facilities Equipment & Supplies |
Location(s) |
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8. |
Main electrical cut-off switch |
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9. |
Main water shut-off valve |
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10. |
Main gas shut-off |
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11. |
Sprinkler system control panel |
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12. |
Heating/cooling system control panel |
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13. |
Portable water pump |
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14. |
Keys to access panels, utility rooms, etc. |
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COLLECTIONS RESPONSE AND RECOVERY
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# |
Collections Response and Recovery Equipment & Supplies |
Location(s) |
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15. |
Portable tables |
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16. |
Carts or book trucks |
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17. |
Portable fans |
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18. |
Portable dehumidifiers |
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19. |
Extension cords |
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20. |
Cleaning equipment (dry) |
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Cleaning equipment (dry) may include: shop vac, broom, dustpan, etc. |
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21. |
Cleaning equipment (wet) |
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Cleaning equipment (wet) may include: wet vac, mop, bucket, etc. |
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22. |
Disaster/Spill Kit(s) |
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Disaster/Spill Kits may include: PPE (masks, gloves, etc.) |
Paper towels, spill pillows, absorbent material, etc. |
Polyethylene bags |
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23. |
Salvage Supply Kit(s) |
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Salvage Supply Kits may include: PPE (masks, gloves, etc.) |
Absorbent paper (blank newsprint, blotter, etc.) |
Dry chemical sponges |
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Are all staff familiar (by tour, not by map) with the location of a copy of this plan, the location and use of 1-23 above, as well as thermostats, regular exits, fire exits, fire extinguishers, flashlights, radios, and the designated evacuation meeting place?
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D. ADDITIONAL SOURCES OF EMERGENCY EQUIPMENT AND SUPPLIES
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Item |
Company and/or Name of Contact |
Contact Information |
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Wet vacuum |
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Sand bags |
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Portable dehumidifiers |
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Portable electric fans |
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Portable generator |
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Portable pump |
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Refrigerator trucks |
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Freezer storage companies |
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Portable lighting |
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Extension cords (50ft., grounded) |
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Metal book trucks |
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Plastic (milk) crates |
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Sturdy boxes |
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Heavy plastic sheeting |
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Plastic garbage bags |
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Polyethylene bags (various sizes) |
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Freezer or waxed paper |
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Dry ice |
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Drying space |
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Portable tables |
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Absorbent paper (blank newsprint, blotter, etc.) |
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Paper towels |
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Plastic buckets and trash cans |
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Water hoses with spray nozzles |
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Brooms and dustpans |
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Mops, buckets, sponges |
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Monofilament nylon (fishing) line |
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Hard hats |
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Rubber boots |
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Rubber and/or plastic aprons |
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Gloves (rubber/leather) |
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Protective masks/glasses |
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Portable toilets |
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Construction materials (wood, screws, nails) |
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Ladders |
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Extra security personnel |
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Other: |
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Other: |
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Other: |
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E. DAILY CHECKLIST
The following should be checked during opening and closing procedures, and included in overnight security patrols.
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Procedure |
Y |
N |
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Keys are secure and accounted for |
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Vaults and safes are secured |
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Doors that are supposed to be locked are locked |
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Locks and access points have been checked for evidence of tampering |
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Major utilities have been checked for evidence of tampering |
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Building has been cleared of all people |
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Central panels/local monitors have been checked for trouble indicators |
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Doorbells, buzzers, and intercom are working |
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Lights are working (including emergency lighting) |
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Surveillance equipment is operating |
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Alarms are armed or disarmed as required |
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HVAC equipment is operating properly |
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Water tanks/systems are operating properly |
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Pumps are operating properly |
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IT equipment is operating properly |
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Checked for unusual or off-hours activity |
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Construction/renovation areas are checked and properly shut down |
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Checked for unusual smells or sounds |
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Checked for evidence of water leakage (walls, ceilings, floors) |
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Known problem areas have been checked |
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Refrigerators and freezers are plugged in and operating |
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Small appliances are unplugged |
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Sinks and toilets are in working order |
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Other: |
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Other: |
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F. WEEKLY CHECKLIST
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Procedure |
Y |
N |
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Emergency numbers are posted near every telephone |
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Fire extinguishers are updated and operable |
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Smoke and/or heat detectors are operable |
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Sprinkler system is operable |
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Water detectors are operable |
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Halon or other fire suppression system is operable |
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Fire alarms are operable |
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Internal detection devices (e.g. motion sensors) are in working order |
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Internal alarms are in working order |
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External detection devices are in working order |
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External alarms are in working order |
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Emergency lights have been tested |
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Back-up power system has been tested |
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Alarm panels have been tested |
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Incident reports have been reviewed |
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All keys are accounted for |
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Flashlights are operable (one in each dept., public desk, and weather shelter locations) |
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Internal communication systems are operable (public address system, walkie talkies, intercoms, staff email, staff website, etc.) |
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External notification systems are operable (radio, Internet, etc.) |
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Other: |
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Other: |
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Other: |
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G. OTHER EMERGENCY ISSUES
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Date of Most Recent |
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Required? (Y/N) |
Next Scheduled Date |
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Fire Drill |
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Local Fire Department Inspection |
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Fire Extinguisher Inspection |
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Active Shooter Training |
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Shelter in Place Training |
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Insurance Coverage Analysis/Update |
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Photographs of interior and exterior stored off-site |
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Available? (Y/N) |
Contact Information |
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Frequency of Backup |
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Off-site record of collection (remote server, external hard- drive, computer tape, etc.) |
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(Insert copies of last inventory report and insurance policies here.)
H. DRYING STATION LOCATIONS
Designate and list the locations of spaces that can be used for salvage efforts.
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Location |
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Primary on-site |
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Back-up on-site |
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Back-up off-site |
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I. SALVAGE PRIORITIES
Compile a list of items that should be salvaged first following a collections emergency for each department, area, and/or office. Keep the following 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 saving 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?
- Is the item a high priority according to your mission statement or collection development policy?
- Does the item require immediate attention because of its composition (coated paper, vellum, water-soluble inks)?
J. SALVAGE PROCEDURES
Compile and attach a detailed list of collections salvage procedures to be followed in case of an emergency. These should accommodate your institution's particular needs and collections. The following resources may be helpful in creating a set of salvage procedures that best suit your own institution.
- FAIC (Foundation of the American Institute for Conservation)
- Connecting to Collections Care, Disaster Plan Template Downloads: Salvage at a Glance
- Field Guide to Emergency Response, Supplementary Resources: Field Guide Videos
- MHS (Minnesota Historical Society)
- NARA (National Archives and Records Administration)
- NEDCC Fundamentals of AV Preservation
- NEDCC Preservation Leaflets
Acknowledgements
The original version of this leaflet, written in 1999, was 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, which were used with their kind permission. Updated by Becky Geller and Sean Ferguson, 2020.
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