Written by Jesse Keel, Associate Preservation Specialist
For archive and library collections, a long-term preservation plan should feature key policies. Policy writing is a fundamental component of preservation planning because it ensures that best practices are not only established but also continued at cultural heritage organizations over time. One of the most critical plans that any organization, big or small, needs documented is a disaster plan. This plan enables organizations to respond as efficiently as possible to a range of disasters and emergencies. Of course, evaluating risks, thinking through procedures, and writing documentation can be time-consuming for any organization.
The Preservation Services department at the Northeast Document Conservation Center (NEDCC) understands the common barriers that organizations face in completing disaster plans. NEDCC’s preservation specialists provide assistance in the writing process for small historical societies to large university archives, tailoring each consultation to the unique needs of the institution.
In 2025, the San Diego Zoo Wildlife Alliance (SDZWA) Library reached out to NEDCC for guidance in developing a disaster plan and improving their overall emergency preparedness. Spurred into action by a consultation through the "Ready—Or Not": Cultural Heritage Disaster Preparedness Project, the Library was able to secure grant funding that aided in the process.
Lions, Tigers, Wildfires – Oh my!
The San Diego Zoo Wildlife Alliance Library is an example of an institution with unique needs. It serves as an essential information and reference resource for staff and volunteers at the Wildlife Alliance. Because of its location in a valley in California, the entire Safari Park is at risk for wildfires and earthquakes in addition to smaller emergencies like water leaks and power outages. In the event of a large-scale disaster, library staff have to collaborate with other departments which must first consider human and animal safety, before also protecting special collections.
When Kelley Woolley joined as Associate Director of Library and Archive Services in 2022, updating the Library’s emergency preparedness plan was on her to-do list. An emergency preparedness consultation through the "Ready—Or Not” Project in January 2024 proved to be the jumpstart that Woolley needed. Speaking about the visit from consultant Hillary Ellis, Woolley says, “Her visit was incredibly insightful; she raised thoughtful questions I hadn’t previously considered, which broadened my perspective on our preparedness needs.”
The assessment report that Ellis delivered after the consultation further highlighted the need to update the Library’s disaster plan. Woolley used the report to support her application for a Groundwork Grant from the California State Library to fund some of the recommendations in the emergency preparedness report – including updating the disaster plan. Megan Dirickson, NEDCC Associate Preservation Specialist, worked with Woolley to develop a custom consulting project that would coach Woolley through writing a disaster plan as well as provide training on emergency response and recovery.
The SDZWA Archives & Rare Book Room preserves a wide variety of materials documenting their history, plus a specialized collection of 19th and 20th century publications related to various biological sciences and the history of zoological gardens.
Policy Writing Consultation
A series of bi-monthly meetings began with a risk assessment using dPlan|ArtsReady, an online disaster planning tool designed to transform the results of a risk assessment into action items. Beyond just risks related to natural disasters, this risk assessment provides a comprehensive evaluation of risk and readiness in a variety of areas, from collections safety to operational continuity and IT infrastructure. Dirickson then worked with Woolley on completing a Pocket Response Resource – a one-page, front-and-back emergency resource that can be tucked in your pocket or stored on your device for immediate access to emergency contact information and emergency response actions.
Example of dPlan|ArtsReady interface.
These initial steps built the project’s momentum and set the foundation for updating the Library’s previous disaster plan, stored in a robust red binder. Dirickson and Woolley were able to pare down the content and resources in the binder to be more streamlined and easier to quickly reference during an emergency. Dirickson highlights how important the partnership was for the project, “We approached this project with a lot of flexibility. I wanted to support Kelley and provide structure, resources, and accountability, but in terms of developing a disaster plan, the best result will always come from the involvement and input of the Library’s staff.”
The results speak for themselves: a fully updated plan, backed up in dPlan|ArtsReady’s cloud storage. In addition to an updated disaster plan, staff at the Wildlife Alliance’s Library also received hands-on wet salvage training by Dirickson to even better prepare themselves for emergency response. Woolley credits the expertise and support of both Ellis and Dirickson, “This entire experience has been incredibly beneficial in helping us strengthen the SDZWA Library and Archive’s emergency preparedness.”
Conclusion
While we all hope that the Library doesn’t need to use the newly updated plan anytime soon, Woolley has ensured that the Library’s staff is well prepared to respond and recover as successfully as possible. It just goes to show that some coaching and support from a Policy Writing Consultation can make an elephant-sized difference in developing key policies for the preservation of archival collections. If you’d like to explore how NEDCC could help your organization with policy writing, contact us at 978-470-1010 or [email protected].
About
San Diego Zoo Wildlife Alliance Library
The San Diego Zoo Wildlife Alliance Library provides information services and resources for San Diego Zoo Wildlife Alliance staff and volunteers. Their Archives & Rare Book Room preserves a wide variety of materials documenting their history, plus a specialized collection of 19th and 20th century publications related to various biological sciences and the history of zoological gardens. We are located in the Beckman Center next to the San Diego Zoo Safari Park, overlooking beautiful San Pasqual Valley.
Northeast Document Conservation Center
Founded in 1973, the NEDCC is a non-profit specializing in the conservation of book and paper collections, digital imaging, audio reformatting, preservation training, assessments, and consultations.