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Emergency Management
Updated3.4 Worksheet for Outlining an Emergency Response Plan

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Emergency Pull

Photo by Jason Leung on Unsplash

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:

 
  Position


Name

Cell or Home Phone

Specific Responsibility in Case of Emergency

  Chief Administrator

 

 

 

  Emergency Response Team      Leader

 

 

 

  Person in charge of building      maintenance

 

 

 

  Cataloger/Registrar

 

 

 

  Preservation Administrator/      Conservator

 

 

 

  Other:

 

 

 

  Other:

 

 

 

  Other:

 

 

 

 

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

  Service

Company and/or Name of Contact

Contact Information

  In-house Security

 

 

  Fire Department

 

 

  Police or Sheriff

 

 

  Ambulance

 

 

  Local Office of Emergency Management

 

 

  Professional Advice/Conservator

 

 

  Insurance Company

 

 

  Freezer Storage

 

 

  Freeze-dry Service

 

 

  Document Recovery/Salvage

 

 

  Media (e.g. videotape, microfilm
  Recovery/Salvage

 

 

  Computer Records Recovery/Salvage

 

 

  Computer Emergency

 

 

  Legal Advisor

 

 

  Electrician

 

 

  Plumber

 

 

  Carpenter

 

 

  Pest Management Services

 

 

  Fumigation Service

 

 

  Locksmith

 

 

  Utility Companies: Electric

 

 

  Utility Companies: Gas

 

 

  Utility Companies: Telephone

 

 

  Utility Companies: Water

 

 

  Utility Companies: Internet Provider

 

 

  Utility Companies: Other

 

 

  Architect or Contractor

 

 

  Janitorial Service

 

 

  Glass Company

 

 

  Elevator Company

 

 

  Security or Alarm Company

 

 

  Other:

 

 

  Other:

 

 

  Other:

 

 

  Other:

 

 

  Other:

 

 

  Other:

 

 

C. EMERGENCY EQUIPMENT AND SUPPLIES

(List locations and attach floor plans with locations labeled, as applicable.)

LIFE SAFETY

  #

Life Safety Equipment & Supplies

Location(s)

  1.

Master fire alarm (pull box)

 

  2.

Fire extinguishers (note Type A, B, C)

 

 

Type A: wood, paper, combustibles

Type B: gasoline, flammable liquid

Type C: electrical

Type ABC: all routine fire types

  3.

Smoke and heat detectors

 

  4.

AED station(s)

 

  5.

First aid kit(s)

 

  6.

Personal Protective Equipment (PPE)

 

 

PPE may include: N95-rated face masks, plastic gloves, disposable aprons, eye protection, rubber boots, hard hats, etc.

  7.

Emergency Preparedness Kit

 

 

Kit may include: flashlights, battery-operated radio, batteries, basic tool kit, etc.

 

FACILITIES

  #

Facilities Equipment & Supplies

Location(s)

  8.

Main electrical cut-off switch

 

  9.

Main water shut-off valve

 

 10.

Main gas shut-off

 

 11.

Sprinkler system control panel

 

 12.

Heating/cooling system control panel

 

 13.

Portable water pump

 

 14.

Keys to access panels, utility rooms, etc.

 

 

COLLECTIONS RESPONSE AND RECOVERY

  #

Collections Response and Recovery Equipment & Supplies

Location(s)

 15.

Portable tables

 

 16.

Carts or book trucks

 

 17.

Portable fans

 

 18.

Portable dehumidifiers

 

 19.

Extension cords

 

 20.

Cleaning equipment (dry)

 

 

Cleaning equipment (dry) may include: shop vac, broom, dustpan, etc.

 21.

Cleaning equipment (wet)

 

 

Cleaning equipment (wet) may include: wet vac, mop, bucket, etc.

 22.

Disaster/Spill Kit(s)

 

 

Disaster/Spill Kits may include:

PPE (masks, gloves, etc.)
Battery operated radio
Batteries
Flashlights
Extension cords

 

Paper towels, spill pillows, absorbent material, etc.
Basic tools (hammer, pliers, etc.)
Broom, dustpan
Plastic garbage bags

 

Polyethylene bags
Heavy plastic sheeting
Scissors, tape
Mop, bucket
Sponges

 23.

Salvage Supply Kit(s)

 

 

Salvage Supply Kits may include:

PPE (masks, gloves, etc.)
Paper towels
Plastic garbage bags
Waxed or freezer paper
Metal book trucks
Wet-vacuum

 

Absorbent paper (blank newsprint, blotter, etc.)
Basic tools (hammer, pliers, etc.)
Portable folding tables
Portable fans
Mop, bucket, sponges

 

Dry chemical sponges
Polyethylene bags
Heavy plastic sheeting
Scissors, tape
Clipboards, paper, pencils, etc.

 

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?

 

 

 

 

D. ADDITIONAL SOURCES OF EMERGENCY EQUIPMENT AND SUPPLIES

  Item

Company and/or Name of Contact

Contact Information

  Wet vacuum

 

 

  Sand bags

 

 

  Portable dehumidifiers

 

 

  Portable electric fans

 

 

  Portable generator

 

 

  Portable pump

 

 

  Refrigerator trucks

 

 

  Freezer storage companies

 

 

  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

 

 

  Portable toilets

 

 

  Construction materials (wood, screws,    nails)

 

 

  Ladders

 

 

  Extra security personnel              

 

 

  Other:

 

 

  Other:

 

 

  Other:

 

 

E. DAILY CHECKLIST

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

  Procedure

Y

N

  Keys are secure and accounted for

 

 

  Vaults and safes are secured

 

 

  Doors that are supposed to be locked are locked

 

 

  Locks and access points have been checked for evidence of tampering

 

 

  Major utilities have been checked for evidence of tampering

 

 

  Building has been cleared of all people

 

 

  Central panels/local monitors have been checked for trouble indicators

 

 

  Doorbells, buzzers, and intercom are working

 

 

  Lights are working (including emergency lighting)

 

 

  Surveillance equipment is operating

 

 

  Alarms are armed or disarmed as required

 

 

  HVAC equipment is operating properly

 

 

  Water tanks/systems are operating properly

 

 

  Pumps are operating properly

 

 

  IT equipment is operating properly

 

 

  Checked for unusual or off-hours activity

 

 

  Construction/renovation areas are checked and properly shut down

 

 

  Checked for unusual smells or sounds

 

 

  Checked for evidence of water leakage (walls, ceilings, floors)

 

 

  Known problem areas have been checked

 

 

  Refrigerators and freezers are plugged in and operating

 

 

  Small appliances are unplugged

 

 

  Sinks and toilets are in working order

 

 

  Other:

 

 

  Other:

 

 

F. WEEKLY CHECKLIST

  Procedure

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 (e.g. motion sensors) are in working order

 

 

  Internal alarms are in working order

 

 

  External detection devices are in working order

 

 

  External alarms are in working order

 

 

  Emergency lights have been tested

 

 

  Back-up power system has been tested

 

 

  Alarm panels have been tested

 

 

  Incident reports have been reviewed

 

 

  All keys are accounted for

 

 

  Flashlights are operable (one in each dept., public desk, and weather shelter locations)

 

 

  Internal communication systems are operable (public address system, walkie talkies,                  intercoms, staff email, staff website, etc.)

 

 

  External notification systems are operable (radio, Internet, etc.)

 

 

  Other:

 

 

  Other:

 

 

  Other:

 

 

G. OTHER EMERGENCY ISSUES

 
  Action

Date of Most Recent


Frequency

Required? (Y/N)

Next Scheduled Date

  Fire Drill

 

 

 

 

  Local Fire Department Inspection

 

 

 

 

  Fire Extinguisher Inspection

 

 

 

 

  Active Shooter Training

 

 

 

 

  Shelter in Place Training

 

 

 

 

  Insurance Coverage Analysis/Update

 

 

 

 

  Photographs of interior and exterior                stored off-site

 

 

 

 

 

 
  Action

Available? (Y/N)

Contact Information


Location

Frequency of Backup

  Off-site record of collection          (remote server, external hard-    drive, computer tape, etc.)

 

 

 

 

 

(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.

 

  Location

  Primary on-site

 

  Back-up on-site

 

  Back-up off-site

 

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.

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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