ALIA Disaster Planning for
Transcript of ALIA Disaster Planning for
ALIA Disaster Planning for libraries – May 2010ii
CONTENTS
1. Writing your plan 1
2. Risk assessment 2
3. Emergency supplies checklist 3
4. Site and floor plans 4
5. Collection priorities 5
6. Disaster team 6
7. Emergency contact lists 7
8. Emergency contact notice 9
9. Communication flow 10
10. Local network 11
11. What if? 12
12. Situation assessment 13
13. Keeping records 14
TO BE USED IN CONJUNCTION WITH THE ALIA GUIDE TO DISASTER PLANNING, RESPONSE AND RECOVERY FOR LIBRARIES
ALIA Disaster Planning for libraries – May 20101
1. WRITING YOUR PLANHow to go about it:
1. ReadtheALIA Guide to Disaster Planning, Response and Recovery for Libraries
2. Findoutwhatotherdisasterplansexistcoveringyourpremisesegcouncil,school,university, buildingowner
3. Completethesectionsofthisdocument
4. Followtheactionpoints
5. Createyourown‘whatif?’scenarios
6. Contactpartners–otherculturalorganisations,emergencyservices,etc
7. Updateyourplanatleastonceayear
IN AN EMERGENCY
1. Remaincalm
2. Alerttheemergencyservicesandfollow theiradvice
3. Ifappropriate,evacuatethebuilding
4. Move well away from the point of danger
5. Stayawayuntilthepremiseshavebeen confirmedassafe
6. Activate the library’s disaster response andrecoveryplan
ALIA Disaster Planning for libraries – May 20102
2. RISK ASSESSMENTRisk description Likelihood of it happening
(again) – high, medium, low
Risk treatment - preventative/damage reduction measures
Naturaldisasters
Accidentsandtechnicalfailures
Humanintervention
ALIA Disaster Planning for libraries – May 20103
3. EMERGENCY SUPPLIES CHECKLISTBasic tool kit Screwdrivers
Hammer
Spanners
Pliers
Nailsandscrews
Craftknife
Extensionleads
Stationery Parcelandself-adhesivelabels
Paper
Pensandpencils
Scissors
Tape
Cleaning equipment Bucketsandmops
Binliners
Dustmasks
Disposableprotectionsuits
Disposablegloves
Clothsandtowels
Kitchenpaper
Safetygoggles
Brooms
Dustpansandbrushes
Storage and protection Plasticcrates
Polythenesheets
Archiveboxes
Portabletables
Survival kit Bottledwater
Energybars
Firstaidkit
Whistles
Radio
Disposablecameras
Torch,sparebatteries
Candles,matches
Mobilephone
Community resources Sanitarytowels
Babyformulamilk,feedingbottle,teats
Nappies
Toothbrushesandtoothpaste
Information Disasterplan
Siteandfloorplans
Emergencycontactlist
Other Sandbags
Trolley
ALIA Disaster Planning for libraries – May 20104
4. SITE AND FLOOR PLANSInsertsiteplansandfloorplansshowingthelocationof:
- Entrances,exits,mainevacuationpoints
- Mains water tap, gas and electrical cut-off switches, control points for air-conditioning, sprinklersystem
- Powerpoints,fireextinguishers,emergencysupplies
- Valuableitems
ALIA Disaster Planning for libraries – May 20105
5. COLLECTION PRIORITIESValuable items Location Storage/security information
Books/audio-visualmaterials
Paintings
Artefacts
ALIA Disaster Planning for libraries – May 20106
6. DISASTER TEAMResponsibilities Name Contact details
Leader
OverallplanningAssessmentofthechangingsituationKeycontactforemergencyservicesAssigningtaskstoteams
Primary
Deputy
PrimaryWorkphone
Homephone
Mobile
DeputyWorkphone
Homephone
Mobile
Planning
StandbackfromcurrentsituationIdentifywhatcanbedonetopreventthishappeningagainBegintoplanforfutureneeds
Primary
Deputy
PrimaryWorkphone
Homephone
Mobile
DeputyWorkphone
Homephone
Mobile
Operations
SettingupemergencyHQ/telecomsOrganisingfinancesSecuringsite/OH&SDocumentingdisasterDealingwithcontractors
Primary
Deputy
PrimaryWorkphone
Homephone
Mobile
DeputyWorkphone
Homephone
Mobile
Communications
KeepingteammembersinformedLiaisingwiththirdpartiesHandlingmediaenquiriesSitetoursforofficials
Primary
Deputy
PrimaryWorkphone
Homephone
Mobile
DeputyWorkphone
Homephone
Mobile
Logistics
Humanresources–staffandvolunteersEquipmentandsuppliesTransport,accommodationFoodandbeverages
Primary
Deputy
PrimaryWorkphone
Homephone
Mobile
DeputyWorkphone
Homephone
Mobile
ALIA Disaster Planning for libraries – May 20107
7. EMERGENCY CONTACT LISTSName Organisation Contact details
Emergencyservices
Stateemergencyservices
Fire
Police
Ambulance
RedCross
Officials/culturalpartners
Council/shireoffices
College/schoolprincipal
ALIA
Museum
Artgallery
Contractors
Building
Electrical
Plumbing
Water
Gas
Security
Pestcontrol
Other
Insurer
Equipmenthire
ALIA Disaster Planning for libraries – May 20109
8. EMERGENCY CONTACT NOTICEDisplaycopiesaroundyourlibrary:
IN THE EVENT OF AN EMERGENCY
1. Ifthedangeriswithinthelibrary,evacuatethebuilding
2. Alerttheemergencyservices–dial000
3. Callthelibrarydisasterteamleader
Name Phone
Deputy Phone
ALIA Disaster Planning for libraries – May 201010
9. COMMUNICATION FLOW
Disaster Team Leader
OfficialsEmergency Services Planning
Operations
Contractors
Communications Logistics
Media Team Staff Volunteers
ALIA Disaster Planning for libraries – May 201011
10. LOCAL NETWORKListofpotentialpartnerorganisations(ref:2.7intheALIAGuidetoDisasterPlanning)
Name Organisation Contact details
Artgallery
Museum
Archives
Schoollibrary
University
Townhall
Historicalsociety
Structurefordiscussion,leadingtoheadsofagreement:
• Appointmentofrepresentativesfromeachorganisation• Frequencyofmeetings• Peerreviewofdisasterplans• Reciprocalarrangements–storage,documentsafe-keeping• Jointactivities–stafftrainingcourses• Responsibilityforexternalrelationships–council,emergencyservices
ALIA Disaster Planning for libraries – May 201012
11. WHAT IF?Developsimpleplanstocoverthegreatestpotentialrisks,forexample:
Nature of disaster Pandemic
Monitoring development Wewouldmonitorandrespondtogovernmentguidelinesegprovidingfacemasksforstaffandvolunteers
Criteria for action Wewouldactifadvisedtodosobythegovernment,councilorhealthauthority
Likely course of action Wewouldclosethelibraryuntilfurthernotice
Communication channels Wewouldinformrelevantorganisations,staffandvolunteersusingtheemergencycontactlist
Wewouldpostnoticesonthelibrarywindowsanddoorsandonthewebsite
Wewouldrecordamessagefortheanswermachine
Wewoulddivertthetelephonelandlinetoamobilenumberforurgentcalls
Information provided Wewouldadviselibraryusersthroughthesecommunicationchannelsthatnofineswillbeowedforbooksthatfalldueduringthelibrary’sclosureandalleventsarecancelleduntilfurthernotice
Wewouldadvisestaffaboutanyemploymentissuesduringtheclosure
Other considerations Wewouldneedaskeletonstafftohandlebooksreturnedthroughthereturnschute,takeinthepost,monitorthesituationandmanagethecommunications
Resumption of service Wewouldusethesamecommunicationchannelstoadvisestaffandusersthatthelibrarywasreopening
ALIA Disaster Planning for libraries – May 201013
12. SITUATION ASSESSMENT CHECKLISTGeneral status Hasthedisasterrunitscourse? Yes No
Havethepremisesbeensecuredbytheemergencyservices? Yes No
Hasthedisasterplanbeenactivated? Yes No
Safety of individuals Haseveryonebeenevacuatedfromhighriskareas? Yes No
Doesanyonerequiremedicalattention? Yes No
Doesanyonerequiretreatmentforshock? Yes No
Safety of the premises Hasthebuildingsufferedstructuraldamage? Yes No
Isthereariskfromapowersource? Yes No
Canyouseeclearly? Yes No
Isthereafirerisk? Yes No
Isthereflooding? Yes No
Isthereanydangeroffittingsegrackscollapsing? Yes No
State of the collection Havepartsofthecollectionescapeddamage? Yes No
Canyoueasilyrepair/restoretheseitems? Yes No
Willyouneedtodisposeofitems? Yes No
Canyouprotectothermaterialinsitu? Yes No
Priority actions Doyourequireoutsidehelp? Yes No
Haveyougotaccesstothesite? Yes No
Doyouhavepower/hasitbeenrestored? Yes No
Doyouneedtohireequipmentorsourcematerials? Yes No
DoyouhaveacontrolcentrewithtelephoneandITconnections?
Yes No
Canyoucreateasafeareafortheundamagedpartsofthecollection?
Yes No
ALIA Disaster Planning for libraries – May 201014
13. KEEPING RECORDSIntheinitialphases,thesituationwillbechangingallthetime.Useasimpleformtokeeptrackofwhathappensasthedisasterunfoldsandtoprovidearecordaftertheevent.
Date and time
Latest advice from emergency services
Status People
Property
Collection
Environment
Priorities Work in progress
Operations
Logistics
Communications