University of Nebraska–Lincoln

UNL Libraries

Nebraska's Comprehensive Research Library

DISASTER PREPAREDNESS HANDBOOK

5th Edition
Rev. December 2005

Table of Contents

I. Introduction

II. Protecting Lives: Emergency Guidelines
III. Responding to Collections Disasters

IV. Requirements and Coverage

V. Local Resources
  1. List of Disaster Response Team members>
  2. Facilities Maintenance Contacts for Disaster UNL Insurance
  3. Additional Important Phone Numbers
  4. Recovery Supplies on Hand
  5. Campus & Local Sources of Disaster Recovery Supplies
VI. State & National Resources
  1. Disaster Recovery Services and Supplies
  2. Conservators in the Region
  3. Relevant State and National Organizations
VII. University Libraries
  1. Locations/Floor Plans
  2. Collection Salvage Priorities
  3. Building Assessment Sheets
VIII. Procedures for Salvage of Water Damaged Library Materials

_____________



I. Introduction

The University of Nebraska-Lincoln Libraries have collections of over 2 million volumes and over 2 million microforms. All types of formats are found in the collections -- sound recordings, CD-ROMS, scores, archival materials, slides, etc. This disaster preparedness plan is one means of helping prevent serious damage to the collections if the Libraries should experience a disaster. It includes names and telephone numbers of the Disaster Response Team, directory information, and basic guidelines for response in the event of a disaster.

The first step is always to ensure the safety of life.


II. Protecting Lives: Emergency Guidelines to Protect Lives

From Environmental Health & Safety Operating Procedures

UNL Safe Operating Procedures

IF HUMAN LIFE IS ENDANGERED:

  1. Notify appropriate city or campus emergency personnel and the Dean of Libraries' Office.
    • At this point, the Dean's Office should alert Nancy Busch or Joan Giesecke immediately.
    • Set calling tree in motion as needed starting with the Disaster Response Team Managers.
  2. Follow the Centrex orange page directions found in the Centrex, the Disaster Response Handbook, and on the web.
  3. Wait for the Disaster Response Team directions before attempting to enter buildings to salvage collections.

III. Responding to Collections Disasters

Once lives are protected, the following general directions for Disaster Response apply:

  1. MAJOR DISASTER AFFECTING COLLECTIONS (Est. 1,001+ volumes affected):
    In the event of a major disaster, the Disaster Response Team should set up two response centers: a communications center and a place for staff and volunteers to meet/receive assignments. Before anyone attempts to salvage collections, available members of the DRT must meet quickly to assess the situation and to determine a course of action. The University Risk Manager should be notified.
    • Financial decisions: The Team Administrator must authorize any actions involving expenditures.
    • Communication decisions: Communications must be centralized. Refer media to the Communications Manager.
    • Recovery decisions: The Building managers and the Recovery Manager should assess the physical condition of the building and the collections and develop a strategy for recovery. Utilities may need to be cut or restored to allow entrance. Facilities Management personnel will be required to assist.
    • Records decisions: Records must be kept of volumes damaged, packed out, sent for freezing, etc. The Team Recorder will determine what records need to be kept and how this shall be done.
  2. MINOR DISASTERS (201-1000 volumes affected):
    The Dean's Office should be alerted and immediate members of the DRT contacted. No response center will be established, but trained recovery personnel will be contacted to assist in preparing collections for blast freezing or other appropriate treatment. Collection salvage priorities shall be followed.
  3. EVENTS (200 or fewer volumes affected):
    The affected unit should plan on air-drying any slightly wet books (using fans). Staff in the unit should prepare totally soaked books for blast freezing, following collection salvage priorities. If needed, other trained personnel can be contacted for assistance.

Copies of the Disaster Preparedness Handbook are on the web at http://www.unl.edu/libr/dept/guide2005.doc. In addition, each Disaster Response Team member and Department Chair has a copy of the plan.

IV. UNL Insurance Requirements and Coverage as they apply to the University Libraries

As soon as possible after a major disaster occurs, contact the University's Risk Manager (Greg Clayton, 472-8044) to alert him/her of the event, to indicate steps taken to ensure life safety issues have been addressed, and to indicate the estimated extent of damage (number of volumes believed to be at risk).

Coverage:

  1. All UN System buildings and contents are insured by FM Global, with which we have a blanket property plan. In 2000, the University system is insured for over 3 billion dollars and has a $200,000 deductible. The effected department is responsible for the first $1,000 of the deductible. Above that amount, Risk Management will pay for the deductible out of a trust fund that has been established for that purpose.
  2. Annually, the Associate Dean of Libraries, Beth McNeil, will send an estimated valuation of the collections to the University's Risk Manager, Greg Clayton. The valuation is based on volume counts by location times an estimated replacement cost. This will vary depending upon the type of materials in the collection.
  3. Archival and Special Collections information will be sent to Risk Management separately.
  4. The University is covered for all types of risk-including hail, wind, tornado, fire, flooding/water damage, and earthquake-except nuclear war and insurrection.
  5. There are immediate funds available to finance disaster recovery through the trust fund mentioned above. Advances are possible through the trust, and the insurance company also may advance money to finance recovery operations.

Efforts to mitigate damage:

  1. Personnel can enter a disaster site to salvage collections before Risk Management comes on the scene assuming it is safe for human life. We are required by our coverage to do all we can to reduce loss.
  2. Photographs will be very helpful in substantiating claims. Photos should be taken immediately upon entering a disaster site before salvage attempts are made. Because electricity may be out, a separate light source for photographs may be necessary.
  3. Records are needed to prove loss and to provide an inventory of holdings.
    • Clayton feels that IRIS will be invaluable in demonstrating what is in the collection, what was checked out when a loss occurred (and may therefore be safe). Protecting IRIS records should be the Libraries' highest priority. If possible backup tapes should be kept in a separate safe location outside LOVE Library so that we may reconstruct the database if necessary. Note: in 2000, a current daily IRIS backup is sent to the Music Library. The second latest copy is kept in the safe in CORS; and, once a month, the 3rd oldest is sent to Sharon Mason at the UN-Kearney's Calvin T. Ryan Library.
    • Other databases may also be extremely valuable, such as the accessions register for Archives/Special Collections, and the public shelf list.
    • Records need to be created to indicate what has been sent for freezing, vacuum freeze drying, conservation work, rebindings, etc.

V. Local Resources

  1. LIBRARIES CONTACTS FOR DISASTER:
    • Team Administrator: Nancy Busch - 477-3526 (h)
      Deputy: Joan Giesecke - 488-6136 (h)
      This individual makes decisions requiring financial authority and where to concentrate efforts of other team members.
    • Recovery Manager: Kay Walter - 475-7616 (h)
      Deputy: Karen Svehla - 474-7760
      This individual is knowledgeable in the recovery procedures for fire and water damaged materials. She/he will evaluate the extent of the damage, help train volunteers and staff on proper handling of damaged materials, and coordinate all recovery operations.
    • Team Recorder: Mary Bolin - 489-5926 (h)
      Responsible for all records generated during the recovery operation such as: bibliographic records of affected items; insurance records; storage records; photographic records of damage.
    • Communications Manager: Joan Barnes - 467-6297(h)
      This individual commands a control center that provides communications operations for the entire recovery operation. Duties include handling incoming and outgoing messages, and communication with outside resources as defined in the Disaster Plan. The Communications Manager will work with the department chairs to contact staff regarding disaster response.
    • Building Managers:
      • Love: Deb Pearson - 202-6373 (cell)
      • Branches: Kay Logan Peters - 483-1666 (h);770-5781 (cell)
        These individuals supply specific information concerning the building such as blueprints, utility locations; alternate power sources.
    • Other Team Members:
      • Brian Striman, Law
      • Carmella Orosco, Archives
      • Dee Ann Allison, CORS
      • Dick Voeltz, Chem & Biol
      • Jan Medcalf, Dean's Office
      • Jeanetta Drueke, RIS
      • Judy Johnson, TECH SERV
      • Karen Svehla, Preservation
      • Kathy Johnson, RIS
      • Mary Cassner, CYT
      • Mary Ellen Ducey, Archives
      • Robin McClanahan, Preservation
      • Sharron Nagel, CYT
      • Stacy Rickel, Preservation
      • Tom McFarland, Staff Dev

    A calling tree is being developed at the department level. All employees are expected to assist in disaster recovery. Alternatives are vacation, sick leave, or leave without pay.

    People with cell phones are asked to report these numbers to their department chairs and if possible to bring phones to the disaster site.

    Disaster team members will report to the Nebraska Union for consultation and orders. If the Union is part of a larger disaster site, disaster team members will report to Campus Police.

  2. FACILITIES MAINTENANCE CONTACTS FOR DISASTER:
    During Normal Working Hours on campus Monday-Friday, use Centrex phone numbers or contact the University Operator for assistance.
    • University Operator: 0
    • Facilities Help Desk: 472-1550
    • For custodial emergencies and to request repair services.
      • Custodial Services 472-3175
      • Maintenance Division 472-8085
      • Maintenance Manager 472-4014

    After Normal Working Hours, on Weekends and Vacations, contact the Telecommunications Help Desk at 472-3434, which is staffed 24 hours per day, 7 days per week. They can connect you to administrators and facilities personnel at their home numbers.

  3. ADDITIONAL IMPORTANT PHONE NUMBERS:
    • Fire Dept.: Station A. - Emergency 911; Non-emergency 441-8372
    • Campus Police: Emergency 472-3550; Non-emergency 472-3555
    • Carpenter: 8-5 M-F - Facilities Help Desk 472-1550
    • Electrician: Facilities Help Desk 472-1550
    • Fumigation Services: Facilities Help Desk 472-1550
    • Plumber: Facilities Help Desk 472-1550
    • Cold Storage Facility: Animal Science - 472-3571; Food Stores - 472-9046
    • Freeze Dry Facility: Animal Science - 472-3571; Food Processing Center - 472-2832
    • Microfilm Reprocessing: Neb. Records Management Div. - 471-2559
    • Photographer: UNL NH 420 - 472-6666; Some amateur photographers on staff may also have cameras with zoom and wide-angle lenses.
    • Rental trucks: Transportation Services 472-2422; Moving Services - 472-8549
    • Risk Manager: Greg Clayton - 472-8044; 472-2600; 488-6376 (h)
    • Legal Advice: UN Counsel - 472-3350
    • Utility Co.: UNL Utility Division - Facilities Help Desk 472-1550
    • Conservation/Disaster Assistance. Later in this document are lists and phone numbers of national and state resources and of conservators in the region.
  4. RECOVERY SUPPLIES ON HAND:
    1. REACT PAKS CONTENTS:
      1. Supplies for protecting hands, feet, and clothing during salvage operations:
        • 4 disposable aprons
        • 4 pairs vinyl gloves
        • 2 pairs stretchable boots with skid-resistant soles
        • 2 dust masks approved for protection against dust and mists
      2. Supplies to stabilize the environment by removing pools of standing water:
        • Brown paper towels
        • 2 sponges
        • cotton deck mop (handle breaks down into 3 pieces)
        • mop bucket with wringer
        • 2 extra-large trash bags
        • 25 feet of barricade tape
      3. Supplies to shield materials from the source of water:
        • 4 pre-cut polyethylene sheets to cover single-faced shelving and double-faced shelving
        • 100 ft. roll of 2" plastic, all-purpose tape with dispenser.
      4. Waterproof flashlight with batteries-batteries should be checked regularly and replaced biannually. (good to 2012)
      5. Starter supplies to implement evacuation of wet materials from flooded stacks and to separate wet books when they are packed to send to a freezer:
        • Deli wrap sheets for wrapping 1000 average sized books
        • One RESCUBE (a reusable polyethylene corrugated box)
      6. Supplies for inventorying salvageable, unsalvageable, and surviving materials:
        • Clipboard
        • Lined paper
        • Pencils (wet ink runs)
        • Package of 3 x 5" cards
        • China marker pen
      7. Information packet:
        • Emergency do's and don'ts for water damaged materials
        • Packing do's and don'ts for water damaged materials
    2. REACT PAK LOCATIONS:
      • ARCH: Lowest level, storage area behind the library elevator
      • CYT: CYT Reserve Room south of the Circ Desk on the top shelves
      • CYT: CYT Room 214 (under table, next to copier)
      • ENGR: Circulation Area, south wall
      • GEOL: Office, shelf on the northeast corner of office
      • LDRF (2): Warehouse - 2nd Range
      • LOVE: LS219 2nd floor, love south, storage closet nearest Student Reading Room, 2 react paks
      • LOVE: Love North Basement Storage Area
      • MATH: AVH 14, Circulation Desk, west counter, north end, middle shelf
      • MUSIC: Back storage room, under break table
      • SPEC(2): 29 Love Library, south wall in stacks
      • SPEC: Rm. B13BC, shelved toward the back of the room
    3. OTHER SUPPLIES (located with the React Paks or in Love North basement unless otherwise noted)
      • Clothespins
      • Distilled water
      • Duct tape
      • Freezer bags
      • Monofilament fish line
      • Newsprint
      • Pellon
      • Plastic sheeting (Extra sheeting in Engineering, Architecture, Love, and CYT)
      • Polyethylene film-Archives and Binding
      • Round toothpicks
  5. CAMPUS AND LOCAL SOURCES OF DISASTER RECOVERY SUPPLIES:
    • UNL Facilities Management: 472-1550
      • Boots
      • Borax
      • Buckets
      • Extension cords, three wire grounded
      • Fans
      • Garbage bags
      • Ladders
      • Mops
      • Plastic sheeting
      • Rubber gloves
      • Sponges
      • Tables
      • Wet vacs

    Note: UNL Custodial Services, 2-3175 will provide normal services on an emergency basis, including shut off, repair, and custodial clean up. Includes removal of debris, decontamination, and general housekeeping within the building. If they are unable to provide the services they can recommend a course of action.

  6. OFF-CAMPUS SOURCES OF SUPPLIES:
    • Target, 48th and R streets, Lincoln, 464-8292
    • Hancock Fabrics, 6800 P St., Lincoln, 464-3935
    • HyVee Food Store, 48th St. and Leighton Ave., Lincoln, 467-5505
    • Ideal Grocery, 905 S. 27th St. Lincoln, 476-2177
    • Jo-Ann Fabrics & Crafts, 6401 Q St., Lincoln, 467-3500
    • Lincoln Journal Star, 926P St., Lincoln, 475-4200
    1. Book Trucks:
      • Lincoln City Libraries, 14th & N Sts, 441-8500
      • Nebraska State Historical Society, 15th & R Sts., 471-3270
      • Nebraska Library Commission, 1200 N St, Suite 120, 471-2045
      • Nebraska Wesleyan Univ, Cochrane Woods Library, 465-2400
      • Union College Library, 486-2514
    2. Dry Ice:
      • Valley Ice Co., 610 J St, 476-1858
    3. Fans:
      • Bring from home and/or
      • United Rentals 3900 S. 8th Lincoln, NE 68502 423-2277
      • United Rent-Alls, 710 N. 48th St., 464-9197
    4. Newsprint:
      • Lincoln Journal Star, 475-4200
    5. Pallets:
      • Pallet Company, Unit 1 501 NW 27th 68528, 474-4777
      • Hyland Brothers, 33rd & Y Streets, 467-1171
    6. Paper Towels:
      • Western Paper, 441-3700
    7. Plastic Milk Crates:
      • Meadow Gold Dairies, 726 L, 434-8400
      • Roberts Dairy, 5220 NW 38th, 470-2424
    8. Scissors:
      • Office Depot, 333 N. 50th 466-3443
      • Latsch's, 200 Oakcreek Dr. 323-7222
    9. Tables (folding):
      • United Rentals 3900 S 8th 423-2277
      • Local churches
      • State Fair Park Administration Offices, 474-5371
    10. Water-Vacuums:
      • United Rentals 3900 S 8th, 423-2277

VI. State and National Resources

  1. Disaster Recovery Services and Supplies from http://www.solinet.net/.
  2. Conservators in the Region:
    This is an ever-changing list. For current names, contact the Foundation of the American Institute for Conservation (FAIC) in Washington DC at (202) 232-6636. Some conservators in Iowa, Kansas, and Nebraska are:
    • Julie Reilly, Director, Gerald R. Ford Conservation Center, 1326 S. 32nd St.,Omaha, NE 68105, (402) 595-1180, Email: grfcc@radiks.net
    • Ivan Hanthorn, Iowa State University, 441 Parks Library, Ames IA 50011-2140 (515) 294-3186, Email: hanthorn@iastate.edu
    • Gary Frost, 100 Main Library, University of Iowa, Iowa City, IA 52242-1420 (319) 335-5908, Email: gary-frost@uiowa.edu
    • Conservation Unit, Watson Library, University of Kansas Libraries, Lawrence KS 66045, (785) 864-3429
  3. STATE AND NATIONAL ORGANIZATIONS
    • AMIGOS Library Services, Inc.
      14400 Midway Rd.
      Dallas TX 75244-3509
      (800) 843-8482
      http://www.amigos.org/
    • Assn for Information and Image Management (AIIM)
      1100 Wayne Ave Suite 1100
      Silver Spring MD 20910
      (301) 587-8202
      http://www.aiim.org/
    • American Institute for Conservation of Historic and Artistic Works (AIC)
      1717 K St NW
      Washington DC 20006
      (202) 452-9545
      http://aic.stanford.edu
    • Assn. of Records Managers and Administrators (ARMA)
      13725 W. 109th St., Suite 101
      Lenexa, KS 66215
      (800) 422-2762
      http://www.arma.org/
    • Conservation Center for Art and Historic Artifacts (CCAHA)
      264 S. 23rd St
      Philadelphia PA 19103
      (215) 545-0613
      http://www.ccaha.org/
    • FEMA National Office
      500 C St.
      SW Washington DC 20472-4500
      (202) 566-1600
      http://www.fema.gov
    • FEMA Region VII
      2323 Grand Boulevard, Suite 900
      Kansas City MO 64108-2670
      ((816) 283-7061
      http://www.fema.gov/about/contact/regions.shtm
    • Gerald R. Ford Conservation Center
      1326 S. 32nd St.
      Omaha, NE 68105-2044
      (402) 595-1180
      grfcc@mail.state.ne.us
      http://nebraskahistory.org/sites/ford
    • Library of Congress
      Preservation Directorate
      Washington DC 20540-4500
      (202) 707-5213
      Email: preserve@loc.gov
      http://www.loc.gov/preserv/
    • National Archives and Records Administration (NARA)
      http://www.nara.gov
    • National Association of Government Archives and Records Administration (NAGARA)
      48 Howard St.
      Albany NY 12207
      (518) 463-8644
      http://www.nagara.org/
    • American Film Institute
      National Center for Film and Video Preservation
      2021 North Western Ave
      Los Angeles CA 90027
      (323) 856-7600
      http://www.afi.com
      http://www.afi.com/education/Conservatory/
    • National Endowment for the Humanities
      Div. of Preservation and Access
      1100 Pennsylvania Ave NW, Rm. 411
      Washington DC 20506
      (202) 606-8570
      http://www.neh.gov/
    • Nebraska Emergency Management Agency (Civil Defense)
      1300 Military Road
      Lincoln NE
      471-7430
      http://www.nema.ne.gov/
    • Nebraska Records Management Div.
      440 S. 8th St., Suite 210
      Lincoln NE 68508-2294
      (402) 471-2559
      Email: bill.ptacek@email.state.ne.us
    • Rocky Mountain Regional Conservation Center
      University of Denver
      Denver CO
      (303) 733-2712
      Email: lmellon@du.edu
    • Upper Midwest Conservation Association
      2400 3rd Ave.
      South Minneapolis, MN 55404
      (612) 870-3120
      Email: umca@aol.com
      http://www.preserveart.org

VII. University Libraries

  1. FLOOR PLANS-In Dean's Office
  2. COLLECTION SALVAGE PRIORITIES-Set for Love Reference only
  3. BUILDING ASSESSMENT SHEETS--pending

VIII. Procedures for Salvage of Water Damaged Library Materials by Peter Waters

See http://palimpsest.stanford.edu/bytopic/disasters.