| disaster plan University of Maryland at College Park Libraries |
Introduction
1.0 Emergency Reporting Procedures
2.0 Salvage Team Leader Responsibilities
3.0 Initial Salvage Team Meeting
4.0 Site Preparation
5.0 Communications and the Media
6.0 Initial Site Inspection
7.0 Book Truck Loading Procedures
8.0 Procedures for Air Drying Materials
9.0 Procedures for Freeze Drying Materials
10.0 Procedures for Cleaning Materials
11.0 Non-Print Media Procedures
12.0 Salvage Team Duties During Cleanup
13.0 Post-Salvage Activities
Map of UMCP Libraries (12/92)
Appendix A Library Emergency Telephone Sequence (12/94)
Appendix B Library Salvage Team (12/94)
Appendix C Emergency Supplies and Equipment (12/94)
Appendix D Emergency Report Form (12/94)
Appendix E Freezing Wet Library Materials - Vendors and Services (12/94)
Appendix F Salvage Consultants and Firms (12/94)
Appendix G Post-Emergency Check List (12/94)
Appendix H Additional Reading (12/94)
Appendix I Maps and Floor Plans
Not every step described below has to be followed. In fact, only a major disaster would require the implementation of all procedures. The procedures focus on water-related disasters because they are the most frequent and often the most serious that occur in libraries. In addition, water damage requires immediate action and attention. After water enters library stacks, damage to bindings due to swelling will begin almost at once, and mold usually begins to grow within 48 hours. Water damage can be so extensive that many library materials may have to be discarded or restored at great expense, hence the need for quick -- but responsible -- action.
This document is arranged as much as possible in an order that coincides with the sequence of reporting and rescuing a collection that has sustained water damage. Procedures are updated when circumstances change. Specific information about emergency telephone numbers and salvage team names are in Appendices A and B. Supplies information is in Appendix C. The Preservation Department is responsible for training staff to use this plan and for keeping the plan and the library-generic appendices up-to-date. Branch Library staff should update their own library-specific appendices (e.g., Branch Library Salvage Team phone numbers, storage locations for supplies).
1.0
Reminder: The Police Department 405-3333 has a full set of keys to all campus buildings and may be called if there is a building access problem or when telephone calls fail.
1.2 In the event of an emergency involving damage to library materials, the staff member who discovers the problem should contact the Salvage Supervisor or his/her designee immediately. The Salvage Supervisor leads the Salvage Team and has direct charge over salvage operations. If the Salvage Supervisor is unavailable, personnel in the damaged unit should call the Alternate Salvage Supervisors (listed in Appendix B of these Procedures) until someone is reached, notified of the emergency, and available to take charge of immediate salvage.
2.0
2.4 The Team Leader or Telephone Designee will notify Department Heads of affected departments of the emergency.
2.5 The Team Leader will notify Work Control of the emergency.
2.6 The Team Leader will make sure the Library Director, Acting Library Director, and/or appropriate Department Head has been notified of the emergency. The Library Director or Acting Library Director may inform appropriate University officials of the emergency.
Reminder: Salvage of library materials only begins after work control and safety authorities have removed the water and declared the disaster area safe for salvage work. The salvage team is responsible only for library materials, not for the building or conditions in the building.
3.0
4.0
4.2 The Salvage Team shall not enter the emergency area until it has been cleared by Work Control, who will take care of any electrical dangers, major obstacles, sewage, etc.
4.3 The Salvage Team coordinates with Work Control and University safety personnel for securing the area and for obtaining clearance to enter the emergency area.
5.0
6.0
Reminder: Non-print materials (microforms, videotapes, films, slides, photographs, audio cassettes, computer tapes, discs, etc.) should not be disturbed until actual salvage begins. However, the Salvage Team should attend to these as early as possible in the salvage process because many non-print materials are irreparably damaged by water. See 11.0 for procedures.
6.3 The Team Leader will select priorities for salvage. Common ones are as follows (in order):
A. Shelf-list.
B. Reference.
C. Special Collections.
D. Serial Collections.*
E. Monograph Collections.*
*Wet serials and monographs with coated paper must either receive priority attention or be discarded. Interleave pages or freeze as soon as possible.
6.4 After the initial inspection and evaluation of the emergency site, the Team Leader will assign basic tasks. These tasks include the following:
A. On-site removal, which includes separating damaged materials, lifting or wrapping items, placing items in plastic milk crates, one-cubic foot boxes, or putting them on book trucks.
B. Transporting damaged materials, either to drying areas or to loading docks for transportation to a freezer facility.
C. Unloading and arranging damaged materials in the drying site(s), arranging and placing them in position for further treatment.
D. Treatment of damaged materials, such opening books, fanning leaves, and rotating books from end to end for even drying.
Reminder: It is expected that participants will do various tasks to train new personnel and to relieve boredom.
Reminder: Priorities may change during the on-site inspection. Experience has shown there are usually no more than a couple of priorities in any emergency. In consultation with the team leader, the division head establishes priorities for salvage within a division, and the department head establishes priorities within a department.
7.0
Reminder: Though an area may have been cleared for salvage, areas should be checked by Salvage Team members to make sure they are safe from falling or shifting materials, shelves, etc.
7.2 Related or associated materials should be kept together as much as possible.
7.3 Handling and packing/loading plastic milk crates or book trucks should follow these recommended steps:
A. Handle one item at a time.
B. Use both hands whenever possible.
C. Pick up or remove items so that other items are not damaged.
D. Do not press water out of a wet item. If a book is soaking wet, its condition will be so fragile that it should only be handled enough to put it in a carton.
E. Do not stack wet books when packing them in cartons. The weight may damage the ones on the bottom. Instead, place them in an upright position, or, only if absolutely necessary, spine down.
F. If possible, as each carton or book truck is packed, the call numbers of the first and last book should be noted on the carton/truck. Tags or masking tape can be used to label the carton or trucks.
G. Be patient: Don't overdo it.
7.4 Plastic milk crates and book trucks should be loosely packed for transportation to drying area(s).
7.5 Before the first items are transported, a team member should:
A. Establish the most convenient route from the disaster area to the drying or shipping area(s).
B. Check and clear the route.
C. Commandeer elevators, if available.
D. Mark the route with route tags.
Reminder: In the beginning only a small number of items should be transported so an effective working routine can be established. A designated team member should transverse the transportation route at regular intervals to assist movers with elevators, etc.
8.0
Reminder: Floors in hallways, etc., may also be used for drying books. Drying areas should be delimited with masking tape so access aisles remain open.
D. Arrange drying tables for convenient drying and access to Library materials. Cover tables with plastic sheeting, then with paper to absorb water. Change paper regularly. (Otherwise the books will reabsorb the water.)
8.3 Book trucks and plastic milk crates should be brought to the air- drying site(s). A person may be delegated to keep the movement of trucks as systematic as possible.
Reminder: Plastic milk crates are stored in several locations, including the hall storage closet opposite Rm. B0217, McKeldin West basement.
8.4 When plastic milk crates and book trucks arrive at the drying site(s) the following steps are recommended:
A. Materials should be lifted and placed carefully on tables and/or on floors.
B. Related materials should be kept together, whenever possible.
C. Books with firm bindings should be placed on their tail or head edges and opened so the leaves fan and evaporation can begin.
D. Soft cover items can be placed with spines down and opened in the middle.
E. Items which can "stand alone," without much sagging, can begin to have leaves systematically turned to accelerate drying.
F. Water may drain away from very wet items; excess water should be mopped up.
Reminder: Water and electricity do not mix. All electrical cords should be kept away from water.
8.5 If the air drying area is self-contained and full of books, fumigating the entire room may be considered, if necessary. The University's Environmental Safety Office should be contacted for fumigation at 405-3960.
9.0
9.2 If the decision is to freeze-dry Library materials, the Salvage Team Leader may choose to:
A. Ship immediately to freeze dry facilities with Libraries' truck or rental truck.
B. Transport materials to local freezers with the Libraries' truck.
C. Rent refrigerated trucks to transport materials to temporary freezer storage facilities.
D. Leave materials where they are and have the freeze-dry company carry them out.
9.3 If the decision is to use local freezer(s), then:
A. A Salvage Team member will be asked to notify local freezer(s) that an estimated amount of materials will begin to arrive at an estimated time. (See Appendix E for the list of local freezer(s) that have already agreed to freeze Library materials.)
B. The Libraries' truck is obtainable from Facilities & Services (405-9054). Two Salvage Team members shall be designated to drive and unload the truck at the freezer facility.
9.4 If the decision is to hire refrigerated trucks to transport materials to a freeze dry facility, then:
A. A freeze dry facility should be called to contract their services (see Appendix E).
B. Freezer trucks should be obtained from the list of firms in Appendix E.
9.5 If the decision is to contract a salvage firm to handle the transportation of the materials, then a firm has to be called and services have to be arranged (see Appendix F).
Reminder: Arrangements with the various firms have already been established but availability has to be verified at the time of the emergency.
10.0
10.1 Salvage of mud- or silt-covered materials require gentle washing in clear water to remove the mud or silt. Washing Library materials may not be in the best interest of the collections, so it may be "tried" to see its effectiveness. The following steps are recommended:
A. Three large plastic garbage cans are set up where running water is available.
B. Each garbage can is filled 1/2 - 3/4 with water.
C. Soiled materials are washed individually by holding the item tightly enough to prevent further migration of dirt into the leaves, then immersing it in water, gently loosening dirt and debris by gentle agitation, carefully dabbing with sponges, and light brushing with 2" paint brushes (brushes should be used on covers only).
D. Once dirt and debris have been removed,follow the steps for air or freeze drying (8.0 or 9.0).
Reminder: Cleaning library materials is a secondary priority: the first is salvaging wet materials. Also note: Persons who take part in this operation are required to wear elbow length protective rubber gloves. The area is likely to be wet, so volunteers should use boots from emergencies supplies, or provide their own waterproof footwear.
11.0
A. Color film and slides must be treated professionally within 48 hours of becoming wet.
B. Black and white film and photographs should be sealed in plastic bags and immersed in cold running water in clean plastic pails. However, the emulsions will begin to separate in about three days so treatment should be arranged as soon as possible.
C. If treatment cannot be accomplished within the above time frames, the films can be frozen. The items should be frozen quickly so as to reduce the damage from the formation of ice crystals (freezing slowly results in the buildup of damaging large ice crystals in the film emulsions.)
D. Arrangements can be made with the following for restoration of photographic items:
Kodak Information Center
Dept. 841
R-2 Riverwood
Rochester, NY 14650-0811
(800) 242-2424
E. If materials are shipped to Kodak or another processor able to treat damaged non-print materials, the items should be shipped in cold water with ice added. This will help to prevent the emulsions from separating in transit.
11.2
11.3 Magnetic Tape -- Unique or Master Tapes Only. Magnetic tape is heat-resistant to a point, though obviously melted or burned tape is not salvageable. However, leaching of coatings and chemicals does occur in damp or soaked tape, and any dirt or mud on tapes can scratch or damage tape heads if they are played.
A. If dirt is on the outside edges of the tape, then it can be washed gently with clear water to remove the dirt, making certain the tape is kept wound to prevent dirt or mud being driven in between tape layers.
B. Allow the tape to air dry on the reel.
C. After drying, fast wind the tape onto another reel, running the tape carefully between two clean felt pads to remove dirt from the tape, then rewind.
D. Re-record the cleaned tape onto new tape, then check to make sure the copy recorded properly. Clean the tape heads after re-recording.
E. Discard originals.
11.4
A. Damp but clean discs can be dried gently by blowing in cool air
from a hair dryer on the "air" setting (warm or hot air can damage discs). Air can be directed through the center hole, gently pulling the disc jacket away from the disc surface and rotating the disc occasionally, directing the air to different parts of the discs on both sides. Avoid touching the disc surface, especially the read/write surface through the oval hole. The interior felt lining should be dried thoroughly before attempts are made to copy the disc.
B. Soaked or muddy discs should be removed from their jackets. Some jackets open easily at the edges and the disc can be removed. Others must have one edge carefully trimmed with a paper cutter, the disc being gently pushed by the hub ring to the opposite side before trimming. This will minimize the chances of accidentally cutting off portions of the disc itself.
C. The disc can gently be washed in cool distilled water to remove any traces of surface dirt or contamination.
D. The disc can then be dried carefully with a clean, soft, lint-free cloth.
E. Open a new, clean, dry disc by trimming off about one sixteenth of an inch off the write-protect edge of the disc and removing the disc from the jacket.
F. The thoroughly dried "damaged" discs should be slipped into the clean jacket and copied, one at a time. If the copying is successful, the damaged discs can then be discarded.
G. The computer's floppy drive heads should be cleaned after the operation is complete with a floppy drive cleaning kit made for the purpose and available at computer and office supply stores.
H. It should be remembered that abrasive particles on disc surfaces can harm computer floppy drive heads, but often many discs that would otherwise be lost can be restored in this way.
I. The Computer Science Center can attempt to recover data from damaged 3 1/2" discs. Call them at 405-1500 for information.
11.5
11.6
12.0
12.2 Breaks should be scheduled to lessen fatigue, prevent mistakes from occurring, help maintain morale, and prevent a large turnover in volunteer help. Persons working together schedule their own breaks.
12.3 If salvage operations are going to be extensive and if the air conditioning is not functioning, the Team Leader may divide salvage teams into shifts so that the salvage can continue around the clock. If the building can be kept at 50-60 degrees Fahrenheit, the salvage operation may be stopped overnight. Fans and dehumidifiers should be left on and checked first thing every morning.
13.0
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