disaster plan
Thomas G. Carpenter Library |
University of North Florida
http://palimpsest.stanford.edu/bytopic/disasters/plans/unf.html
Prepared by the Library Contingency Planning Committee
Victoria Thomas Stanton, Chair
University of North Florida
Jacksonville, Florida
August 1991
TABLE OF CONTENTS
I. INTRODUCTION.
II. EMERGENCY NOTIFICATION.
III. REACTION TO EMERGENCY SITUATION.
IV. PREPARING FOR EVACUATION.
V. RECOVERY PROCESS.
VI. POST-DISASTER PROCESS.
APPENDIX A : SALVAGE TEAM MEMBERS & RESPONSIBILITIES.
APPENDIX B : UNF EMERGENCY PHONE NUMBERS.
APPENDIX C : UNF LIBRARIANS
(and selected staff willing to be contacted for emergencies)
APPENDIX D : COLLECTION PRIORITIES - MASTER LIST.
APPENDIX E : COLLECTION PRIORITIES - DEPARTMENTAL.
APPENDIX F : SUPPLIES AND SUGGESTED SUPPLIERS NEEDED IN DISASTER.
APPENDIX G : LIBRARY EMERGENCY SUPPLIES AVAILABLE ON SITE.
APPENDIX H : RESTORATION COMPANIES.
APPENDIX I : CONSULTANTS.
APPENDIX J : DISASTER PREPAREDNESS CONSORTIUM MEMBERS.
APPENDIX K : EMERGENCY PROCEDURE FOR LOWERING ELEVATORS.
APPENDIX L : LIFE SAFETY ALARM SYSTEM LOCATIONS.
I. INTRODUCTION
This document outlines actions to take in the event of a disaster
to the UNF Library. It is hoped that adherence to this plan will
minimize damage to the collections, and will assist in speedy
restoration of library service to the UNF community.
The UNF library's collections cost over $13,000,000.00 for
purchases made from 1970-1991. It is estimated that at least 60%
of the volumes are no longer in print, and the cost to replace
those that are available would be much higher than the original
purchase price. If the collection were damaged, a decision about
salvaging library volumes would have to be made quickly and
logically. It would not only be a credit to the university but
would effect a savings of time and money to react immediately and
salvage critical materials.
The plan requires the cooperation and coordination of several UNF
departments, as well as the speedy involvement of the library
staff. It has been found that in times of distress, a coalition
of informed, capable and willing participants remains the primary
component for successful recovery.
This plan will be updated annually.
A. Description of the University.
The University of North Florida opened for classes in
1972, and had 8,080 students in 1990/91. UNF offers
undergraduate and graduate education, with Master's degrees in
education, business, computer science, and several Arts and
Sciences programs, as well as the Education Doctorate. The
University has both apartment and dormitory housing on-campus,
but the majority of the students commute, with the evening
program busier than the daytime courses. UNF is a member of
the State University System, administered by a Board of
Regents. For this reason, all insurance coverage is at the
state level. UNF buildings, including the Library, are
self-insured by the State of Florida. Until a disaster
strikes, it is unclear how adequately the self-insurance fund
will cover replacement of library materials, furnishings,
equipment, and buildings.
The 1,000 acre campus is located off St. Johns Bluff Road
South in suburban Jacksonville. At present, there is one
entrance road to the campus. The UNF police are responsible
for security and traffic management.
B. Description of the Collection.
The UNF Library was founded as the campus was being developed
in 1970, and now houses over 527,000 volumes. The 120,000
square foot library building was completed in 1980, and is a
concrete block, glass, and brick building. The building has a
wet pipe sprinkler system and meets all fire codes in effect
in 1980. The Library supports the graduate and undergraduate
curriculum through hard copy and microformat materials, and
with approximately 3600 continuation subscriptions. The print
collection is augmented by the collection of curriculum and
audiovisual materials (audio, VHS, 16mm film, computer disks),
and classical and American music on tapes, records, and
compact disks. Special Collections houses the collections of
Eartha White (a local black humanitarian), and the archives of
Florida State Senator John E. Mathews, Jr., among other rare
materials. The Documents Collection is a selective depository
for Federal, State, and local documents, and also houses the
Map Collection.
Most of the collection includes titles published since
1970. Many of the volumes in the library are no longer in
print. The library department heads have identified titles in
their collections that are rare or otherwise irreplaceable.
These items are considered priority volumes to save and
restore in the event of a disaster.
C. Development of the Plan
This plan was developed by the UNF Library Contingency
Planning Committee during 1990/91. Members of the committee
were:
Eileen Brady Reference Librarian
Kathleen Cohen Assistant Director of Libraries
Geraldine Collins Head of Circulation Department
Andrew Farkas Director of Libraries
Judy Hiden Administrative Assistant
Bob Jones Head of Public Services Division
Sarah Philips Head of Reference Department
Linda Smith Head of Cataloging Department
Vicki Stanton, Chair Head of Serials Department
The committee's goals were threefold: (1) to develop a
disaster plan that would detail preventive measures to
minimize potential damage; (2) to develop a plan of action for
stabilizing the Library after a disaster; and (3) to describe
methods and equipment for recovery. The plan includes lists
of resource people and restoration companies, as well as
sources of supplies, materials and equipment for salvage
operations.
The plan also outlines critical collections to save in the
event of an emergency. The Library plan augments the
University of North Florida Emergency Operations Plan,
published in July, 1985. The plan is written to guide staff
in disaster recovery. General preventive maintenance is
covered in other library documents.
The committee recognized the need to consult and coordinate
this plan with several other campus departments. The
following people were invaluable in offering their resources
and expertise:
Lt. John Anderson, UNF Police
Charlie Bear, Director, Physical Facilities Department
Richard Crosby, Assistant Vice-President, Administration
andPlanning
Steve Peacock, Director, Purchasing Department
D. Copies of the Plan.
Official copies of the plan are kept by:
Director of Libraries
Assistant Director of Libraries
Division Head, Public Services
Division Head, Technical Services
UNF Police Department
Vice President for Academic Affairs
Special Collections - UNF Archives
All Library faculty have been issued a copy of the plan.
In addition, Library faculty who are on the Salvage Team are
also expected to have a copy of the plan at their homes, and
should bring it with them when called to a disaster.
II. EMERGENCY NOTIFICATION.
In an emergency situation, the UNF Police will be the key officials in charge
of the campus with the highest ranking police officer acting as the Director of
the Emergency Operations Center (EOC). The EOC Director will be in constant contact
with the University President or his designee. During a campus emergency, the
University of North Florida Emergency Operation Plan will take precedence over
the library disaster plan. In all emergency situations, the primary objective
is the safety of human lives. Salvage and disaster recovery operations will be
of secondary importance, and will take place only when the building is declared
safe.
When a disaster occurs, notify the UNF Police, the Director of Libraries,
and the Library's Emergency Coordinator. Refer to the list of the Salvage Team
members in Appendix A. The coordinator will call other people as needed.
Fire or Emergency
Dial ZERO for UNF Police (or ext. 2800). The Police will call all Duval County
fire, police, and rescue units. Evacuate building according to the Circulation
Department's instructions. Contact the Library's Emergency Coordinator.
Water or Electrical Problems
Notify a supervisor and the Director of Libraries' Office (COM 1 or ext. 2553).
If the library supervisor is not available, call Physical Facilities at ext.
2481 or 2482. After normal working hours, call Physical Facilities at ext. 2480
(24 hour phone) (If critical, use beeper number for Director of Physical Facilities).
Consult the Library phone list in Appendices A and C for additional phone numbers.
Use judgment to evacuate building (consult with supervisor, police, physical
facilities). Call the Library's Emergency Coordinator. If possible, move wet
books to book trucks and/or cover ranges with plastic sheeting (in Technical
Services' storeroom). If sprinklers need to be turned off, refer to Section
V., B. 4 (page 9).
Threats, Security Problems
Notify supervisor. Call the UNF Police at ZERO or ext. 2800. Damage to the Collections
Contact the Library's Emergency Coordinator. The coordinator will assess damage
and determine who else should be notified. Consult list of Salvage Team members
if coordinator is not available.
III. REACTION TO EMERGENCY SITUATION.
A. Evacuation.
When the library fire alarm sounds, each individual should:
1. Notify patrons in the area to exit the building.
2. Turn off all electrical appliances (e.g. coffee pots,
heaters, hot plates, fans, computers). Leave lights on.
3. Take any library materials that have previously been
assigned as items to evacuate (department specific).
4. Take all personal belongings, including keys, coats, and purses.
5. Close but do not lock inside doors.
6. Leave the building and wait in a predesignated area for an "all clear" message,
or for further instructions.
Designated people in each department should:
1. Make sure that exterior doors are closed.
2. Assist anyone needing help. (Campus policy is being developed.)
3. Check the area for unfamiliar objects (such as packages, briefcases, etc.)
and bring these to the attention of the police.
4. Lock outside doors.
To get official Library instructions, meet at the assigned area:
FIRST FLOOR STAFF:
Meet near the recycle bin at the end of the drive behind the Library.
SECOND AND THIRD FLOOR STAFF:
Meet in the parking lot at the end of the bridge west of the Library.
Department heads should check to make sure that everyone in their department
is safe. Notify the police if anyone is missing or refuses to leave the building.
Procedures for lowering elevators are in Appendix K. The police or physical
facilities are authorized to lower the elevators.
The Director, or his designee, will stay at the second floor, front entrance
or at the bridge if the building is not accessible. Official messages will come
from the Director or police officers.
Once everyone has been evacuated, observe the following:
1. Move a safe distance away from the building.
2. Honor all police barricades and instructions.
3. Stay away from book drop areas.
4. Understand that the building is under police control. Do not let anyone back
in the building unless instructed by a police or administration official.
5. Do not make public comments on the event. Refer the press and other interested
individuals to the police or official University spokesperson. Do not start
or disseminate rumors.
6. Use no radio transmitting equipment. It might set off a detonation device.
7. Reflect the same reaction to the event as shown by University officials.
B. Communications.
To keep abreast of University events, use the following media:
1. If you have access to a pc or a terminal, check PROFS for recent messages.
2. Call the University Bulletin Board at 646-2660.
3. Check local TV stations (Channels 4,12,17) and radio stations at the following
frequencies (these are the stations that University Relations routinely notifies):
WOKV 600 AM
WPDQ 690 AM
4. Civil Defense broadcasts on radio frequencies:
WPDQ 690 AM
WIVY 102.9 FM
5. Notifying Staff.
If staff must be called at home, each department head will be responsible for
calling the permanent, OPS, and student staff in their department. Department
heads should have (at their home) the home phone numbers for all Library personnel.
IV. PREPARING FOR EVACUATION
A. The Library may have advance warning of an impending disaster such as a hurricane.
Preparation should include the following:
1. Move emergency supplies and equipment to third floor study room.
2. Check supplies and immediately purchase necessary items.
3. Stockpile water and food.
4. Move audiovisual items from bottom shelves.
5. Cover stacks near doors and windows with plastic.
6. Empty book drops.
7. Move all PCs and equipment to study rooms or safe areas and cover with plastic.
8. Move back up disks to safe area, preferably out of the building.
9. Seal filing cabinets with tape then cover with plastic.
B. Consult priority lists to identify critical materials and move them if
necessary. The master list of Collection Priorities (Appendix D) identifies
the most important items to save and/or salvage in case of a library-wide disaster.
The departmental lists (Appendix E) should be used if damage is limited to specific
areas of the library. Use the lists in consultation with the Emergency Coordinator
and the heads of the various Library departments.
V. RECOVERY PROCESS.
A. Evaluation of Damage.
The recovery process should begin only after an emergency situation has been brought
under control. The first concern should always be the safety of individuals. The
Library Coordinator, Director of Libraries, and the Recovery Specialist will tour
the building and make an initial evaluation of damage. They will determine whether
to convene the full Salvage Team (Appendix A), and/or if other people should also
be notified.
Physical Facilities will be involved in stabilizing the building. The Emergency
Coordinator and Building Representative will consult with them on:
1. Restoring electricity and water
2. Using emergency power for lighting
3. Getting HVAC working
4. Pumping out standing water
Because items that can be salvaged, regardless of the type of disaster, will
probably suffer water damage, recovery will center on packing wet materials
and on drying techniques.
B. Building Access.
1. Check with UNF Police and Physical Facilities before entering the building.
Permission to enter the building may need to be obtained from some or all of
the following:
Fire Chief (control of the fire)
Fire Chief (determining cause of fire)
Building Inspector
UNF police
Director of Safety and Security - Martin Garris
Implementation of Emergency Plan - Lt. John Anderson
Jacksonville Police
UNF Administration:
President - Adam Herbert
Academic Vice President - Ken Martin
Risk Management - Richard Crosby
UNF Library Administration
The floor plans (Appendix L) may be used by fire and/or security personnel.
2. Physical Facilities and the UNF Police have the necessary keys to the mechanical
and electrical rooms. LIBRARY PERSONNEL DO NOT HAVE KEYS TO THESE ROOMS.
3. Instructions to bring elevators to the first floor are in the mechanical
rooms.
4. Sprinkler shut off valves are located in the southwest stairwell of each
floor. Turn the black round handle counter-clockwise to turn the water off.
A ladder and a screw driver are needed to access the door. A knife may be needed
to cut plastic signs off the valve.
C. Campus Access.
If the campus has been closed, or if access is restricted, the Recovery Specialist
may need to provide a list of the Salvage Team members to campus officials. As
people arrive on campus, they may be asked to show their driver's licenses and
staff IDs. Access may be restricted to daylight hours or times when electricity
is available.
D. Salvage Procedures.
During an emergency situation, the Emergency Coordinator will be in charge of
all Library functions. The Coordinator will be acting in consultation with the
Director of Libraries and other members of the Library Disaster Team. All staff
will be expected to participate in library salvage and restoration work, performing
under the direction of the Emergency Coordinator.
1. The Emergency Coordinator will establish a command post. Phone access should
be in an area close to, but not in the midst of the disaster. Access to the command
area should be controlled. The Emergency Coordinator will furnish floor plans
of the Library to Health/Safety and Physical Facilities staff as needed.
2. The Emergency Coordinator and selected members of the Salvage Team will assess
damage. They will:
a. Do a walk through to get an overview of the problem. Do not attempt to start
recovery operations.
b. Decide what efforts can be initiated locally, and what services must be contracted
out.
c. Obtain approval from University officials to initiate purchase orders and contract
outside help.
d. Determine who is needed to help with recovery efforts and make the necessary
calls.
e. Determine what campus supplies are needed and what items need to be purchased.
f. Send Communications Personnel to acquire supplies (stockpiles in library, in
Physical Facilities, as well as items to be purchased). Acquire necessary tables,
chairs and lights for the work area.
3. The Recovery Specialist and Department Heads will develop a plan of action,
based on the priority lists. They will:
a. Determine if damaged volumes should be recovered or discarded.
b. Decide if items to be saved should be packed for freezing, packed for removal
to a drying area, or moved to a near-by drying area.
c. Determine the extent of water damage (dry, slightly wet, soaked) and which
areas need immediate attention.
d. Assemble any additional supplies, and initiate procedures to acquire and/or
purchase necessary items.
4. Emergency Coordinator and Building Representative will work with Physical Facilities
to eliminate hazards and stabilize the environment. They will:
a. Give immediate attention to pumping out standing water and starting drying
procedures. Carpets, furniture, and equipment may need to be removed. Remember
that mold and mildew will begin to grow in 48 hours.
b. Turn on air conditioning and use fans and dehumidifiers to reduce humidity
(if HVAC systems are working).
c. Clear mud and debris from aisles and stairs, and install portable generators
and lights.
d. Arrange for protection of undamaged collections by covering ranges with plastic,
boarding up broken windows, or repairing damaged roofs.
e. Arrange for 24 hour security of the building and the collection.
f. Contact outside vendors for dehumidification and salvage work.
5. The Building Representative and Area Salvage Coordinators will initiate salvage
work.
a. Area Salvage Coordinators will determine where materials can be packed, stored,
or dried.
b. Area Salvage Coordinators will assemble supplies and set up work areas.
c. The Building Representative will initiate inquiries for food, water, toilet
facilities. The Building Representative will set up a first aid and rest area.
Encourage frequent breaks and arrange for staff to rotate jobs to lessen fatigue
and boredom.
6. The Recovery Specialist will assign Area Salvage Coordinators a specific collection
for salvage, and a Recorder (or assistant).
a. Area Salvage Coordinators will assemble a work crew.
b. The Recovery Specialist will establish recovery procedures for non-book formats.
7. Area Salvage Coordinators will establish work crews, give training, and discuss
sorting criteria. Refer to Peter Waters' PROCEDURES FOR SALVAGE OF WATER-DAMAGED
LIBRARY MATERIALS.
Area Salvage Leaders will demonstrate the following techniques as needed, then
initiate drying or packing routines.
a. General steps for handling wet books:
Cover tables with plastic sheeting. Do not open wet books or separate single sheets
of paper. Keep books well supported, using two hands. Do not try to remove mud
or dirt by rubbing.
b. General steps for air drying:
Begin clean up of area. Remove mud, glass, debris. Initiate record keeping system.
Separate into three categories: wet, dry, damp. Pack or move via book trucks to
dry area. Move wet and damp items to drying area (with fans, air conditioners,
dehumidifiers). Unpack wet and damp items for air drying. Interleave newsprint
in volumes with clay coated papers, removing wet newsprint periodically. Fan books
for quicker drying.
c. General steps for freeze drying:
Begin clean up of area. Remove mud, glass, debris. Initiate record keeping system.
Line inside of box with large plastic bag and wrap every other volume in waxed
or freezer paper. Place flat, or spine down, in milk cartons or rigid cartons.
Tape top of box closed. Move boxes to freezer.
8. Establish regular meeting times for disaster team and for staff and volunteers.
The Disaster Team should meet at the beginning and end of everyday to assign tasks
and to assess the situation. A general meeting for all staff should be held every
day or every other day to give an update on recovery operations.
E. Supplies
The supplies listed in Appendix G are stored on the first floor of the library
in the Technical Services storeroom (between the Mailroom and the Serials Department).
They are in labeled boxes. The wet/dry vacuum is in the Repair Area of the Serials
Department.
If the disaster is limited to the Library, Physical Facilities will be able
to loan us the equipment listed below. Contact the Director of Physical Facilities
(Charlie Bear) for permission to use these items and to request the assistance
of Physical Facilities staff.
Brooms Fans
Buckets Ladders
Cardboard cartons Mops
Cleaning supplies Paper towels
Disinfectant Plastic garbage bags
Duct tape Plastic sheeting (Visqueen)
Extension cords Water vacuums
F. Emergency Purchase Procedure.
All emergency purchases must be approved by the Director of Purchasing, the administration's
insurance representative, and the Director of Libraries. Unauthorized purchases
or contracts may not be reimbursed by the University.
G. Insurance Coverage.
The UNF campus is self-insured by the State of Florida's Division of Risk Management.
Contact the Assistant Vice President for Administration & Planning for permission
to begin salvage operations. The Library may have some pre-approved agreements
with salvage and restoration companies.
H. Restoration.
After materials have been stabilized, the Emergency Coordinator and Recovery Specialist
will determine the best methods for restoration of the collections. The amount
of materials will be one factor in deciding whether to restore locally, or to
use commercial services. Refer to the list of consultants (Appendix I) and recovery
services (Appendix H) to assist in making the decision. UNF Purchasing Department
has a blanket order with Scotty's (on St. Johns Bluff Road) for hardware supplies.
Follow-up treatments may include fumigation and cleaning (if materials have become
moldy), or deodorizing and cleaning (if they are smoke or fire damaged). Books
may need repairing, rebinding, and relabeling. Some items may need to be microfilmed
or photocopied (if they are brittle).
Use the following storage areas within the library. These areas have been
selected because they are away from windows, and appear to offer secure storage.
Use other locations as the need demands.
Copy rooms on the second and third floors
Study rooms on the third and fourth floors
Stairwells
Storage room on the first floor (consider water on ground level)
Mechanical rooms on each floor (only Physical Facilities has keys)
Extra office in Director's suite
Special Collections vault (limited storage)
The Director will consult with the UNF Administration (Administrative Vice President
or Academic Affairs Vice President) to get permission to use non-library space
for salvage operations and to set up temporary offices and public access areas.
The campus does have some off-campus storage space that is not air conditioned
located behind Harland on St. Johns Bluff Road.
At the same time, the building must be restored. The Emergency Coordinator
and the Director of Libraries will work with Physical Facilities to restore
the building. The library must be closed to the public until all life/safety
systems are restored. Consider the following:
Drying and dehumidifying the building and contents Drying, cleaning carpets
Fumigating the building (bugs and rodents may be a problem)
Cleaning shelves (must be clear of dust, dirt, and mold spores)
Repainting walls
Cleaning HVAC system (mold, dust, and dirt may be in duct work)
I. Consultants.
Refer to the Appendix I for a list of preservation experts. Most will provide
phone advice at no charge. Also refer to the list of members of the Disaster Preparedness
Consortium of Northeast Florida (Appendix J). These local people have had disaster
training and are willing to assist.
VI. POST-DISASTER PROCESS.
A. Restoring Library Services.
After initial salvage is underway, plans must be made for restoration of library
service. The Director of Libraries will work with the campus administration to:
1. Establish operations for Circulation, Reference, and Acquisitions. Decide how
much service to restore for:
Periodicals
Media
Documents
Special Collections
Technical Services
2. Determine a temporary location. Initiate phone service and computer hook-ups.
3. Obtain shelving, furniture, computers, office supplies, etc.
4. Obtain critical reference tools.
5. Discuss cooperation with other area libraries.
6. Discuss ILL agreements that will speed delivery. Consider use of Faxed items.
B. Restoring and Replacing the Collection.
Restoring and replacing the collection will be of primary importance. Consider
the following:
1. Working with the insurance agents.
2. Accepting donations of books and other material.
3. Selecting and ordering new books.
4. Repairing the damaged area. Replacing book shelves and furniture.
5. Thanking everyone who assisted with recovery operations.
As items are dried, repaired, cleaned, and disinfected, materials will either
be stored in a controlled environment, or returned to the shelves. Materials should
be completely dry and free of mold before going on the shelves. The collections
should be examined carefully in the weeks and months following restoration to
ensure that mold does not develop. Items that have been wet are more likely to
develop mold in the future.
C. Evaluation.
After salvage and recovery are underway, the Salvage Team should meet to review
the cause of the disaster, evaluate the recovery disaster plan.
APPENDIX A : SALVAGE TEAM MEMBERS & RESPONSIBILITIES
EMERGENCY COORDINATOR
- KATHLEEN COHEN (BOB JONES, back up) -IN OVERALL CHARGE OF RECOVERY
-decides on mustering place
-summons salvage team: issues authorized permit badges
-requests Operations and Maintenance representative to reduce temperature in area
-obtains necessary keys
-proceeds with Recorder and Photographer, Risk Manager and Recovery Specialist
to assess the situation
-relays decisions to Recorder
RECOVERY SPECIALIST
- VICKI STANTON (DAVE ANDREASEN, back up) -estimates extent of damage (assisted
by appropriate Salvage Cataloger)
-in cooperation with Emergency Coordinator and Area Salvage Coordinator establishes
priorities of action
-decides on treatment area
-contacts outside agencies for assistance
-advises Library Administrator of supplies requirements
-advises Building Representative of sequence and methods of salvage
-relays decisions to Recorder
LIBRARY ADMINISTRATOR
- ANDREW FARKAS (KATHLEEN COHEN, back up) In coordination with University Administrator
and Operations and Maintenance representative
-organizes services as requested by Recovery Specialist
-assembles supplies, etc., on advice from Recovery Specialist
-advises Building Representative re dispersal details
-relays decisions to Recorder
-acts as information officer and coordinates release of information to press and
public
RECORDER
- LINDA SMITH (VERNA URBANSKI, back up) -proceeds with Emergency Coordinator et
al to record assessment of situation
-records information re extent of damage; recommended procedures; treatment center;
services and supplies requirements; agencies contacted; dispersal arrangements,
etc. as directed by Recovery Specialist and Library Administrator
-coordinates information compiled by Salvage Catalogers, such as call numbers
and box numbers of items packed for freezing, and location of items that are air
drying.
PHOTOGRAPHERS
- ALISA CRADDOCK AND REGINALD CALDWELL
-photographs initial damage to the building, furnishings, and collection. Insurance
adjustor will rely on initial photos to assess damage.
-photographs recovery and restoration activities, keeping track of dates and times
of photographs. This will demonstrate that all reasonable efforts were made to
save the collection.
INSTITUTION ADMINISTRATION REPRESENTATIVE
- STEVE PEACOCK
(KATHY INFINGER OR JIM MILLER, back ups)
-expenditure authority
INSTITUTION RISK MANAGER
- RICHARD CROSBY
-insurance and liability
COMMUNICATIONS PERSONNEL
- PAUL MOSLEY (BOB FARNSWORTH OR DAVE GREEN, back ups)
-act as runners between the various officers
BUILDING REPRESENTATIVES
- GERALDINE COLLINS AND JOHN HEIN (EILEEN BRADY OR SARAH PHILIPS, back ups)
-marshals and directs area salvage team at assembly point
-obtains from Emergency Coordinator authorized permit badges and permission for
team to proceed
-receives information from Recovery Specialist and Library Administrator retreatment
center, sequence of salvage operation, supplies and dispersal arrangements
-remains at assembly point relaying information and instructions to Area Salvage
Coordinator and other members of the Disaster Team
-ensures building staff not engaged in salvage team work are advised of their
temporary responsibilities
- DAVID GREEN AND JIM ALDERMAN (BRUCE LATIMER OR CAROL COUGHLIN, back ups)
-in cooperation with Building Representative prepares the area salvage team
for entrance to the salvage area
-directs the appropriate salvage Cataloger to accompany the Recovery Specialist
to assess the extent of damage
-when cleared to proceed receives from Building Representative instructions
resequence of salvage, priorities, packing, supplies availability and dispersal
arrangements
-supervises cataloging and packing
-relays cataloging information to Building Representative
APPENDIX B : UNF EMERGENCY PHONE NUMBERS
UNF POLICE
UNF LIBRARY
UNF LIBRARY SALVAGE TEAM
UNF ADMINISTRATION AND STAFF
DUVAL COUNTY EMERGENCY NUMBERS
APPENDIX C UNF LIBRARIANS
(and selected staff willing to be contacted for emergencies)
APPENDIX D COLLECTION PRIORITIES MASTER LIST TO SALVAGE AFTER DISASTER
NOTE: If there is localized library damage, refer to the specific department list
of priorities. If there is major damage to the entire library, follow this master
list of items to salvage. This list is intended for guidance -- each unique situation
will bring its own set of constraints which will affect recovery operations. Each
department is responsible for removing back up disks from computers.
1. Special Collections (Refer to Special Collections top and secondary priorities)
2. Director's Office Library Personnel Files (for current employees)
3. Periodicals Collection Florida Times-Union Index, 1978-85 (card file, only
copy)
4. Circulation Invoice files ILL files Top priority items from pre-sort, hold,
and reserves Microfiche files
5. Special Collections All remaining items in Special Collections
6. Media Department Specified media, including music
7. Reference Collection and Index/Abstract Collection Specified items (unusual,
hard to replace, esoteric indexes)
8. Bibliography Collection Union List of Serials. 3d ed. (Z6945.U45 1965) Kayser.
Vollstandiges Bucher-Lexicon. (Z2221.K23)
9. Documents Collection All Jacksonville material Specified titles (See the
Documents priority list)
10. General Collection Art and Architecture (LC Classification N) Education
(LC Class L) Business (LC Class HB-HJ) Literature (LC Class P)
APPENDIX E COLLECTION PRIORITIES - DEPARTMENTAL PERIODICALS COLLECTION PRIORITIES
SPECIAL COLLECTIONS PRIORITIES
Selection is based on the following criteria:
1. Uniqueness/Replaceability
2. Cost
3. Special Intrinsic Value
TOP PRIORITY:
If circumstances permit only 1 person to save items:
These materials will be labeled and placed in the Special Collections vault for
emergency retrieval.
1. Rare Books: (In Special Collections vault) BR1720.J5A4 1496 Hieronymus, Saint.
EPISTOLAE. Venice: Joannes Rubeus, 7 Jan., 12 July 1496a Note: Incunabula (Printed
before 1501)
2. Eartha M.M. White Collection: (Items in Special Collections vault) Entire collection
is a primary resource for research on black history and Jacksonville history.
If collection in its entirety cannot be saved, the following folders, in this
sequence, should be salvaged: Folders H5, W4, Y4
SECONDARY PRIORITY:
If circumstances permit 2-3 persons to save items:
Library Blueprints (only extant set) (In SC vault) Rare Books: (In SC vault)
DG81.P19 Panvinio, Onofrio. ONVPHRII PANVINII VERONENSIS... Venetiis, ex officina
Erasmiana apud V. Valgrisium, 1558. Note: Imprint date/printer
PA6459.A2G76 Gronovius, Joannes Fredericus. Joh(annis) Fred(erici) Gronovii Ad
T. Livii Patavini Libros Svperstites Notae. Lvgd(uni) Batav (orum) Ex Officina
Elzeviriorum, 1645. Note: Imprint date/Printer
ND623.L5A26 Leonardo, da Vinci. Il Codice Atlantico di Leonardo da Vinci nell
a Biblioteca Ambrosiana di Milano. Milano: U. Hoepli,1894-1904. 2 oversize slipcases
If circumstances permit 4+ persons to save items:
Eartha White Collection: All remaining materials (In SC Reading Room)
White Family Bible (In SC vault)
Metal Collection Index (In SC Work Room)
Charles McIntosh Photographs (In SC vault)
Rare Books: All remaining materials (In SC vault)
University Archives: (In SC Reading Room)
Entire collection is a primary resource for historical research on the University.
Of highest importance: (All in University Archives lateral files, SC Reading Room
-- cabinets will have a red marker on them for emergency retrieval of materials)
Campus historical, planning and construction documents (SC Reading Room)
UNF Newspapers: Halyard; Campus Up-date; Spinnaker (Publications Office holds
scattered copies)
(Oversize Archives Collection--SC Reading Room)
Cassette tapes from Dr. Schafer's interviews with early UNF administrators (Black
File Cabinet, no. 6, SC Reading Room)
Arthur Sollee Collection (Below display cases in SC Reading Room)
John E. Mathews, Jr. Collection (In SC Reading Room) Of highest importance: Boxes
labeled Series 100+, 300+, and 500+
Materials in display cases (Special Collections Exhibits)
UNF Thesis Collection (In SC Work Room)
Remaining materials in Special Collections
General SC concerns: Small windows on west end make Eartha White, Mathews collections
vulnerable to water, wind damage.
BIBLIOGRAPHY COLLECTION (THIRD FLOOR)
Z2221.K23 Kayser, C.G. VOLLSTANDIGES BUCHER-LEXICON. 1750- (German National Bibliography)
Rare, Irreplaceable
Z6945.U45 Union List of Serials in Libraries in the United States and Canada.
3d ed. (5 vol.)
REFERENCE COLLECTION PRIORITIES
INDEX/ABSTRACT COLLECTION
1. Company Name Index to Florida Trend. Jacksonville: University of North Florida.
1971-Paper and computer disk.
2. Florida Business Publications Index. Winter Park: LSH Research Inc. 1977-84.
REFERENCE COLLECTION
1. Business Collection (LC classification HF-HG)
2. Sources that are unusual or difficult to replace or salvage
REFERENCE OFFICE
1. Annual Report Collection list on PC-FILE
2. Reference shelflist on PC-FILE
APPENDIX E, continued ACQUISITIONS DEPARTMENT
Contact person: Sheila Mangum
TOP PRIORITY Location
Computer backup files Shelf behind (right) of label computer, gray box (3" disks)
Numerical purchase order log Mailroom, opposite door large black micro cabinet
(2 small wooden card cases)
Purchase order forms New - shelf to left, near back door (1 box old & new form
and 1 box of old in Dept.)
Backlog of order requests Green boxes, second shelf, outside SM's office; approval,
behind Sally's desk
Current year and 1 year back Mail room, next to black micro cabinet invoice files
SECONDARY PRIORITY Location
CD ROM player; 1 PC Acquisitions area
2 printers (long & short carriage)
calculator RC's desk
order request cards (1 box) By label computer
OTHER CONSIDERATIONS/OBSERVATIONS:
Depending upon the time of year, there might be an urgent need for equipment to
maintain Acquisitions operations in a timely manner, far faster than the state's
ability to replace equipment. The equipment to be saved is close to the back do
or could be moved into the store room if appropriate. Same for backfile of purchase
order logs and invoice files. The files and equipment could also be covered with
plastic sheets as they are closely grouped. (THIS MAY CHANGE if physical arrangements
change.)
Large unprotected windows; likelihood that in storm, a quantity of water would
be blown under the back door. The back door might not hold against a strong
wind unless reinforced.
CATALOGING DEPARTMENT
Contact person: Linda Smith TS GEN. & CATALOGING DEPARTMENT
TOP PRIORITY Location
Computer backup files Offices: JH, LS, VU, AR
Personal items Offices, desks
Annotated copies of manuals LS, VU, AR, JH
Dept. basic manuals (all, VU);
Books, authorities format (LS);
AACR2 (each);
NOTIS manual original (LS);
free-floating subs. (DB); SR,
scores format, red cutter notebook (MK);
lost/found slips (SA)
Rare material Aisle by OCLC terminals
in the area Desks, as identified
Locally produced material, VU - Audiovisuals
uncataloged AR - theses
SECONDARY PRIORITY Location
etc. etc.
OTHER CONSIDERATIONS/OBSERVATIONS:
Search area, uncataloged material. Would not be possible to remove but could cover
with plastic (by windows). Those titles not on NOTIS would be very few in number.
Assume basic order of importance would be any item known to be very expensive
($100.+), OP material, NUC and Mansell, and new material.
Large unprotected windows; Mansell and NUC highly susceptible to water damage.
Fire in Media Center would require speedy evacuation of Technical Services
area.
Depending upon decisions as to how much Cataloging should try to save, staff
would probably be available to assist in other areas if time permitted.
MEDIA RESOURCES DEPARTMENT
Contact person: Diane Kazlauskas
TOP PRIORITY Location
Computer backup files Staff room, kitchen counter
Personal items Office, staff room
Locally produced audiovisuals See next page
SECONDARY PRIORITY Location
Scores (Cover both, Stacks - M section LPs not remove)
Slide collection Back wall, behind curriculum coll. Irreplaceable/UNF origin
Only approx. 10% recorded on NOTIS Locally produced AV Stacks - Attached titles
list Irreplaceable/UNF origin
Protect Collection Inner wall, corner by DK's office (approximately 3 full shelves)
CDs Stacks
OTHER CONSIDERATIONS/OBSERVATIONS:
DK thinks most of MERC would be replaceable and therefore is not a top priority.
They would not need staff assistance to remove materials and could help others
if time permitted. Staff would be needed for hurricane preparation to cover
ranges.
Most windows are protected somewhat by the overhang of building. If the large
windows are broken, curriculum and slide/sound sets are immediately opposite.
Certain loose equipment such as a screen, projector and slide viewers should
be removed from the window area if possible.
In event of flood water or standing water, quite a bit of material located
on floor in curriculum and AV but could fit on current tables in MERC area if
time permitted. Lowest shelving is within 8" of floor in AV section.
LIST OF LOCALLY MADE AV TO REMOVE/SALVAGE IN A DISASTER LOCATIONS: All locations
are referenced from the offices.
VIDEOCASSETTES
Also there is a large number (6+ shelves) of locally produced videocassettes
located in the closet of room 1014. Permission was NOT received to use these
and they would not be a high priority.
AUDIOCASSETTES
Entire 8th and 9th drawers of the beige cassette cabinet closest to the front
desk.
(IC 16-173,180-190L, 194-233; AC 1-155, 255-313)
TRANSPARENCIES (1 shelf) LOCATION: 4th range
SLIDE SOUND SETS (1 shelf) LOCATION: 5th range
SLIDE SETS (2 shelves) LOCATION: 5th range
APPENDIX E, continued DOCUMENTS DEPARTMENT
FIRST PRIORITY
The Jacksonville material is virtually irreplaceable. Save all.
SECOND PRIORITY
Office Procedures Manual Florida Collection
etc etc etc
SERIALS DEPARTMENT
TOP PRIORITY
Emergency Supplies
Newsprint
Periodicals shelf list
Numeric purchase order file
Back-up disks from Serials PC
Local procedures notebooks:
Notis Routines for Serials
Binding Routines
Cataloging Routines
Profs notes and addresses
Magnadex
Thesis (bound and unbound)
Location
Tech. Service Storeroom -
middle shelves, back wall
Large box in repair area
Card catalog outside VTS office
Beside Serials PC
VTS office (bottom left shelf)
Serials Department
Binding area
SECOND PRIORITY
Most of the book repair tools supplies should be recovered as soon as possible
to assist in salvage operations. These include the following:
Book presses and boards
Paper cutter
Cutting mats
T-square, straight edges
Hand tools
Paper and buckram supplies
Repair area
All resources that are not yet on NOTIS should be saved, including uncataloged
new titles, new issues to be posted and (perhaps) all issues ready for binding.
APPENDIX F SUPPLIES AND SUGGESTED SUPPLIERS NEEDED IN DISASTER
Blotting paper
Reddi-Arts, 1037 Hendricks Avenue 398-3161 Boots, ponchos
Pier 17 Marina, 4619 Roosevelt Blvd. 387-4669 Veteran's Army/Navy Surplus, 312
N. Main 356-1301 Bread crates
Entenmann's, 4332 University South 733-6002 Sunbeam Bakery, 2261 W. 30th Street
354-3771
Cardboard boxes
Alton Box Co., 2002 E. 18th Street 356-5611
Cold storage
Jax Cold Storage, 355-6656 (Jeff Spence 786-8038) Commercial Cold Storage, 384-5589
Grimes Distribition Service, 786-5711 Freezeway, Talleyrand 354-3464
Computers
Computer Source, 5941 Atlantic Blvd. 725-8166
Emergency generators, lights, fans
Granger Supply, 1180 S. Lane Avenue 781-1234 Ring Power, 8050 Phillips Highway
737-7730
Freezer Space
Olcott Enterprises, 1361 North Myrtle 355-1751 (Skipper)
Zero degrees. 2000 lbs cost $30.00/mo., transportation provided with extra charge
Industrial Cold Storage, 1814 Industrial Blvd. 786-8038
(Carlton Segals)
Hardware, extension cords, tarps, visqueen, lights, etc.
Milk crates
Newsprint
Pumps
Reefer box, Refrigeration
Towels, mops, waxed paper, freezer paper, etc.
Trailer
Two-way radios
Water removal, drying carpets
APPENDIX G LIBRARY EMERGENCY SUPPLIES AVAILABLE ON SITE
NOTE: All supplies are in the Technical Services storeroom except the wet vacuum,
which is in the Serials repair area.
etc etc etc etc
APPENDIX H RESTORATION COMPANIES
etc etc etc etc
APPENDIX I CONSULTANTS
etc etc etc etc
APPENDIX J DISASTER PREPAREDNESS CONSORTIUM MEMBERS
etc etc etc
APPENDIX K EMERGENCY PROCEDURE FOR LOWERING ELEVATORS
(no attachments available in electronic version)
APPENDIX L LIFE SAFETY ALARM SYSTEM LOCATIONS
(no attachments available in electronic version)
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