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Disaster Plan
Because preparation of a comprehensive emergency preparedness plan may seem like an overwhelming and daunting task, we have broken it down into more manageable steps, two of which are ready for you now. If you work through the topics as we go, you'll be gathering up information needed for a comprehensive plan and the overall task will be much easier to undertake and more likely to be completed.
In general, we'll follow the outline of dPlan, an on-line disaster planning tool which is offered by the Northeast Document Conservation Center. Although you may want to take a quick look at the 127 page dPlan template right now, don't let that initial look spook you away from working through the process with us. We are going to start you out with small steps that provide your institution with immediately useful tools as you go.
The dPlan general outline:
- Pocket Plan Institutional Information
- Risk Assessment and Prevention: Assessment Survey
- Response, Salvage & Recovery
- Supplies & Services
- Scope & Goals
- Staff Training
- Distribution, Review & Updating
We'll be adding information for the remaining steps in the months ahead, but you needn't wait for us to move on to the next steps in the dPlan. The sooner you have a viable disaster recovery plan in hand, the sooner you will be able to protect your staff, institution, and collections.
Step 1:
Pocket Plan Institutional Information: "Who you gonna call?"
Our first topic, Institutional Information, asks you to gather together, in one handy guide, the contact information for your institution's use in the event you are ever faced with a disaster, whether it be small, medium or big in size or local, regional or national in scope. Who should YOU and your staff call in an emergency?
The Council of State Archivists provides a template for the Pocket Response Plan, the first page of which is an "Emergency Communication Directory, with contact information for staff, first responders, emergency services, utilities, vendors and suppliers, disaster teams, and other essential individuals and agencies." The second page of the template provides an "Emergency Response Checklist: an organized list of those actions that each individual should take in the first 24 to 72 hours following a disaster."
Work through filling out this template and you will be well on your way to organizing your institution's response in an emergency by making it much quicker and more efficient. Your response team will know exactly who to contact, how to contact each other and you will all be on the same page as to what needs to be done to start addressing the situation. Plus, you'll find you have ascended the first rung on the ladder heading toward completion of that comprehensive emergency preparedness plan.
Look at the sample contact list we've developed for Fort Osage.
Step 2:
Risk Assessment and Prevention: Assessment Survey
Our second topic, Risk Assessment and Prevention, provides a framework for assessing safety risks to your staff, institution, and collections. Some risks can be mitigated relatively easily by fixing mechanical and systems problems, relocating endangered materials, increasing security measures, mandating standard preventative and recovery procedures, and so forth. Other risks require more work and resources to handle.
This quick task list is adapted from Lyrasis:
- Assess the collections and set salvage priorities in advance
- Determine and rank potential hazards
- Assess prevention and protection needs
- Consider financial implications
Identify the most important collections and records. Factors to consider include composition of the materials; availability of recovery services; importance to users, research, curriculum; uniqueness; vital or permanent records; ease of salvage; level of possible contamination; number of workers; and the costs of salvage/replacement.
Know your vulnerabilities. Inspect the building and systems maintenance schedules. Consider your location. Identify past disasters and their likelihood of recurrence.
Make lists of Disaster Supplies and Services. Decide which supplies will be stored onsite. Establish relationships with disaster recovery vendors. Consider creating a pre-disaster contract for recovery and/or debris removal.
For Supplies, see: http://www.heritageleaguekc.org/master_supply_list.html
For Services, see: http://www.nedcc.org/resources/suppliers.php
Know how much money is available and who can access it. Review insurance policies for limitations and reporting requirements. Consider other available resources. See: http://www.heritagepreservation.org/PDFS/Disaster.pdf
And take some time to look at what the Heritage Emergency National Task Force has to report about its pilot Risk Evaluation and Planning Program (REPP). Click on the Tools and Tips link, click the "Access these Tools" button to register online (it's free), and download tools you'll use to survey your current disaster and recovery risks.