Eye of the Storm: Emergency Planning for Archives--2013

In the Eye of the Storm: Emergency Preparedness and Response

MAIG Meeting October 4, 2013

Presented by Iona McCraith,AAO Archives Advisor

Emergency Preparedness and Response, Copyright 2013 Archives Association of Ontario




Why Have an Emergency Plan?• Responsible for public, staff, collections

building safety.• To anticipate potential risks.• To eliminate, reduce or mitigate risks.• To prepare for those that can’t be eliminated.• To plan for recovery after the emergency.


Authority for Emergency Plan• In Plan introduction state who has the

authority and responsibility for preparing, implementing and updating the Plan.

• Designate roles and responsibilities for each member of the Emergency Response Team.

• Does the Plan relate to any other Emergency Plan?


Double Up – Two for OnePreparation of emergency plan and a

maintenance plan for facility can be combined.

They share many of the same goals.

Saves duplication of effort.


Minimum Plan ComponentsRisk assessment – internal/externalInspection routinesMaintenance schedulesEstablish emergency response teamTraining plan for staff in emergency response

and salvage procedures


Minimum Plan Components Inventory of emergency suppliesList of emergency servicesRegularly review/update plan


Risk AssessmentWATER

On a flood plain external

Water pipes in ceiling internal

Clogged/disconnected downspout

external

Damaged shingles, flashing external

Improper grading around building

external


Risk AssessmentFIRE

Lightning external

Defective wiring internal

Film crews internal

Construction/renovation project

internal

Hazardous collection materials (e.g. nitrate film, etc.)

internal

Arson external


Risk AssessmentTHEFT AND VANDALISM

Remote location external

Shrubs, trees close to building external

Poor outside lighting external

Poor key control internal

Poor lock up procedures or training for staff/volunteers

internal

Rentals, events both


Emergency Response Team

• In small institution staff may assume more than one role. Clarify what roles are.

• One alternate for every team member

• Can include staff, volunteers, outside specialists.

• Form a network of institutions to assist each other in an emergency.



Response Team Key Roles• Team Leader• Building/Facilities Manager• Security/Safety Coordinator• Communications Coordinator• Records Salvage Coordinator• Financial/Administration Manager• Media Liaison• Team Recorder• Relocation Coordinator


TrainingAll staff and volunteers aware of plan

and emergency response team members.Schedule regular training on emergency

response, evacuation, recovery.Connect with local emergency services

and municipality.Consider regional co-operative training



First Response ProceduresPrepare brief instruction sheet or use

flip cards. Post beside all staff desks, work areas and at reference desk.

Instructions should be brief, easy-to-read directions on what to do first.

Telephone tree or list of Emergency Response Team can also be appended to this sheet


Stabilize Environment• Move dry material out of high RH areas

OR install fans and dehumidifiers to lower RH to normal levels to prevent mould growth.

• Warm air dessicant driers may be required if area of water damage is extensive and floors, ceilings and walls also require drying.



Evaluate Salvage PrioritiesUse triage system to determine priority.

WetDampDry- Most vulnerable to water damage- Less vulnerable to water damage


Salvage PrioritiesBased on:• Susceptibility of media to water damage

• Intrinsic or research value of collection

• How much time and assistance you have.

• Monetary or legal value of the records.



Salvage Procedures For• Stabilization of the building environment

• Stabilization of the collection by drying or freezing

• Packing collections if they must be moved off site

• Special handling precautions for collections


Recovery and Rehabilitation• Once the emergency is under control and

collections are stabilized (dry or frozen) the next stage is recovery.

• Clean and if necessary decontaminate the building.

• Replace damaged equipment and furniture.

• Clean or repair collections.


Review PlansUpdate regularly and when there are

changes to building, equipment, staff.

Retire old plans so no confusion about which is current.

Emergency Response Team review plan annually.


Archives Emergency Response Network (AERN)

• AAO has a network of regional response groups of archives based on our chapters.

• AERN provides voluntary mutual assistance for response and salvage in the event an emergency affects a member archives.


How Archives Advisor HelpsConducting risk assessments.

Developing emergency plans.

Providing information, advice and support for response and salvage in an emergency.

Through PDC provides training.


Helpful Tools• Salvage Operations by Betty Walsh available

on Canadian Council of Archives web site athttp://www.cdncouncilarchives.ca/salvage_en.pdf• Emergency Response and Salvage Wheel

available from Heritage Preservation at www.heritagepreservation.org

http://www.cdncouncilarchives.ca/salvage_en.pdf

http://www.cdncouncilarchives.ca/salvage_en.pdf

http://www.heritagepreservation.org/


Online Resourceshttp://www.nedcc.org/free-resources/dplan-the-on

line-disaster-planning-tool

http://www.nedcc.org/free-resources/preservation-leaflets/overview

http://www.connectingtocollections.org/courses/about/

http://www.museumsontario.com/en/35/597/148

http://www.nedcc.org/free-resources/dplan-the-online-disaster-planning-tool

http://www.nedcc.org/free-resources/dplan-the-online-disaster-planning-tool





http://www.museumsontario.com/en/35/597/148


Thank You

Eye of the Storm: Emergency Planning for Archives--2013

Business

sheet emergency preparedness

preparation of emergency

response procedures

local emergency services

maintenance plan

aao archives advisor

volunteers aware of

external water pipes