Practical
Preparations
Planning for Safety
and Emergencies
Prevention & Preparation
 Prevention - Sometimes the best
way to deal with a problem in the
library is to take steps to lower the
risk of it ever happening
 Preparation – The next best way is
to prepare a response to deal with a
problem when it happens
What will you learn today?
 How to survey library & grounds to
identify hazards or security risks
 Practical measures libraries can take
to lower risk of emergencies
 Resources to use to create an
emergency plan
Library Emergency
 A threat that might
cause harm to the
library collection,
building, staff,
customers
 An unscheduled
disruption of normal
library services
Types of emergencies
FIRE!
Flood…
Tornado…
Earthquake…
Personal Danger
Bomb threats…
Armed (or unarmed)
assaults…
Medical
Emergencies…
Equipment failures…
Utility outages
Chemical leaks
Transportation
accidents…
And, then, of course…







Hurricanes
Severe weather storms
Theft
Circulation system failure
Unattended children
Lurkers, streakers, flashers, etc.
Angry/abusive patrons and…
Insect infestations….
…just to name a
few.
The KEY to Success
 Work with YOUR local/community
support service agencies
Your
Your
Your
Your
Your
local fire marshall
local emergency services agency
local utilities company
regional/state library
network support person/agency
The KEY to Success
 Work with YOUR local/community
support service agencies
To
To
To
To
To
To
assess risk
address preventative measures
develop plan
train library staff
review emergency procedures
review recovery procedures
Danger analysis
 Cat 1 – High probability, high effect (fire,
flood, tornado, burst water main, …)
 Cat 2 – High probability, low effect (leaking
tap, theft, vandalism, …)
 Cat 3 – Low probability, high effect
(earthquake, nuclear war, civil unrest, ...)
 Cat 4 – Low probability, low effect (collapse
of bookshelf, medical emergency, ...)
 These can vary library by library, locale by
locale
Risk assessment
 Identify possible risks
 Evaluate probability and effect to
YOUR library
 Develop procedures to prevent
and/or respond
 Note: conditions change…be flexible
Four phase process




Prevention
Preparedness/Planning
Response
Recovery
Phase 1
Prevention
 Building/Security
inspection – make
needed changes
 Establish routine
maintenance measures
 Proper fire
detection/extinguishing
systems
 Policies, policies, policies
 Secure copies of vital
records off-site
 Protect computers and
electronic equipment
 Comprehensive
insurance
 Inventory, inventory,
inventory
Sample handouts & Examples
 Checklist for Library Building Security
 Building Survey Checklist (Monthly)
 Monthly Tech Maintenance Checklist
Your ideas of prevention…
 What do you do or have you done to
lower risk of emergencies?
MAJOR CLUES!!!
Prevention
only works if
you do it
routinely
Prevention is
easier and
cheaper than
cleanup!
Phase 2
Preparedness
 Develop written
preparedness, response &
recovery plan
 Keep it up-to-date and test it
 Disaster supplies/equipment
kit/area
 Establish emergency response
team
 Response training for staff
 Documentation up-to-date at
all times
 Distribute plan
 Institute disaster notification
procedures
Posted Information
 Emergency instructions
 Emergency contact information –
Emergency management
Staff phone tree
State agency notification
Utilities, automation vendor, communication,
etc.
 Landlord, plumber, carpenter, etc.




Should also be posted throughout
building, in staff homes and vehicles
Examples
 Emergency Contact List
 Locations of Facility Emergency
Facility Systems
 Emergency Equipment & Supplies
 Emergency Response Team
Responsibilities
Phase 3
Response
(See Emergency Preparedness Bibliography)
 Follow established procedures
 Contact necessary parties
 Prepare to re-enter site
 Make preliminary
assessment of damage
 Stabilize environment
 Set up areas for
packing, local cleanup
 Transport items for
freezing
Phase 4
Recovery
 Establish program to restore both
site and materials to usable
condition
 Determine priorities for restoration
 Discard items not worth retaining
 Restore/clean
materials locally
 Clean/rehabilitate
site
 Replace treated
material in site
 Analyze disaster
plan and improve
Issues for public libraries
 Safety of public
comes first!
 Commercial
insurance or selfinsurance?
 Who gives approval
for recovery?
 Approval of
expenditures for
supplies, equipment
 Inadequate fire
detection and
suppression
systems
 Budgeting for
emergencies
 Relocation sites
 Need for/access to
freezing facilities
 ????
Prepared by
Lynette Sloan
Fort Loudoun Regional Library
September, 2009