[REDACTED] Disaster Manual
Table of Contents
Introduction
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Introduction
Updates
Facility Overview
Disaster Response Team
Process of Notification
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First Tier Call Tree
Second Tier Call Tree
Organizational Chart
Event Size Quantification
Extraction Logistics
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Introduction
Manual Retrieval Team
Internal Movement Team
External Movement Team
Processing of Items Post-Recovery
Coordinator Summaries
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Disaster Recovery Officer
Administrative Services
Human Resources
Campus & Public Relations
Facilities
Documentation
Collections Coordinator
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Conservation
Library Services
IT
Inventory Control
Extraction
Areas of Responsibility
Recovery Timeline
Appendices
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Services Providers
Public Relations Scripts
Flat File Handling
Collection Zones
Vault 1 Planograph
Alogrithm Export
Emergency Purchase Orders
Introduction
The Preservation and Conservation Units of the [REDACTED] have prepared
this high density storage (HDS) disaster plan to be implemented in the case
of an event at the [REDACTED] ([REDACTED]). That being said, the plan
needs to constantly evolve as we better understand the issues surrounding
disaster recovery in such a facility.
Various positions in the library have been identified to take on leadership
roles during a disaster response and recovery effort. In the event of a
disaster at [REDACTED], we need a team that can stay calm, make clear and
decisive judgments, and work exceptionally well in a team effort. If you find
that you have been selected to take on such a role, you will be required to
do the following:
1. You must read the contents of this binder prior to a disaster event,
2. You are responsible for all of the information included within this
binder during a recovery effort, and
3. You must be prepared to fulfill your role during a recovery effort while
also providing guidance and leadership to staff who will be reporting to
you.
It is not the intent of this document to provide a precise outline for recovery
in the event of a disaster. This manual is instead written to guide and
prompt you with the ultimate goal of empowering team leaders to make
quick and clear decisions. We ask that you seriously think through the
processes that we are proposing, question our plan of action, and seek
resolution to those questions BEFORE A DISASTER occurs.
Updates
The writers of this manual understand that key personnel, vendors,
locations, and phone numbers are constantly changing, and updated
information has been included in nearly every area covered within this
Spring 2011 edition of the manual's contents. As better ideas, new
information, and improved methods of procedure emerge, the contents of
this manual will be updated to continue its current relevancy. Comments
from all readers are both welcomed and encouraged.
Suggested changes should be forwarded to [REDACTED], [REDACTED],
[REDACTED], [REDACTED]., at [REDACTED], or [REDACTED].
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[REDACTED] Facility Overview
The [REDACTED] ([REDACTED]), which opened in 2004, houses lowcirculation items from many of the libraries within the [REDACTED] campus.
As is common in most high density storage environments, items are not
arranged by call number. After an item arrives at [REDACTED], it is first
sorted by size. In order to increase shelving efficiency, similarly sized items
are placed together in corrugated cardboard trays. After a tray has been
filled, it is then given a barcode that links it to a specific storage location
within the facility. In addition to the trays, there are archival boxes, metaledge document boxes, record storage boxes, film canisters, flat files, and
other library format storage. While each book has its own item-level
barcode, materials housed in closed boxes or folders are only barcoded on
an enclosure level. When a patron requests an item from storage, that item
can be easily located through its unique address, which is a combination of
item, tray, and storage location barcodes.
As of 2012, the facility has two custom-built Raymond lifts that are used to
shelve and retrieve materials from the storage modules. Operation of the
lifts requires ultra-flat concrete floors. The lifts can function even when a
limited amount of standing water is present, though operation within this
environment is not recommended due to the potential damage this may
cause to electrical mechanisms within the lifts. The lifts' rechargeable
batteries (estimated 3,500 lbs) have an active life of six hours. Currently,
four staff members at the [REDACTED] have been trained and licensed to
use the Raymond lifts.
The construction of the storage vaults is similar to that of a large warehouse.
There are currently two modules for storage, with construction of a third
under way and plans for a fourth module. The first module contains
approximately 63,600 square feet of shelving, while the second module
contains approximately 76,320 square feet of shelving. Between the two
modules, the entire facility currently houses 2.5 million items. Both modules
are equipped with wet-pipe heat-detecting fire suppression systems that will
activate at temperatures 200° F and above. There are approximately 90
sprinkler heads in each module. Every sprinkler head is independent;
activation of one will not trigger additional sprinkler heads. Each module is
outfitted with a overhead fire door that will close automatically only upon
activation of the fire alarm. The doors will not close in the instance of a
sprinkler head(s) deployment / malfunction.
The 40-foot tall solid industrial shelving units and the strategy of shelving
items by size rather than by collection or call number allows for maximum
storage efficiency within the facility. However, it also presents some major
challenges in the event of a disaster. Special collections materials are stored
in many different locations, on different shelves, and at different heights
throughout the first module. This makes retrieval of these items a
complicated and time-consuming undertaking. Within the second module,
and all subsequent vaults, special collections items should be located
between the third and eleventh shelves from the bottom on any given row,
thus more easily collected without the assistance of the lift (i.e. hand
retrievable).
The extreme height of the shelving units requires the use of the Raymond
lifts to retrieve materials above the 11th level of shelves. If the power is cut
off during a disaster, the lack of emergency lighting means that personnel
entering the building may not be able to discern potential hazards on upper
shelves. This would also affect IT support, battery charging for the lift
batteries, and the entire environmental control system. However, the most
significant challenge to any disaster recovery operation within the
[REDACTED] will be the vast amount of material that will require evacuation
and triage. For example, a single sprinkler head would directly affect at least
30,000 volumes. The enormous size of the facility and sheer volume of
trays, boxes, and material will require an organized, expedient, and efficient
recovery effort.
The [REDACTED] is comprised of three floors of office space in addition to
the storage vaults. These additional spaces consist of processing for high
density storage on the first floor; conservation treatment on the second
floor; and digital scanning and (as of spring 2012) the Preservation
department on the third floor. The office spaces and storage vaults 1 & 2 are
each served by three separate air handling units. While the office spaces
are conditioned for human comfort, the storage vaults are both maintained
at a constant 50° F and 30% relative humidity. Additionally, while the
facility is equipped with a large overhead door, there is no proper loading
dock for the building. Any trucks accessing the [REDACTED] need to be
equipped with a lift-gate.
If the building structure is not damaged and the facility is operational, the
three floors of office space may be utilized for many of the recovery steps
outlined in this plan. In the event that a disaster significantly compromises
the building structure and the facility is not operational, the recovery
operation would move to the exterior perimeter and/or off-site locations as
needed.
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Disaster Response Team
[REDACTED]
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Process of Notification
1. First responders are called to an event at the [REDACTED] Library
([REDACTED])
2. Emergency dispatch contacts Manager of [REDACTED] Library and
Assistant Dean of Libraries for Facilities as outlined on the Library's
Emergency Contact List
3. Assistant Dean of Libraries for Facilities arrives at the scene to perform
an initial assessment of the event
4. Based upon the initial assessment, the Assistant Dean of Libraries for
Facilities, now in his/her role as Facilities Coordinator, notifies the
Disaster Recovery Officer and Associate University Librarians (AULs)
5. AUL for Services notifies the Dean of Libraries, Assistant Dean of
Business Operations and Management Information, and the Head of
Library Human Resources [REDACTED]
6. DRO, Facilities Coordinator, Collections Coordinator, and Conservation
Coordinator arrive at the scene to perform fuller assessment and begin
initial planning
7. Disaster Recovery Plan, as written below, is initiated
First-Tier Call Tree:
[REDACTED]
Second-Tier Call Tree:
[REDACTED]
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Organizational Chart
[REDACTED]
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Event Size Quantification
This plan is written under the following assumptions: a small event is
defined as any disaster which affects 1,000 items or less. We assume that
such disasters will be handled between the Disaster Recovery Officer,
Conservation, FACILITIES & SERVICES, and [REDACTED] Library staff
(including the Head of the [REDACTED] Library) with additional Coordinators
contacted as needed and determined by the Disaster Recovery Officer.
A large event is any disaster scenario affecting more than 5 shelves
(approximately 1,000 items) and will proceed as follows.
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Once a large-scale event affects the collection items at [REDACTED]
Library, the Disaster Recovery Officer and selected Coordinators will
survey the facility to ascertain the size, scope, and nature of the
event.
The Disaster Recovery Officer will then initiate a call tree and the
Facilities Coordinator will set up a command center.
The Disaster Recovery Officer will organize a debriefing of the situation
at the command center. The debriefing will inform all Coordinators
about the event, as well as an estimation of the recovery processes
needed to restore operations at the [REDACTED] Library.
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In a disaster, the building is initially in the control of emergency
services officials (police, firefighters, etc). Salvage and recovery
operations cannot begin until ownership of the building is returned to
the library. At this point, the Recovery Timeline is activated. Each
individual Coordinator can refer to the Area of Responsibilities section
as well as the Recovery Timeline for guidance as to the planning they
will each need to initiate and manage.
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Extraction Logistics
Introduction
Three Level 4 Coordinators/teams have been identified to support the work
of extracting collection materials from the vaults. They are:
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Manual Retrieval
o The Manual retrieval team is responsible for the physical removal
of trays, boxes, and any individual items from the aisles. This
team is further divided into three sub-groups based on
equipment needs (the book truck/movable stair ladder group,
the Raymond Lift group, and the scissor lift group)
Internal Movement
o The Internal Movement team is responsible for the transfer of
materials from shelf/vault locations to triage, treatment or
packing & shipping areas. The Internal Movement team also
encompasses triage stations, which will segregate vulnerable
items which cannot handle mass recovery treatment (i.e.
freezing or freeze drying).
External Movement
o The External Movement team handles the boxing and palletizing
of items which will be loaded onto freezer or moving trucks for
transport to off-site locations. These activities may be provided
by a disaster response company, should one be called in to
assist in the recovery effort. At that point, the External
Movement will coordinate and assist the disaster response
professionals.
We estimate that each of these teams will consist of approximately 8-10
people for a large disaster. It is important to consider, in terms of the
magnitude of a disaster in [REDACTED] Library, that retrieval may need to
be an ongoing, 24-hour effort. The personnel needs required to support this
work will be enormous. One of the Extraction Coordinator's main roles will
be choreographing the movement of these three teams within the aisles,
while ensuring the removal of high priority items.
It may be advisable to maintain the organizational structure of the materials
as they are removed from the shelves. This will depend on factors such as
size of disaster, storage vendors' organization methods, and predicted length
of time the materials will be kept in vendor storage. The ultimate decision
for whether keeping materials in order is worth the additional work will fall
to the Extraction Coordinator. The following paragraph describes a rough
process for maintaining organizational structure.
Items should be removed from shelves, boxed, and palletized as a distinct
group. If an event requires multiple teams working in multiple aisles, it will
be essential that pallets are segregated according to the aisle and to-bedescribed shelf area (i.e., if materials are being removed from aisles 1 and 3
simultaneously, they will be moved to pallets that are unique to each aisle).
Each extraction unit will be named for a color, and their materials (boxes,
pallets, etc) will be color coded using spray paint or hazard warning tape. A
unit, in this capacity, is defined by the work flow between manual retrieval,
internal movement, and external movement so unique zoning is maintained
throughout the recovery effort (i.e., the Red Unit would consist of the Hand
Retrieval Team, the Cart Runners assigned to that team, and the final red
unit pallet that will be loaded with materials from the zone being evacuated
by the red unit). By color coding units, it is hoped that unique zoning can be
more clearly maintained. If the Extraction Coordinator opts to maintain the
organizational structure of the items, the Collection Zones Appendix may be
of use.
We foresee the loss of many tray fronts which are labeled with the
[REDACTED] Library barcode identifier. In cases where the tray
front/barcode is lost, the tray will be removed as described in the following
pages. During the repopulation of the facility post-disaster, barcode
information for these trays will be extrapolated from one of the remaining
items. For loose books that have fallen to the floor, location information will
be impossible to mark and track. These items will need to be scanned and
handled as individual units. Management of packing, recording, and
movement of these fallen books will be handled by the Collections
Coordinator, in consultation with the Conservation Coordinator, under the
purview of their role as arbiter of salvage or loss. The Conservation area
(which would allow space for such individual assessment) could be utilized
for this activity.
It is also important for the Extraction Coordinator to keep in mind that
retrieval of high priority items has precedence over all other materials after
aisles are cleared. In the first vault, these items are stored in a random
pattern throughout the vault. They have been identified and plotted on
planographs and an algorithm was developed to describe their removal
based on storage density. For the second and all future vaults, high priority
materials are stored on shelves 3 – 11 and can be identified either by light
yellow storage trays or marker writing indicating the owning library.
Manual Retrieval Team
The manual retrieval team consists of three subgroups: the book
truck/movable stair ladder group, the Raymond Lift group, and the scissor
lift group.
Book Truck/Movable Stair Ladder Group:
This group will consist of two or three individuals who will be the first
responders in any affected aisle. They will initially clear an aisle of any
books, boxes, or trays that have fallen during the disaster. As they move
along the aisle, they will also remove any obstructions that may be
present. Each aisle must be completely cleared before the Raymond Lift or
Scissor Lift groups can begin retrieval along that row.
Materials that have fallen from shelves will be loaded onto book trucks,
which will be transferred to aisle endcaps as they reach capacity.
In the first module, this group will first clear the aisle in order to allow
retrieval by any means – either via ladder, scissor lift or Raymond Lift. If
more than one aisle has been affected, the Extraction Coordinator will
prioritize recovery based on the algorithm picklist. It is important to note
that there may be a high risk for loose collection materials to fall from
shelves during the initial stages of physical extraction. All team members
working to clear aisles should be aware of this risk and proceed with aisle
clearing activities in a cautious manner. Additionally, the Extraction
Coordinator should continue to monitor shelves for potential risk throughout
the extraction effort.
In the second module, team members will first clear the aisle and then
remove all of the high priority collection materials within reach. All flat file
drawers will be removed and palletized [REDACTED]. Wet drawers must be
palletized separate from dry drawers. As above, team members need to be
aware of the risk of falling materials.
The Extraction Coordinator, or the designate, will assign each book
truck/movable stair ladder group a specific aisle on which they should
work. When the color coded book trucks are full, they will be moved to the
aisle endcap of the row on which the team is working.
Raymond Lift Group:
As of 2012, the [REDACTED] Library owns two Raymond Lifts. The staffing of
this group is complicated by the fact that individuals require specialized
training and licensing in order to operate the lifts. Currently, only four staff
members of the [REDACTED] Library have the credentials to operate the
lifts. Furthermore, the lifts can only operate for six hours before the lift
battery needs to be recharged. A full battery recharge takes twelve hours,
during which the lifts are inoperable. However, the batteries can be given a
periodic "quick" charge to add power. This "quick" charge does not give
them the same stamina and power as a full battery charge. Finally, the
batteries must be recharged before they are fully drained as some power is
needed for the docking station to recognize and accept the batteries.
Purchasing and replacing batteries is not a viable option for increasing lift
use due to the extreme weight (estimated at 3,500 lbs). The Extraction
Coordinator thus needs to keep these parameters in mind for scheduling
staff and coordinating the use of these pieces of equipment.
The Raymond team will consist of two individuals per lift; one team member
will be solely responsible for operating the lift and the other team member
will act as a flagger so that the main aisle is clear of people and obstructions
when the lift is exiting a row. The flagger will also unload the full lift. Each
trip for the Raymond will result in approximately 16 trays of materials (i.e.
its designed shelf capacity). He or she will then move the loaded color
coded book truck to the aisle endcap of the row on which the team is
working.
Scissor Lift Group:
This group will consist of one individual working on the scissor lift and one
individual manning a color coded book truck. Again, retrieval can be
coordinated by multiple groups in any given aisle and will be determined by
the Extraction Coordinator. The scissor lift must be rented or provided
through another unit on campus and trained operators are required. We
propose this option in order to maximize staff and time in the retrieval
process.
The scissor lift must be electric (not diesel) and a portable charger should be
rented. A likely candidate for rental is the 20 foot lift from [REDACTED]
Library.
Internal Movement Team
The Internal Movement Team consists of two sub-groups: cart runners and
triage/transfer.
Cart Runner Team
The cart runner team requires only one person per row of affected shelving.
Cart runners will transfer filled book trucks to either the palletizing station or
triage station, as follows:
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Book trucks containing only trays will be routed directly to
boxing/palletizing area.
Book trucks containing an unlabeled (i.e., does not have a Special
Collections Material Identification Label), lidded box will be routed to
triage where only the box is dropped off, and then the truck proceeds
on to boxing/ palletizing area. The box will be tagged by the cart
runner with the team/zone color at the drop-off (via application of a
colored pen, or a sticker placed on the box)
Any book truck containing a lidded box that has been pre-identified as
containing vulnerable media will also be routed first to triage, where
the box will be dropped off, and then proceed on to the boxing/
palletizing area. The box will be tagged by the cart runner with the
team/zone color at the drop-off (via application of a colored pen, or a
sticker placed on the box)
All film canisters are routed to triage/transfer team and color coded.
Cart runners will return empty book carts from the palletizing area to the
affected module for reloading, as outlined by the Extraction Coordinator.
Triage/Transfer Team
The Triage/Transfer team will consist of two team members per triage
table. Each team will require a computer and a barcode scanner, as well as
colored bins, plastic bags, duplicate barcodes and silicone-release Mylar
strips. Triage tables will be set up in an intermediate location between the
affected vault space and the boxing/palletizing area. The triage team will
assess wet boxes and any enclosure containing non-book material. One
team member will be responsible for looking for vulnerable materials; the
other team member will be responsible for recording and box & bin
management.
If a box contains approximately more than 25% of vulnerable materials,
then the entire box is sent to the Conservation area. If the box contains
approximately less than 25% of vulnerable materials, the individual items
which cannot be frozen will be removed, bagged, and labeled so that the
items can be reunited with the storage box at a later date. The box will then
proceed to boxing/ palletizing while the removed items will be routed to the
Conservation area via color-coded bins.
Before an item is placed into a bin, it must be labeled with a unique identifier
and scanned to record its initial box location. Items from a single box will be
placed into plastic bags which are labeled with temporary barcodes (specifics
regarding this work will be covered by the Conservation Coordinator during
the training of these team members). In addition, a strip of Mylar will be
placed in the box to designate where material has been removed. This is the
most important step in the triage workflow, because it determines whether
material that has been removed from its original context can be successfully
returned to that context. If the original context is lost, the material may no
longer hold any informational value. These Mylar strips with duplicate
barcodes will need to be prepped by the triage team during the very early
stages of the salvage operation.
Once a bin is full, it will be transferred to the Conservation area for
treatment. It is essential that triage team members not get distracted from
their task by transferring carts or bins to other areas. The Extraction
Coordinator will determine a method for moving full bins to Conservation
and full book trucks to palletizing.
The External Movement Team
The external movement team will consist of multiples of four team
members. Each team will require a computer and a barcode scanner, as
well as boxes, pallets and a pallet jack. This team will be responsible for
receiving filled carts, scanning barcodes for each container removed from a
cart, loading containers into boxes, and stacking boxes onto pallets. It may
be important to note that this team will be handling items which are being
sent off-site for simple storage as well as items which are being sent to a
vendor for treatment. As a result, this is the point at which Illinois staff will
begin to merge and potentially work in conjunction with vendor staff. The
Extraction Coordinator, the Level 4 External Movement Team Leader, and
the vendor supervisor will be responsible for determining how pallets and
boxes are differentiated (though we would recommend color coding pallets
with spray paint), and who is responsible for various aspects of this process.
The following information must be recorded: tray-to-box, box-to-pallet,
pallet-to-truck, truck-to-location, pallet location within storage facility (if
applicable). For items which are being handled through a vendor service
(currently [REDACTED]), it is probable that the vendor will take over box
recording at a negotiated stage within this workflow.
In addition to the team members who make up the seven groups, one
person will always be present to serve as the lead supervisor, aka Extraction
Coordinator. This person will have the authority to make decisions for the
entire extraction effort in consultation with the Disaster Recovery Officer and
the Collections Coordinator.
Processing of Items Post-Recovery
Most vendor recovery services do not include physical replacement of trays
and boxes back onto the shelf. Therefore, the staff at the [REDACTED]
Library will supervise the successful reintegration of treated materials. Once
the [REDACTED] Library is operational and has been approved for use, the
Disaster Recovery Officer, in association with the Public Services
Coordinator, will coordinate return receipt of materials from their various offsite storage locales. All trays and enclosures will need to be evaluated for
structural integrity and any that are compromised will be replaced. This will,
obviously, also necessitate replacing barcodes. For all but the smallest
disasters, items will be re-entered into the GFS system and placed in new
shelf locations in the order they are received.
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Coordinator Summaries
Disaster Recovery Officer
The primary responsibilities of the Disaster Recovery Officer (DRO) are to
assess the disaster situation, oversee an organized response, ensure the
smooth functioning of other coordinators¿ recovery efforts, and ensure
complete documentation of the effort. As such, the DRO serves as the leader
for the entire disaster response team through direct supervision of the Level
2 Coordinators and liaising with Library Dean, vendors, and other parties.
This position will have ongoing responsibilities throughout the entire
recovery effort. This position is one of the first to be notified when a disaster
occurs and is responsible for initiating the 2nd tier call tree. The DRO, in
collaboration with the Facilities Coordinator, will be in direct contact with
emergency services personnel (e.g. firefighters, police) to determine when
the building can be safely accessed to begin the salvage process.
During initial preparation, the DRO, with assistance from various Lever 2
Coordinators, will make an initial assessment of the damage, develop a
recovery process, implement the call for training of any necessary recovery
crews and leaders, and identify necessary labor, supplies, equipment, and
services. Perhaps most importantly, the DRO is responsible for ensuring that
each Level 2 Coordinator understands their own responsibilities and tasks for
the forthcoming salvage operation.
During the salvage operation, we predict that the DRO’s workload will be
comprised mainly of two tasks: Liaising with disaster response vendors and
assisting Level 2 Coordinators. While every effort is made to be as prepared
as possible, disasters are inherently unpredictable, and numerous
unforeseen problems will arise. The DRO will be responsible for making
decisions concerning these unforeseen problems that either affect more than
one Level 2 Coordinator area or that cannot be resolved at a lower level, and
ensuring that a smooth workflow is created between the various recovery
teams.
Finally, after the bulk of the salvage operation is completed, the DRO, with
assistance from necessary Level 2 Coordinators, will determine a postrecovery plan and timeline for resumption of service.
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Administrative Services
The primary responsibility of the Administrative Services Coordinator is
securing financial support for the recovery effort and overall budget
management. That being said, issues such as transportation, delivery of
services & supplies, and communication with other Coordinators will also fall
under the purview of this position.
We foresee that the most time-intensive work of this position will occur
shortly after the event has occurred and a rough plan of action has been
identified. In all likelihood, the recovery effort will be a costly endeavor and
will utilize contracted vendor services for the bulk of the work. It will be
critical for any necessary expense authorizations to be secured as quickly as
possible and for the Disaster Recovery Officer to be continually informed of
the status of the process. The Administrative Services Coordinator will also
be the primary risk management liaison for all insurance related
communications.
Various Coordinators will compile estimated supply and equipment requests
shortly after an initial debriefing by the Disaster Recovery Officer. These
requests will ultimately be funneled to the Administrative Coordinator for
purchasing. Delays in the receipt of supplies and equipment would create
serious complications in a massive relief effort and needs to be minimized as
much as possible.
Ongoing throughout the recovery effort will be the need to pay the personnel
effort which a large-scale event will require. We anticipate a great deal of
interaction between the Administrative and HR Coordinators throughout the
recovery effort.
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Human Resources
The primary responsibility of the HR Coordinator is to manage and maintain
staffing issues related to the process of salvage and recovery. A large
recovery effort will most likely need to be a 24-hour operation, and as such,
will utilize employees of all classifications.
The HR Coordinator will be responsible for identifying and coordinating
support services for all employees throughout the recovery effort. Basic
needs such as food, water, portable toilets, and a comfortable rest area will
be necessities if the building structure is severely compromised. All other
team leaders will look to this Coordinator for advice on length of work shifts
as well as other recommendations that focus on personnel health and
safety. This will be particularly important in a disaster event which will by
definition create circumstances that offer potential injury to staff. Additional
services such as grief and counseling services as well as family support
options such as child care and elder care will be essential in such a massive
operation as well. Although these are not standard services provided by the
library, they should be pursued in an event of this scale.
The work of the Human Resources Coordinator will be ongoing throughout
the recovery effort. Related staffing effects due to the disaster will most
likely be felt throughout the library, as a catastrophic disaster will require
large numbers of staff to be pulled from their normal daily duties and
collections. The coordination of staff throughout the library will be a
challenging issue.
Also a concern is the issue of job classifications and specific work required in
a disaster, such as trash removal and floor clearing activities (including but
not limited to the removal of standing water & debris). At this time, it
appears that issues which restrict job duties in relation to specific job
classifications will be more lenient in the event of disaster recovery scenario.
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Campus & Public Relations
The primary responsibility of the Campus & Public Relations Coordinator is to
be the spokesperson of the Library in communications with other campus
units as well as the surrounding community. It will be important that the
library speaks through one voice in order to present clear and deliberate
messages about the disaster, its effects on facilities and collection materials,
and the planned response.
All media inquiries will be funneled to the Campus & Public Relations
Coordinator.
The Campus & Public Relations Coordinator will be an active participant
throughout the response effort in distilling information as well as identifying
units and organizations which need to be informed about the event and its
recovery. The Disaster Recovery Officer will serve as the primary source for
this information.
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Facilities
As defined by the Library's Unit Level Emergency Contact List, the Facilities
Coordinator will be one of the first Library staff members notified as to any
incident that occurs at the [REDACTED] Library. In this capacity, the
Facilities Coordinator will liaise with Campus level Facilities &Services as well
as any municipal emergency personnel to assess the level of damage both to
the building structure and the equipment within the facility, including the
multiple HVAC units, the Raymond lift, and the shelving ranges. Depending
on the type of event and the magnitude of the damage, the Facilities
Coordinator will need to be able to move his/her team quickly and efficiently
to protect incoming recovery teams as well as any and all materials not
directly affected by the disaster.
While the instructions for salvage and recovery that are contained within this
manual focus on the evacuation of damaged materials from the shelves, it
will be the responsibility of the Facilities Coordinator to minimize the effects
of any incident on areas that are not, initially, disrupted by the event,
keeping those materials and areas safe and uncontaminated throughout the
recovery effort.
This position will also handle outreach to other campus units and community
partners as needed including, but not limited to:




Parking services
o Evacuation of E27 parking lot (students and staff)
o Obtain approval for parking of Vendor vehicles
Campus FACILITIES & SERVICES
o Disposal (trash) needs
o Procurement of any additional equipment, supplies
o Use of on-campus facilities for temporary staging and,
potentially, storage of library materials for an extended period of
time
[REDACTED] IP
o Notification of event and its proximity to the transfer station
City of [REDACTED]
o Street parking privileges
o Possible use of fire hydrants for water source (conservation)
Once ownership of the building has returned to the library and recovery
efforts may commence, the Facilities Coordinator will work with the
Extraction Coordinator to safely remove water and/or debris from the aisles
in order to allow manual extraction teams to begin the process of removing
materials from the shelves.
Throughout the salvage process, the Facilities Coordinator, with the
assistance of the Level 4 Security, Stores & Distribution, and Equipment
Team Leaders, will serve as a critical conduit for issues such as
transportation, security, delivery, and procuring & maintaining necessary
equipment and supplies. Finally, once the recovery effort is nearing
completion, the Facilities Coordinator will also be an essential component
towards the resumption of services and facility recovery.
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Documentation
The primary responsibility of the Documentation Coordinator is to fully
record the effects of a disaster as well as the recovery effort. A quick,
accurate, and thorough documentation of the event will be of primary
importance not only for legal and insurance purposes but to facilitate an
analysis of the recovery and salvage operations after the fact.
The first step in any recovery effort will be the thorough documentation of
the disaster site and general area through photographic, written or recorded,
and video formats. There are three important points to mention regarding
this work.



The Documentation Coordinator will not be able to access the site until
the first responders have "handed" the facility back over to the library.
Initial documentation efforts will need to focus on the library's
preparation activities which should be documented for post-event
debriefing.
It is essential that the Documentation Coordinator understands exactly
what format and level of documentation is needed by the University
Risk Management office for legal and insurance purposes.
All salvage efforts of collection items can only proceed after the initial
documentation has been completed and approved by the Disaster
Recovery Officer.
Documentation team members should track key metrics associated with the
documentation process including, but not limited to, time/date of image
capture, location of image capture, name of photographer, and description of
image subject. It is critical that photographic images are labeled and filed
routinely and systematically for that information to be relevant, accessible,
and useful.
Written documentation, including reports, meeting agendas and summaries,
communication logs, as well as other formats, will be a necessity in the
tracking of decision making processes throughout the salvage effort. To this
end, the Documentation Coordinator will be charged with compiling reports
and information related to the decisions made during the salvage and
recovery effort. Along with the photodocumentation and video recording of
salvage and recovery efforts, an accurate timeline for decision-making
activities and, to some extent, debate that was included in the final decision
process, should be recorded. This will require the Documentation
Coordinator and his/her team to work, to varying degrees, with all other
Coordinators.
All documentation activities will continue throughout the salvage and
recovery period when deemed appropriate and/or necessary. The
Documentation Coordinator should work with the Disaster Recovery Officer
as well as the Administration Coordinators and the Campus & PR Coordinator
to assure that all parties have access to the needed documentation related
to the initial disaster/loss as well as the recovery effort. Finally, the
Documentation Coordinator will be an active member of the final reporting
team on any HDS disaster recovery effort.
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Collections Coordinator
The Collections Coordinator will play a key role in shaping the overall
recovery and salvage effort at the [REDACTED] Library - beginning with preevent prioritization of materials/collections and decision making, extending
through a recovery and salvage effort. At the forefront, before an event
occurs, the Collections Coordinator will need to continually work with subject
specialists to determine what (if any) priority materials are being actively
relocated to the [REDACTED] and communicate that information to the
[REDACTED] staff. This action will assure that priority materials not
emanating from one of the pre-arranged library units (i.e. [REDACTED]) can
be segregated and placed onto priority shelving locations within the second
(and any subsequent) vaults.
Prior to the start of salvage and recovery operations, the Collections
Coordinator, in collaboration with the Conservation Coordinator, the Disaster
Recovery Officer, and the Library Services Coordinator will need to assess
the varied levels of damage and make judgments as to the relative value of
particularly damaged materials.
As materials are judged to be unrecoverable, the Collections Coordinator will
set-up a workstation where the discarded materials may have their barcodes
and/or title pages copied prior to the physical discard of the volume. The
information collected by this scanning/copying team will be utilized by the
Inventory Control Coordinator to first update the Generation Fifth inventory
system then [REDACTED] any other unified catalogs of which the
[REDACTED] Library is an active participant. Recodes of discarded materials
will be suppressed within the system, not deleted.
Once the extraction of affected high priority materials has been completed,
the Collections Coordinator, in consultation with the DRO and the Facilities
Coordinator, will assess the need for additional extraction of materials from
the facility (based upon such factors as the facility's ability to maintain a
maximum temperature of 75 degrees Fahrenheit and RH of 60%, the extent
of physical damage to the facility, and the extent of the disaster event). It
will be the responsibility of the Collections Coordinator to assist in
determining if and when the following events occur:
1. The remaining, unaffected, high priority materials housed within the
affected vault are removed for off-site storage
2. Affected general collection materials are removed from the vault
3. The remaining, unaffected, general collection materials are extracted
from the vault and moved to an off-site storage area
Establishing Salvage Priorities
In collaboration with the AUL for Collections, the materials housed at the
[REDACTED] Library have been prioritized so that special collection materials
(as defined below) are considered the highest priority. In the event of a
disaster at the [REDACTED] Library, these identified collections will be the
first materials evacuated from the shelves, followed by the orderly removal
of the general collection materials.
Highest priority collections are those that originate from one of the special
collections library units, or other materials designated building use
only. This includes most materials from the [REDACTED] Library (with the
exclusion of microfilm); the [REDACTED] Archives (and its affiliate
collections); the [REDACTED] Collection; newspapers from the [REDACTED]
Library; and maps and atlases from the [REDACTED] Library.
Vault 1:
Within the first vault, high priority materials have been integrated into the
shelves in keeping with the "first-in" [REDACTED] Library policy. High
priority collection materials can generally be identified by their tray type
(special collections trays are a light yellow color as compared to the brown
corrugated cardboard of the general collection trays). The exact locations of
these materials have already been identified and specific directions have
been generated to facilitate the efficient evacuation of these priority
materials from the shelves.
Vault 2 (and subsequent vaults):
All high priority materials have been collocated together between shelves 3
and 11 within any given range within the vault (allowing the materials to be
manually evacuated in the event of a disaster). These materials can be
further identified by either the use of a special collections tray (light yellow
in color as compared to the brown corrugated cardboard of the general
collection trays) or the presence of marker writing indicating owning library.
Additionally, all materials housed within the [REDACTED] Library flat files are
to be considered high salvage priority materials.
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Conservation
The primary responsibility of the Conservation Coordinator is to provide
batch treatment to problematic collection materials recovered from the
disaster site. While the bulk of actual treatment and item level recovery
work will not take place until after extraction has begun, this position will be
involved in the recovery effort at the initial damage assessment along with
the Disaster Recovery Officer, Collections and Facilities & Services
Coordinator. The Conservation Coordinator should be involved in this initial
assessment to offer perspective on the necessary physical treatment of
collection materials (including consultant to any contracted vendors) and to
help determine required footprints for the various recovery work areas. This
initial view into the nature and scope of the disaster will also allow this
position to begin estimating supply, equipment, and staffing needs, as well
as establishing training sessions for the many new staff which may be called
in to help with recovery.
As materials are identified for conservation attention through the triage
workflow, the Conservation Coordinator will be responsible for establishing a
system for inventory control of all collection materials which pass through
this work station. A check-in station will be established at the entrance
point to the conservation work area where materials will be logged into the
Conservation Area. This position will also be required to determine the
extent of any item-level documentation (text v. photographic, group v.
single item) which is acceptable (in accordance with AIC Code of Ethics and
Guidelines for Practice) and to ensure that this documentation is carried out
systematically. As opposed to typical conservation treatment,
documentation during salvage and recovery will include keeping records of
unsalvageable and discarded materials. The Conservation Coordinator will
work with both the Inventory Control and Documentation Coordinators to
assure that all data gathered in the Conservation Area is handled in a
manner consistent with the standards and protocols employed by these
teams. Additionally, discussion with the Documentation Coordinator is
recommended to guarantee that no duplication of time and effort takes place
in this regard.
The Conservation Coordinator will serve as supervisor for all in-house
cleaning, drying and stabilization of materials. It will be helpful for the
person holding this position to think through anticipated disasters and the
type of damage which may result both from the event as well as the initial
response. Damage to the facility will also greatly affect the type of response
which is possible in terms of item level treatment. For example, if the
Conservation Lab is functioning and operable, response will be much easier
to imagine versus a disaster in which the entire [REDACTED] Library is
deemed unsafe and item level conservation work needs to take place
outdoors under tents.
Below are a series of prompts to help in estimating supply and equipment
needs.
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Library Services
The primary responsibility of the Library Services Coordinator will be to
manage and maintain all services relevant to use of collection materials
throughout the disaster recovery effort as well as through the resumption of
services at the [REDACTED] Library. The Library Services Coordinator will
need to work collaboratively with many of the Level 2 Coordinators to assure
that updated access to collection materials is available for staff and
patrons. The goal of a successful operation from the point of view of the
Library Services Coordinator is to minimize service disruptions as much as
possible, even as the salvage and recovery effort is underway.
One of the initial, and most critical, responsibilities for this position will be to
contact all consortium partners of a necessary discontinuation of services in
order to minimize user difficulties and efficiently redirect patrons to other
venues for assistance. In the event of a large scale disaster at the
[REDACTED] Library, assistance from other CARLI and CIC institutions will
be of the utmost importance in limiting disruption to users. It is the role of
this Coordinator, as well as the Dean of the University Libraries, to notify
partners, coordinate assistance among all available neighboring institutions,
and inform and update users in as timely a manner as possible.
In order to adequately staff a recovery effort, personnel will be redirected
from 2nd and 3rd tier libraries. It will be the responsibility of this Coordinator
to manage temporary library closures and staff reassignments, as well as to
notify other library and campus units of alterations to services. This includes
the determination of how and when to allow continued access to collection
materials held in temporarily closed libraries and units.
As materials are moved, the Library Services Coordinator will work closely
with the Inventory Control Coordinator to assure that [REDACTED] Library
online catalogs are kept as up to date as possible. The DRO in conjunction
with the Facilities Coordinator, Risk Management, and campus FACILITIES &
SERVICES will estimate a time frame for the resumption of services. If this
time span is determined to be of a duration not to exceed one year, the
Library Services Coordinator may decide to consider all
relocated/undamaged items removed from a damaged [REDACTED] Library
to be inaccessible with no exceptions. If a recovery effort is anticipated to
last longer than one year, every attempt will be made to institute temporary
storage tracking and management systems which allow library access to as
many [REDACTED] Library materials as possible.
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IT
The primary responsibility of the IT Coordinator is to restore technology
dependent services and equipment to the [REDACTED] Library, as well as to
provide temporary IT needs throughout the recovery effort. The
[REDACTED] Library is completely dependent upon information technology
for its daily functions of shelving, tracking and retrieving materials. As a
result, all salvage and recovery activities will be IT and database dependent
as well. Due to the enormity of the project and the amount of materials that
will need to be moved and tracked, it is imperative that teams have access
to database information from both Voyager records as well as the unique
Generation Fifth inventory system upon which [REDACTED] Library
depends.
In the event of a large disaster, there will likely be loss of power to the
facility. The networking capabilities of [REDACTED] Library are vulnerable in
that they extend a significant distance from the main library and therefore
experience a higher risk for physical damage. Given that they run
underground, flooding presents the biggest risk to the IT network at
[REDACTED] Libary. There are two important facts to note in regard to
these network lines. First, all lines running to [REDACTED] Library are
owned by the University. Secondly, the campus CITES unit routinely
monitors all network lines on campus and would likely know of damage to
these lines (and actively respond to their repair) before the [REDACTED]
Library staff or any disaster response team.
It will be the responsibility of the IT Coordinator to move quickly to either
get services back on-line so that salvage/recovery teams may begin the task
of material extraction, or an alternate solution will need to be formed to
allow these activities to move forward while assuring that intellectual control
over the collection materials is maintained. In the event that [REDACTED]
Library is disconnected from the Library network, the first response would be
to physically move the server which feeds the [REDACTED] Library network
to the site. This solution would only allow the network to be accessed from
the [REDACTED] Library site. It would not allow network capabilities from
multiple sites.
Equipment (especially computer workstations, laptops, and barcode
scanners) would be re-appropriated from other library units as needed
during a recovery effort at [REDACTED] Library. Any such shifting or
salvaging of equipment would be taken care of internally by IT staff. A
standard generator should provide enough electrical power to service the
basic computer needs in the event of power outage at the [REDACTED]
Library. Note that there is no Wi-Fi access at [REDACTED] Library.
Salvage and Recovery Material Tracking
It will be necessary for documentation purposes as well as long-term
recovery of services to track the movement of materials from the disaster
site. Ideally, a long-term project may be to develop an alternative use of
the Generation Fifth Applications, to track the location of materials as they
are removed from the [REDACTED] Library. However, until such a time as
this can be developed, we recommend that a spreadsheet be developed at
the time of the response to record the necessary data to track any
movement of materials. Under normal conditions, all materials in the
[REDACTED] Library are barcoded and the GFA database is maintained
specific to [REDACTED] Library that associates book, tray & shelf barcodes –
creating a unique address for each tray or other enclosure throughout the
facility. In order to maintain physical access to these materials throughout
the salvage/recovery operation, the movement of these trays (or any books
now without a tray) and any resulting boxes, totes, and palletized groups of
boxes as they relate back to the original trays and un-trayed books must be
tracked and recorded. Level 3 extraction team members must be armed
with barcode scanners in order to record their various functions. It is
essential that collection managers be able to easily ascertain the location of
any given item, whether it is located at a vendor facility, an offsite storage
facility, in conservation, or it has been determined unsalvageable and has
been discarded. This tracking spreadsheet will be essential towards storing,
compiling and providing that information. If a long-term recovery effort
requires item-level access to materials in an alternative storage location, the
data collected in such a spreadsheet could be manipulated to serve as a
access tool, but should be developed at the time of recovery simply to
document the movement of materials.
Metrics to be tracked include:




Discards
o Record loss
Tray to box – box to pallet – pallet to truck – truck to location
o Location = vendor or offsite storage
Triage – items removed from boxes need to be associated to original
enclosure
Items routed to Conservation
Special Considerations
The spreadsheet must be accessible to multiple users updating the
information at the same time, or multiple copies must be merged on a daily
basis and backed up daily to ensure data is kept current.. The spreadsheet
must be designed to be able to easily accept scanned barcode data with
minimal thought or accuracy required by the technician entering the data
(for instance an excel spreadsheet should have any field designed for
barcodes to automatically accept data from a barcode reader, but require
that data in that field be no more and no less than 14 digits.
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Inventory Control Coordinator
The primary responsibility of the Inventory Control Coordinator is to retain
intellectual control over collection materials throughout the recovery
effort. This position will report to the Collections Coordinator and work in
tangent with the Extraction Coordinator during the process of physically
removing items, trays and boxes from the affected vaults. The Extraction
Coordinator will focus on the physical handling of materials within the
confines of the aisles, vaults, and loading area while the Inventory Control
Coordinator will focus on recording the movement of those materials from
the shelves to pallets and ultimately to either off-site storage, vendor
facilities, or the conservation treatment area. Equally as important, the
Inventory Control Coordinator will ensure that decisions regarding
unsalvageable materials (discards) are also recorded on an item level. The
goal of a successful recovery effort is to be able to determine the location
and status of any single item stored at [REDACTED] Library throughout the
project until the resumption of services at the facility.
The bulk of the work pertaining to this position will be completed before a
disaster ever occurs at the [REDACTED] Library. This Coordinator will
ensure that a system is in place for tracking the movement of trays, boxes,
other enclosures, as well as separated individual items as they are removed
and temporarily relocated. In addition, this Coordinator will ensure the
proper use of this system throughout any recovery effort. Given the
responsibilities of this position within the recovery effort, this coordinator will
work closely with the Collections, IT, Extraction, and Conservation
Coordinators.
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Extraction Coordinator
The primary responsibility of the Extraction Coordinator is to supervise and
choreograph the workflow of multiple teams with the ultimate goal of
removing all collection materials from affected areas in a prioritized
manner. This Coordinator will work closely with the Inventory Control
Coordinator to ensure full physical and intellectual control over those
materials. The extraction directions provided within this document should be
taken as guidelines only. Any disaster scenario will be unique in terms of its
effect on the facility and collection materials and as such, an appropriate
response simply cannot be planned to minute detail. The Extraction
Coordinator should be willing to think creatively and quickly regarding
necessary modifications given whatever situation is presented.
A fundamental assumption of this plan is that all dry materials (books, trays,
record storage boxes, etc) which are unaffected by the event, and which
may remain usable by library patrons, will be removed to off-site warehouse
locations pending recovery of the [REDACTED] Library. The DRO in
conjunction with the Facilities Coordinator, Risk Management, and campus
FACILITIES & SERVICES will estimate a time frame for the resumption of
services. If this time span is determined to be less than one year, the
Library Services Coordinator may decide to consider all
relocated/undamaged items removed from a damaged [REDACTED] Library
to be inaccessible with no exceptions. If a recovery effort is anticipated to
last longer than one year, every attempt will be made to institute temporary
storage tracking and management systems which allow library access to as
many [REDACTED] Library materials as possible. All wet materials will be
palletized separately and sent to a vendor for freezing and mass treatment.
Any damaged yet dry materials (i.e. sooty, broken as a result of the disaster
event, etc.) will, additionally, be segregated for mass vendor treatment as
needed. It will be the responsibility of the Extraction Coordinator to insure
that differences in physical condition are being monitored by the various
teams on a TRAY LEVEL and that these distinctions are maintained.
While significant planning will take place once a disaster has occurred, the
bulk of the work of this Coordinator will occur during the physical salvage
process. Many different teams will access various aisles within an affected
vault in order to remove materials as quickly as possible. It will be the work
of the Extraction Coordinator to ensure that zones of materials are not
intermingled in order to facilitate an efficient resumption of services. Due to
the enormity of this work, the Extraction Coordinator will have three Level 4
team leaders to assist with coordination of work flows and traffic patterns as
materials are removed.
Detailed charts, drawings, planographs, as well as the output of an algorithm
designed for recovery of priority materials from vault 1 are available in the
appendices. The algorithm export is currently organized by
aisle. Depending on the location of affected areas, the export will be
consulted to find the starting point for recovery. While the export table can
be divided so that material from multiple aisles can be recovered
synchronously, it is important to note that the order of recovery as described
in the export has a very specific purpose which should not be ignored.
Most likely, some materials will be present within the facility that have not
completed processing for ingest into the storage vault. These materials,
stored in boxes on pallets or in trays on book trucks, will need to be
removed from the facility to open work spaces and paths to allow for the
evacuation of the storage vault materials. Additionally, collection materials
located in the Conservation Lab (both in and on shelves) as well as the 3rd
floor Internet Archive scanning area and Preservation Unit may need to be
removed from the facility (depending on the level of damage to the building
envelope). The Inventory Control Coordinator, in coordination with the
Collections Coordinator, will make decisions as to the final holding location
for these materials.
Additionally, the Extraction Coordinator will ensure that ergonomic handling
guidelines are followed throughout the recovery effort.
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Areas of Responsibility
During a major disaster it is important that positions and responsibilities are
clearly defined and do not overlap. No one individual should fill more than
one of the positions listed below. Alternates are listed in italics.
Position


Level 1
Disaster
Recovery
Officer
Designee &
Alternate(s)
Responsibilities

Serves as head of the
Disaster Team
Responsible for overall
recovery management,
including recovery strategy
as well as methods and
coordination of recovery
operations
Assesses damage in
cooperation with the
Facilities, Collections, and
Conservation
Coordinators, as well as
the on-site manager of the



Head of
Preservation
Special Collections
Conservator (1st
alt.)
Asst. Dean of
Library Facilities
(2nd alt.)









[REDACTED] Library
Informs Library Dean as
needed regarding the
disaster affects and
recovery effort
Works with campus
Facilities & Services, first
responders, and Facilities
Coordinator to ensure
safety of facility, provide
access for salvage
process, and stabilize
environment
Initiates Second-Tier of
Call Tree
Liaises
with Administrative
Services Coordinator on
development and
maintenance of salvage
and recovery budget
Determines recovery
processes based upon
documented salvage
priorities
Arranges training of
recovery crews/leaders
Identifies and requests
labor, supplies,
equipment, and services
(including request to
authorize use of external
disaster recovery services)
Works with Facilities
Coordinator
and Administrative
Services Coordinator to
record losses of equipment
and facility damage
Coordinates health &
safety issues with HR
Coordinator – contacting
campus [redacted] office
as necessary




Level 2
Facilities
Coordinator



Liaison to vendor services
on disaster response,
salvage, and recovery
operations
In coordination
with Facilities, Collection,
and Library Services
Coordinators, determines
post-recovery timeline
(including, but not limited
to, the re-shelving of trays
and boxes)
(Initiates 1st tier Call Tree)
Notify campus-level
Facilities & Services
Associate Director, Code
Compliance and Safety of
the event
Works with Disaster
Recovery Officer, first
responders, campus-level
Facilities & Services,
and Conservation
Coordinator to ensure
safety of facility, provide
access for salvage
process, and stabilize
environment once
municipal fire department
scene commander releases
the building back to
University control
Establishes a command
center
Assesses damage in
cooperation with the
Disaster Recovery Officer
and Collections and
Conservation
Coordinators, as well as
the on-site manager of the
[REDACTED] Library
Manages library outreach


Asst. Dean of
Library Facilities
Asst. Facilities
Manager (alt.)








with other campus
departments and services
Supervises crew on set-up
of salvage and recovery
work spaces and any
interior vault segregation
Set-up staff overflow
parking and transportation
to recovery site
Liaises with vendors to
determine recovery needs
for building envelope
Supervises procurement,
delivery, and installation of
all necessary equipment
and supplies needed for
salvage and recovery
efforts
Liaises with campus
FACILITIES & SERVICES to
coordinate staffing or
training for necessary
specialized equipment (i.e.
scissor lift operator) in
coordination
with Extraction and HR
Coordinators
In coordination with
Extraction Coordinator,
consult on the set up and
arrangement of recovery
team stations, especially
in regards to equipment
and supply needs (book
trucks, boxes, pallets, etc)
Works with Disaster
Recovery Officer, as well
as Documentation and
Administrative Services
Coordinators, to record
facility damage as well as
losses or movement of
equipment
Coordinates all







Level 2
Library Services
Coordinator


transportation and
physical relocation for
collection materials not
being handled by a vendor
Manages recovery
operations for building
structure
Liaises with campus
FACILITIES & SERVICES
regarding facilities
recovery and resumption
of services
Manages post-recovery
facility preparation prior to
resumption of services
With Disaster Recovery
Officer and Collection and
Library Services
Coordinators, determines
post-recovery timeline
Directly supervise
Administrative Services,
HR, and Campus & PR
Coordinators
Communicate with all
consortium partners
as regarding the
temporary shutdown
of ILL services
Communicate with all
external project
partnerships with whom
the [redacted] Library has
ongoing contractual
obligations regarding the
temporary work stoppages
Coordinate with Library IT
[redacted] to run Voyager
code temporarily removing
the [redacted] catalog
from online access
Liaises with campus
administration


AUL for Services
Head, Interlibrary
Loan (alt.)






Level 2
Collections
Coordinator

and Facilities Coordinator
to establish additional
work space for recovery
and necessary alternate
locations for resumption of
services
Liaise with PR Coordinator
to relay updates as to
service capabilities to all
library staff and other
campus units, as well as
community and media
outlets
Liaises with Facilities
Coordinator for continued
paging access to
undamaged/ warehoused
materials during salvage
and recovery timeline
Liaises with Collections,
Inventory Control,
Conservation, and
Extraction Coordinators to
assure all item level
information is being
tracked and accounted for
Coordinates resumption of
public services
Directly supervise
Extraction, Inventory
Control, and Conservation
Coordinators
In consultation with the
bibliographers, develops a
pre-disaster salvage
priority list to be used
during salvage operations
Assesses damage in
cooperation with the
Disaster Recovery Officer
and Facilities and
Conservation
Coordinators, as well as


AUL for Collections
Head, Acquisitions
(alt.)






Level 2
IT Coordinator

the on-site manager of the
[REDACTED] Library
At the disaster site (in
consultation with the
relevant bibliographers, if
possible) advises on
priorities for action and
salvage
Determine
placement/storage location
for unprocessed materials
found within the
[redacted] Library work
areas (including materials
found in the Conservation
Lab spaces; OCA; and the
prep-area on the first
floor)
Coordinate with the
Inventory Control
Coordinator to assure that
the unprocessed materials
removed from the
[REDACTED] Library are
properly tracked
Works with Inventory
Control and Conservation
Coordinators to record and
implement decisions as to
item status (salvage,
repair or discard)
Provides periodic updates
to collection managers
regarding information on
unit specific salvage or
loss, when appropriate
Consult with Inventory
Control Coordinator to
ensure the timely updating
of bibliographic records
Coordinates reestablishment of systems
operations

Head,
Infrastructure and
Software








Assists Disaster Recovery
Officer in establishment of
communications between
command center and
disaster site
Communicates
with Facilities Coordinator
regarding power & related
equipment needs to bring
system online
Works with campus CITES
offices and other campus
units as needed
Makes final decision on
salvage of all system
related equipment
Assures access to most
current [REDACTED]
Library inventory data (via
back-up system if
necessary)
Assists all coordinators
and Disaster Recovery
Officer in all technical/IT
needs including, but not
limited to, network access
and regular backups of
data and reports
Provides and installs all
systems related equipment
and software
Assists Library Services
and Inventory Control
Coordinator in the
management of tracking
the movement of
collection items from invault storage locations to
all temporary sites,
including but not limited to
vendor facilities, other
campus facilities,
conservation treatment, as

Development
Head,
Workstation/
Networking
Support (alt.)
well as discards





Level 2
Documentation
Coordinator





Level 3
Extraction
Coordinator



Works with Disaster
Recovery Officer and
others to fully record:
Information needed for
insurance claims and
reports
Extent of damage to
building, furniture, and
collections
Decisions made during
recovery effort
Provides written &
photographic record of
recovery processes
Documents nature and
extent of damage,
including organizing
written, photographic, and
video formats
Tracks the dates, times,
and subjects of the
photographs and film for
reports
Works with Collections
Coordinator to document
unsalvageable material
Reports to Collections
Coordinator
Supervise all Level 4
extraction teams and
related activities
Coordinate with Facilities
and HR Coordinators to
obtain needed equipment
and staff (scissor lift, etc)
Work with vendor to
determine equipment and
supply needs
In coordination with
Facilities Coordinator,




Brittle Books
Coordinator
Physical
Treatment
Coordinator (alt.)
Head,
[REDACTED]
Manager,
[REDACTED]
Operations (alt.)








Level 3
HR Coordinator


consult on the set up and
arrangement of recovery
team stations, especially
in regards to equipment
and supply needs (book
trucks, boxes, pallets, etc)
Assemble and manage
manual retrieval team to
prepare vault spaces for
the manual extraction of
materials (water removal,
aisle clearing, and
calculation of equipment
needs)
Manage and maintain
algorithm export
Supervise the tracking of
both algorithm & zone
extraction
Consult with Collections
and Conservation
Coordinator regarding
discards and loss
Reports to Library Services
Coordinator
Authorizes temporary staff
reassignments as needed
Liaise with campus-level
Staff and Academic Human
Resources unit
Authorizes temporary paid
hourly workers to assist in
salvage and recovery
operations (if needed) in
conjunction with
Administrative Services
Coordinator
Liaises with Administrative
Services Coordinator to
process timesheets and
payroll
Coordinate with Facilities
and Extraction


Head, Library HR
office
Assistant to the
Head of Human
Resources (alt)









Level 3
Administrative
Services
Coordinator

Coordinators to obtain
needed equipment and
staff (scissor lift, etc)
Coordinates staff
counseling services and
cares, overall, for the
morale of the recovery
crews
Coordinates assistance for
support of child and/or
elder care for salvage and
recovery workers
Maintains accounting of all
time spent on disaster
response, salvage, and
recovery operations
Coordinates health &
safety issues
with Disaster Recovery
Officer – contacting
campus [redacted] office
as necessary
Coordinates scheduling to
assure fully staffed
salvage and
recovery teams
Coordinates emergency
assistance forms for onsite injuries
Manages and maintains
worker rest area including
arrangement for food and
drink
Reports to Library Services
Coordinator
Notify Risk Management
as to the event and
arrange for insurance
adjustment
Liaises with Disaster
Recovery Officer on
development and
maintenance of salvage


Head of Business
Office
Grants and
Contracts
Specialist (alt.)









Level 3
Inventory
Control
Coordinator

and recovery budget
(under the advisement of
the Library Dean)
Seeks emergency funding
from campus (under the
advisement of the Library
Dean)
Liaises with the Office of
Risk Management and
Documentation
Coordinator to fully comply
with insurance claims
Processes time sheets for
onsite staff participating in
salvage and recovery
operations
Authorizes purchase
orders for supplies and
services needed
Works closely with
the Facilities Coordinator
to arrange transport and
delivery of needed
supplies and services
Maintains salvage and
recovery budget
Submits insurance claims
in conjunction with the
Disaster Recovery Officer
Reports to Collections
Coordinator
Responsible for inventory
control of all collection
items which are removed
from vaults
Work with the Collections
Coordinator to assure that
all unprocessed materials
removed from the
[REDACTED] Library
workspaces (including
Conservation; OCA; and
any first floor prep


Head, Information
Processing
Management
CAM/Database
Maintenance (alt.)





Level 3
Conservation
Coordinator




areas) are properly
tracked
Works with IT and
Extraction Coordinators to
track the movement of
collection items from invault storage locations to
all temporary sites
Works with Collections and
Conservation Coordinators
to record and implement
decisions as to item status
(salvage, repair or
discard)
Liaises with Collections,
Library Services,
Conservation, and
Extraction Coordinators to
assure all item level
information is being
tracked.
Reports to Collections
Coordinator
Assesses damage in
cooperation with the
Disaster Recovery Officer
and Facilities and
Collections Coordinators,
as well as the on-site
manager of the
[REDACTED] Library
Designates treatment area
with the Disaster Recovery
Officer and Facilities
Coordinator
Determines materials and
supplies needed for
conservation recovery
operations
Set up triage stations and
train staff on triage
procedures
Consults with Extraction


Special Collections
Conservator
Conservation
Technician (alt.)






Level 3
Campus &
Public Relations
Coordinator



Coordinator for the
transport of
supplies/materials and the
movement of triaged
materials
Works with Inventory
Control and Collections
Coordinators to record and
implement decisions as to
item status (salvage,
repair or discard)
Responsible for inventory
control of triaged materials
throughout salvage
operations and works with
the University Archives to
assure proper replacement
post-disaster
Supervises in-house
cleaning and drying
Reports to the Disaster
Recovery Officer as well as
Collections and
Documentation
Coordinators, via text and
photographic record, on
the rehabilitation process
and unsalvageable
materials
Reports to Library Services
Coordinator
Coordinate with Associate
Chancellor for Public
Affairs regarding media
announcements and
updates
Handles all media inquiries
Liaise with [redacted]
Foundation in regards to
financial donations in
support of recovery effort
and/or library collections
Serves, in coordination


Head of Library
Advancement
Office/Media
contact
Assistant Director
of Advancement
for Annual Funds
(alt)



Level 2
Assistant to the
Level 1 Disaster
Recovery
Officer

with the Library Dean, as
source of all public
information on the disaster
Liaise with Library
Services Coordinator to
relay updates as to service
capabilities to all library
staff and other campus
units, as well as
community and media
outlets
Arranges media
announcements
Formally thanks and
acknowledges people who
have participated in the
recovery effort
Assists Disaster Recovery
Officer in the execution of
their role and
responsibilities

Preservation
Librarian
Return to top
Recovery Timeline
The following chart provides a listing of prompts to assist in the recovery
effort. This document is formatted to show a chronological progression of
tasks and is intended to highlight which activities are dependent upon others
for completion as opposed to those which are discrete actions. This same
information will be available to the Disaster Recovery Officer in the form of a
Gantt chart that the Disaster Recovery Officer may find useful in organizing
and tracking the salvage/recovery progress.
Task
Owner
First priority responsibilities
Initiates first tier call tree
Initiates 2nd tier call tree
Works with first responders and (if needed)
University Facilities & Services to ensure safety
of facility, provide access for salvage process,
and stabilize environment
Establish command center
Notify Risk Management as to the event and
arrange for insurance adjustment
Facilities Coordinator
DRO
Seeks emergency funding from campus
Coordinates re-establishment of systems
operations
Assists DRO in establishment of communications
between command center and disaster site
Communicate with Facilities Coordinator
regarding power & related equipment needs to
bring system online
Handles all media inquiries (under the
advisement of the Dean of Library)
Works with Disaster Recovery Officer and others
to fully record:
* Information needed for insurance claims and
reports
* Extent of damage to building, furniture, and
collections
Provides photographic record of recovery
processes
Documents nature and extent of damage,
including organizing written, photographic, and
video formats
Tracks the dates, times, and subjects of the
photographs and film for the reports
Liaises with campus administration and establish
additional work space for recovery and necessary
alternate locations for resumption of services
Assesses damage
DRO, Facilities Coordinator
Facilities Coordinator
Administrative Services
Coordinator
Administrative Services
Coordinator, Public
Relations Coordinator
IT Coordinator
IT Coordinator
IT Coordinator
Campus/PR Coordinator
Documentation
Coordinator
Facilities, Library Services
Coordinators
DRO, Collections
Coordinator, Conservation
Notify external project partnerships
of temporary work stopages
Communicate with all consortium partners
as regarding the temporary shutdown of ILL
services
Preparation for salvage and recovery effort
Determines recovery processes based upon
documented salvage priorities
Develops and Maintains salvage and recovery
budget
Arranges for training of recovery crews/leaders
Identifies and requests labor, supplies,
equipment, and services (including request to
authorize use of external disaster recovery
services)
Record losses of equipment and facility damage
Coordinates health & safety issues – contacting
campus [redacted] office as necessary
Supervises crew on set-up of salvage and
recovery work spaces and any interior vault
segregation
Supervises procurement, delivery, and
installation of all necessary equipment and
supplies needed for salvage and recovery efforts
Liaises with campus FACILITIES & SERVICES to
coordinate staffing or training for necessary
specialized equipment (i.e. scissor lift operator)
Authorizes purchase orders for supplies and
services needed
Arrange transport and delivery of needed
supplies and services
Processes time sheets for onsite staff
participating in salvage and recovery operations
Makes final decision on salvage of all system
related equipment
Assure access to most current [REDACTED]
Library inventory data (via back-up system if
Coordinator
Library Services
Coordinator
Library Services
Coordinator
DRO
DRO, Administrative
Services Coordinator
DRO
DRO
DRO, Facilities,
Administrative Services
Coordinators
HR Coordinator, DRO
Facilities Coordinator
Facilities Coordinator
Facilities Coordinator
Administrative Services
Coordinator
Facilities, Administrative
Services Coordinator
Administrative Services
Coordinator
IT Coordinator
IT Coordinator
necessary)
Assist all coordinators and Disaster Recovery
IT Coordinator
Officer in technical/IT needs
Provide and install all systems related equipment
IT Coordinator
and software
Library Services,
Manages tracking the movement of collection
Inventory Control
items from in-vault storage locations to all
Coordinator, and IT
temporary sites
Coordinators
At the disaster site (in consultation with the
relevant bibliographers, if possible) advises on
Collections Coordinator
priorities for action and salvage
Determine placement/storage location for
unprocessed materials found within the OSFL
Collections Coordinator
work areas
Serves as source of all public information on the
Public Relations
disaster (in coordination with the Dean of
Coordinator
Library)
Public Relations
Arranges media announcements
Coordinator
Liaise with UI Foundation in regards to financial
donations in support of recovery effort and/or
Campus/PR Coordinator
library collections
Authorizes temporary staff reassignments as
HR Coordinator
needed
Authorizes temporary paid hourly workers to
assist in salvage and recovery operations (if
HR Coordinator
needed)
Coordinates staff counseling services
HR Coordinator
Coordinates assistance for support of child
and/or elder care for salvage and
HR Coordinator
recovery workers
Maintains accounting of all time spent disaster
HR Coordinator
response, salvage, and recovery operations
Obtain needed equipment and staff (scissor lift, HR, Facilities, and
etc)
Extraction Coordinators
Work with vendor to determine equipment and
Extraction Coordinator
supply needs
Consult on the set up and arrangement of
Facilities Coordinator,
recovery spaces
Extraction Coordinator
Designates treatment area
Determines materials and supplies needed for
conservation recovery operations
Set up triage stations and train staff on triage
procedures
Salvage and Recovery operations
Liaison to vendor services on disaster response,
salvage, and recovery operations
Coordinates all transportation and relocation
activities for collection materials not being
handled by a vendor
Manage recovery operations for facility building
structure
Submits insurance claims in conjunction
with Disaster Recovery Officer
Record and implement decisions as to item
status (salvage, repair or discard)
Conservation Coordinator
Conservation Coordinator
Conservation Coordinator
DRO
Facilities Coordinator
Facilities Coordinator
Administrative Services
Coordinator
Collections, Inventory
Control, Conservation
Coordinator s
Provides periodic updates to collection managers
regarding information on unit specific salvage or Collections Coordinator
loss, when appropriate
Assure that the unprocessed materials removed
Inventory Control and
from the [REDACTED] Library are properly
Collections Coordinators
tracked
Documentation, Collection
Document unsalvageable material
Coordinators
Liaises with Facilities Coordinator in regards to
Documentation
property accounting
Coordinator
Coordinates scheduling to assure fully staffed
HR Coordinator
salvage and recovery teams
Coordinates emergency assistance forms for onHR Coordinator
site injuries
Manages and maintains worker rest area
HR Coordinator
including arrangement for food and drink
Liaises with Facilities Coordinator for continued
Library Services
access to warehouse materials during salvage
Coordinator
and recovery timeline
Coordinate with Library IT to run Voyager code
Library Services
temporarily removing the [redacted] catalog
Coordinator
from online access
Assemble and manage manual retrieval team to
prepare site for extraction of materials (water
removal, aisle clearing, and calculation of
equipment needs)
Supervise all Level 4 extraction teams and
related activities
Manage and maintain algorithm export
Supervise the tracking of both algorithm & zone
extraction through Access DB
Consults with Extraction Coordinator for the
transport of supplies/materials and the
movement of triaged materials
Responsible for inventory control of triaged
materials throughout salvage operations and
assures proper replacement post-disaster
Supervises in-house cleaning and drying
Reports to the Disaster Recovery Officer
and Collections Coordinator, on the
rehabilitation process and unsalvageable
materials
Post salvage operations
Determine post-recovery timeline (including, but
not limited to, the re-shelving of trays and boxes
and the resumption of material transfers from
other library units)
Manages post-recovery facility preparation prior
to resumption of services
Liaises with campus FACILITIES & SERVICES
regarding facilities recovery and resumption of
services including the management of postrecovery facility preparation
Ensure retention and updates of bibliographic
records
Formally thanks and acknowledges people
who participated in the Recovery effort
Coordinates resumption of public services
Return to top
Extraction Coordinator
Extraction Coordinator
Extraction Coordinator
Extraction Coordinator
Conservation Coordinator
Conservation Coordinator
Conservation Coordinator
Conservation Coordinator
DRO, Facilities, Collection,
and Library Services
Coordinators
Facilities Coordinator
Facilities Coordinator
Collections, Library
Services Coordinators
Public Relations
Coordinator
Library Services
Coordinator
Appendices
Service Providers
Listed alphabetically by nature of services
Contact
Person
[redacted]
Arranged
through
Facilities
Coord.
Arranged
through
Facilities
Coord.
Phone
Number
[redacted]
Arranged through
Library IT
[redacted]
[redacted]
[redacted]
[redacted]
[redacted]
Paintings Conservator [redacted]
[redacted]
[redacted]
[redacted]
Nature of Service
Service Provider
Ambulance
[redacted]
Carpentry
F & S Construction
Management
Clean-up Assistance
FACILITIES &
SERVICES Custodial
Services
Computer Records
Salvage
Conservation Advicebrass instruments
Conservation Advice paintings
Disaster Assistance
Air Drying Space on
Campus
Electrical Hazard
Electrical Hazard
Electrician
Fire Department
[redacted]
Arranged
Library FACILITIES & through
SERVICES
Facilities
Coord.
[redacted]
[redacted]
Arranged
through
Library F & S
Facilities
Coord.
[redacted]Fire
Central
See Disaster
Response
Team Chart
See Disaster
Response
Team Chart
See Disaster
Response
Team Chart
[redacted]
See Disaster
Response
Team Chart
[redacted]
Department
Fire Recovery/Salvage [redacted]
Freezer
[redacted]
Fumigation
Funding
Funding
Hospital
FACILITIES &
SERVICES Pest and
Animal Control
National Endowment
for the Humanities
FEMA Region V
[redacted]
Dispatch
[redacted]
[redacted]
Arranged
through
Facilities
Coord.
[redacted]
[redacted]
See Disaster
Response
Team Chart
(less than 30K) [redacted]
[redacted]
[redacted]
Arranged
Library FACILITIES & through
HVAC System
SERVICES
Facilities
Coord.
Insect Infestation
Entomology - Insect
[redacted]
Consultation
Pathology
Arranged
FACILITIES &
Insect/Pest
through
SERVICES Pest and
Extermination
Facilities
Animal Control
Coord.
Insurance
Library Administration [redacted]
University Office of
Insurance
[redacted]
Risk Management
Arranged
FACILITIES &
through
Janitorial
SERVICES Custodial
Facilities
Services
Coord.
University Office of
Legal Advice
[redacted]
Risk Management
Lift Battery
[redacted]
[redacted]
Arranged
Library FACILITIES & through
Locksmith
SERVICES
Facilities
Coord.
FACILITIES &
Locksmith
[redacted]
SERVICES Key Shop
Microfilm Restoration [redacted]
Microfilm Restoration [redacted]
[redacted]
Mycologist (In Case of [redacted] National
[redacted]
[redacted]
[redacted]
See Disaster
Response
Team Chart
[redacted]
See Disaster
Response
Team Chart
[redacted]
[redacted]
See Disaster
Response
Team Chart
[redacted]
[redacted]
See Disaster
Response
Team Chart
[redacted]
[redacted]
[redacted]
[redacted]
Mold Outbreak)
Plumber
Police
Security Personnel
(extra)
Security System
Tent Rental
Utilities
History Survey
Arranged
Library FACILITIES &
through
SERVICES
Facilities
Maintenance Service
Coord.
[redacted] Police
Central
Department
Dispatch
Arranged
Library FACILITIES & through
SERVICES
Facilities
Coord.
Arranged
Library FACILITIES & through
SERVICES
Facilities
Coord.
[redacted]
[redacted]
Arranged
Library FACILITIES &
through
SERVICES Service
Facilities
Office
Coord.
Return to top
Public Relations Scripts
This section is under construction
Return to top
Safe Handling of Flat Files
This section is under construction
See Disaster
Response
Team Chart
[redacted]
See Disaster
Response
Team Chart
See Disaster
Response
Team Chart
[redacted]
See Disaster
Response
Team Chart
Return to top
Collection Zones
To facilitate the reintegration of materials back into the HDS facility postdisaster, it may be necessary to extract, pack, and pallet together materials
taken from the same general area. The following zone charts break each
range within the HDS facility into a number of manageable zones. The
bottom zones are areas that can be retrieved by the Raymond Lift, the
scissor life, or the manual extraction team; the central zones are areas that
can be retrieved by either the Raymond Lift or the scissor lift; the topmost
zones are areas that can be reached only by the Raymond lift.
While usage of these zones is not mandated within the extraction plan, the
charts and the zone designations may be a useful tool for the extraction
coordinator and have been provided here as a potential organizational
option.
The Collection Zones chart is available as a pdf: Collection Zones
Return to top
Vault 1 Planograph
Available as pdf: Vault 1 Planograph
Return to top
Algorithm Export
Available as pdf: Algorithm Export
Return to top
Emergency Purchase Orders
University Procurement Card (PCard)
University Master Cards have been issued to many individuals in the
libraries. These cards permit the purchase of materials and services from
vendors on and off campus that total less than $4,999. If you have a Pcard
issued in your name, contact the vendor and arrange for the necessary
items and notify the Administrative Services Coordinator of your purchases
by providing complete receipts. If you do not have a PCard, contact the
Administrative Services Coordinator to request the purchase of essential
items. Provide specific information on the items needed and a supplier (E.g.,
University Central Stores).
University Purchase Orders (PO)
For external purchases that exceed $5,000, or which require a signature for
approval, of materials and/or services from vendors outside the University, a
Purchase Order must be issued. Request authorization to purchase the
necessary materials/and or services from the Administrative Services
Coordinator who will forward the approval to the Library Business Office. An
electronic requisition will be prepared and forwarded to purchasing. The
Purchasing Department will fax the purchase order directly to the vendor
and the Library Business Office will receive a copy. The minimum time
required for a purchase order is two to three days. Request a Purchase Order
via e-mail or in writing from the Library Business Office, providing the
specific items, including the cost and the suggested source.
Return to top