Xavier University of Louisiana
Archives and Special Collections
Safety and Security Policies
Xavier University of Louisiana is in New Orleans, Louisiana, which is habitually threatened by
hurricanes. The Xavier Archives and Special Collections is housed on the third floor of the
Library Resource Center. As such, the one hurricane that inflicted major damage to the Library,
did not, except for the loss of power, affect the Archives. However, the threat of damage from a
hurricane must be taken into account when cheating safety policies for the Archives.
Threats such as power outages, sprinkler discharges, spills, and fire must be considered in
developing security and safety policies. Additionally, human factors such as theft, break in,
vandalism, bomb threats, active shooter situations, and acts of terror to both the collections and
to the staff must be considered and policies adopted.
The Archives and Special Collections consist of manuscripts, photographs, printed books and
serials, microfilms, and born digital media such as U-matic, Beta, cassette, etc. All materials,
other than bound volumes and microfilm, are store in acid-free boxes. Shelving is anchored and
stable. All archival material is off the floor.
There is one fire extinguisher in the Archives and Special Collections, which is inspected
annually by the Fire Extinguisher and Supply Co. of New Orleans. Two tanks of Halon serve as
the waterless fire suppressant system for the Archives. The Halon system is inspected and tested
annually by Priority Systems of New Orleans.
The Archives and Special Collections has on file a “Checklist of hazards and safety features
audit form” that will be reviewed every six months for changes in conditions.
Security systems to be introduced into the Archives and Special Collections:
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Water alert detectors. Dorlen Model SS
Amprose Light Meter 0 to 20,000Fc
HOBO LCD Temperature/Relative Humidity (RH) data logger
Annual roof inspections
Dehumidifiers
“Clean room” for new accessions
Copy of floor plans of the Library
Do to the possibility of mold on the ceiling, a variable speed vacuum with HEPA filter to trap
mold will be purchased. Testing for mold will be done going forward on a regular basis.
Emergency Procedures
If smoke or fire are discovered:
 Do NOT attempt to combat the fire.
 Pull the fire alarm, if possible
 Call Campus Police, Ext 7490, and supply the following information:
o Type of emergency (flames, smoke, odor, etc.)
o Location ( floor, etc.) of the fire or smoke
o Your name
 Inform Library Administration at Ext 7304
 Exit the building using the emergency stairwells and go to the NCF building, which is the
Library’s designated gathering place.
 Shut – but do not lock – all doors you pass through. This will help contain the fire.
 If the incident occurs outside of normal business hours, also notify one of the following:
o University Librarian, Dr. Lynette Ralph (404) 317-5643 (cell)
o Associate Library Director (TBA)
Staff Training
It is recommended that archival staff receive training annually in the following for optimal
response in the event of a fire:
 Protocols for notifying proper authorities and evacuation procedures
 Live, hands-on, fire extinguisher operating training
 Halon system operation
 Staff responsibilities when Halon system is activated
 Operation of manual fire alarms
Archives and Special Collections staff will view FEMA online training that will assist staff in
understanding the incident chain of command and other emergency procedures.