IV. First Response
D. Subsequent Response
D. Subsequent Response
1. The person in charge of the area in which the emergency is occuring (see Section
IV.A for emergency list) will serve as the first Disaster Supervisor. The chair of
EPWG is the ex-officio second Disaster Supervisor. See Section V.A.1 for an outline
of Disaster Team Members and Duties. See Appendix A for a list of staff phone
numbers. If the appropriate person from the area in which the disaster is occuring is
not available, the Chair of EPWG may proceed on his/her own.
a. Disaster Supervisors contact the Assistant Director of Physical Plant (see
Appendix B). When reporting damage, give your name and location. Be as
specific as possible about the location and nature of the problem and the type of
damage.
b. Evacuate surrounding areas as appropriate. Red emergency telephones, which
automatically connect to Public Safety when the receiver is lifted, are located on
each floor of Neilson Library (see Appendix D for locations).
2. Disaster Supervisors ensure staff safety and halt damage to collections by
working with Physical Plant, Public Safety and Fire Department staff to ensure that
the following steps are taken as appropriate:
a. Electricity is turned off in affected areas (see Appendix D for locations of
electricity shut-offs).
b. Water supply is turned off if it continues to run into affected areas (again, see
Appendix D).
c. Library materials are covered with plastic sheeting if water is dripping, and water
is collected in a bucket or wastebasket and emptied frequently. Large rolls of
plastic sheeting are stockpiled in Neilson Room BA and in MESSKits. Check
nearest MESSKit for other useful supplies (see Appendix C for locations).
d. No chemicals or mold are present that may cause health risks (as far as you can
reasonably determine).
e. Public Safety staff are present to monitor the site.
3. Disaster Supervisors work with Physical Plant staff to stabilize the environment
before beginning to evaluate damage.
a. If water damage is serious**, keep temperature below 65 degrees and reduce
humidity below 35% to inhibit mold growth. In cool, low-humidity weather,
open windows. Climate control must be maintained, even overnight!
** Serious damage is defined as affecting approximately 200 items or more
(approximately one stack section). The number of damaged items is large
enough that they cannot be removed within 48 hours to avoid the
possibility of mold growth.
b. Use fans to circulate air.
c. Remove standing water promptly, and remove or dry wet carpets and
furnishings quickly, to help reduce humidity.
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IV. First Response
D. Subsequent Response
d. Protect undamaged materials from potential damage. Make arrangements to
move them off-site, if necessary. See Appendix B for lists of emergency
contacts.
4. Disaster Supervisors ensure that the Director of Libraries contacts the Five-College
Risk Manager promptly. In the case of Neilson Library, the Director may also
contact the Dean of the Faculty if faculty offices are affected.
5. Disaster Supervisors assemble the First Response Team (see Section V.A.1, Disaster
Team Members and Duties) and direct them to evaluate the extent of the damage. A
checklist for the team to follow appears in Section IV.E.
Once the Team has completed its initial inspection, Disaster Supervisors consult with
them on how best to proceed with salvage operations. If the disaster has occurred in
the middle of the night, decide whether it is safe to wait until morning, when
everyone will be more rested.
6. Disaster Supervisors instruct First Response Team and Photographer to document
damage.
a. Photographer/videographer contact information is listed in Appendix B.
b. Make sure all damaged areas are thoroughly photographed or videotaped for
insurance purposes. Do not move damaged items until their condition has been
documented. Until salvage begins, keep wet items wet, dry items dry, and damp
items damp.
7. Disaster Supervisors proceed with recovery procedures, which are listed in Section V.
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