[XX Museum] Emergency Manual
Part 2: Response and Recovery
CONFIDENTIAL
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Contents
TEN COMMANDMENTS
3
EVACUATION OF VISITORS AND STAFF
1. CONTACT NAMES, NUMBERS AND ADDRESSES
1.1 Site telephone numbers
1.2 Emergency team list
1.3 Senior Managers to be advised of an incident
1.4 Media Spokesperson(s)
1.5 Media contacts
1.6 First aiders and first aid equipment
1.7 Neighbourhood properties contacts
2. BUDGETS, SERVICES AND EQUIPMENT
2.1 Contingency budgets
2.2 Essential services
2.3 Contracted services
2.4 Local Services
2.5 Local facilities and sources of equipment
2.6 Emergency sorting area
3. MAPS AND PLANS
3.1 General location map
3.2 Site plan
3.3 Building Plan
4. SALVAGING PROCEDURES
4.1 Advice and guidelines
4.2 Gallery salvage plan
4.3 Stores salvage plan
4.4 Packing and treatment guidelines
4.5 Emergency conservation report form
2
Ten Commandments
1.
Don’t Panic
2.
Ring the appropriate emergency service before doing anything else
3.
Contact others – staff members – as soon as you can, even before you know
the full extent of the damage/threat; two heads are better than one
4.
Protect yourself – wear appropriate protective/high visibility clothing
5.
Take no risks – in case of fire, nobody should enter any part of the site unless
their presence is known (and approved) by the fire officer in charge
6.
Attempt no single-handed salvage of damaged material. In your shock you
may so something unwise, and perhaps irreparable. While you wait for
professional assistance concentrate on:
establishing salvage sorting areas
protecting/removing undamaged material that is under immediate threat
assessing the full extent of the damaged material
7.
Confirm who will deal with press/media enquiries, in line with the prearranged plan
8.
Remove any items lying immersed in water to a dry place (except film
negatives/microfilms/microfiches, which should be kept immersed in clean water
once wet)
9.
Do not assist any items to dry out (but allow water to drain off) until
professional advice has been received. Do not artificially heat/blow salvaged
material. Do not attempt to close wet books or to unfold wet documents – leave
them as found
10.
Do not ‘clean’ or ‘wipe’ anything
3
EVACUATION OF VISITORS AND STAFF
Accreditation requires that each museum provide information about arrangements for
the workforce and visitors, as well as collections.
If your museum is either a local authority museum, or part of a larger organisation (i.e.
National Trust, MoD, etc.) you have two options:
1. Cut and paste in the Council’s/Governing bodies emergency procedures
(relating to fire, flood, bomb threat etc)
2. Or make reference to a larger Council/Governing body emergency document
that you will follow.
It is worth mentioning at this point that all of your staff/volunteers are/will be trained in
your emergency procedures.
If you are a small independent museum and not under an umbrella organisation, you
will need to ensure that you have evacuation procedures for your visitors, staff and
volunteers.
Some good background information on what needs to be covered visit
http://www.collectionslink.org.uk/media/com_form2content/documents/c1/a450/f6/0000
05.pdf?phpMyAdmin=OYNyINPdn3sQmoXugKH1gcCLSW0
4
1
Contact Names Numbers and Addresses
1.1
Site Telephone Numbers
1.2
Emergency Team List
(in order of contact)
Museum Mentor (if applicable):
1.3
Senior Managers to be advised of an incident
1.4
Media Spokesperson(s)
1.5
Media Contacts
1.6
First Aiders and first aid equipment locations
1.7
Neighbouring Properties Contacts
5
2. BUDGETS, SERVICES AND EQUIPMENT
2.1
Contingency Budget
2.2
Essential Services (24 hour, 7 days a week emergency numbers)
NI Water Emergency: Waterline: 0845 744 0088
NI Water: Leakline: 0800 028 2011 (leaks in the public water supply)
Rivers Agency [Include your local number]
Omagh Office - 028 8225 4900
Fermanagh Office - 028 6638 8529
Coleraine Office - 028 7034 2357
Lisburn Office - 028 9260 6100
Armagh Office - 028 3839 9111
Greater Belfast - 028 9260 6100
Roads Service [Include your local number]
Eastern Division - 028 9025 3000
Northern Division - 028 7035 3202
Southern Division - 028 3752 9500
Western Division - 028 8225 4600
Electricity Emergency
NIE
(24hr) 08457 643643
[Add in additional information about your own electricity supplier if applicable]
District Emergency Planning Officer
2.3
Contracted Services
Intruder Alarm Company
Fire Detection/Alarm Company
6
Computer Support Company
Insurance company broker/manager
Insurance company loss adjusters
2.4 Local Services
Plumber / Glazier / Scaffolding / General Builders / Drains / Electrician
Locksmith
Police
PSNI
Fire Brigade’s pumping/salvage service
Emergency services
999
(state needs and location)
Removal and secure storage
There are a number of removal services across NI. Visit
http://www.yell.com/ucs/UcsSearchAction.do?keywords=removals+and+storage+dome
stic&location=Northern+Ireland&scrambleSeed=79602728&searchType=&M=&banded
clarifyResults=&ssm=1&autocomplete=kw for a listing.
Please see NIMC factsheet of issues to consider when contracting object removal
companies and/or storage companies.
2.5 Local facilities and Sources of Equipment
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Freezing Facility
There are a number of cold storage providers across NI. Visit
http://www.yell.com/s/cold+storage+services-northern+ireland.html for a listing.
NIMC would recommend you contact your local provider to ensure that they can take in
museum collections if necessary.
Van/Truck Hire
There are a number of hire companies across NI. Visit
http://www.yell.com/ucs/UcsSearchAction.do?keywords=van+%26+truck+hire&location
=Northern+Ireland&scrambleSeed=38393704&searchType=&M=&bandedclarifyResults
=&ssm=1&autocomplete=kw for a listing.
Crate Hire
There are a number of local crate hire companies. Visit
http://www.yell.com/ucs/UcsSearchAction.do?keywords=crate+hire&location=Northern
+Ireland&scrambleSeed=56184240&searchType=&M=&bandedclarifyResults=&ssm=1
for a listing.
Wheeled racks with trays
Tarpaulins and builders grade plastic sheeting, wooden pallets
Shops such as B&Q and Haldane Fisher supply such items.
Portable Generators
HSS Hire Shop
(for contact details on your local store visit
http://www.hss.com/index.php?db=UK&townorpostcode=bt&lookuptype=postcode&tpd
=multimapstorefinder&act=findstore)
Wet and Dry Vacuum Cleaners
HSS Hire Shop
(for contact details on your local store visit
http://www.hss.com/index.php?db=UK&townorpostcode=bt&lookuptype=postcode&tpd
=multimapstorefinder&act=findstore)
8
Heaters
HSS Hire Shop
(for contact details on your local store visit
http://www.hss.com/index.php?db=UK&townorpostcode=bt&lookuptype=postcode&tpd
=multimapstorefinder&act=findstore)
Dehumidifiers
HSS Hire Shop
(for contact details on your local store visit
http://www.hss.com/index.php?db=UK&townorpostcode=bt&lookuptype=postcode&tpd
=multimapstorefinder&act=findstore)
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2.6 Emergency Sorting Area
Things to think about and address:

If only part of the building is affected are there other areas within the building you
could use?

Are there any ‘outbuildings’ on site that you could use?

If you are part of a museum service are there other museum buildings you could
use?

Are there any local authority buildings you could use?

Remember this is only as an emergency sorting area.
You may need to think about and address:

Short-term storage (cold or dry)

Medium-long term storage either within the current museum premises or other
buildings
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3
Maps and Plan
3.1 General Location Map
3.2 Site Plan
Copies held in
3.3 Building Plan
Copies held in
For this section please include any maps or plans you feel are appropriate to your
museum. Change this section of the document to reflect the plans you will provide.
Your plan(s) can include the following information:

Sources of water

Stop valves for services: water, gas, electric etc.

Electricity cut off and fuse box

Telephone points

Drains and rodding access points

Assembly points

Hazards such as LPG tanks, fuse boxes etc.

Manholes for external access

Toilets

Fire fighting equipment

Smoke ventilation points

Roof and cellar access points
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4. Salvaging Procedures
4.1
Advice and Guidelines
i. Handling Objects
-
USE COMMON SENSE
-
Move every object separately
-
Select the nearest safe location before moving the object
-
Assess how the object can most safely be handled
-
Do not try to lift more than you can handle. Get help
-
If the object is already broken and cannot be left without risk of further
damage, photograph the scene and collect and save all the pieces
Salvage guidelines according to material
Paintings
-
Do not touch the front or back of the painting, or put your fingers between
the canvas and stretcher
Hold the frame where it is strongest with one hand supporting it from
beneath and the other at one side
Hold the face of the painting toward your body
If the paint is loose, carry the painting flat painted surface up
If the paintings must be leaned against a wall, place back-to-back and
face-to-face, ensuring nothing is in direct contact with the canvas
Small Objects
-
do not carry by any projecting part; this is where the object is weakest
use one hand to support from the base and the other hand and arm to
support the sides
remove smaller objects in boxes as trays wrapped in tissue where
possible
Furniture
-
if already exposed to water and other damage and no further danger is
present, do not move until receiving professional advice
do not drag or push
do not lift by arms, legs, backs or any projecting part
Drawings and Manuscripts
12
-
Cases and cabinets provide protection from water and smoke so only
move if under direct risk of damage
Do not open cabinets unless situation is entirely under control
Do not move abruptly and carry horizontally with two hands
Interleave unmounted sheets objects with protective paper or plastic
before moving (time permissible). Do not stack unprotected objects
13
4.2 Gallery Salvage Plan
Can include a list of priority objects for salvage and retrieval
 High- importnant, unique, valuable
 Medium- vulnerable or less susceptible to smoke or water
 Low- Durable or replaceable
4.3 Stores Salvage Plan
Can include a list of priority objects for salvage and retrieval
 High- importnant, unique, valuable
 Medium- vulnerable or less susceptible to smoke or water
 Low- Durable or replaceable
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4.4 Packing and Treatment Guidelines for Water-Damaged Material
Material
Priority
Handling Precautions
Packing Method
Drying Method
Paper
Freeze or air dry within 48
hrs
Do not separate single
sheets
Interleave between plastic and pack
in flat boxes. If possible unframed
prints or drawings before packing
Air, vacuum or freeze dry,
except coated papers which
must be freeze dried
Watercolours and other
soluble media
Freeze or dry immediately
Do not blot
Interleave between card or plastic
Air or freeze dry
Freeze or dry within 48
hours, leather or vellum
freeze immediately
Do not open or close, do
not carry by binding or
separate covers
Separate with freezer paper, pack
spine down
Air, vacuum or freeze dry
except with coated papers
Paintings
Immediately dry
Drain and carry horizontally
Face up, or lean carefully against
wall, without touching paint
Air dry
Wet collodian and glass
negatives
Immediately dry
Handle with care – glass
supports
Horizontally in padded container
Air dry face up. Never freeze
Prints, negatives and
transparencies
Freeze or dry within 72
hours. Salvage order: 1.
colour prints 2. black and
white 3. transparencies
Do not touch emulsions
with bare hands
Keep in cold water. Pack in
containers lined in plastic
Order of preference: 1. air dry
2. thaw and air dry 3. freeze
dry
Films
Rewash and dry within 72
hours
Do not remove microfilms
from boxes
Fill with cold water and pack in
boxes lined with plastic
Arrange for processor to
rewash and dry
Freeze or dry within 48hrs
Do not unfold if fragile
layers are stuck together.
Unframe mounted items if
possible. Beware of
fastenings and support
heavier items
Drain and blot to remove excess
water, separate with freezer or wax
paper to prevent dye staining
Air or freeze dry, do not
freeze beadwork or painted
items. Pad out garment to
restore shape with clean
newsprint, towelling or other
colourfast materials
Books
Textiles
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Basketry
Air dry as soon as possible
Fragile and heavy when
wet, use support to move
Remove debris with clean water,
drain and blot, separate with freezer
or wax paper
Air dry. Pad out with clean
newsprint, towelling or other
colourfast materials
Leather
Air dry within 48 hours
May be extremely fragile,
use support to move
Rinse or sponge with clean water.
Drain and blot and pad out shaped
objects with colourfast material
Air dry. Flexible leathers may
require manipulation while
drying to retain flexibility
Freeze or air dry within 48
hrs
Use gloves to and wear
surgical mask to avoid risk
of poisoning
Drain and blot to remove excess
water. Separate items with freezer
or wax paper. Support with padding.
Isolate from other objects in boxes
lined in plastic. Limit handling.
Air or freeze dry
Begin to air dry within 24hrs
May be extremely fragile,
use support to move
Rinse or sponge with clean water,
drain and blot. Separate items with
freezer paper to prevent bleeding of
colours. Transport in boxes lined
with open polythene bags
Air dry slowly on non-rusting
screens
Metal
Air dry as soon as possible
Use gloves when handling.
Mud is abrasive.
Remove debris with clean water,
drain and blot. If possible pack only
when dry. Use padding to prevent
abrasion but allow air circulation
Air dry as soon as possible
Painted metal
Rinse off mud before drying
Avoid touching painted or
applied decorations or
cleaning flaking areas
Keep flaking areas horizontal, face
up, if possible
Air dry as soon as possible
Avoid touching any painted
surfaces
Remove debris with clean water,
drain and blot. Wrap in blotting
materials under loosely draped
polythene sheeting. Contact
conservator immediately for advice
on polychromed wood
Air dry slowly under sheeting,
use fans to increase air
circulation but not directed at
objects
Natural History Specimens
Bone, horn, ivory, shell
Wood
Begin to air dry within 48
hours
16
Furniture
Wash off wet mud with
water as soon as possible.
Dab dry and dry slowly.
Wipe with disinfectant if
necessary. 50% alcohol in
water may discourage
mould but may damage
finish.
Veneered pieces
As above. Dry under
weights to keep veneer in
place
Do not stack or place other object
on top to dry
Air dry under cover if
possible. Provide good air
circulation and dry slowly to
minimize cracks and splits.
Expect surface coatings to
discolour. Contact a
conservator
Handle as little as possible
As above
As above. Air dry in
‘envelope’ of cotton fabric or
plastic to catch pieces that
may fall off. Keep all pieces
for replacement when dry.
Partially upholstered
As above. Remove lift-out
seats. Rinse off both
pieces. Dab wood dry and
wrap textile in clean cloth or
towel
Keep pieces together
As above
Air dry as above
Ceramics/porcelain
Glazed pieces can wait until
there is time to wash.
Gilded pieces should be
dabbed off with a soft cloth
Note that many pieces have
old repairs, which will part
when immersed for any
length of time. Keep pieces
together and label bags
Bag or box when possible and pack
dry if possible. Wrap pieces
individually to prevent more damage
Air dry
Unglazed pottery
Wash off as soon as
possible or dry with mud on
and remove with soft brush
later
As above. Wrap when dry
and store individually
As above. Can be packed in one
box with dividers
Air dry
If joints are saturated tie up
with cord or thick string
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4.5
Emergency Conservation Report Form
ACCESSION NO:
NAME/TITLE:
LOCATION:
OBJECT TYPE AND MEDIUM:
PRIORITY FOR ACTION:
TYPE OF DAMAGE AND AREAS AFFECTED:
PERSON RESPONSIBLE FOR ASSESSMENT:
EMERGENCY CONSERVATION ACTION:
NEW LOCATION:
PREVIOUS CONSERVATION REPORT AVAILABLE?
REF:
PHOTOGRAPH AVAILABLE?
REF:
LONG TERM CONSERVATION ACTION:
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