Preface

Part I – Ensor LRC Emergency Procedures

Part II -- Specific Materials Damage Documents

Appendix: Resources for Preparing Disaster Plans

Part III -- List of Suppliers and Vendors

The documents contained here were written and/or compiled by the Ensor Learning Resource Center Disaster Planning Committee. Members of the Committee for 2004-2006 were as follows:

Mary Margaret Lowe (Director, Ex Officio)
Susan Martin (Collection Development Librarian)
James Seamans (Chair.  Head, Technical Services Department)
Glen Taul (Archivist)
Kimberley Edwards (former Circulation Manager)

Part 1 of this document constitutes the Ensor Learning Resource Center's Emergency Plan.

Part 2 of this document consist of guidelines for dealing with damage to specific materials and formats.

Lastly it is a recommendation of the Committee that all staff be made aware of this document and should familiarize themselves with its contents to the appropriate level required of their position.

Part 1 of the manual provides guidance for responding to emergencies/disasters that may occur at the library. For each emergency situation, the manual lists immediate steps that should be taken by any staff member encountering the situation, as well as steps that should be taken by Emergency Contacts after the emergency has been reported to them. In order to ensure a coordinated response to an emergency it is important that staff not go beyond the immediate steps outlined without contacting an Emergency Contact.

Emergency contacts can be the appropriate emergency personnel (fire, security, etc.) or the Librarian / Supervisor on duty.

The general order for emergency contacts will be in this order of priority, depending on availability at the time:

1. Fire / Medical / Police emergency contact

2. The Library Director

3. Librarians / Managers on duty

4. Appropriate campus office

The library staff cited above will assume responsibility for the appropriate actions to be taken. Except as specified in this manual, do not make phone calls to campus safety or other emergency services unless - the nature of the emergency necessitates it, instructed to in the procedures or to do so by the emergency contact who is coordinating the response to the emergency.

Remember that in any emergency the first priority is always the safety of people. Preventing property damage, while important, is always a lower priority than personal safety. Do your best to remain calm. Do not allow yourself to be goaded into a hasty and ill-advised response by persons in the library who are in a state of alarm because of the emergency.

Be aware of the location of the nearest copy of the Emergency Procedures Manual, so that it can be consulted at a moment’s notice. It is not possible to remember everything in the manual, but it is important to know where the information can be found.

The decision to close the building should be based on the nature of the emergency, consultation with emergency personnel and contacting the director if possible.

EMERGENCY CONTACT NUMBERS - LIBRARY PERSONNEL*
*staff updated August 2009

EMERGENCY PHONE NUMBERS

Important numbers: Campus Safety x8111     Facilities Management x8639

Immediate Steps:

1. Turn off and unplug computer workstations and terminals, as well as other electrical equipment (photocopiers, microforms equipment, televisions, VCRs, fax machines, etc.) in your area, even if the failure is only partial (brownout).

2. To report and for information on the power failure contact - weekdays 8:00 AM to 5:00 PM contact Facilities Management -- evenings and weekends contact Campus Safety.

4. Kentucky Utilities can be contacted for information or to report dangerous situations if the above contacts are not available.

Steps for the emergency contact person:

1. Contact appropriate office to report power failure and to determine its source and probable duration.

2. Call Campus Safety to coordinate possible evacuation if an entire floor or more of the library is dark.

3. If the power failure occurs during the day, use the intercom to advise people in darkened areas to move close to windows where there is light or to other areas of the building that are not darkened. If the power failure occurs after dark, people in the building should be evacuated to Level 1 or outside the building.

4. Assign someone to determine if anyone is in the elevators. If so, call the elevator emergency number. Reassure the person(s) in the elevator(s) that the problem is due to a power failure and that emergency assistance is on the way. Make sure someone on the staff remains in verbal contact with any trapped persons until help arrives. When you report the incident to the appropriate office inform them that there are people trapped in the elevator.

5. Make sure that someone turns off electrical equipment. If no one is in the department assign someone to do this throughout the building.

6. The decision to close the building should be based on the nature of the emergency, consultation with emergency personnel and contacting the director if possible.

7. File an incident report with the Director of the Library.

Table of Contents

Top of Page

Important numbers: Campus Safety x8111     Facilities Management x8639

Immediate Steps:

1. If water is falling on floor areas, position a trash basket or a container underneath the falling water.

2. If water is falling on books, periodicals, furniture, equipment, etc., cover the affected area with plastic sheeting.

3. If water is seeping down walls or along floor areas report this to the emergency contact person.

4. Report falling water emergencies and any steps you have taken to the emergency contact person.

Steps for emergency contact person:

1. Gather as much information as possible from the person reporting the emergency.

2. Go to the site to assess the emergency.

3. Position baskets/bins and/or plastic sheeting, if that needs to be done.

4. Call: weekdays 8:00 AM to 5:00 PM contact Facilities Management -- evenings and weekends contact Campus Safety.

5. If possible, put wet library materials on a book truck and remove them from the area.

6. Mop or vacuum with wet/dry vac if floor areas are wet.

7. Secure the affected area from public access.

8. File and incident report with the Director of the Library.

Table of Contents

Top of Page

Important numbers: Medical emergency 911       Campus Safety x8111

Library is located on the corner of Mulberry Street and College Street.
Main phone number is:  502-863-8400

Immediate Steps:

1. If the emergency appears to be life threatening / serious, call 911.

2. If a sexual assault is reported - call 911 and Campus Safety.

3. Make the person as comfortable as possible; if the person is mobile, guide him/her to a non-public area.

4. If there is bleeding, put on protective gloves before rendering any assistance. Apply pressure with a cloth -- do not attempt to apply a tourniquet, even if bleeding is profuse.

5. Do not administer any form of first aid if you are not trained and competent to do so.

6. Try to make sure that someone stays with the injured/ill person.

7. Report the emergency and any steps you haven taken to the emergency contact person.

8. Do not transport the person to a medical facility -- call 911 -- let trained personnel do this.

Steps for emergency contact person:

1. If emergency is being reported by another person gather as much information as possible from the person reporting an emergency -- if the injury sounds serious call 911 immediately -- do not wait to access the problem.

2. Go to the injured/ill person to assess the emergency if possible -- if an ambulance is necessary, call 911 (if not already called).

3. If sexual assault is reported, remember - please show sensitivity toward the person. Take all reports of sexual assault seriously.

4. Call appropriate emergency number, if not already called.

5. Meet, or have someone prepared to meet emergency personnel when they arrive and take them to the injured / ill person. Coordinate any follow-up steps (e.g. notifying another person) with campus safety and emergency personnel

7. File an incident report with the Director of the Library.

Table of Contents

Top of Page

Important numbers: Emergency 911    Campus Safety x8111

Immediate steps:

1. Retrieve flashlights and batteries and a battery-operated radio from the supply area.

2. Take the master key from the key binder and evacuate patrons and staff to the storage room in the basement. Librarians and Managers may have master key on them.

3. Remain in the basement until a radio announcement or emergency contacts declare it safe to emerge.

Immediate steps:

1. Evacuate staff and patrons to outside of the building, if not possible, position people under supports such as doorways on the inside of the building away from windows.

2. Remain outside until Campus Safety or emergency contacts declare it safe to return to the building.

Steps for emergency contact person:

1. Try to keep people calm.

2. If a cellular phone is available call Campus Safety or 911 and let them know where you are located in the building.

3. Watch for medical emergencies that may arise. Try to grab a first-aid kit to have with you.

4. File an incident report with the Director of the Library.

Table of Contents

Top of Page

Important numbers: Police 911      Campus Safety x8111

Immediate Steps:

1. Report any destruction, mutilation or defacement of library property (other than torn pages) or property that is on library grounds to the emergency contact person.

2. Do not confront any person who is observed vandalizing property, but be prepared to describe or identify the person at a later time.

3. Call appropriate emergency number.

Steps for emergency contact person:

1. Gather as much information as possible from the person reporting the emergency.

2. If a person has been observed vandalizing property, call Campus Safety.

3. If no person has been observed report the incident to the emergency contact person.

4. If police or Campus Safety has been called, be prepared to direct them to the site of the vandalism.

Table of Contents

Top of Page

Important numbers: Police 911      Campus Safety x8111

Immediate Steps:

1. Try to remain calm - do not meet aggression with aggression -- get the Librarian or Manager on duty.

2. Do not confront any person who appears to be exhibiting unusual and/or violent behavior -- call appropriate emergency number.

3. If you feel you are being threatened, you probably are; or if you feel uncomfortable with a situation -- get the Librarian or Manager on duty.

Steps for emergency contact person:

1. Gather as much information as possible from the person reporting the emergency.

2. Confront the person directly only if necessary -- call Police or Campus Safety.

3. Be prepared to give a description of the person -- look for distinguishing characteristics, try to see where the person goes if they leave the person, if they get in a car, try to get the license number.

4. If police or Campus Safety has been called, be prepared to direct them to the person if they are still in the building.

Table of Contents

Top of Page

Important numbers: Fire 911      Campus Safety x8111

Immediate Steps:

1. If you observe flames, smoke or a burning smell that is NOT confined to a small, controllable area (e.g. trash basket) pulls the nearest fire alarm.

2. If the fire is in a small, controllable area, use a fire extinguisher to put out the fire. Fire extinguishers are located ---- . Instructions for use are printed on the fire extinguishers.

3. Report any fire and all steps you have taken to Emergency Contact person.

Steps for emergency contact person:

1. If the emergency is being reported to you gather as much information as possible from the person reporting the emergency.

2. If possible -- go to the site to assess the emergency, unless flames or smoke are too severe.

3. If the fire is severe and cannot be contained:

4. If an alarm has sounded and you have determined that there is no fire, smoke, or burning smell - coordinate a walk-through of the building to search for fire/smoke/burning smell or an alarm that has been pulled, and call Campus Safety.

7. If 911 have been called or alarm pulled, be prepared to direct fire department personnel to the site of the fire.

8. If fire is small (i.e. trash can) try to extinguish with fire extinguisher. Call Campus Safety, assess whether Fire Dept. needs to be called.

9. If fire is small and contained in wall or equipment try to extinguish. Call 911 so Fire Dept. can determine if fire is still a danger.

It is best to report all fires to the Fire Department even if they are out.

If books or paper materials are on fire do not attempt to isolate by removing other materials -- Call 911.

Table of Contents

Top of Page

Important numbers: Emergency 911      Campus Safety x8111

Immediate Steps:

1. If you receive a call in which someone is making a bomb threat, try to keep the caller talking as long as possible. Ask questions concerning the location of the bomb, when it is going to go off, what it looks like, who put it in the building, why it was put in the building, etc. Try to keep the person talking…

2. If possible, direct another person to notify the emergency contact person while the caller is still on the line. If that is not possible, notify the emergency contact person as soon as the call has ended. Be prepared to describe the caller’s voice (sex, age, distinguishing characteristics of speech, etc.) and to convey any information the caller has given you.

3. Report any suspicious objects or noises to the emergency contact person.

4. Take bomb threats seriously!!

Steps for emergency contact person:

1. Gather as much information as possible from the person reporting the emergency.

2. If the caller is still on the line, talk to the person and ask questions about the bomb (where it is, when it will go off, who put it in the building, why it was put in the building, etc.). Take note of the callers voice characteristics and be prepared to convey this information to police.

3. Call 911 and Campus Safety.

4. Coordinate evacuation of building with Campus Safety.

5. File an incident report with the Director of the Library.

Table of Contents

Top of Page

Important numbers: See the Emergency contact list (p. 6).

Immediate Steps:

1. Refer to the policies below that have been established for the library and the Library’s Confidentiality of Library Records Policy available on the Library’s home page.

2. Do not release patron information or records to anyone but the patron or an official of Georgetown College that has been authorized.

3. Find the Librarian or Supervisor on duty.

1. All library records and other information relating to an individual's use of the library and its resources are considered confidential and will not be divulged to any third party.

2. These records include, but are not limited to, circulation records of library materials, address and other registration information, reference or informational questions asked, interlibrary loan transactions, and computer database searches.

3. This information may be consulted and used by library staff in the course of carrying out library operations.

4. Access to this information will be restricted to authorized personnel within the Library and College for authorized reasons, as determined by the Library Director.

5. The library will release an individual's library information only to that individual, to another individual with the prior written consent of the individual concerned or under a duly authorized judicial process. The individual requesting the information must provide proof of identity.

6. All requests for information that do not fall under the above policies shall be forwarded to the Library Director.

Steps for emergency contact person:

1. Refer to the library’s policy.

2. Contact the director if the action is not clear to you.

3. Report any request for patron / library records to the director.

Table of Contents

Top of Page

There is [nature of emergency] please evacuate the building immediately. Do not use the elevator - use the stairs.

For evacuation to the storage room…

There has been a [tornado, severe storm, etc.] alert. Please come to the Lower Level of the library to take shelter in the storage room. Do not use the elevator - use the stairs.

Code to request immediate help at Circulation desk…

[Coming soon.]

[Repeat the message. Same code can be used for another area.]

Table of Contents

Top of Page

FLOOR PLAN -- LOCATION OF FIRE EXTINGUISHERS AND EMERGENCY EXITS, ETC.

[Intentionally blank, to be added.]

Table of Contents

Top of Page

Appendix: Resources for Preparing Disaster Plans

There are five ways to dry wet books and paper records. It is important to remember that no drying method restores materials. They will never be in better condition than the one they are in when drying begins. If time must be taken to make critical decisions, books and records should be frozen to reduce physical distortion and biological contamination.

Air-drying is the oldest and most common method of dealing with wet books. It is most suitable for small numbers of damp or slightly wet books and documents. It is seen as inexpensive, but is extremely labor intensive and can occupy a great deal of space and result in badly distorted bindings. It is seldom successful for drying bound coated paper.

If materials are not completely soaking wet, and the decision is to air-dry materials, then use the following procedures:

a. Load materials onto book trucks or pack into plastic milk crates

1) Handle one item at a time.

2) Use both hands whenever possible.

3) Pick up or remove items so that other items are not damaged.

Do not press water out of a wet item. If a book is soaking wet, its condition will be

So fragile that it should only be handled enough to put it in a carton

5) Do not stack-wet books when packing them in cartons. The weight may damage the ones on the bottom. Instead, place them in an upright position, or only if absolutely necessary, spine down.

6) If possible, as each carton or book truck is packed the call numbers of the first and last book should be noted on the carton/truck. Tags of masking tape can be used to label the carton or trucks.

This method has been used for many years to dry out buildings and holds of ships. Large commercial dehumidifiers are brought to the facility with all collections and equipment left in place. Temperature and humidity can be carefully controlled to user specifications. The technique is successful as long as the process is initiated before swelling and adhesion has taken place. This method has the advantage of leaving the materials in place on the shelves, eliminating the costly step of removal.

Books and records that are only damp may be dried successfully in a self-defrosting blast freezer if left there long enough. Materials should be placed in the freezer as soon as possible after water damage. Books will dry best if their bindings are supported firmly to inhibit initial swelling. Freezing must happen quickly and temperatures must be below -10 to -40 degrees Fahrenheit to reduce distortion. Expect this method to take from several weeks to several months. Coated paper may adhere with this method.

Books and records may be dried in a vacuum thermal-drying chamber. The vacuum is drawn, heat is introduced and the materials are dried above 32 degrees Fahrenheit. This means that the materials stay wet while they dry. Thus, books often distort, but loose papers can be dried more successfully.

Frozen or wet materials are dried at temperatures below 32 degrees Fahrenheit, thus eliminating further distortion. The physical process known as sublimation takes place; that is, ice crystals vaporize without melting. Rare and unique materials can be dried successfully, but leathers and vellums may not survive. Although this method is more costly, there are reduced costs of rebinding and mud or soot is lifted to the surface, making cleaning less time-consuming.

If materials are soaking, dripping wet, they cannot be air-dried successfully. Freeze instead.

If the decision is to freeze-dry library materials, the options are:

a. Ship immediately to freeze-dry facilities.

b. Transport materials to local freezers.

c. Rent refrigerated trucks to transport materials to temporary freezer storage facilities.

d. Leave materials where they are and have the freeze-dry company carry them out.

    If materials are packed for freeze-drying, use the following procedures:

    Follow all procedures listed above for air-drying to the point of packing items for transport.

    Wrap individual items in freezer paper, shiny side toward books, before placing in plastic milk crates.

Table of Contents

Top of Page

FIRE DAMAGE

If there is fire damage, the odor is reduced by freezing the books. There are special sponges for cleaning soot-damaged materials.

MOLD

To combat mold, DON’T ALLOW IT TO DEVELOP! Maintain moderate temperature and humidity (70 – 72 degrees Fahrenheit and 55% or lower rh). Circulate air and dust regularly.

If mold is discovered, check to see if it is active (soft, fuzzy, smears easily) or dormant (powdery, easy to wipe). If it is active and affects only a single book, consider withdrawing the book from the collection. If it is dormant, do the following:

For wet material:

Air dry or freeze, or

Brush off spores working outdoors and (if possible) with a fan blowing the spores away.

For dry material:

Brush off spores working outdoors and (if possible) with a fan blowing the spores away, or vacuum using a triple action filtration vacuum.

Fumigation is no longer recommended for mold because fumigants are toxic to people, the residue remains on the object, and fumigation does not prevent the mold from returning.

Always wear gloves and, if possible, coveralls or a lab coat. Wash hands after handling any object with mold or suspected to have mold.

If mold is discovered in large portions of the collection, do not attempt to clean up without FIRST consulting a mycologist to determine if toxic molds are present.

Before books are returned to the shelves, the shelves should be disinfected and the mold situation monitored for a period of time.

Dehumidifiers

Fans

Plastic Sheeting

Paper, plain (unprinted) newsprint or absorbent paper towels

Freezer Paper

Milk Crates or Cartons

Book Trucks

Labeling Supplies: masking tape, waterproof felt-tip pens

Rubber Gloves

Sponges for cleaning soot

Disinfectant for cleaning shelves

Table of Contents

Top of Page

Manuscripts and books dated earlier than 1840 will absorb water to an average of 80 percent of their original weight. Some may absorb as much as 200% of their original weight. Since there is a greater concentration of proteinaceous materials receptive to water in such early books and papers, they are especially vulnerable to mold when damp. Modern books, other than those with the most brittle paper, will absorb an average of up to 60% of their original weight.

The major part of all damage to bound volumes caused by swelling from the effects of water will take place within the first four hours or so after they have been immersed. Since the paper in the text block and the cardboard cores of book bindings have a greater capacity for swelling than the covering materials used for the bindings, the text block of a soaked book usually expands so much that the spine assumes a concave shape and the fore-edge a convex shape, thus forcing the text block to become partially or completely detached from its binding. The board cores of bindings absorb a great amount of water in such circumstances and are usually the source of mold development between the board papers and fly leaves.

Leather and vellum books especially those of the 15^th. 16^th, and 17^th centuries, can usually be restored successfully if they are dried under very carefully controlled procedures. Such materials are usually classified as rare and should be treated accordingly by not mixing them with less rare materials during preparations for salvage, stabilization and drying. The advice of a certified book conservator may be essential in order to safely carry out the most appropriate methods. If the material is frozen, freezer paper should be used between each volume to prevent sticking.

× Open or swollen volumes

× Vellum or parchment bindings or pages

× Leather bindings

× Fragile or brittle materials

× Materials with water soluble components (freeze these immediately)

Manuscripts and other materials in single sheets create particularly difficult problems if they have been scattered. An indication of the approximate location in which they are found during the salvage operation may be extremely helpful at a later date. Materials should never be moved from the site in large batches or left piled on top of each other, either at the site or in adjacent temporary housing, since the excessive weight of water-affected books and paper records can lead to severe physical damage.

Archival box files fare better than book material because their boxes are made of porous board stock that can be expected to absorb most of the water, protecting the contents. Each box should be carefully inspected and the box replaced if it is water saturated. Failure to do so will increase the risk of physical damage as boxes collapse form pressure during recovery, shipment and cold storage. Papers that are adhered together should be frozen. Often the freeze-drying will allow the papers to be separated without damage.

Coated papers are the most vulnerable to complete loss and should not be permitted to begin drying until each volume can be dealt with under carefully controlled conditions. The period between removal and freezing is critical. It may be necessary to re-wet them with clean cold water until they can be frozen. Coated papers must be separated immediately to prevent blocking. If sheets can be separated, they can usually be air dried successfully with some cockling. Cockled pages can be photocopied to retain intellectual content if the original does not need to be kept.

Freeze or dry within 48 hours. Don’t separate single sheets. Interleave between folders and pack in milk crates or cartons. Air, vacuum, or freeze-dry. Air dry flat in small piles (1/2 inch) or individually if possible. Change blotting material beneath the materials before it becomes soaked.

Table of Contents

Top of Page

Handle wet vellum, parchment and leather very carefully. Always use a support such as cardboard to handle this material. Do not open or close. Do not separate covers.

Wet vellum, parchment and leather should be air-dried where possible. A combination of tension and pressure drying may be required to dry this material successfully. Slow and gentle blotting of saturated areas can enhance drying.

Where freezing is necessary, vellum, parchment and leather items should be separated with freezer paper during packing.

× High Value, Historic, Monetary

× Irreplaceable, Manuscript or Autograph Materials

× Fragile Materials (difficult or impossible to recover)—Vellum covers, leaves of documents, books with covers that have "red-dot" and other significantly deteriorated leather (leathers after 1820), coated paper stocks (i.e. art books, glossy magazines or books with photographic reproductions from 1890 to 1950 particularly).

Sources Consulted:

National Archives and Records Administration

Library of Congress

× Fire damaged books should be handled as little as possible during the retrieval and recovery process

× All fire damaged material should be assumed to be fragile and handled as little as possible prior to treatment

× Wrap fire damaged books in clean unprinted paper or freezer paper and place between cardboard sheets for protection. Clearly label all packages

× Burned and wet books should be frozen for later treatment

× Do not wipe mold from wet (or dry) books

× Wet moldy books should be frozen, then vacuum freeze dried and fumigated before cleaning

× People with a history of allergies and respiratory illness should not handle or clean moldy items

(This list is for supplies that are to be used specifically for archival collections which includes rare books and manuscripts)

milk crates or cartons

white blotters (free of dyes)

flat boxes or covered plywood

freezer paper

silica gel

Polyethylene bags and/or sheeting

Dehumidifier

vacuum fitted with a HEPA filter

thermohygrograph or sling psychrometer

labels for milk crates

waterproof/grounded heavy-duty extension cords

absorbent paper towels or plain newsprint paper

plastic sheeting rolls of 3-5 mil thick plastic

recording supplies (including pad of paper, index cards, pens and water proof felt-tip pens)

crepe bandages for wrapping vellum books

Table of Contents

Top of Page

The best disaster preparation for electronic and magnetic media is BACKUP the data contained on these media. Backups depend on your local hardware and software configurations. With electronic media it is crucial that you try and be prepared for a failure, not if it will happen but when it will happen.

· If you are connected on a network, become familiar with the network’s backup procedures. Many systems do daily backups and also have drive areas where you can do additional backups.

· If you are a stand-alone, you should back up important data frequently. Familiarize yourself with your operating system’s backup software.

· Do not keep your backups in the same place as your computer. Store them off site.

· Know your vendor contractual agreements! Who is responsible for corrupt and lost data, which backs up tape data, etc.

· Realize that all equipment has a life span. Try and project when disks will fail. Read your warranties and manuals. Look at consumer ratings and tests.

· Someone in your organizational structure at various levels should have responsibility for systems and computer procedures.

· Training. Users should be trained in backup and disaster potentials and how your institution or department deals with them.

The following may occur alone or in combination:

· Water - intrusion of water or other liquids into areas or equipment.

· Fire - combustible or electric.

· Infrastructure outages - power outages, drops, surges, utility outages, telecommunications failure, corrupt data, etc.

· Hardware and software failures - numerous, hard to foresee; loss of gateway access, heat, magnetic destruction, hard disk failure, wear of equipment, etc.

· Sabotage by hackers, employees, users of systems, viruses, vandalism, etc.

· Accidental destruction of hardware, software, or data.

Table of Contents

Top of Page

FORMATS AND TYPES OF DAMAGE

Electronic and magnetic media is an area of development where formats are being upgraded and changed continuously. The special handling instructions listed below for this material reflect current thinking. During emergencies involving this material, care should be taken to ensure actions reflect technological change and treatments that are appropriate.

In General:

· Vacuum cleaners and other equipment with electric motors should not be used near magnetic media. Long suction hoses can be used to keep vacuum cleaners clear of this material.

· Chemical or abrasive cleaners should not be used.

· Hair dryers or other such equipment should not be used to dry these media.

Magnetic Media

· Wear gloves when handling.

· Avoid scratching the surface.

· Clean drive heads frequently.

· Do not use cleaners or hair dryers on these materials.

· Water is especially damaging to magnetic tape - the longer the exposure to water the greater the damage. Tape should be stored in watertight containers.

· Backup frequently.

· Success rates for salvaging tape are low and the process is very labor intensive. The possibility also exists of improperly handled tape damaging playback heads.

· Recommendation is to have these materials processed professionally.

Hard Disks

· Hard disks may not be able to be salvaged depending on the nature of the damage. Recovering data from a hard disk may require the use of the expertise that may be available to you via your institution’s computer systems office or a private company.

· Backup frequently.

Tapes

· The casing may protect the tape. If the tape is damaged remove from the case.

· Rinse in lukewarm water - leave wound on the reel.

· Place on blotting material to dry.

· Insert back in case - make a new copy.

· Do not use cleaners or hair dryer (air dry).

Diskettes

· Remove diskette from the case and bathe in distilled water.

· Dispose of the old casing.

· Dry with a lint-free cloth.

· Insert back in a new case (a case from an old disk is fine, just as long as it is dry) - make a new copy

· Do not use cleaners or hair dryer (air dry).

Table of Contents

Top of Page

Compact Disks

· Handle disks by the outer edges.

· On recorded side (no writing), working from the center of the disk in a straight line, wipe off

with a soft, dry cloth (lint-free is preferable).

· Use distilled water if available.

· Do not use cleaners or hair dryer (air dry).

Heat and Fire

· Heat and fire are extremely damaging to electronic media.

· Assess the damage. If it is determined that the damage is not severe, follow the instructions above for Water... damage.

· If damage is assessed as serious, no backups exist, and data is important, a conservator or other professional should be consulted.

Table of Contents

Top of Page

In-house resources you may already have access to, or can purchase reasonably.

Programs already on your computer that can be used to help recover files,

Directories, etc.

Examples: Backup - Diagnostics - Recycle bin - System information - Undelete.

Rescue Professional Computer File: Data Recovery Software. AllMicro, Inc., Clearwater, Florida. Recover lost data from physically damaged floppies and hard disks

LAN/WAN Systems. It is best to consult the person responsible for maintaining your Local Area or Wide Area Network.

Your organization/institution’s computer services/systems department.

Neaga, Gregor.

New Jersey: Prentice Hall, 1997.

ISBN: 0-13-754391-3

Toiga, Jon.

Disaster recovery planning: for computers and communication resources.

New York: John Wiley and Sons, 1996.

ISBN: 0-471-12175-4

Advanced Software Products Group

Providing software for capacity planning, storage administration, storage management, RACF, disaster recovery and Year 2000.

http://www.aspg.com

Business Protection Systems

Disaster recovery and business continuity planning software.

http://www.businessprotection.com

Caroline Pratt and Associates, Inc. (CPAI)

(CPAI) is a full service Emergency Preparedness, Business Recovery, and Life Safety Consulting Company with over 36 years of experience in emergency preparedness, emergency management and response. CPAI associates and instructors are highly skilled and experienced in the fields of emergency management, disaster response and recovery planning and training, life safety, emergency medical.

http://www.cpratt.com

CBL Data Recovery Technologies Inc - What We Offer

CBL Data Recovery Technologies are world renowned experts at recovering data lost due to file corruption, mechanical or electrical failure, virus activity, and system malfunctions.

http://www.cbltech.net/services.html

Disaster Recovery Yellow Pages

Tips on preparing your Disaster and Business Continuity Plan If you need to find a product or service pertaining to any aspect of disaster planning and recovery, please click on one of the categories below, or simply use our search engine. Section VI Alphabetic Listings Search Instructions: First, select whether you want to search for a product or service firm by Area Code, Company Name, or.

http://www.disasterplan.com/yellowpages

Disktek Data Recovery - Disaster Services - 1(888)839-0949

Disktek are world-renowned experts at recovering data lost due to file corruption, mechanical or electrical failure, virus activity, system malfunctions, accidental erasure.

http://www.disktek.com/disaster.html

Seagate Software
Planning, backup, data recovery and other computer management software.

http://www.seagate.com

http://www.seagatesoftware.com

Strohl Systems Group, Inc.

Business continuity software and services. Authors of LDRPS, disaster recovery planning system and BIA Professional, business impact analysis software.

http://www.strohl-systems.com

Symantec Corporation

Wide range of planning, backup, and recovery software for various formats. Norton Utilities, etc.

175 West Broadway

Eugene, OR 97401

Phone: 1-800-441-7234

http://www.symantec.com/us.index.html

Table of Contents

Top of Page

Blue Lightning Computers, Inc.

Phone: 301-513-9026

E-mail: info@blcc.com

URL: http://www.blcc.com

Services: Computer repair, data recovery, web page design, web server, and custom programming, technical assistance.

Data Recovery of Richmond

1601 Ware Bottoms Spring Road

Suites 207-208

Chester, VA 23831

Phone: 1-888-843-9562

URL: http://www.datalost.com

Services: emergency data recovery of all operating systems and media.

Area: Delaware, Maryland, North Carolina, Virginia, and West Virginia.

MC Computers - Computer Dr

P.O. Box 247

Burtonsville, MD 20866

Phone: 301-906-2489

E-mail: COMPUTERDR@prodigy.com

URL: http://www.computerdr.com

Services: On-site service, computer sales, upgrades, repairs, parts, trouble-shooting, data recovery, web site development, training.

Area: Maryland, Virginia, and D.C.

Table of Contents

Top of Page

Magnetic tape used in videos is similar in chemical composition to motion picture film and to microfilm; therefore, salvage methods are similar as well. Optical disc recovery efforts are similar to those used for magnetic tapes.

Priorities: Unique items or non-commercial tapes and films should be ranked first for recovery. Older tapes/film should be treated before new tapes/film. Commercial and non-unique tapes/film should be replaced if they are water damaged.

· Do not allow tape to dry out.

Any sediment in the contaminating water will dry onto the tape and be more difficult to remove.

· Rinse with distilled water at room temperature.

In a water disaster, videos and films can be immersed in water for several days if the water is clean.

· If water is muddy or sewage contaminated, use soapy water at room temperature to remove debris.

× Use just enough of a mild detergent (dish washing liquid that is dye free and perfume free is OK) that is required to remove any oils or greases from the tapes. When wiping debris from an optical disc, wipe from the center of the disk to the edge (NOT around the disk in a circular motion).

· Dry using air-drying, dehumidification or vacuum drying.

Do not use freezer drying, vacuum thermal drying, or vacuum freeze-drying. Freezing of tapes can actually cause more damage. When drying an optical disc, take care not to scratch the media with a towel.

· If a cassette has been exposed to water for an extended period of time, it may be necessary to open the cassette and check the condition of the cassette spindles and springs. If they show evidence of corrosion or rusting, they should be replaced.

· When all tapes and containers are dry, have the tapes cleaned professionally or use a special tape-cleaning machine.

Mold is attracted to magnetic tape-based materials and videotapes. Professional tape restoration firms to prevent loss of image, sound or information should remove mold.

· Properly equip recovery personnel with gloves, eye protection, dust/solvent mask with a HEPA filter, and a protective smock or lab coat. Inhalation of mold spores and bodies can be a significant health risk.

· Isolate the tape from unaffected tapes.

· Keep at a humidity <50% RH and a temp < 75 F

· Vacuum the mold from the tape pack or disk, avoiding direct contact. The vacuum should be fitted with a HEPA filter.

· Brush the remaining debris from the tape pack or disk.

Table of Contents

Top of Page

· Tapes that have experienced heat or fire damage can be re-spooled onto new tape reels if the old reels have warped or charred. Tapes in cassettes may need to be transferred to a new cassette if the cassette shell has warped.

· If the tape is "blocked" (the binder coating melted and the tape winds are stuck together), there is no way to recover the tape unless it has been backed up on another tape in another location.

· A slightly warped CD may still be playable, but the recovery of a severely warped CD may not be possible.

· For mild shock, re-tension the tape pack and re-spool to correct any shifts in the tape pack wind.

· If the tape reel or cassette has been damaged, the broken pieces should be replaced.

· In more severe forms of shock, re-splicing of the tape may be required.

· A shattered CD cannot be repaired.

· Soot or dust can be vacuumed from tapes, cassettes, or disks. Avoid contact with the material as much as possible.

· Soot or dust, which cannot be removed by vacuuming, can be wiped off with a lint-free cloth dampened with distilled water. Avoid getting the tape wet if it is not already wet.

· A tape that has been demagnetized inadvertently cannot generally be recovered with a commercial recorder. A special recorder capable of reading information from a tape with a significantly signal-to-noise ratio would be required.

· Stray magnetism is not a problem for compact discs.

Dehumidifier

Distilled water

Dust/solvent mask

Eye protection

Gloves

Lab coat

Lint-free cotton cloth

Mild detergent

Vacuum (with HEPA filter)

Table of Contents

Top of Page

Audio Mechanics (music and sound restoration)

Chace Preservation Services (sound and audio restoration)

NBD International, Inc. (water- and smoke-damage recover of videotape)

On track Data Recovery (magnetic media, computer tapes, hard drives and diskettes)

Sound Studios (sound restorations, classical music archives)

TekMedia (services and supplies for AV materials, particularly video)

VidiPax (video, magnetic media, some film)

Association for Recorded Sound Collections, Box 543, Annapolis, MD 21404-0543 phone (410) 757-0488

Gilles St. Laurent, Audio Conservator, National Library of Canada, 395 Wellington Street, Ottawa, Canada K1A 0N4 phone (613) 996-5423

National Center for Film and Video Preservation at the American Film Institute

2021 North Western Avenue, Los Angles, CA 90027 phone (213) 856-7637

National Media Laboratory, Box 33015, St. Paul, MN 55133-3015 phone (612) 733-7637

Kahn, Miriam B. Disaster Response and Planning for Libraries, Chicago: American Library Association, 1998

Van Bogart, John W. C. "Recovery of Damaged Magnetic Tape and Optical Disc Media", presented at Emergency Preparedness and Disaster Recovery of Audio, Film, and Video Materials, A Library of Congress Symposium – September 21, 1995.

Table of Contents

Top of Page

Not much can be done to save fire or water-damaged records and LPs. The heat from the fire will melt the plastic quickly, and prolonged exposure to water will warp the records beyond repair. To a large extent, these materials are considered NOT SALVAGEABLE. However, undamaged records with surface dirt can be carefully cleaned. Cleaning is best when performed by a sound conservator.

CAUTION: Always handle phonograph records by the edges and wear white cotton gloves to avoid fingerprints.

Wash records in a 1% non-ionic wetting agent in distilled water. Recommended are Kodak Photoflo solution or Lissapol TN450.

Use a clean soft brush to carefully remove dirt.

Keep vinyl, shellac, and acetate discs out of contact with water if at all possible, because they are very susceptible to damage from water. Do not attempt to wash these, but save for a conservator.

Wash the record with distilled water and set in a rack vertically to air dry, away from strong heat sources (high heat can warp records).

Soft brush

Clean distilled water

Vertical drying rack (i.e. dish rack)

Rubber gloves

Table of Contents

Top of Page

Because of the number of photographic processes and their wide variety, responsible advice for the emergency salvage of wet photographs is difficult to provide.

Minimize immersion time - photographs need to be dried as soon as possible or frozen.

Problems occurring from immersion - images separate from mounts, emulsions can dissolve away or stick together, staining can occur. Mold begins to grow within 48 hours at 60%RH and 70F. Mold causes permanent staining.

Prints should be salvaged first: exceptions include deteriorated nitrate and safety films.

These are extremely susceptible to water damage.

Processes that should be salvaged first: ambrotypes, tintypes, collodion wet plate negatives, gelatin dry plate negatives, lantern slides, deteriorated nitrate or safety films, autochromes, carbonprints, woodbury types, deteriorated or unhardened gelatin print, color materials. These will not survive any immersion.

Processes more stable in water: Daguerreotypes, salted paper prints, albumen prints, collodion prints, platinum prints, cyanotypes.

Separate photographs - if photos are stuck together, freeze (see below).

Drain off excess water.

Place face up on absorbent material (paper towels).

Curled photographs can be flattened later.

Place photographs in small plastic bags, several to a bag.

Interweave photographs with non-woven polyester material or wax paper (makes it easier to separate).

Thaw, then air dry - as a group of photos dries, peel apart, place face up on absorbent material.

Vacuum thermal drying (frozen material is thawed and dried in a vacuum) is not recommended for photographs. Gelatin photographs will have a tendency to severely mottle and stick together.

Photographs can be vacuum freeze dried (no thawing occurs). Gelatin photographs may mottle but won’t stick together.

Wet collodion glass plates must never be freeze dried, they won’t survive. Also true for ambrotypes, collodion lantern slides and tintypes.

Dried or frozen photographs are reasonably stable. They can be stored until a conservator can be consulted.

Table of Contents

Top of Page

Slides should be rinsed and dipped in "photo-flo" slide cleaner and air dried by hanging on a line or propped on edge.

Slides should be removed from frame for drying, then remounted.

Slides mounted between glass must be removed from the glass or they won’t dry.

If only outside of container is wet, dry and relabel.

If the film is wet, fill the can with cold water and replace the lid. Pack into plastic pails filled with cold water or cardboard box lined with garbage bags. Ship to film processor for rewashing and drying.

If the microfilm is still boxed, do not remove from box. Rubberband boxes, wrap five cartons of film into a block with plastic wrap. Pack the blocks into a heavy-duty cardboard box lined with three garbage bags; tie each bag separately. Ship to microfilm processor.

Pack and Freeze: Aperture cards, microfilm strips in jackets, diazo microfiche.

Aperture cards - remove film chips from mounts. Wash chips and dry them binder side up on absorbent material. Remount.

Microfilm strips in jackets - cut the strips from the jackets. Wash and dry the film and insert new jacket.

Diazo and vesicular microfiche - remove from enclosures. Inspect diazo films for blistering and delamination. If damaged, replace. Wash all damaged microfiche in cool clear water. Dry on absorbent material or hang dry on line.

Information provided by Northeast Document Conservation Center, Andover, Massachusetts 01810-1494 508-470-1010

Cinema Arts, Inc.

P.O. Box 70

South Sterling, PA 18460

717/676-4145

Repairs and duplicates all types of motion picture film.

Film Treat

42-44 Orchard Street - 4^th Floor

Long Island City, NY 11101

718/784-4040

Restoration of motion picture film.

Document Reprocesses

5611 Water Street

Middlesex, NY 14507

716/554-4500

Vacuum drying, cleaning, re-spooling and duplication of videotape.

Smolian Sound Preservation Studios

1 Wormans Mill Court #4

Frederick, MD 21701

301/694-5134

Restores most types of audio media.

Vidi Pax

420 West 31^st Street

New York, NY 10001

800/653-8434

Recovery of videotapes from fire and water damage.

WRS Film & Video Labs

1937 North Birchwood

Cherry Hill, NJ 08003

609/424-1336

Processes, transfers and restores all types of film, video and CD-ROMs.

Table of Contents

Top of Page

Eastman Kodak Company: Conservation of Photographs. Rochester, NY, Eastman Kodak Co., 1985.

Ellis, Margaret Holben. The Care of Prints and Drawings. AASLH Press, Nashville, TN, 1987.

Henderson, Kathryn Luther, and Henderson, William T. Conserving and Preserving Materials in Non-book Formats. University of IL, Urbana-Champaign, IL 1991.

Hendricks, Klaus B., and Lesser, Brian. Disaster Preparedness and Recovery: Photographic Materials. American Archivist, v. 46 no. 1 (Winter 1983), pp. 52-68.

Smithsonian Institution. Photographic Negatives in the Juley Collection: Their Care and Preservation. Slide/Tape program, approximately 30 minutes long.

Swan, Alice. Conservation of Photographic Print Collections. Library Trends, v. 30, no. 2 (Fall 1981), pp. 267-296.

Weinstein, Robert A., and Booth, Larry. Collection, Use and Care of Historical Photographs, AASLH, Nashville, TN 1977.

Wilhelm, Henry. The Permanence and Care of Color Photographs: Traditional and Digital Color Prints, Color Negatives, Slides and Motion Pictures. Preservation Publishing Company, Grinnell, Iowa, 1993

Conservation OnLine - http://palimpsest.stanford.edu

National Archives - http://nara.gov/

National Media Lab - http://www.nml.org

Table of Contents

Top of Page

Planning is imperative in displaying sculpture. Dollies will be needed for removal as well as an escape route with no stairs. Pedestals with wheels are useful, along with being displayed on the first floor. Things to keep on the premises: blankets made of a fireproof material, dollies, and a crane. Most importantly the artist must record, photograph and insure all works of art. Coating the sculptures with a protective wax goes a long way in the preservation of the sculpture. Sculptures should be cleaned and coated every year. The coating of wax seals the pores of the sculpture. Before starting on any conservation, the artist, if possible, should be contacted first.

Wood sculptures must be removed first, and are usually quite heavy.

Plastic sculptures have no chance of survival unless removed in the early stages of the fire. Their weight is light and can usually be carried. Keep in mind that plastics do emit toxic fumes while burning.

Copper and soft metals (lead, tin) suffer substantial damage depending on time of exposure to the fire.

Bronze, steel and iron will suffer surface damage but can withstand heat fairly well. They will develop a patina on them. Bronze melts at 1700 F and steel and iron above 2000 F. Damage will occur by things falling on them, or by falling to the ground if their pedestal is destroyed.

Stone will crack under heat and their surfaces will be affected (depending on the kind of stone). Sculpture will be extremely heavy so a pedestal with wheels and location are key to their survival.

Sculptures located in seaside towns are very prone to damage from the chlorides from the ocean water. They will definitely need a cleaning and protective coating of wax every year.

Plastics and stone do well in water.

Bronze will not be affected much although long exposure will create a patina on the surface.

Steel and iron will rust from exposure to water. Salvage these sculptures by cleaning them by sand blasting or chemical solutions.

Dust carries pollutants such as sulfates and nitrates, which when mixed with water from humidity or rain, turn into sulfuric acid and nitric acid. These are very abrasive to metals, and stone. If not treated, the acids will eat away at the material, leaving rivets in the copper, bronze, marble and stone sculptures. The acids will consume the metal sculpture right through to its hollow core. For protection, clean and coat with butchers wax etc. to seal the surface of the sculpture. The sculptures need to be cleaned and recoated with wax every year.

Stone and plastic can be washed.

Bronze, wood and steel can be dusted with dry cloth and chemicals.

Sculptures placed on pedestals filled with sand will sink into the pedestal instead of falling off.

Sculptures can be bolted to their pedestals or adhered with a wax called quake wax.

Very tall sculptures are better off being placed in a Plexiglas covering instead of being bolted down.

Sculptures in storage should be placed in boxes, covered with plastic wrap. Ideally, every sculpture should be stored on its own dollies.

National Museum of Art - SOOS (Save our outdoor sculpture)

202.357.2700

Hirshorn Conservation Lab - Mr. Lee Aks

202.357.3268

International Sculpture Center

202.965.6066

Schodek, Daniel L., Structure in Sculpture, The MIT Press, Cambridge, Massachusetts, 1993.

Johns, Denny A., Principles and Prevention of Corrosion, Prentice Hall, Inc., Simon & Schuster, New Jersey, 1992.

Guide to Copper Casting Alloys, Their Selection, Processing and Use, American Smelting and Refining Company, 120 Broadway, New York, NY.

Table of Contents

Top of Page

Separate the merely wet paintings from those with structural damage. Structural damage are tears in the canvas, flaking, lifting, and dissolving of paint and ground layers. Consult a conservator for these paintings.

The treatment of items of high monetary, historic, or sentimental value should only be performed in consultation with a conservator.

Remove the backing material from the frame. If the item is not stuck to the glass, carefully remove it from the frame and air dry. If the object appears to be stuck to the glass, do not attempt to remove it from the frame.

Works on canvas or cloth (acrylic or oil).

If the painting is on an easel, transport horizontally, with the image facing upward. If unable to do this, carry painting facing you, holding sides of frame with palms of hand.

Use more then one person to transport the larger paintings.

Water damage must never be frozen. Air dry immediately.

Paintings should be unframed before drying, but not removed from stretcher.

Structurally sound paintings should be dried flat and face down on clean, padded surfaces, followed by a layer of Japanese tissue paper. Make sure tissue paper is not wrinkled.

Cut blotters to the inside dimensions of the stretcher frame.

Cut a sheet of plywood or thick masonite to the same dimensions, or smaller to fit inside the stretcher keys.

Cover the back of canvas with a blotter (abut blotters end to end for a large canvas), then the board, and finally weights.

Change the blotter frequently until the canvas is dry. If the tissue on the face of the painting sticks to the paint layer, leave it in place.

Do not separate sheets that are stuck together.

Do not blot the surface of artworks on paper that have water-soluble media.

Interleave artworks in a folder.

Transport artworks flat with supports or in their containers.

Artworks should be air-dried.

Artwork that has mold, warped, saturated backings and works that are stuck together, it may be appropriate to freeze and vacuum freeze dry.

To dry paintings with high or fragile impasto layers, consult a conservator.

Table of Contents

Top of Page

Mayer, Ralph, The Artist’s Handbook of Materials and Techniques, The Viking Press, New York, 1981.

Emile-Male, Gilbert, The Restorer’s Handbook of Easel Painting, Van Nostrand Reinhold Company, New York, 1976.

Hours, Madeleine, Conservation and Scientific Analysis of Painting, Van Nostrand Reinhold Company, New York, 1976.

The American Institute for Conservation maintains a referral list of conservators who will be able to provide guidance for treating private collections 202.452.9545

Katherine G. Eirk

Bethesda, MD

301.571.9764

Meredith Mickelson

Bethesda, MD

301.229.683

Kendra Deerenee Lovette

Baltimore, MD

410.764.6770

Kitty Nicholson

Washington, DC

202.501.5360

Antoinette Dwan

Washington , DC

202.357.3241

Terry Boone Wallis

Hyattsville, MD

202.707.5634

Ann I. Seibert

Washington, DC

202.707.5634

James von Ruster

Washinton, DC

202.965.1818

Table of Contents

Top of Page

Absorbent material such as unprinted newspaper, blotters

Paper towels

Clean cloths

Wax paper or non-woven polyester material

Vacuum freezer

Artists' brush or soft cotton

Photo-file slide cleaner

Plastic pails

Cardboard cartons

Garbage Bags

Labels

Rubberbands

Plastic wrap

Heavy duty cardboard boxes

Garbage bags

Blotters

Plastic sheeting

Japanese tissue paper

Plywood or masonite

Weights

Pedestals with wheels

Fire proof blankets

Dollies

Crane

Sand blasters

Chemical cleaners for metals

Table of Contents

Top of Page

There is a wealth of information available online to use in developing an emergency preparedness and response plan. The following list contains sources that can be used as starting points for preparing a plan to meet the specific requirements of an individual library:

The American Library Association maintains a Disaster Preparedness Clearinghouse for Library Collections & Technical Services, on the American Library Association homepage. This site, which contains links to disaster preparedness sites and provides a list of disaster planning resources, is located at:

http://www.ala.org/alcts/publications/disaster.html

CoOl – Conservation OnLine: Resources for Conservation Professionals, a project of the Preservation Department of Stanford University Libraries, provides full-text of documents relating to disaster planning and response. Among the useful documents that can be accessed are:

1) Smithsonian Institution Staff Disaster Preparedness Procedures

2) Peter Waters’ Procedures for Salvage of Water Damaged Library Materials

3) Betty Walsh’s Salvage at a Glance (this is listed with other articles published by the Western Association for Art Conservation)

4) Disaster plans prepared by libraries and other institutions.

The CoOl site can be found at:

http://palimpsest.stanford.edu/

The Disaster Services section of SOLINET’s Preservation Homepage includes a list of leaflets that are available online. Two of the leaflets provide guidelines for disaster planning:

1) The Disaster Planning Process

2) Contents of a Disaster Plan

SOLINET’s Disaster Services page is located at:

http://www.solinet.net/presvtn/disaster/disastsv.htm

The Northeast Document Conservation Center maintains a Disaster Assistance site, which includes a useful Worksheet for Outlining a Disaster Plan. The NDCC web site is at:

http://www.nedcc.org/disaster.htm

The Emergency Response and Salvage Wheels, developed by the National Task Force on Emergency Response, provide guidelines for steps to be taken during the first 48 hours following an emergency. Order information for the wheels is available at:

http://www.heritagepreservation.org/programs/tfwheel.htm

The Federal Emergency Management Agency (FEMA) site has an interactive version of the Emergency Response and Salvage Wheels at:

http://www.fema.gov/

The Disaster Mitigation Planning Assistance Website is a joint project of Michigan State University Libraries and the Center for Great Lakes Culture. Many other institutions and individuals have also contributed to the success of this website, providing information on suppliers and services for disaster recovery.

Table of Contents

Top of Page