Facilities Management - Disaster Recovery Plans
Notify DART Team and activate DART Plan
(Remember: Consult attached telephone list for contacts and telephone numbers).
- Notify Facilities Management.
- Notify University of Arizona Risk Management, who in turn will notify Arizona State Risk Management.
- Notify Library Subject Specialists and "inhouse evaluation experts." Inhouse evaluation experts include Steve Bosch (Main Library), Roger Myers (Special Collections), and Amy Rule (Center for Creative Photography).
- If appropriate, and only after consulting with University of Arizona Risk Management and State Risk Management, notify BMS Catastrophe or other disaster response consultants. In any "Major" disaster (more than 1000 collection items) our priority will be to outsource damaged materials. Outsourcing is also an option in "Moderate" (between 100 and 1000 collection items) or "Minor" disasters (fewer than 100 items) dependent on the value or rarity of damaged materials.
- If appropriate, notify refrigerated trucking company (see attached telephone list).
- Disaster Response supplies can be found in the Library Loading Dock area located in B107. (Additional items, including dehumidifiers are located in Special Collections and the Center for Creative Photography. A supplemental list of all Disaster Response supplies is found in the DART Plan).
- Use cameras to document effected areas and all disaster response activity (cameras are located in LIST, Special Collections, and the Center for Creative Photography).
- Members of DART Team should meet periodically on a daily basis to assess needs, determine priorities, and coordinate response activities.
- Meeting times should be scheduled at the discretion of the Recovery Coordinator, but recommended times include: 9:00 am, 12:00 pm, and 4:00 pm.
- Establish clear lines of communication between members of DART Team.
- It is recommended that members of DART Team carry cell phones or "walkie talkies" to maintain contact with one another.
- Notify Library Circulation and Inter-Library Loan that effected areas of Library will be cordoned off due to disaster response and recovery activities and that specific collection items will not be available for public use.
- The Recovery Coordinator and the Special Assistant to the Dean should coordinate all contact with the press and media.
- Periodically check the floor immediately below the effected area for water damage and seepage.
- Take appropriate action to cover, remove, or protect vulnerable collections, computers, furniture, etc.
- Establish "Primary Triage Work Area[s]" and identify "Secondary" processing areas. Install and activate fans and dehumidifiers in the Secondary processing areas.
- The Primary Triage Work Area[s] should be established as close to the disaster environment as possible. Recommended Primary Triage Work Areas on each floor of the Main Library include the bricked floor areas in front of elevators.
- Secondary-processing areas should be located in closed environments. Recommended Secondary processing areas in the Main Library include the 5th floor Staff Lounge. Other recommended areas include study rooms, breakout rooms, etc.
- In the Branch Libraries, recommended triage areas include the Special Collections' classroom and reading room; the CCP loading dock; the Music building's practice rooms; and the Science and Engineering Library's study and meeting rooms.
- Doors to Secondary processing areas should be closed, ventilation systems turned off or blocked, and fans and dehumidifiers installed and activated.
- Identify and cordon off effected areas.
- Remove all collection materials from stacks to book trucks.
- If necessary, remove computers and furniture.
- DART Team members and TST staff will supervise removal activities.
- In the "Primary Triage Work Area[s]," TST staff, DART Team members, Library staff, student workers, and temporary workers will identify, inventory, and box "soaked" or obviously wet collection materials:
- TST staff, DART Team members, Library Subject Specialists, and Library staff will identify soaked or wet items.
- To inventory soaked or wet collection materials, TST will check out all soaked or wet items. Wet or soaked materials should be checked out to a TST disaster account.
- Following the check out procedure, wet items should be wrapped in freezer paper (wax side toward books) and boxed immediately for freeze-drying. Student workers, temporary workers, and available Library staff will box wet books. Box all books spine down. Allow 1/8 inch between each wrapped book.
- Boxes, with lids in place, should be removed immediately to the Library Loading Dock for transportation to treatment center.
- Remaining items should be removed to Secondary processing areas:
- Using the moisture meters, "damp" items should be identified and kept in the secondary processing area; "dry" items should be isolated, and at an appropriate time, returned to stacks. (Wet or soaked items register 8 - 12 on the meter scale. Damp items register 5 - 7 on the meter scale).
- If wet or soaked items are identified, return items to the Primary Triage Work Area for processing.
- Maintain damp items in Secondary processing areas for a period of at least 4 days.