Disaster Prevention and Planning
Planning and Preparedness: the Disaster Planning Process
1. Assign responsibility
Form a disaster committee. Think in terms of tasks instead of people, and cross-train staff.
-
Pocket response plan. Although this template was designed for state archives, it is easily adaptable to other institutions.
-
5. Establish goals and timetable
Set deadlines for all planning steps. Make them realistic.
6. Develop reporting schedule and lines
Assign tasks to committee members. Decide who the main contact/leader is: the disaster team leader? the library director? Make sure that you identify a back-up contact/leader.
7. Create a communications plan
A good communications plan will cover a wide range of scenarios, including disasters that affect a single building or part of a town, as well as a disaster that requires a wide area evacuation. Establish a means to communicate with your staff if traditional means of communications are not working. In the event of a localized disaster, consider using the following:
If staff has to evacuate in the event of a more serious regional disaster, more extreme measures should be in place to facilitate communication. Do you have emergency contact information for your staff if they had to leave town? Who could you contact to find out where they are located? How will you reassemble your staff if they are scattered across the country? How will you let them know when it is safe to return? In the event of a wide-area evacuation, consider using:
8. Assess the collections and set salvage priorities
Identify the most important collections and records. Factors to consider include
- composition of the materials
- availability of recovery services
- importance to users, research, curriculum
- uniqueness
- vital pr permanent records
- ease of salvage
- level of possible contamination
- number of workers
- costs of salvage/replacement
9. Determine and rank potential hazards
Know your vulnerabilities. Inspect the building and systems maintenance schedules. Consider location. Identify past disasters and their likelihood of recurrence.
Fire Risk Analysis Questionnaire for Small Museums
Fire Safety 101: A Fire Safety Self-Inspection Checklist
10. Assess prevention and protection needs
Make lists of Disaster Supplies and Services. Know where to get them or who to call.
Decide which supplies will be stored onsite. Establish relationships with disaster recovery vendors. Consider creating a pre-disaster contract for recovery and/or debris removal. Questions to ask a vendor
11. Consider financial implication
Know how much money is available and who can access it
Before and After Disasters: Federal Funding for Cultural Institutions
12. Write the plan
Contents of a disaster plan
D-Plan: a free web-based fill-in-the-blank program for writing disaster plans for libraries and cultural institutions. A copy of your institution’s plan will be stored on a secure server.
Other resources
13. Distribute the plan and train staff
Every department should have a copy. Keep a copy of the plan at home or somewhere off-site. Mock disaster drills can demonstrate salvage techniques and emulate the chaotic nature of a real disaster.
Disaster preparedness and recovery classes
Developing a Disaster Plan classes
Disaster plan exercise
14. Test the plan and revise as needed
What worked? What did not work? Update on a regular basis (at least once a year) and after a disaster.
15. Document and assess the process
Planning for Hurricanes
Before the Storm: The Countdown (excerpt from Hurricane! Surviving the Big One! A Primer for Libraries, Museums, and Archives by Michael Trinkley, Chicora Foundation) Federal Emergency Management Agency 2007 Hurricane Season
Hurricane Plan Checklist
National Hurricane Center
