University of Northern Colorado. Music Library. Emergency Response Plan

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1 University of Northern Colorado Music Library Emergency Response Plan July 5, 2000 (Rev. 12/03)

2 Table of Contents Authority and Organization...2 Emergency Response Contact Phone Numbers...4 Disaster Potential and Related Events...5 Bomb Threats...6 Earthquakes...8 Rainfall and Precipitation (General)...10 Severe Weather Notification...11 Snow and Severe Winter Weather...12 Tornados and Damaging Winds...13 Water/Flood Disaster...14 Mold Damage...18 Power Outages...20 Data Integrity and Library Service Restoration...21 Personal/Property Safety...22 Fire...23 Evacuation of Campus...24 Bibliography...25 Vendors of Services/Organizations/Consultants

3 Authority and Organization for Response to Emergencies General Organized response to an emergency requires clear understanding of Library Staff responsibility. This Emergency Response Plan describes the UNC Music Library's emergency response to cope with hazards that threaten the staff, library patrons, the collection, and the building. This Emergency Response Plan accommodates a wide range of emergency situations, from relatively minor to very serious. Since specific response action and activity will vary with the severity and complexity of the emergency, judgment based upon the circumstances is necessarily exercised by those responsible for response services. Should the situation demand, the building or portions of it may be closed to everyone except authorized investigative, medical or maintenance personnel. This Emergency Response Plan covers situations immediately relevant to the Music Library only. For further information, please consult the University Libraries Emergency Response Plan. Organization Immediate responsibility in the case of all emergencies rests with the highestlevel Music Library employee on duty at the time of the emergency. This may be the Music Librarian, a Music Library Technician, or a student worker. However, it is the responsibility of the highest-level employee on duty to contact the Music Librarian and/or the Dean of University Libraries (1-2601) as soon as possible for further instructions. The Dean of University Libraries has overall authority for emergency response services and will be aided by an Emergency Response Committee. Other individuals from the university or outside agencies may aid the Emergency Response Committee in planning and responding to the situation. The Emergency Response Committee shall consist of: Associate Dean of University Libraries Head of Library Administrative Services Library Administration Administrative Assistant Library Administration Program Assistant Head of Music Library Music Library Technician/Circulation 2

4 Music Library Technician/Technical Services Head of Information Technology And other personnel deemed appropriate 3

5 Emergency Response Contact Phone Numbers Skinner Music Library Emergency Response Plan, p. 4 revised) Name Title Office Phone Number Helen Reed Interim Dean of University Libraries Joan Lamborn Head of Library Administrative Services Home Phone Number (970) (970) (970) (970) Diana Algiene-Henry Business Manager/Bldg. Rep. (970) (970) Kalen May Library Administration Administrative Assistant (970) (970) Stephen Luttmann Head of Music Library (970) (970) Sharon Lantz Library Technician, Circulation (970) (970) Leah Bookman Library Technician, Technical Services (970) (970 Naomi Johnson Library Technician, Technical Services (970) (970) Eddie Maxwell Head of Library Technology/IT Professional III (970) (970) (970) Rev 4/10

6 Disaster Potential and Related Events I. Water-Related Events Music Library building From the time the Music Library first opened, rainfall has caused constant annoyance, as some of the window frames and/or portions of the roof have yet to be adequately sealed. Facilities and Operations continue to work to seal all leaks but new leaks continue to form. Fortunately, damage to date has been limited to the deterioration of woodwork (window frames and sills), and major damage seems unlikely as long as windows are not broken. However, it remains necessary to monitor problem spots carefully at the first sign of rainfall, remove leakage promptly and notify the custodians to take measures to protect the woodwork in the absence of Music Library staff. Malfunctioning of the sump pump in the basement resulted in floor water in the mechanical rooms and odor problems in parts of the basement and in the stairwells during the winter and spring of 1998/1999. These problems have been satisfactorily remedied. II. Air Quality Problems See the second paragraph of "Water-Related Events," above. 5

7 Bomb Threats All bomb threats should be considered real until proven otherwise. If you receive a bomb threat telephone call, be calm, and courteous. Listen to everything that the caller says, do not interrupt, and note the time of day. As he or she talks, try to record as much information as possible without becoming distracted from what is being said. When the caller appears to be finished attempt to obtain further information as listed below. Do not attempt to search for the bomb. When a bomb threat is telephoned in attempt to get the following questions answered: 1. Where is the bomb? 2. Where is the bomb located? 3. When will the bomb go off? 4. How much time is left? 5. What kind of bomb is it? 6. What does it look like? Once the telephone conversation is completed, call University Police at Give the exact location of the threatened area. 2. Describe in detail the threat and claimed time of explosion. 3. Follow the directions given by the police. The police will determine if the building is to be evacuated. 4. Call library administration and relay all information, including any directions given by the police. As soon as possible, write down as much of the following information as you can obtain/remember: 1. Age and sex of the caller. 2. Voice characteristics male, child, female, loud, soft, pleasant, deep, nasal, intoxicated, high, raspy, etc. 3. Speech characteristics fast, slow, lisp, stutter, distinct, distorted, slurred, etc. 4. Background noise office machine, factory machine, music, animals, party noise, trains, planes, voices, quiet, traffic, etc. 5. Type of accent local, foreign, ethnic, etc. 6. Manner characteristics calm, angry, rational, irrational, coherent, incoherent, deliberate, emotional, laughing, serious, etc. 7. Exact wording of the conversation. 6

8 If the bomb threat is delivered by note or letter, follow the procedures listed below: 1. Place the letter in a clean plastic bag and do not handle it any further. 2. Note any information concerning its receipt. 3. Immediately call University Police at Give the exact location of the threatened area. 5. Describe in detail the threat and claimed time of explosion. 6. Follow the directions given by the police. The police will determine if the building is to be evacuated. 7. Call the University Library administration and relay all the information and steps you have taken to notify the police. If a bomb goes off in the building, follow the procedure listed below: 1. Pull the nearest fire alarm. 2. Call the University Police at 911. If possible, call from the library; otherwise call the police after evacuating the building. 3. Follow the procedures for evacuation and any instructions from the police. 4. Inform the library administration of the situation. 7

9 Earthquakes An earthquake is often announced by a loud noise like the rushing of a train. Initial earth movements and swaying of structures caused by an earthquake could be followed some time later by aftershocks, usually of decreasing severity. The actual movement of the ground in an earthquake is seldom the direct cause of death or injury. Most casualties result from falling objects and debris because the shocks can shake, damage, or demolish building and other structures. I. During an earthquake 1. Remain calm; don t panic. 2. Take cover under a strong support structure such as a table, bench or within a doorway. The strongest points of a building are the doorframes and inner core. Always keep away from glass, windows, outside doors, lighting fixtures, book stacks, electrical wires, and anything that has the potential to fall. 3. Keep away from shelving ranges, which can twist, and collapse and cause serious injuries. 4. If outside the library, stay there and move away from the building to avoid crumbling walls and falling debris. Stay away from power lines and dangling electric wires. 5. Wait for the tremor to subside and falling objects to come to rest. II. After an earthquake 1. For small quakes with no apparent damage, return to normal activities but assign staff to survey the entire building for possible damage, such as leaking pipes, fallen books, etc. 2. If leaking water pipes are discovered, notify proper authorities and see the section on flooding. 3. If other serious damage is discovered, notify proper authorities. 4. For large quakes with serious damage, the following steps should be taken: 8

10 a. As soon as it is safe, evacuate the building and do not reenter until it is safe to re-enter or the building has been declared structurally sound. b. Notify police as soon as possible for instruction. c. Be alert for potential strong after-shocks which may cause fire and water damage. d. Listen to news reports and to the local radio stations for emergency information. III. Safety Precautions During and after an earthquake follow the safety precautions listed below: 1. Never jeopardize your own safety or that of others. 2. Never re-enter the building in the event of a large quake, until the building is declared structurally sound. 3. Never use elevators. 4. Never enter a flooded area until you have clearance particularly if electricity is involved. 5. Never use running water or toilets if the water or sewage lines are broken. 9

11 Rainfall and Precipitation (General) Some of the windows, and portions of the roof, remain permeable by rainfall and other precipitation. Consequently, the following actions should be taken whenever there is the possibility of water damage from the air: Monitor problem spots. At the first sign of precipitation, and every 15 minutes thenceforth until rainfall ceases or the Music Library closes for the day, Music Library staff (or, if no staff is on duty, one of the student workers) will monitor the condition of all windows. Control damage. If leakage is discovered, Music Library staff will set down towels to absorb leakage and, if necessary, procure fans from the basement to expedite drying. Plastic should be set down whenever feasible. Record damage. Leaks should be traced to their source whenever possible, noted on the window frames by Post-Its, and recorded in a log. Notify custodial staff. Notify custodial staff upon their arrival in the evening, and ask them to take whatever damage control measures they deem necessary (drying, oiling, further monitoring of situation). Notify Library Administration. Call Library Administration (1-2601) and report the problem and what action has been taken; Library Administration will contact Facility Operations for service. 10

12 Severe Weather Notification Facility Operations and University Police Department will monitor severe weather conditions. The decision to close the University is made by the Vice President for Administration. Radio and television are your best means of getting information. When possible, day closures will be announced between 6:00 a.m. and 8:00 am. Evening closures will be announced by 4:00 p.m. If a severe weather warning is issued while you are on campus, remain in the building and await further instructions. Make contact with University administration through one designated party in your facility or monitor the stations listed for instructions. Radio and TV Stations First Notified: KUNC 91.5 FM Other Radio Stations Notified (Information may be delayed): KFKA 1310 AM KCSU 90.5 FM KTRR FM KOA 850 AM KYGO 950 AM and 98.5 FM KCOL 1410 AM KUAD 99.1 Television Stations Notified: KCNC Channel 4 KMGH Channel 7 KUSA Channel 9 11

13 Snow and Severe Winter Weather Snow and severe winter weather events may be classified as Phase I, II, or III emergencies based on local and regional conditions. Phase I Snow Emergency This classification is used when the situation requires no resources beyond those normally scheduled. Travel is possible but difficult in some areas. The safety of people on campus in minimally threatened by the conditions. Essential and emergency resources are readily accessible, snowfall is three inches (3 ) or less, and no extraordinary complicating conditions exist. All library personnel are expected to report to work at their normally scheduled times. Phase II Snow Emergency This classification is used when the situation requires more resources than can be applied. During snowstorms, travel is generally difficult and snow removal cannot keep pace with snowfall. Icy conditions, where traction and vehicle stability are seriously impaired, may qualify for this level of alert. Walking and bicycling may be impaired and unsafe for certain members of the community. Conditions such as black ice, high winds, poor visibility and extremely low chill factors may be present. The safety of people on campus is not overtly threatened unless they are acting outside the range of sensible behavior. Emergency and essential resource may be delayed in reaching campus because of the current conditions. All library personnel are expected to report to work unless the university has been declared closed or the supervisor has approved an alternate work schedule. Phase III Snow Emergency This classification applies to the situation where snow removal has stopped or is seriously impaired. The National Weather Service or other recognized authority has declared the storm a severe winter storm. Travel of any sort is dangerous. External resources to support the normal operation of the campus may not be available. Health and life safety may be threatened because essential and emergency resources are at maximum capacity. Under these circumstances, the University Libraries will be closed and library personnel are not expected to report to work. Closure of the university will be announced through radio and TV stations (see section on Severe Weather). 12

14 Water Damage due to Snow Melt Damage to the building or the collection may be caused by sudden snow melt or leakage through the roof or windows. Depending on the extent of the damage, parts of the building may be closed off. Please refer to "Rainfall and Precipitation (General)," above, and the "Water/Flood Disaster Plan," below. 13

15 Tornados and Damaging Winds During threatening weather, tornados and damaging winds can occur suddenly so personnel are encouraged to use their personal or department radios to listen to local radio stations when storms move into the area. A tornado warning indicates that a tornado has been sighted or spotted on radar and immediate action is necessary. In the case of a tornado or damaging winds, the safest place for people is the interior area of the lower most level of the structure, away from windows. Upon notification of a Tornado Warning from the UNC Police Emergency Notification System, radio broadcasts, and/or an employee/patron sees a tornado coming, library personnel and patrons will be instructed as follows. 1. Music Library staff will announce that everyone should quickly, without panic, proceed to the Circulation Desk, and then usher patrons through the Work Room and downstairs to the basement. 2. Patrons and personnel should remain in the basement until the danger has passed. 3. If time permits, Music Library staff should take the following items with them to the basement: radio, water bottles, coats, first aid kit, and any available food. 4. After the danger has passed all personnel should report to the circulation area or in the case of structural damage to the north lawn. 14

16 Water/Flood Disaster Plan The most prevalent of natural disasters to library holdings is damage caused by water. Severe storms can cause wind and water damage with broad consequences. Wind forces water entry into buildings by creating structural openings or forcing water into those openings that already exist. In addition, there is water damage caused by water breaks, underground seepage, leaking roofs, faulty drains and sewers, water used in air handling systems, dripping pipes, and fire department operations. Water has the potential for causing extensive and irreparable damage to a library s collection. The damage extends not only to the damage caused by the water but sets up the potential of damage due to mold spores. The following is a guideline that will be initiated when major or severe damage is caused by water. The Emergency Response Committee will determine the extent of recovery operations. I. Pre-Planning and Prevention: The purpose of pre-planning and prevention should be: 1. To minimize personal injury or even the loss of life. 2. To stabilize the environment to prevent further damage or growth of mold. 3. To protect library property with a minimum of damage. 4. To restore normal operations as soon as possible. When possible, assess the natural disaster history of the area: 1. What is the water table level? 2. When was the last flood, hurricane, or tornado? 3. Are there any dams or ditches nearby? 4. Inventory the in-house water damage potential. 5. Breakage in water mains, HVAC and sprinkler systems, floor drains, toilets and fountains, etc. Assess storage locations: 1. Avoid basement storage since these areas are likely to contain overhead pipes. 2. Water will flow to lower levels. 3. Avoid areas adjacent to or beneath kitchens, restrooms, air conditioning units, and other sources of water. 4. Regularly schedule checks for leaks. 15

17 5. If material must be temporarily placed on floor, place on pallets. 6. Boxed, wrapped, or otherwise protected materials are more resistant to water damage. List, inventory, and collect needed in-house emergency equipment and supplies: 1. Portable generators, in case a power failure occurs. 2. Pumps, to remove large quantities of standing water. 3. Wet/dry vacuum, to remove standing water. 4. Fans, to circulate the air. 5. Thermometers, hygrometers, hygrothermograph and/or sling psychrometer, to measure the temperature and humidity. 6. Radio. 7. First aid kits. 8. Duct tape. 9. Freezer paper or wax paper. 10. Buckets and mops. 11. Ladders. II. Initiation of Emergency Plan as determined by the Emergency Response Committee or Library Administration official: 1. Do not allow anyone into the area until it has been declared safe. 2. Dress appropriately. 3. Wear sturdy shoes because of possibility of glass and other hazardous materials. Electrical concerns: 1. Do not enter any area with standing water until the status of the electrical system is determined and an OK is given that power is off. 2. Do not touch switches, outlets, or electrical equipment in water-damage situation with wide-spread power outage; turn off power, and do not turn on until it is safe to do so. Emergency Response Committee will decide on the following: 1. Level of damage 2. On-site air drying. 3. Off-site freezer facility. 4. Assembly of work crew, assigning duties, and supervision. 5. Damaged materials flow. 16

18 Stabilize Environment, Restore Area: 1. Remove water, as soon as safe, using mops and wet vacs. 2. Retard mold growth by lowering temperature and relative humidity. 3. Turn off heat in winter. 4. Turn off air-conditioning in summer. 5. Open windows and doors and use fans to facilitate air circulation. 6. Mold (mildew) can remain dormant for years and the spores will grow if the environment is right. 7. Mold is easier to remove when dry. 8. If necessary use paper impregnated with fungicide or do fungicidal fogging. 9. Separate affected materials. 10. Remove any wet debris and carpeting (depending on extent of damage). III. Recovery and Salvage Procedures: Use of plastic sheeting if not enough time or personnel to move holdings 1. Use heavy plastic over shelving. 2. Weigh down the plastic with bricks. 3. Plastic should go to the floor to prevent splash back. 4. Be careful of water that might pool on top of sheeting. 5. Plastic, scissors, and tape should be stored in or near every stack area. 6. Be cautious of creating damp stagnant air pockets under plastic sheeting with the accompanying danger of mold growth. 7. Do not cover more than 48 hours, or check every 12 hours for mold growth. Salvage options: The Emergency Response Committee will decide on the best method of salvaging damaged materials. Depending on the extent of the damage, access to equipment, value of materials, and type of materials will dictate which method should be used. 1. Vacuum freeze-drying This method is the safest and most successful but is the most expensive. This process operates under high vacuum and high heat, and turns the crystals in and on the frozen materials to water vapor. The vapor is then collected on a cold panel that has been chilled. 17

19 2. Vacuum drying This involves the placement of wet materials in a chamber that pulls the moisture by means of a vacuum. Because the heat involved is damaging to the materials, this method should be used only when no other alternative is readily available. 3. Freezing Freezing wet materials will stabalize them and provide with time to determine the course of action. Mold will not grow and further deterioration from water will be prevented in a frozen state. 4. Air drying Air drying should be performed in a stable environment to restrict the growth of mold. The ideal environment for air drying is degrees F. and 25 35% RH. Do not, under any circumstances: 1. Attempt to open a wet book. 2. Attempt to close an open book that is swollen. 3. Use mechanical presses on wet materials. 4. Attempt to separate books that are stuck together. 5. Write on wet paper. 6. Use bleaches, detergents, water-soluble fungicides, adhesives of any kind, paperclips or staples on wet materials. 7. Use colored paper with wet material. 8. Pack newly dried books in boxes or leave unattended for more than 2 days. Post-Damage Procedures: 1. Regular monitoring of the area for any after-effects or continuing problems. 2. Damage and salvage assessment. 3. Update Disaster Response Plan based on this experience. 4. Assess and restock supplies and equipment. 5. Based on this emergency, take any corrective action advisable. III Other Resouces See Bibliography 18

20 Mold Damage Mold in Colorado libraries In the past fifteen years there have been at least three major mold events in Colorado libraries. The first was an outbreak in an off-site storage facility used by the Denver Public Library to store books while the Broadway building was being remodeled and expanded. The disaster was a mold-only event resulting from high humidity levels and high temperatures in the warehouse on York Street. The second mold infestation was in the Reference department of Norlin Library at the University of Colorado in Boulder. Grounds personnel overwatered the lawn near Norlin, causing the humidity to rise and encouraging mold growth. The third mold related event occurred in conjunction with the Morgan Library flood at Colorado State University in Ft. Collins. After the flood, fans were set in place on all floors of the library with the intent of increasing ventilation and reducing humidity levels on the upper floors. This was a case of prevention that worked well, because mold did not attack the upper floors. However, mold growth could not be prevented in the basement, the last floor to be cleared of waterlogged books. Mold potential at the Music Library The basement storage room has by far the greatest potential for mold growth. It is not heavily used, is dark, and is underground. However, it is fairly well ventilated. It is unlikely that water from lawn irrigation will seep into the basement as long as the walls remain sound, and as long as irrigation patterns continue to spray water away from the building. Humidity levels in the basement also seem to remain within a tolerable (if not ideal) range in the summer months; to date they have not exceeded 60% RH. However, continued monitoring of these factors--degree of irrigation, structural soundness, and humidity level-- remains important. It is also worth noting that materials in the basement storage room are in general more susceptible to mold growth than are items in the general collection. As a rule they are older and more stressed than those in the rest of the library. They arrive in groups from various sources and most probably have been stored in less than ideal conditions. The existence of mold damage in some of the donated materials has been noted. While noticeably damaged items are discarded upon discovery, mold spores may continue to exist in items shelved or boxed adjacent to them. 19

21 Advance planning to prevent mold growth: 1. Mold growth should be anticipated in every water-related event in the library. Wet carpeting and other furnishings will cause as much trouble as will wet library materials. 2. Whenever library materials are wet, staff handling them must wear protective gear (masks, gloves, shoes, etc.) to prevent allergic reactions to the mold that will be activated. 3. Ventilating wet and adjacent areas will help reduce relative humidity and slow the growth of mold. Extra security personnel could be needed to protect the building and its contents should there be a need to open doors for extended periods. 4. Wet items should be frozen or discarded as soon as possible. Other Resources See bibliography section 20

22 Power Outages Power outages can occur under a variety of circumstances. Many power outages of a short duration (less than a second or two) can result in inconvenience more than danger. More serious outages can have dangerous or unpredictable consequences, as they may be a side effect of another emergency that could complicate a situation and make a response more difficult. All power outages of any consequence should be reported to Campus Police, and any instructions they provide should be followed. Power outages can create problems with computers and other electronic equipment. Computers that are not shut down properly can lose data and files may be damaged. When power is restored, there may be wide fluctuations in the strength of the electrical current, and these fluctuations can be harmful to computers and other electronic equipment. Computers and equipment can be protected from these fluctuations if they are switched off while the power is out. Shutting off computers and equipment should only be attempted when there are no safety concerns. 21

23 Data Integrity and Library Service Restoration Backup data files are important to the library s ability to restore service and collections after an emergency. Backup data from the library catalog and integrated library systems will be stored off site to insure it is not vulnerable in a building fire or other catastrophe. Should the site housing backup data be lost or corrupted due to fire or other circumstances, a new backup will be performed on the integrated library system as soon as possible. Backup data from file and print servers, web servers, and other hosts operated by or for the library should be handled in a similar manner. The Information Technology Department is responsible to backup data, store backup data off-site, and restore all data on the integrated library system when necessary. 22

24 Personal/Property Security Be alert to what s going on around you. If you witness theft of property, threats, harassment, fighting, assault, or any antisocial or criminal behavior, do the following immediately: Remove yourself from the threatening environment. Call the UNC Police Department using 911 if the situation is life threatening or there is a threat of injury. Call to report thefts or non-emergency situations. Give as much information and/or accurate description as possible. If necessary, wait in a secure place until the police arrive and be prepared to repeat information given to the police dispatcher and/or answer any questions from the police. Notify Library Administration. If a patron reports a threat, antisocial behavior, and/or theft of property do the following immediately: Listen closely to what the patron is telling you. Escort the patron to a non-public safe environment such as the Work Room. Have the person call the police and describe the situation to the dispatcher. Remember: Trust your instincts and do not attempt to be a hero, detain any suspects, or follow them. Your safety is important. 23

25 Fire All Music Library staff members are responsible for knowing the locations of the fire alarm pull boxes, fire extinguishers, and exits. In the event of fire or smoke, immediately activate the nearest fire alarm and call 911 to notify University Police of the emergency. When an alarm sounds or fire is detected, staff will take the necessary action to clear the building of occupants. Remain calm and evacuate all patrons to the nearest exit. Shut doors behind you to reduce the spread of fire. Whenever the alarm sounds, follow the procedures below: Clear the public area of all patrons. Assist any handicapped individuals to the exit doors. Exit the library once it is clear of all patrons. Call the Library Administration. Do Not s and Warnings Do not jeopardize your own safety. Do not use elevators. If a door feels warm to touch, do not open that door. If there is heavy smoke, stay close to the floor as possible and breathe through a piece of clothing. Do not use a fire extinguisher unless you know how to operate it. Do not attempt to extinguish a fire unless it is small and contained, such as a wastebasket fire. A fire s heat and smoke are more dangerous than the flames as superheated air can sear lungs. If necessary, cover your nose and mouth with a wet cloth. If clothes catch on fire, stop, drop, and roll until the fire is extinguished. Do not run. Keep clear of emergency vehicles. Do not re-enter the building until the University Police and/or Fire Department Officials give the all clear. 24

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