DISASTER RECOVERY PLAN FOR THE UNIVERSITY BOULEVARD LIBRARY THE UNIVERSITY OF TEXAS AT BROWNSVILLE AND TEXAS SOUTHMOST COLLEGE

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1 DISASTER RECOVERY PLAN FOR THE UNIVERSITY BOULEVARD LIBRARY THE UNIVERSITY OF TEXAS AT BROWNSVILLE AND TEXAS SOUTHMOST COLLEGE UNIVERSITY LIBRARIES The University of Texas at Brownsville and Texas Southmost College

2 Disaster Recovery Plan for University Boulevard Library The University of Texas at Brownsville and Texas Southmost College PURPOSE The purpose of this document is to present some general guidelines for disaster preparedness and specify distinct action steps to be taken in the event the library has a water disaster. Some possible salvage procedures are summarized as well but the focus of this plan is on the immediate and ongoing measures the University Libraries should take to protect itself from and prepare itself for water disaster. Included in this plan is a description of responsibilities of the disaster team and a list of persons to call if disaster strikes. DISASTER RECOVERY TEAM FOR UNIVERSITY LIBRARIES (UBL) The disaster team consists of four or five persons with one serving as a team leader. Members should be knowledgeable about the collection and capable of assigning salvage priorities; trained in inventory and recording of materials; familiar with conservation and preservation procedures and should include a member of each department. The Library Director acts in an advisory role until the team is called into its emergency role. At that point, the Library Director, having sole responsibility for the physical facilities and final budget authority, assumes a primary role in managing the disaster. The Committee will meet prior to June 1 of each academic year. This committee will meet as soon as appointed and will review the Library's hurricane plan and recommend any needed changes to the Library Director for approval. Members of this committee will assume leadership roles in executing the plan in the event a hurricane emergency occurs and they will ensure that items on the checklist are completed. A list of committee members will be distributed to all supervisors. General Responsibilities of the Disaster Team Becoming thoroughly familiar with the disaster plan for UBL. Members of the committee should have one copy of the plan at home and one at work. Updating the plan on a regularly scheduled basis, at least once a year. The disaster team should meet a minimum of once a year. Distributing copies of the plan and its updates to appropriate persons and offices. Training library staff members. Arranging for availability of in-house emergency supplies for use during a disaster. Developing a list of needed supplies and services, including names of contact persons. Coordinating all disaster operations as specified by the plan. Writing a disaster aftermath report in the event one occurs.

3 HURRICANE WATCH PREPARATIONS 1. Library Director (or in her/his absence, next alternate) will notify library staff to follow procedures to protect equipment identified in their hurricane preparedness plans. See attached list, "Equipment to be protected in the event of a hurricane. Library Director (or in her/his absence, next alternate) should determine whether help is needed or if it is not necessary for additional staff to come to campus. 2. Library staff will arrange to move portable equipment and cover stationary equipment with weighted and/or taped plastic sheets or plastic bag. Throw appropriate plastic over book stacks, tables, computers, etc. Tape the sheeting down. 3. Flashlights are stored in a visible location at each desk. Batteries should be tested each month during hurricane season (June 1 - November 30) and at the time of the hurricane watch. Extra flashlight batteries are available through the library s Administrative Assistant. EQUIPMENT TO BE PROTECTED IN THE EVENT OF A HURRICANE Although the safety of the staff takes priority over safety of the library and its contents, please make an effort to protect the library when possible. Plastic for covering equipment, books, and periodicals ranges is in the book drop room (room 204, second floor) the key is stored in the key box at Technical Service. All bookshelves are to be covered down to the floor and taped in place. Compact shelving mechanisms facing the windows are to be covered with plastic and the plastic taped to keep plastic in place. The following is a checklist of equipment to be protected. Unless otherwise noted, these items should be moved to protected areas of the building, if feasible. Equipment should be tagged or labeled with person's name for later identification. If there is not enough time or if it is impractical to move items needing protection, all electronic and electrical equipment left in place should be unplugged, moved away from windows, if possible, and covered with sheeting. Abbreviations: M=Move, if feasible U= Unplug C= Cover with plastic sheeting or plastic bag a. Public online catalog terminals -- Unplug and cover with plastic sheeting Computers near windows should be completely covered with plastic sheeting; core computer area can be covered with plastic sheeting. If advanced warning information indicates that windows may be broken, move computers away from windows. b. Public photocopy machines -- U, C c. Typewriters near an outside window-- M, U, C (If not near a window -- U, C)

4 d. Computers/printers near an outside window -- M, U, C (If not near a window -- U, C) this includes, computers in lab areas, computers at Circulation and Reference Desks and computers in offices. e. Network printer U f. Vendacard machine U g. Book Stacks 1 st and 2 nd floor -- C h. Remove books from bottom shelves and place higher i. Microform reader-printers -- U, C j. Microwave, refrigerator -- U k. Cash box is stored in secure area. All staff will leave as soon as required duties have been completed, supervisor should notify Library Director (or in her/his absence, next alternate) HURRICANE WARNING: EVACUATION PLAN Upon official notification that a Hurricane Warning is in effect, the Library Director (or in her/his absence, next alternate) will close the Library as follows: 1. Notify Campus Police about the preparations that have been made to protect equipment, books, and files. Notify library staff to evacuate the building for home or other safe shelter as soon as possible. If notification to close occurs on a weekend or at night, the Library Director (or in her/his absence, next alternate) will carry out evacuation and closing procedures. If the Library Director or alternates are not available or unable to come to campus, Library staff on duty will carry out evacuation and closing procedures. a. An initial closing announcement is made and repeated once. If a deviation in the proposed announcement is necessary, it is determined at this time. Otherwise, the prescribed announcement is: "A HURRICANE WARNING HAS BEEN DECLARED FOR THIS AREA. AT THIS TIME EVERYONE SHOULD LEAVE THE CAMPUS." b. If necessary, the above announcement is made again in five minutes (10 minutes before closing) and repeated once. c. If patrons are remaining in the library, the final announcement is made and repeated once at closing time: "THE LIBRARY IS NOW CLOSED. ALL UNAUTHORIZED PERSONS MUST LEAVE THE LIBRARY AT THIS TIME. A HURRICANE WARNING HAS BEEN DECLARED FOR THIS AREA. THE LIBRARY IS NOT A PUBLIC SHELTER AND MUST BE CLOSED." d. The doors to the Library are locked.

5 HURRICANE RECOVERY ALL STAFF e. The Library Security Officer and staff make a check of the library, including the group study rooms; to be sure, that everyone has left. f. Someone remains at the Circulation Desk to watch for emergency personnel and answer the telephone while the final check is made. g. Upon completion of the final check, lights in the library are turned off and the doors are re- checked for proper locking. h. Call Campus Police (phone: ) to notify them of the procedures that have been carried out and that staff are leaving. All staff monitors the radio and TV Stations for county government instructions as to when and where to report after a storm. STAFF: Normally, staff is expected to return to their work sites the next day following a hurricane. If there is a major hurricane of category 4 or above, all staff should contact immediate supervisor; or report as instructed over the radio or television. UTB/TSC Public Information Officer will provide updated information to the following news agencies. Television Stations: Channel 10 (KMBH-TV60) Channel 5 (KRGV-TV) Channel 4 (KGBT-TV) Channel 3 (KNVO Univision) Channel 2 (KTLM Telemundo) Radio: KBFM FM (104.1) KTEX FM (100.3) KGBT FM (98.5) KGBT AM (1530) KURV AM (710) KMBH FM (90.5) STAFF MUST CHECK FOR UPDATES AND REPORTS STAFF MUST LISTEN TO NEWS REPORTS TO DETERMINE IF THEY ARE BEING ASKED TO REPORT TO WORK IF STAFF IS RECALLED BACK TO WORK, THEY MUST REPORT BY SPECIFIED DATE AND TIME STAFF IS NOT TO REPORT TO THE CAMPUS UNLESS A RE-CALL OF EMPLOYEES HAS BEEN ISSUED UNAUTHORIZED ENTRY TO THE CAMPUS WILL NOT BE ALLOWED

6 IN THE EVENT OF A CAMPUS EMERGENCY OR DEPARTMENTAL CRITICAL NEED, AUTHORIUZATION TO ENTER THE CAMPUS MUST BE RECEIVED FROM CAMPUS POLICE PRIOR TO RE-ENTRY RECOVERY TEAM: Depending on the countywide assessment of damage, some staff will be assigned to activities for recovery of the building and materials. These activities will be physical and will require staff that is able to perform active tasks. Decisions as to where staff will be assigned will be at the discretion of the Director or his designee. ADMINISTRATORS: Administrators monitor the radio and TV Stations for county government instructions. In case of a major hurricane where telephone and communications are limited or non-existent, the following staff who are able: Administrators (Library Director, Assistant Directors, Head of Reference, Head of Technical Services, Head of Special Collections, and Head of Circulation) will meet when notified. If the Library has sustained great damage, an alternate location with electricity, water and telephones will be selected by the Director. The alternate location will be communicated to the staff via telephone and/or ADMINISTRATIVE ISSUES Responsibility for the following issues rest with the Director and the Administrators: 1. Disseminating information, concerning library operations to staff via media, signage, , etc. 2. Securing buildings and property 3. Prioritizing reopening 4. Determining how to best use resources 5. Determining how to best utilize staff for the various recovery tasks 6. Establishing priority maintenance needs 7. Dealing with insurance procedures and forms and documenting losses

7 SUMMARY OF IMMEDIATE STEPS TO BE TAKEN IF DESASTER STRIKES Activate the disaster team. (See Appendix A for list) Assess the damage Stabilize the environment by reducing the temperature and humidity. Gather emergency supplies (See Appendix B for list) For the following refer to Appendix C Obtain work area for in-house salvage and restoration Gather and prepare material for freezing according to pre-established priorities Record all materials moved from the disaster area(s) Restore damaged area(s) Determine drying procedures needed once material return from freezer facility

8 OUTSIDE ASSESSMENT CHECKLIST Use a camera to document conditions: a. Are power lines, phone lines, traffic signals in the area down? No Yes Which ones? b. Are there obstructions blocking the entrances and/or walkways? No Yes What obstructions? Where? c. Are there broken windows? No Yes Where? d. Is there obvious damage to the outside structure? Walls, roof, parking lot, signage? No Yes What? Where? _

9 e. Is there damage to landscaping, trees, shrubs? No Yes What? _ f. Are there any other unusual conditions outside the building? No Yes What? _ Where? _

10 INSIDE ASSESSMENT IF THERE IS STANDING WATER INSIDE THE BUILDING, DO NOT' ENTER! Use a camera to document conditions a. Does the facility have power? No Yes b. Are there exposed electrical wires? No Yes Where? c. Is the water pressure stable? Run faucets and flush toilets. Yes No Problem? d. Is the water discolored? Do not drink the water without clearance. Drink only stored water. No Yes e. Are the phones working? Can you receive and make calls? Receive Make f. What is the condition of the doors, windows, walls, ceilings? Note dangling ceiling tiles and do not work under them. Doors Windows Walls g. What is the condition of the flooring, furniture equipment, bookshelves? Flooring Furniture Equipment Shelving h. Is the a/c working? Yes No

11 i. Are the computer terminals working? Do not turn on computer equipment if there are indications of: Power fluctuations Low a/c output Broken windows Damaged equipment Leaking ceiling and walls Downed power lines outside the building j. Is other equipment such as fax, copy machine, reader/printers working? Fax Copy machine Reader/printers Other k. In your opinion, is the facility able to function without endangering staff? Yes No because l. Is the facility able to function in a reasonable fashion to serve the public? Yes No because

12 COLLECTION ASSESSMENT Salvage Guidelines for General Collections (First refer to Appendix C) In deciding what to salvage determine: 1. Can the material be replaced and at what cost? Weigh the cost of replacement against the cost of salvage 2. How important is the material to the collection? Is this item available in other libraries? * Top priority should be given to archival and special collections * High priority should be given to reference materials * High priority should be given to art works and exhibitions All damaged materials to be discarded should be processed as withdrawn, remove numbers and pocket and save.

13 ESTIMATE DAMAGE Estimate the extent of damage to materials by using 25 adult titles per shelf, 50 children's titles per shelf. 1. Damaged books, approximate number 2. Damaged books-juvenile, approximate number 3. Damaged audios-approximate number 4. Damaged videos-approximate number 5. Damaged periodicals-approximate number 6. Damaged artworks-what kind, how many 7. Damaged microforms-approximate number of reels, or sheets of fiche 8. Assess damage of office records

14 INSTRUCTION FOR HANDLING DAMAGE MATERIALS (First Refer to Appendix C) Salvage Guidelines for Books 1. Isolate all wet and moldy books. Place them away from other books in a program room or hallway. 2. Turn on any fans. 3. Inventory damaged items. 4. Keep a copy of above inventory for yourself and make a copy for insurance purposes. 5. Photograph boxes of damaged books and damaged ranges. Do NOT discard any materials but do try to segregate them. They must be kept for insurance purposes. Salvage Guidelines for Furniture Water-damaged formica should be held for discard Wooden furniture showing swelling, separation of joints, ingrained mold and stains should be held for discard Bent metal shelving should be held for discard Upholstered furniture with tears or deeply ingrained mold should be held for discard Salvageable items that can be cleaned, refinished, or repaired will be restored at the warehouse or moved to an outside facility or vendor Using a copy of the inventory, the librarian should keep track of all items going to and returning from restoration. Asset numbers should be noted as well as destination of the piece, i.e., warehouse or vendor or discard.

15 Appendix A Library staff Names and Phone Numbers

16 Appendix B List of Emergency Supplies (This is a very sparse list). The complete one will be developed by the members of the Disaster Team.) Large plastic garbage bags (DO NOT USE FOR COMPUTERS OR OTHER ELECTRONICS) Duct tape Flashlights Plastic "milk crates" Book trucks Markers, pens, pencils, and pads Newsprint pads Scissors Rubber gloves Mops and buckets Extra batteries Cellular phone Paper Towels Cord Labels Plastic Storage containers and locking lids Tarpaulin Etc. Appendix C Salvage Priorities will be established by the Disaster Team

17 NOTES Last Updated 11/2009