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INITIAL PROCEDURES
FIRE: 1. Call 911 and/or pull fire alarm.
The nearest fire alarm is located:
__________________________________
The nearest fire extinguisher is located:
_________________________________________
The nearest fire exit is:
____________________________________
2. Notify your Supervisor, and follow
instructions.
WATER: 1. Do not enter flooded area.
2. Notify your Supervisor, and follow
instructions. If Supervisor is not
available, call numbers below in the
order listed until you are able to
leave a message.
IMPORTANT TELEPHONE NUMBERS
Preservation Department 2-6040
Facilities Assistant 2-2806
Library Administration 2-2110
i
PREFACE
The Disaster Prevention, Preparedness and Recovery Plan has been
developed to cover the prevention of and the appropriate response
to disasters affecting the Library's collections. It is intended
to provide instruction to aid Library staff in dealing with a
variety of emergency situations, including a significant section
on the salvage of collections following a disaster. The
Emergency Manual deals with people in emergency situations and is
published separately.
Sections of the plan may be issued and updated separately. The
head of the Conservation and Preservation Department (the
Disaster Recovery Director) will maintain the Disaster and
Collection Recovery Manual. Two copies of the Manual will be
distributed to all members of the Disaster Recovery Team (one for
the office and one to keep at home) and to each branch library.
Charlotte Payne
John Skarstad,
Editors
rev. 12/12/91
ii
CONTENTS
PREFACE . . . . . . . . . . . . . . . . . . . . . . . . . . ii
INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . 1
DISASTER RECOVERY TEAM
MEMBERSHIP . . . . . . . . . . . . . . . . . . . . . . . . 3
ORGANIZATION CHART . . . . . . . . . . . . . . . . . . . . 4
DUTIES OF THE MEMBERS . . . . . . . . . . . . . . . . . . 5
MAJOR DISASTER RECOVERY
QUICK REFERENCE . . . . . . . . . . . . . . . . . . . . . 13
QUICK REFERENCE: DISASTER RECOVERY TEAM . . . . . . . . . 14
INITIAL STEPS IN COLLECTION SALVAGE . . . . . . . . . . . 18
STABILIZATION OF THE ENVIRONMENT . . . . . . . . . . . . 19
COMMAND POST . . . . . . . . . . . . . . . . . . . . . . 20
VOLUNTEER REGISTRATION . . . . . . . . . . . . . . . . . 21
THE PACK OUT . . . . . . . . . . . . . . . . . . . . . . 23
MAKING & FILLING BOXES . . . . . . . . . . . . . . . . . 27
NIGHT AND WEEKEND DESK ASSISTANTS MANUAL
INITIAL PROCEDURES . . . . . . . . . . . . . . . . . . . 30
EMERGENCY BOXES . . . . . . . . . . . . . . . . . . . . . 35
DRYING WATER-DAMAGED MATERIALS . . . . . . . . . . . . . . . 36
PREVENTION AND PREPAREDNESS . . . . . . . . . . . . . . . . 48
SUPPLIES . . . . . . . . . . . . . . . . . . . . . . . . . . 60
MAPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
iii
INTRODUCTION
The charge to the Emergency and Disaster Committee was as
follows:
1. Update the collections-related parts of the Library's
Emergency and Disaster Manual to include a section on
disaster preparedness.
2. Formulate a collections salvage plan to include all
components of the General Library: Shields, Physical
Sciences, Carlson Health Sciences, UCDMC, Agricultural
Economics, and Harrison Research Center Libraries.
3. Take into consideration any special requirements and
applications of the plan during the alteration and
expansion of Shields Library.
We have addressed all aspects of the charge in the attached
Disaster Prevention, Preparedness and Recovery Plan. We did not
prepare detailed procedures for the unique situation and needs of
the Harrison Library, nor did we consider the physical settings
of the Agricultural Economics Library and the UCD Medical Center
Library. We do feel, however, the basic plan can be applied to
those libraries.
The entire Emergency and Disaster Committee participated in the
discussions and contributed to the finished plan. Consultants to
the Committee included: Jerry Keen (Physical Plant); Larry
Larson (UC Davis Fire Department); Maureen Brodie (Services to
Handicapped Students); and Lee Tolentino (Architects and
Engineers).
MEMBERS OF THE COMMITTEE
Karen Blank Charlotte Payne
Rodger Choate John Skarstad
Diane Forrest Roberta Stevenson,
Chair
Ed Jestes
DISASTER RECOVERY TEAM
MEMBERSHIP
Disaster Recovery Director/Rehabilitation Supervisor:
_______________________________________________ ________
Head, Conservation/Preservation Department
Disaster Prevention Group:
Art Almanza (Conservation/Preservation Dept.) 2-6040
Wendy Jones (Conservation/Preservation Dept.) 2-6040
Charlotte Payne (Conservation/Preservation Dept.) 2-6040
John Skarstad (Special Collections Department) 2-9868
Relocation Supervisor: (varies according to Library)
_______________________________________________ _______
Packout Supervisor:
Rodger Choate (Facilities Management Dept.) 2-2806
University Librarian:
Marilyn Sharrow 2-2110
Assistant/Associate University Librarian
for Collections:
Clinton Howard 2-2110
Department Heads and other AULs affected
ORGANIZATION CHART
[illustration]
DUTIES OF THE MEMBERS
Disaster Recovery Director/Rehabilitation Supervisor is a
dual position. Because this position requires training in
conservation and experience in disaster management, it must be
held by the Head of the Conservation and Preservation Department.
The responsibilities of the Disaster Recovery Director are to:
Assess the extent of the damage.
Establish salvage priorities.
Determine the type of restoration.
Prepare a recovery timetable and budget in consultation
with the Disaster Recovery Team.
Receive the reports of the other Disaster Recovery
Team members.
Prepare a final report on the disaster recovery operation
which includes a photographic record.
The responsibilities of the Rehabilitation Supervisor begin when
the materials are removed from the disaster site and end when the
materials are ready for reshelving. They include:
Supervision of in-house cleaning and drying of library
materials.
Approving a clean and dry stack area before reshelving.
Preparation of a report on rehabilitation activities
which includes a photographic record.
Members of the Library staff in positions closely related to
conservation and preservation work will serve as members of the
Disaster Prevention Group. Their primary responsibility is to
provide planning and technical support to the Disaster Recovery
Director.
Train and supervise volunteers in salvage and
rehabilitation operations.
Meet on the first Tuesday of each quarter to review
the Disaster Recovery Plan and recent collection
emergencies, and to schedule disaster prevention reviews
of all library departments.
The Relocation Supervisor's responsibilities begin once the
materials are cleaned and dried and ready to be returned to
the stacks and end when all restored materials are in place.
The return of these materials is a circulation function. This
position will be held by the appropriate staff person in each
Library. In Shields Library, the Head of Access Services will be
the Relocation Supervisor.
Monitor the progress and orderly restoration of the
stack area.
Organize and supervise the orderly return of library
materials to approved shelving.
Prepare a report on relocation activities, to include
a photographic record.
The Packout Supervisor's responsibilities begin on
instruction from the Disaster Recovery Director and end
when the last material is removed from the disaster site.
The position requires knowledge of the physical operation
of each Library facility and a working rapport with the
Campus Physical Plant. The position includes a disaster
prevention function in routine inspection of the Libraries'
facilities. These requirements are part of the Facilities
Assistant's job description; the Facilities Assistant will hold
the position of Packout Supervisor.
Supervise the training of volunteers in making
and packing boxes.
Make any necessary arrangements to remove books
from the disaster site.
Oversee shipping of the boxes to a commercial
freezer.
Keep a count of boxes shipped to freezing facility.
Prepare a written report on packout activities, to
include a photographic record.
The University Librarian's primary responsibility is to
facilitate the work of the Disaster Recovery Director and the
Disaster Recovery Team.
Authorizes the Disaster Recovery Team to do its work.
Is the source of public information on the disaster.
This includes periodic updates for the working staff.
Works with campus Administration to acquire work space
for the recovery process.
Authorizes temporary staff reassignments as needed.
Receives final report from the Disaster Recovery Director.
Issues "thank you" acknowledgments to all participants.
The primary responsibility of the Assistant/Associate University
Librarian is to provide an administration presence on the
disaster site.
Responsible for coordinating budget and administrative
services.
Responsible for coordinating activities among and
serves as liaison with other campus agencies.
Assists Department Heads in affected areas in proposing
staffing and public service alternatives.
Responsible for organizing and maintaining the Command
Post.
One or more Library departments may be involved in the disaster.
Each Department Head should be able to provide the location of
high priority materials, assist in assessing the damage done in
the Department, and participate in preparing the recovery
timetable.
Assist Packout Supervisor in identifying potential
disaster sites in the Department.
Assist Disaster Prevention Group in preparing
maps showing location of high priority material.
In consultation with the Packout Supervisor, supervise
the salvage of office files and collection records
in the Department.
If area is affected by disaster, work with appropriate
AUL in proposing staffing and/or public service
alternatives.
Prepare a report on Department recovery, to include a
photographic record.
MAJOR DISASTER RECOVERY
QUICK REFERENCE
TELEPHONE NUMBERS MON-FRI, 8:00-5:00 OTHER TIMES
FIRE DEPARTMENT 911 911
POLICE DEPARTMENT 911 911
PHYSICAL PLANT EMERGENCY DESK 2-1655 2-1655
if that line is busy, call 911 911
PRESERVATION DEPARTMENT 2-6040
FACILITIES ASSISTANT 2-2806
QUICK REFERENCE: DISASTER RECOVERY TEAM
SHIELDS LIBRARY
DISASTER RECOVERY DIRECTOR:
________________________________ ______________
Head, Conservation/Preservation OFFICE PHONE
DISASTER PREVENTION GROUP:
Art Almanza 2-6040
Wendy Jones 2-6040
Charlotte Payne 2-6040
John Skarstad 2-1621
RELOCATION SUPERVISOR:
Ted Hostetler 2-1203
Head, Access Services Department
PACKOUT SUPERVISOR:
Rodger Choate 2-2806
ASSOCIATE/ASSISTANT UNIVERSITY LIBRARIAN:
Clinton Howard 2-2110
(AUL for Collections)
BACKUP ASSOCIATE/ASSISTANT UNIVERSITY LIBRARIAN:
Kazuko Dailey, Associate University
Librarian for Technical Services
and Automation 2-2110
UNIVERSITY LIBRARIAN:
Marilyn Sharrow 2-2110
QUICK REFERENCE: DISASTER RECOVERY TEAM
HEALTH SCIENCES LIBRARY
HEAD, HEALTH SCIENCES LIBRARY:
Jo Anne Boorkman 2-6383
DISASTER RECOVERY DIRECTOR:
________________________________ ______________
Head, Conservation/Preservation OFFICE PHONE
DISASTER PREVENTION GROUP:
Art Almanza 2-6040
Wendy Jones 2-6040
Charlotte Payne 2-6040
John Skarstad 2-1621
PACKOUT SUPERVISOR:
Rodger Choate 2-2806
RELOCATION SUPERVISOR:
________________________________ ______________
ASSOCIATE/ASSISTANT UNIVERSITY LIBRARIAN:
Beverlee French 2-2110
QUICK REFERENCE: DISASTER RECOVERY TEAM
PHYSICAL SCIENCES LIBRARY
HEAD, PHYSICAL SCIENCES LIBRARY:
Marlene Tebo 2-1627
DISASTER RECOVERY DIRECTOR:
________________________________ ______________
Head, Conservation/Preservation OFFICE PHONE
DISASTER PREVENTION GROUP:
Art Almanza 2-6040
Wendy Jones 2-6040
Charlotte Payne 2-6040
John Skarstad 2-1621
PACKOUT SUPERVISOR:
Rodger Choate 2-2806
RELOCATION SUPERVISOR:
________________________________ ______________
ASSOCIATE/ASSISTANT UNIVERSITY LIBRARIAN:
Beverlee French 2-2110
INITIAL STEPS IN COLLECTION SALVAGE
1. Assemble Disaster Recovery Team at the site.
2. As soon as the Police and/or Fire Department give permission
to enter the building, the Disaster Recovery Team and repre-
sentatives of the Physical Plant will survey the situation.
3. Make arrangements to have the heat turned off and the air
conditioning set to full capacity. If the regular power
source is not available, Physical Plant will provide means to
lower the temperature and dehumidify the stacks.
4. The Team will inspect the affected areas and assess the
amount and type of damage, documenting with photographs.
5. If Physical Plant is unable to accomplish the clean-up of the
water within necessary time limits, the Disaster Recovery
Director will decide if additional help is needed from
Library staff and volunteers.
6. The Disaster Recovery Director will decide on the salvage
action to be taken and the amount and type of help needed.
7. Set up a staging area for removal of filled boxes to freezing
facility.
8. Contact freezer company with whom arrangements have
previously been made for such emergencies.
9. Make arrangements for trucks to transport pallets of boxes to
the freezing facility.
STABILIZATION OF THE ENVIRONMENT
_____ 1. Turn off all heat.
_____ 2. Reduce temperature as much as possible.
_____ 3. Keep air conditioning systems operable and set at
lowest temperature possible.
_____ 4. Use portable air conditioners where necessary.
_____ 5. If necessary to open windows and doors for air
circulation, arrange for security of the
collections.
_____ 6. Use fans to aid circulation.
_____ 7. Use dehumidifiers with fans where necessary.
_____ 8. If power is off, use portable generators for
electrical services. All lines must be
waterproofed and grounded.
_____ 9. Use hygrothermographs to monitor affected areas.
COMMAND POST
Physical Plant will supply facilities, equipment and supplies
needed to establish a command post. They will supply the
items below preceded by an asterisk. The command post serves
to coordinate disaster recovery activities and functions as a
central reference point for information on the disaster.
EQUIPMENT AND SUPPLIES
_____ *Telephones
_____ *Purchase order forms
_____ *Typewriter
_____ *Computer and printer with paper
_____ *Photocopier
_____ Notebooks
_____ Paper, pencils, pens, tape, staplers
_____ Battery-operated radio
_____ *Tables and chairs
_____ Volunteer registration forms
_____ Name badges
_____ Gloves
_____ Hard hats
VOLUNTEER REGISTRATION CHECKLIST
_____ Set up registration table. Use form to register
volunteers and staff.
_____ Issue name badge, hard hat, and gloves. If necessary,
issue rubber boots.
VOLUNTEER REGISTRATION FORM
Name _________________________________________ Date ____________
Address _________________________________________________________
Local phone ___________________ UCD Staff_____ UCD Student_____
Institutional affiliation _______________________________________
Please describe any training you have that may be useful:
_________________________________________________________________
_________________________________________________________________
RECEIVED:
_____ Hard hat
_____ Name tag
_____ Gloves
_____ Rubber boots
_________________________
Volunteer
_______________________
Registrar
THE PACK OUT
Each wrapping/boxing team requires four people: 1 to set up the
flattened boxes, 2 to wrap the books and 1 to box. If the
freezer wrap has not been pre-cut, one or more people will be
needed to cut strips of paper from the rolls. See pages 27-28
for instructions on making and filling boxes.
Freezer paper can be wrapped around individual volumes, slick
side toward the book, to prevent bleeding of dyes and adhesives
(see illustration, "FILLING A BOX", on page 28). Wrap only if
the scope of the disaster allows sufficient time to do so.
It is more important, however, to get the damaged materials
packed and to the freezing facility than it is to wrap each
volume.
Books should be boxed spine down, one layer deep, to minimize
damage to binding. Large volumes can be laid flat. Pack books
of the same size next to each other to minimize warpage. File
folders are best packed vertically. Do not attempt to remove mud
or to open books. Boxes should not be packed tightly; swelling
will continue after the boxes are packed.
Place lids on boxes and label each end with the appropriate LC
classification letters. Remove boxes to end of ranges and stack
no more than four boxes high. Box collectors with hand trucks
and dollies will transfer the stacked boxes to the evacuation
site where they will be shrink-wrapped on pallets to minimize
transit damage and reduce handling costs. Pallets will be loaded
by forklift onto trucks and transported to the freezing facility.
A count of the number of boxes shipped should be recorded at the
evacuation site.
SUPPLIES NEEDED FOR PACKOUT
BOOK TRUCKS C&P; ACCESS SERVICES
BOXES (CARDBOARD) 200 SPECIAL COLLECTIONS
CRAYONS (WAX)
DEHUMIDIFIERS PHYSICAL PLANT
DOLLIES MAILROOM; PHYSICAL PLANT
ACCESS SERVICES; SP COLL
EXTENSION CORDS (HEAVY DUTY) 2 C&P; CAMPUS STOREHOUSE
FANS C&P
PHYSICAL PLANT
FIRST AID KITS 1 EACH EMERGENCY BOX
FELT TIP MARKERS LIBRARY SUPPLY ROOM;
(WATERPROOF) STOREHOUSE
FORKLIFTS CAMPUS RECEIVING
FREEZER PAPER (PRE-CUT) ZELLERBACH PAPER
1100 RICHARDS BLVD.
441-6761
FREEZER SPACE CRYSTAL COLD STORAGE
1812 - 7TH ST., SACTO 95814
443-2573
FREEZER SPACE (BLAST) UNION ICE
425 N. UNION, STOCKTON
(209) 948-1231
GARBAGE BAGS (LARGE PLASTIC) STOREHOUSE
GARBAGE CANS (LARGE PLASTIC) SP COLL; C&P; DOCS
GENERATORS (PORTABLE) PHYSICAL PLANT
GLOVES (HEAVY DUTY WORK)
2 DOZ. LABELLED
HAND TRUCKS C&P; MAIL ROOM;
ACCESS SERVICES
HARD HATS
HYGROTHERMOGRAPHS SHIELDS; PSL; HSL;
ANNEX
MILK CRATES (PLASTIC) CRYSTAL CREAMERY (444-7200)
ADOHR FARMS (442-9211)
MOPS PHYSICAL PLANT
NOTEBOOKS/PENCILS/PENS LIBRARY STOREHOUSE
PALLETS MAILROOM; PHYSICAL PLANT;
CAMPUS RECEIVING
PHOTOGRAPHIC LABS EASTMAN KODAK
925 PAGE MILL ROAD
PALO ALTO, CA 94304
(415)493-7200; (800)242-2424
PUMPS, PORTABLE PHYSICAL PLANT
PUSH BROOMS PHYSICAL PLANT
RAMPS PHYSICAL PLANT
RESPIRATORS EH&S
RUBBISH HAULING PHYSICAL PLANT
SCAFFOLDING PHYSICAL PLANT
SHOVELS PHYSICAL PLANT
SHRINK WRAP FOR PALLETS CAMPUS RECEIVING
TOILETS, PORTABLE PHYSICAL PLANT
TRANSISTOR RADIO
TRUCKS CENTRAL GARAGE
WALKIE TALKIES PHYSICAL PLANT
WATER (DRINKING)
WET/DRY VACUUMS 1 C&P; PHYSICAL PLANT;
FACILITIES ASSISTANT
WHEEL BARROWS PHYSICAL PLANT
SOMETHING IN WHICH TO PACK OVERSIZE VOLUMES, MAPS, BLUEPRINTS,
WORKS OF ART, ETC. (BAKERS' TRAYS?)
MAKING A BOX
[illustration]
FILLING A BOX
[illustration]
NIGHT AND WEEKEND DESK ASSISTANTS MANUAL
INITIAL PROCEDURES (DESK ASSISTANTS)
FIRE: 1. Call 911 and/or pull fire alarm located:
________________________________________
An alarm will ring in the Campus Fire Department.
2. If the fire is small and you know how to use a fire
extinguisher, you may do so AFTER you call 911.
The nearest fire extinguisher is located:
__________________________________________________
3. If the fire is inaccessible or otherwise cannot be
extinguished, or if there is visible smoke that is
potentially threatening to occupants of the area,
CLEAR THE IMMEDIATE AREA AT ONCE.
4. The nearest FIRE EXIT is located:
___________________________________________________
5. DO NOT USE ELEVATORS.
WATER: FLOODING
1. DO NOT ENTER A FLOODED AREA until Physical Plant
has disconnected the electricity.
2. Post staff member at the entrance to the flooded
area to keep out unauthorized persons.
3. NOTIFY:
Weekdays: Facilities Assistant (2-2806)
a. Give your name and department
b. Describe the nature of the problem
c. Give the exact location of the flooded
area.
d. If Facilities Assistant not available,
call Library Administration (2-2110).
They will contact him by beeper.
e. If collection affected, call Conservation and
Preservation Department, 2-6040.
Nights and Weekends: Physical Plant (2-1655)
a. Give your name and department
b. Describe the nature of the problem
c. Give the exact location of the flooded
area.
d. If collection affected, call your department
head and follow normal departmental emergency
procedures.
WATER: LEAKS INVOLVING 2 SEVEN-SHELF SECTIONS OR LESS*
1. NOTIFY:
Weekdays: Facilities Assistant (2-2806)
a. Give your name and department
b. Describe the nature of the problem
c. Give the exact location of the leak
d. If Facilities Assistant not available,
call Library Administration (2-2110).
They will contact him by beeper.
e. If collection affected, call Conservation and
Preservation Department, 2-6040.
Nights and Weekends: Physical Plant (2-1655)
a. Give your name and department
b. Describe the nature of the problem
c. Give the exact location of the leak
2. Using book trucks, move wet or damp library
materials from the affected area to tables in an
unaffected area on the same floor, if possible.
3. Put buckets or wastebaskets where they can catch the
drip. Each Emergency Box contains buckets.
4. Cover dry adjacent shelving with plastic sheets
found in the Emergency Boxes, the Conservation and
Preservation Department or the Access Services
Department. Make sure the plastic is draped so the
water does not run down and dampen other books. Tape
the sheets if necessary.
5. Check the entire area for additional leaks.
6. If the water is coming in at ground level or below, move
damp or wet books to adjacent tables on a higher floor.
Move dry books that might be affected to another
location.
7. For instructions on air-drying of books, see the section
"Drying Water-damaged Materials", starting on page 36.
* IF THERE ARE MORE THAN 14 SHELVES OF WET BOOKS, THEY
WILL BE PACKED IN BOXES FOR TRANSFER TO A FREEZING
FACILITY. A DECISION ON VACUUM-FREEZE DRYING OR
AIR-DRYING IN SMALL GROUPS WILL BE MADE LATER.
INSTRUCTIONS ON PACKING WET BOOKS WILL COME FROM A
MEMBER OF THE DISASTER RECOVERY TEAM.
KNOWN WATER TROUBLE SPOTS (SHIELDS LIBRARY)
SPECIAL COLLECTIONS Rm. 477 RARE BOOK ROOM
ASIAN LANGUAGES COLLECTION Rm. 470A SOUTH WING,
NEXT TO
SPECIAL COLL.
STACKS Rm. 470 SOUTH WING
STACKS Rm. 340 NORTH WING
JANITOR'S CLOSET, 4TH FLOOR near Rm. 455
PERIODICALS ROOM Rm. 220
SUPPLY ROOM Rm. 53 BASEMENT
POTENTIAL TROUBLE SPOTS
PROTECTED COLLECTION BASEMENT
RESTROOMS ALL FLOORS
ELEVATOR SHAFTS
JANITOR'S CLOSETS ALL FLOORS
EMERGENCY BOXES
There are 12 large red metal emergency boxes in the Libraries on
the UC Davis campus. Keys to the Emergency Boxes are available
in the Access Services Department, the Conservation and
Preservation Department, the Physical Sciences Library and the
Health Sciences Library. Box locations are indicated on floor
plans in the MAPS section. Each box contains:
Plastic bucket (1)
First aid kit (1)
Flashlight (1)
Paper towels (1 case)
Plastic sheeting (2 rolls)
Scissors (1)
Sponges (2)
Spray bottle (1)
Terry cloth
Additional supplies and their locations are listed in the
SUPPLIES section.
DRYING WATER-DAMAGED MATERIALS
DRYING WATER-DAMAGED MATERIALS
Training in disaster recovery techniques is an important element
in disaster preparedness and should be available to all
staff members and mandatory for those serving as members of the
Disaster Recovery Team. Training sessions, updates, and reviews
of new developments and technological advances should be
scheduled by the Disaster Recovery Director on a regular and
continuing basis. In addition, staff members should be familiar
with the layout of their buildings and of possible danger areas.
They should know the location of all fire extinguishers and
alarms and how to operate them; they should also be made aware of
fire exits, alternate escape routes and appropriate evacuation
procedures.
AIR-DRYING OF NON-RARE LIBRARY MATERIALS
1. DRYING ROOMS
Rooms should be set up away from disaster area.
Drying rooms should have the capacity to maintain a constant
relative humidity of 25 - 35 percent and a temperature of
between 50 and 65 degrees F. The room should be monitored
to verify these conditions. Air circulation should be
constant, and may be aided by the use of portable fans.
Drying rooms must be kept free of wet salvage debris.
2. AIR-DRYING OF SATURATED VOLUMES NOT ON COATED PAPER STOCK
Prepare work tables by covering them with plastic sheeting
under absorbent toweling (paper towels or newsprint).
Squeeze book gently and with even pressure to remove excess
water and to reshape binding.
Stand book upright, head end down (upside down). DO NOT
OPEN PAGES. Covers may be opened slightly to support text
block.
Plastic film or freezer paper may be placed between the
cover and the textblock to prevent staining from binding
dyes.
To support book while draining, use 1/4" styrofoam cut into
small pieces 3/4 inch wide and slightly longer than the
thickness of the book block under the front edges (boards)
of each book. This will keep it balanced in an upright
position, tilted slightly backwards.
Change absorbent toweling frequently. Remove wet paper from
area.
[illustration]
3. AIR-DRYING OF WET VOLUMES NOT ON COATED PAPER STOCK
Carefully open volume to less than a 30 degree angle, still
in an upright position (head end down).
Interleave with unprinted newsprint or paper toweling.
Begin interleaving from the back, placing interleaving
sheets at intervals of 25 leaves (50 pages), unless it
appears this will distort the volume.
Position volumes in the path of circulating air.
Change interleaving frequently, removing wet paper from
drying room to dry elsewhere. Reverse position of volume
each time interleaving is replaced, alternating between
head end up and head end down. Do not reuse interleaving
sheets unless they have been impregnated with a fungicide.
As the book dries, it can be opened flat on the spine and
interleaved more closely. Interleaving should not exceed
1/3 the thickness of the volume.
Continue to change absorbent paper on work tables.
[illustration]
4. AIR-DRYING OF SLIGHTLY DAMP VOLUMES OR VOLUMES WITH WET
EDGES NOT ON COATED PAPER STOCK
Stand volume on its head and fan open slightly. Paperback
books can support each other with a barrier between them
or they can be wedged with styrofoam pieces.
Position volumes in the path of circulating air.
Lightweight volumes (less than 6 pounds) may be hung on
lines to dry if the paper feels damp but not wet, and if
the book can be opened easily throughout.
Use monofilament nylon lines, not more than 1/32"
in diameter, and not more than five or six feet
long, spaced approximately one-half inch apart.
Three lines are enough for a volume of ordinary
thickness (up to 1 1/2 inches). Thicker volumes
will require more lines, but no volume heavier
than six pounds should be hung up.
Do NOT line-dry a saturated volume: the
monofilament line will cut through the wet paper.
[illustration]
When almost dry, lay volumes flat and place weights on
covers to reduce distortion in boards.
5. AIR-DRYING OF VOLUMES WITH COATED PAPER STOCK
Wet coated paper stock should be handled with care, as the
print will slide off the wet page if rubbed. Do not allow
material to dry or it will bond together. To dry wet items
printed on coated paper stock, every page must be inter-
leaved. To separate saturated pages, follow these
instructions:
1. Place a sheet of polyester film on top of the first
page and a sheet of interleaving material to the
left of the first page.
2. Rub gently with a bone folder to create the surface
friction which will allow the wet paper to adhere to
the film.
3. Turning film (with page attached) to your left, insert
interleaving material behind the page.
[illustration]
4. Carefully remove polyester film. Turn page using
interleaving material.
5. Place the sheet of film on top of the following page,
repeating earlier steps until all pages have been
separated.
If material is wet but not saturated (pages can be opened
safely by hand) it may be interleaved without using the
polyester film. Every page must still be interleaved.
Materials may be frozen at this point. If they are to be
air-dryed, the interleaving materials must be changed every
two hours. Do not reuse interleaving sheets unless they
have been impregnated with a fungicide.
6. DRYING SINGLE SHEETS
When single sheets are found in groups, as in file
cabinets, it is best to freeze them as they were found
rather than attempt to separate them. Do not remove
sheets from file folders or document boxes -- they will
separate easily when vacuum- or freeze-dried.
Should it be necessary to separate a mass of papers for
hand-drying, the following procedures are necessary:
1. Place a sheet of polyester film on top of a stack
of wet, unbound papers.
2. Rub gently with a bone folder to create the
surface tension which will allow the wet paper
to adhere to the film.
3. Peel back the film with a single wet sheet attached
and place it, polyester side down, on a table. Place
a piece of dry polyester web over the wet sheet.
4. Turn so that web side is down and remove polyester
film, replacing with a second piece of dry polyester
web.
5. Continue repeating the process, separating the wet
sheets one at a time, interleaving with polyester web.
Materials may be air-dried or frozen at this stage.
6. Air-dry the sheets (supported by the two pieces of
polyester web) by placing them on absorbent paper on
tables or on top of closely spaced monofilament lines.
By the time 100 sheets have been separated, the first
sheets will be dry.
7. Air should be kept circulating, but fans should not
blow directly on the materials.
8. Papers may be flattened when almost dry by placing them
between two sheets of blotting paper and applying
even pressure with weights.
7. DRYING MICROFILM AND MOTION PICTURE FILM
The Eastman Kodak Company provides free emergency service
for cleaning and drying its own black-and-white roll
microfilm. Kodak will not treat microfiche.
SILVER HALIDE MICROFILM AND MOTION PICTURE FILM
Kodak recommends that microfilm and motion picture film
be kept in clean, cold water and sent to the nearest film
processing laboratory as soon as possible. For long trips,
seal material in plastic bags in a solution of 15 ml of 37%
formaldehyde solution per liter of water to prevent the
gelatin from swelling and softening. Then place the bags
in a plastic garbage can filled with cold water and ice
and transport to the processing laboratory. The cold will
help preserve the emulsion. Do not allow materials to
remain under water more than three days. Color negative
or positive film could last up to 48 hours.
VESICULAR AND DIAZO MICROFILM
Wash off under cold, clean running water. Air-dry or dry
with lint-free cotton gloves.
MICROFICHE
Treat as silver halide microfilm; send to a professional
microprocessing laboratory.
If the above procedures are not possible, freezing followed
by thawing, washing and drying is the next best alternative.
8. DRYING AUDIO, VIDEO AND COMPUTER TAPES AND FLOPPY DISCS
Magnetic tape can withstand temperatures of 200 degrees for
up to one hour without suffering severe damage. Smoke
damage usually affects only the exposed surfaces. Prolonged
exposure to water can be especially damaging because it
causes leaching of chemicals from the tape. If a back-up
copy is available, it is better to discard the water-soaked
original.
The following procedures are recommended for magnetic tape
salvage:
1. Do not attempt to play any damaged tapes or discs,
as they can damage the equipment on which they are
being played.
2. Wash the exposed edges with clean water and leave
the tapes to dry without heating.
3. If the tape is in a cassette or cartridge, break the
housing open and wash in clean water. Leave to dry
without heating.
4. Once dried, fast wind the tape against a felt pad
without the tape contacting the heads to remove
foreign matter from the oxide and base surfaces.
5. Re-record onto a new tape.
Take care not to separate the tape labels from the
appropriate tapes. A wax crayon may be used to identify
the tapes temporarily while being cleaned and dried.
9. DRYING OF SOUND RECORDINGS (DISCS)
Little can be done to treat abraded or deformed phonographic
discs. Undamaged discs with surface deposits can be washed
in a 1% solution of a non-ionic wetting agent such as Kodak
Photoflo in distilled water. A soft brush can be used to
to carefully dislodge particles. Thoroughly rinse off the
solution with plain distilled water and place discs
vertically in rack. Leave to dry slowly at room tempera-
ture.
Shellac, acetate and vinyl discs should be washed in
separate containers.
Record jackets or paper protective sleeves should be
discarded as they can trap moisture and may develop mold.
10. DRYING OF PHOTOGRAPHIC MATERIALS
Photographic materials should not be allowed to dry in place
after they become wet as they will stick to their envelopes
or to each other. Separating them after they have dried
together will result in damage to the emulsion or the image.
The following recommendations are summarized from the
work of Klaus Hendriks and Brian Lesser on the salvage of
water-damaged photographic materials:
Keep immersion time to a minimum.
Keep water temperature low.
Freezing of photographs retards further
deterioration.
As films appear to be more stable, salvage
prints first.
If personnel and time are available, salvage
methods in order of preference are:
1. air-dry (without freezing)
2. freeze; thaw; air-dry
3. freeze-dry in vacuum chamber
Vacuum freeze-drying (as is done with printed
materials) is not recommended due to blocking or
sticking of gelatin layers.
Protect wet COLLODION GLASS PLATE NEGATIVES from
being immersed in water. THEY MUST NEVER BE
FREEZE-DRIED.
Color photographs are difficult to salvage: the color layers
separate and the dyes fade quickly. Transport them to a
photographic laboratory immediately. (See "SUPPLIES"
section at end of report).
Other materials may be air-dryed flat or on monofilament
lines. If there are too many to air-dry, they may be stored
in cold water up to two days before transporting them in
sealed polyethylene bags inside plastic garbage pails to a
photographic laboratory.
Separate all materials with sheets of an inert plastic
before freezing.
SUPPLIES NEEDED FOR AIR-DRYING PROCEDURES*
HYGROTHERMOGRAPH
PORTABLE FANS
DEHUMIDIFIERS
PLASTIC GARBAGE SACKS
PLASTIC SHEETING
ABSORBENT SHEETING (PAPER TOWELS OR NEWSPRINT)
POLYESTER FILM (3 mil)
FREEZER PAPER
PRE-CUT STYROFOAM WEDGES
COTTON GLOVES
BONE FOLDERS
WEIGHTS
MONOFILAMENT LINE
POLYESTER WEB
KODAK PHOTOFLO
DISTILLED WATER
PLASTIC GARBAGE CANS
WAX CRAYONS
FORMALDEHYDE
PLASTIC CLOTHES PINS
*For location of supplies, see SUPPLIES section at end of report
PREVENTION AND PREPAREDNESS
PREVENTION AND PREPAREDNESS
Several important practices can reduce the risk of disaster and
mitigate those that do occur. One of the most important is the
scheduled routine inspection of Library buildings by the
Facilities Assistant. Inspections should be made according to a
planned schedule and at any other time when circumstances would
indicate that an inspection would be advisable. A sample
building survey from the University of Michigan, adapted for use
at UC Davis, follows. Areas known to be problem locations should
be checked frequently by the Facilities Assistant and by
personnel given responsibility for this type of inspection in the
Health Sciences Library, the Physical Sciences Library, and other
Library buildings. A list of known water problem areas is on
page 34.
BUILDING SURVEY FORM
ARCHITECTURE
1. Type of primary building material (brick, concrete, etc.)
____________________________________________________________
2. Foundation: visible water stains? yes___ no___ If yes,
describe location and extent of stains _____________________
____________________________________________________________
cracks? yes___ no___ If yes, describe location and extent
of cracks __________________________________________________
____________________________________________________________
are collections stored in basement areas? yes___ no___ Is
there seepage into basement areas? yes___ no___ If yes,
describe location and extent _______________________________
____________________________________________________________
most recent problem (describe damage and give date of
occurrence) ________________________________________________
___________________________________________________________
3. Roof: type of building material ____________________________
flat roof? yes___ no___ skylights? yes___ no___
drains/eaves? yes___ no___ condition? _____________________
____________________________________________________________
evidence of leakage through ceilings? yes___ no___ where?
____________________________________________________________
____________________________________________________________
most recent leak? __________________________________________
extent of damage to collections ____________________________
____________________________________________________________
4. Do you experience ongoing problems related to the building
structure not mentioned above? yes___ no___ If yes, please
describe ___________________________________________________
____________________________________________________________
____________________________________________________________
HEATING AND COOLING SYSTEMS
1. Describe the heating system (steam, forced air, etc.) in
your building ______________________________________________
How often does in undergo routine maintenance? _____________
Are there chronic problems related to the heating system?
If yes, explain ____________________________________________
2. Does your building have its own cooling system? yes___ no___
Describe the system (forced air, water-cooled, etc.)
____________________________________________________________
How often does it undergo routine maintenance? _____________
Are there any chronic problems related to the cooling
system? If yes, explain ___________________________________
____________________________________________________________
3. Have you experienced excessive dampness leading to mold?
yes___ no___ If yes, explain, giving date of occurrence and
location of affected materials at the time of the problem
____________________________________________________________
____________________________________________________________
WATER
1. Have there been any recent problems related to the plumbing
in your building? yes___ no___ If yes, explain, giving
locations and dates of occurrence __________________________
____________________________________________________________
____________________________________________________________
2. Have you ever experienced leakage around windows, skylights,
ceilings, or doors after rain? yes___ no___ If yes,
explain, giving dates and locations of occurrences _________
____________________________________________________________
3. Are there water pipes running through collection areas?
yes___ no___ Have you ever experienced leaks attributable
to those pipes? yes___ no___ If yes, explain, giving dates
and locations of occurrences and describing any damage to
collections resulting from the leaks _______________________
____________________________________________________________
____________________________________________________________
SECURITY
1. Does your building have any of the following? yes no
Burglar alarms ___ ___
Fire alarms ___ ___
Heat sensors ___ ___
Smoke sensors ___ ___
Water sensors ___ ___
Automatic extinguishing system ___ ___
Portable extinguishers ___ ___
2. Are staff aware of the type of systems in your building?
yes___ no___
3. Are they aware of locations for all portable extinguishers?
yes___ no___
4. Is the staff trained in the use of portable extinguishers?
yes___ no___
5. Do you have an evacuation plan for staff and patrons?
yes___ no___
6. Do you conduct regular fire drills?
yes___ no___
FIRE HAZARDS
1. Have you previously had fire problems in your library?
(smoking outlets, "browning" or power surges? yes___ no___
Did any of the problems result in an electrical fire?
yes___ no___ Date of occurrence ___________________________
Were library materials affected? yes___ no___ To what
extent? ____________________________________________________
2. Do you have dependably regular trash collection within your
library? yes___ no___
How often are wastebaskets emptied? ________________________
Are there areas inside your unit where trash builds up
before collection? yes___ no___ Where? ____________________
How much? __________________________________________________
3. Are flammable materials used in your building? yes___ no___
What kinds? ________________________________________________
____________________________________________________________
How and where are they stored? ____________________________
____________________________________________________________
How and how often are they disposed of? ____________________
____________________________________________________________
4. Do you have a bookdrop built into an exterior wall? yes___
no___ Have you ever had flammable materials dropped into
it? (please explain) _______________________________________
____________________________________________________________
Any other type of vandalism of the drop? ___________________
____________________________________________________________
PLANNING FOR DISASTER
1. Do you have up-to-date floor plans for your building?
yes___ no___ If yes, are they clearly marked with locations
of: yes no
fire extinguishers ___ ___
fire alarms ___ ___
emergency exits ___ ___
master switches for electricity ___ ___
water main shut-off ___ ___
2. Do you have a staff/patron evacuation plan? yes___ no___
Is it up-to-date? yes___ no___ Are staff aware of their
roles in the event of a fire, bomb threat or other
emergency? yes___ no___ Are floor plans with emergency exit
routes posted in public areas of your library?
3. Do any of your stack ranges sit directly next to an interior
wall? yes___ no___ Do books or other materials rest within
2" of that wall? yes___ no___ If yes, please identify
location and give an estimate of the numbers of volumes
involved ___________________________________________________
____________________________________________________________
4. Do any of your stack ranges sit directly next to an exterior
wall? yes___ no___ Do books or other materials rest within
12" of that wall? yes___ no___ If yes, please identify
location and give an estimate of the number of volumes
involved ___________________________________________________
____________________________________________________________
5. Do you have any works of art or other materials hung on
exterior walls? yes___ no___ If yes, please identify
location and give an estimate of the numbers and types of
items involved.
Another important practice is the scheduled review of emergency
and disaster plans with each Department. At least annually, two
members of the Disaster Prevention Group will meet with each
Department to review the Emergency Manual and the Disaster Plan
to insure that the procedures are familiar to all.
EMERGENCY PLAN REVIEW
_____ Location of emergency manual
_____ Review evacuation plan for Department
_____ Location of reporting site outside Library after
evacuation
_____ Location of fire alarms
_____ Location of fire extinguishers
DISASTER PLAN REVIEW
_____ Location of disaster plan
_____ Location of Department's high priority materials
_____ Review of box-making and box-filling
DEPARTMENTAL EMERGENCY PROCEDURES
DEPARTMENT ______________________________________________________
BUILDING ________________________________________________________
This information is provided to enable employees to respond to an
emergency evacuation in a prompt and orderly manner. Should
there be an emergency, follow the directions of your Department
Head. The Department Head will be informed of the situation and
the procedures to follow.
DEPARTMENT HEAD ______________________________ PHONE ____________
EMERGENCY EXIT:
Use the __________________________________________ stairway/door.
DO NOT USE ELEVATORS.
ALTERNATE EXIT:
_________________________________________________________________
OUTSIDE MEETING LOCATION:
_________________________________________________________________
REPORT TO (name of individual) __________________________________
for roll call. Stay with your group until told to leave.
In addition to fire and water, remnants of food and drink attract
insects and vermin, posing another threat to library materials.
Enforcing the Library's policy against food and drink in the
library is the only method of prevention. Early detection of
food and drink could best be accomplished through a continuous
patrol system. Patrol personnel should be scheduled and trained
through the Access Services Department and follow the steps
outlined below:
1. Personnel should be easily identified.
2. Patrol members should be on duty all hours of
library operation.
3. Pattern and timing schedules must be irregular.
4. During the first thirty minutes of daily operation,
personnel should be stationed at the Library entrance.
Dirt and dust also pose a threat to library materials. Increased
custodial attention to stack areas, stairwells and study areas
and a regularly scheduled program of stack maintenance involving
dusting and cleaning of books and shelves would reduce physical
damage and further prolong the life of the collections.
SUPPLIES
SUPPLIES
It is the responsibility of the Conservation and
Preservation Department to maintain a list of supplies needed in
a disaster and to provide sources from which these supplies may
be obtained. All sources of supplies and services should be
contacted in advance to explain the library's needs and purpose,
and should be contacted on a regular basis to determine whether
those supplies and services are still available. The locations
of in-house emergency supplies and equipment should be available
in printed format. These supplies should be scrupulously
monitored for condition and quantity as a guarantee of
availability.
SALVAGE OPERATIONS SUPPLIES CHECKLIST
BLOTTER PAPER PRESERVATION DEPT.
BONE FOLDERS PRES; SP COLL
BOOK TRUCKS PRES; ACCESS SVCS; MAILROOM
BOXES (CARDBOARD) 200 SP COLL
BRUSHES
BUCKETS DISASTER CABINETS; 6 PRES
CHEMICAL LIGHT STICKS
CRAYONS (WAX)
DEHUMIDIFIERS PHYSICAL PLANT
DISHPANS (PLASTIC) 3 PRES
DISTILLED WATER CHEMISTRY DEPT.
DOLLIES MAIL ROOM; PHYSICAL PLANT
ACCESS SERVICES; SP COLL
EXTENSION CORDS (HEAVY DUTY) 2 PRES; PHYSICAL PLANT
FANS PRES; PHYSICAL PLANT
FIRST AID KITS DISASTER CABINETS
FELT TIP MARKERS LIBRARY SUPPLY; STOREHOUSE
(WATERPROOF)
FLASHLIGHTS DISASTER CABINETS
FLASHLIGHT BATTERIES
FLASHLIGHT BULBS
FOLDING CHAIRS, TABLES
FORKLIFTS CAMPUS RECEIVING
FORMALDEHYDE CHEMISTRY DEPT.; PRES
FREEZER PAPER (PRE-CUT) ZELLERBACH PAPER
1100 RICHARDS BLVD
441-6761
FREEZER SPACE CRYSTAL COLD STORAGE
1812 - 7TH ST., SACTO 95814
443-2573 (BILL GENTIS)
FREEZER SPACE (BLAST) UNION ICE
425 N. UNION, STOCKTON
209-948-1231 (DON CAVAGNARO)
FUMIGATION SERVICES ENVIRONMENTAL HEALTH & SAFETY
GARBAGE BAGS (PLASTIC) STOREHOUSE
GARBAGE CANS (LARGE PLASTIC) SP COLL; PRES; GOV DOCS
GENERATORS (PORTABLE) PHYSICAL PLANT
GLOVES (COTTON) PRES; SP COLL
GLOVES (NEOPRENE) VWR SCIENTIFIC
P.O. BOX 3200
SAN FRANCISCO, CA 94119
415-468-7150
GLOVES (HEAVY DUTY WORK)
(2 DOZ. LABELLED)
HAND TRUCKS PRES; MAIL ROOM;
ACCESS SERVICES
HARD HATS
HYGROTHERMOGRAPHS SHIELDS; PSL; HSL
MILK CRATES (PLASTIC) CRYSTAL CREAMERY (444-7200)
ADOHR FARMS (442-9211)
MOISTURE CONTENT METER PRESERVATION DEPT.
MOPS PHYSICAL PLANT
MYCOLOGIST CAMPUS?
NEWSPRINT (UNPRINTED)
NOTEBOOKS/PENCILS/PENS LIBRARY STOREROOM;
CAMPUS STOREHOUSE
NYLON MONOFILAMENT LINE PRES; SPORTING GOODS STORE
O-PHENYL PHENOL VWR SCIENTIFIC
PALLETS MAILROOM; PHYSICAL PLANT
CAMPUS RECEIVING
PAPER TOWELS 1 CASE, EMERGENCY CABINETS;
STOREHOUSE
PEST CONTROL EH&S
PHOTOFLO (KODAK) PHOTOGRAPHY SUPPLY HOUSE
PHOTOGRAPHIC LABS EASTMAN KODAK
925 PAGE MILL RD
PALO ALTO, CA 94304
415-493-7200; 800-242-2424
PLASTIC BAGS (SMALL) PRES DEPT (SMALL NUMBER)
PLASTIC SHEETING 2 ROLLS/DISASTER CABINET;
ACCESS SERVICES; PRES DEPT.
POLYESTER FILM (3 MIL) PRESERVATION DEPT.
POLYESTER WEB PRESERVATION DEPT.
PUMPS (PORTABLE) PHYSICAL PLANT
PUSH BROOMS PHYSICAL PLANT
RAMPS PHYSICAL PLANT
RESPIRATORS EH&S
RUBBISH HAULING PHYSICAL PLANT
SCAFFOLDING PHYSICAL PLANT
SCISSORS 1 EACH DISASTER CABINET
SHOVELS PHYSICAL PLANT
SPONGES 2 EACH DISASTER CABINET
SPRAY BOTTLES 1 EACH DISASTER CABINET
STYROFOAM WEDGES (PRE-CUT)
TOILETS, PORTABLE PHYSICAL PLANT
TRANSISTOR RADIOS
TRUCKS CENTRAL GARAGE
VACUUM CHAMBERS AEROJET
HIWY 50 & AEROJET RD
355-2236 (FACILITIES MGR)
DOCUMENT REPROCESSORS
55 SUTTER STREET, STE. 120
SAN FRANCISCO, CA 94104
415-362-1290 (ERIC LUNDQUIST)
WALKIE-TALKIES PHYSICAL PLANT
WATER (DRINKING)
WEIGHTS, BOOK PRES DEPT. (SMALL NUMBER)
WET/DRY VACUUMS 1 PRES; PHYSICAL PLANT;
FACILITIES ASSISTANT
WHEEL BARROWS PHYSICAL PLANT
SOMETHING IN WHICH TO PACK OVERSIZE VOLUMES, MAPS, BLUEPRINTS,
WORKS OF ART, ETC. (BAKER'S TRAYS?)
MAPS:
KNOWN WATER TROUBLE SPOTS (SHIELDS LIBRARY)
[following pages are Library floorplans]