University at Buffalo Libraries
Disaster Prevention, Response, and Recovery Manual
Date of latest printed
version Aug. 8, 2002
Date of latest revision
to Web version December 26, 2002
CONTENTS
Part I. Teams
- University Libraries Disaster Prevention, Response, and Recovery Team Members
- Disaster Prevention, Response, and Recovery Team
- Disaster Prevention, Response, and Recovery Coordinator
- Disaster Recovery Coordinator
- Supplies Team Leader
- Bibliographic Control Team Leader
- Packout Team Leader
- Area Disaster Prevention and Response Teams
Part II. Library Unit Administrative Contacts
Part III. Disaster Prevention
Part IV. Disaster Response
- Area Disaster Prevention and Response Teams
- Initial Response at Unit or Area Level
- Damage Assessment
- Stabilizing the Environment
Part V. Recovery of Water Damaged Materials
- Methods of Salvaging Water Damaged Materials
- Removal and Packing of Wet Materials
Part VI. Recovery of Fire Damaged Materials
Part VII. Supplies and Services
- Transportation
- Supplies
- Specialized Services
Part VIII. Appendices
Part IX. Other Resources Available in Central Technical
Services
Part I: Teams
I.1 University Libraries
Disaster Prevention, Response, and Recovery Team Members
Disaster Prevention, Response and Recovery Coordinator
| Name: | Marilyn M. Kramer |
| Office phone: | (716) 645-3459 |
| Home phone: | (716) 634-7694 |
| E-mail: | mmkramer@acsu.buffalo.edu |
| | |
| Alternate: | John Edens |
| Office phone: | (716) 645-2510 or 645-2916 |
| Home phone: | (716) 885-3598 |
| Cell phone: | (716) 695-5669 |
| E-mail: | edens@acsu.buffalo.edu |
Supplies Team Leader
Bibliographic Control Team Leader
Packout Team Leader
Area representatives
| AREA: | Health Sciences Library |
| Name: | Will Prout |
| Office phone: | (716) 829-3900 ext.132 |
| Home phone: | (716) 839-0328 |
| E-mail: | prout@buffalo.edu |
| | |
| Alternate: | Evelyn F. Hufford |
| Office phone: | (716) 829-3900 ext. 106 |
| E-mail: | hufford@acsu.buffalo.edu |
| | |
| AREA: | Law Library |
| Name: | Marcia Zubrow |
| Office phone: | (716) 645-2160 |
| Home phone: | (716) 645-2722 |
| E-mail: | llmarcia@acsu.buffalo.edu |
| | |
| Alternate: | Mary Ann Wachowiak |
| Office phone: | (716) 645-2050 |
| Home phone: | (716) 668-8417 |
| E-mail: | lwlmaw@acsu.buffalo.edu |
| | |
| AREA: | Music Library |
| Name: | Karen Ridler |
| Office phone: | (716) 645-2924 ext. 1434 |
| Home phone: | (716) 741-2063 |
| E-mail: | kridler@acsu.buffalo.edu |
| | |
| AREA: | Poetry/Rare Books Collection |
| Name: | Vacant |
| Office phone: | (716) 645-2917 |
| E-mail: | |
| | |
| AREA: | Arts & Sciences Libraries (Lockwood, SEL, UGL, APL) |
| Name: | Vacant |
| Office phone: | |
| Home phone: | |
| E-mail: | |
| | |
| Alternate: | Karen D. Senglaup |
| Office phone: | (716) 645-2814 ext. 453 |
| Home phone: | (716) 875-4983 |
| E-mail: | lolkds@acsu.buffalo.edu |
| | |
| AREA: | University Archives |
| Name: | John Edens |
| Office phone: | (716) 645-2916 or 645-2510 |
| Home phone: | (716) 885-3598 |
| Cell phone: | (716) 695-5669 |
| E-mail: | edens@buffalo.edu
|
| | |
| AREA: | Center for Book Preservation |
| Name: | Peggy Pajak |
| Office phone: | (716) 645-3195 |
| Home phone: | (716) 599-3416 |
| E-mail: | pjpajak@acsu.buffalo.edu |
| | |
| AREA: | Central Technical
Services |
| Name: | John Edens |
| Office phone: | (716) 645-2510 |
| Home phone: | (716) 885-3598 |
| Cell phone: | (716) 695-5669 |
| E-mail: | edens@acsu.buffalo.edu |
I.2
Disaster Prevention, Response, and Recovery Team
-
Each member has two copies
of the Disaster Prevention, Response, and Recovery Manual, one at home
and one at work.
-
Meets regularly to review
disaster recovery plan, area floor plans, and recent collection emergencies.
-
Conducts disaster response
and recovery drills.
-
In the event of a disaster
team members contact staff in the areas they represent.
-
Assembles at designated location
and, when permitted, enters building to assess damage starting with high
priority areas.
-
Documents extent of damage.
type of damage (water,
fire)
type of material damaged
extent of damage, i.e., how much?
brief
environmental conditions (dampness, heat)
condition of surrounding area
-
Photographs taken with Polaroid
film.
I.3 Disaster Prevention,
Response, and Recovery Coordinator
-
Responsible for the overall
management of disaster prevention, response, and recovery activities.
-
Appoints and charges members
of University Libraries Disaster Prevention, Response and Recovery Team,
including team leaders.
-
In the event of a disaster
which affects library collections, is in charge of all library operations
related to response and recovery efforts.
-
Contacts member of the Disaster
Response, and Recovery Team and informs them of the nature and location
of the disaster and where to assemble.
-
Establishes a command post.
-
Works with the administration
of affected areas to eliminate hazards and stabilize the environment and
arrange for Libraries disaster response and recovery staff to enter the
affected areas.
-
Works with administration
of affected areas in return of rehabilitated material.
-
Prepares a final report on
the recovery operation which includes a photographic record.
I.4 Disaster Recovery Coordinator
-
Supervises the work of the
team leaders.
--Supplies Team Leader
--Bibliographic Control Team Leader
--Packout Team Leader
-
Determines the extent of water
damage and which areas need immediate attention.
-
Working with administration
of affected area, determines if damaged volumes should be recovered or
discarded.
-
Determines what recovery methods
will be used-air drying, freezer drying, dehumidification, cleaning.
-
Decides what efforts can be
initiated locally, and what services must be contracted out.
-
Decides if items to be saved
should be packed for freezing, packed for removal to a drying area, or
moved to a near-by drying area.
-
Working with area representative
determines where materials can be packed, stored, and dried.
-
Establishes priorities and
plans the recovery operation.
-
Coordinates with the Disaster
Prevention, Response and Recovery Coordinator in establishing a budget
for the recovery operation.
-
Develops and assigns teams
for affected areas from list of staff trained for disaster recovery and
from the list of volunteers.
-
Trains and supervises others
in recovery and rehabilitation efforts.
-
Supervises of in-house cleaning
and drying of library materials.
-
Approves a clean and dry stack
area before reshelving.
-
Prepares a report on rehabilitation
activities which includes a photographic record.
I.5 Supplies Team Leader
-
Maintains inventory of essential
supplies for both immediate response and disaster recovery activities.
-
Assembles and distributes
necessary supplies and equipment.
-
Replenishes supplies as needed.
-
Arranges for the purchase
of supplies.
-
Arranges for food for work
crews.
I.6 Bibliographic Control
Team Leader
-
Inventories and produces record
of destroyed and damaged material.
-
Maintains separate lists of
items to be repaired in-house, materials to be sent off-site for freezing,
and materials to be sent to the commercial bindery.
-
Photographs damaged material.
I.7 Packout Team Leader
-
Maintains ongoing strategy
for access to commercial freezer space.
-
Supervises the training of
staff in making and packing boxes.
-
Makes any necessary arrangements
to remove books from the disaster site.
-
Oversees shipping of the boxes
to a commercial freezer.
-
Keeps a count of boxes shipped
to freezing facility.
-
Prepares a written report
on packout activities, including a photographic record.
I.8 Area Disaster Prevention
and Response Teams
Library units are encouraged to form Area Disaster
Prevention and Response Teams. It is recommended that those teams be responsible
for the following:
-
Identify and document potential
hazards to the collection.
-
Perform disaster prevention
inspections on a regular basis and take appropriate steps to remedy problems.
-
Maintain the area's disaster
response kit.
-
In emergency situations identify
conditions which have resulted in damage to collections and make the appropriate
initial response by using supplies in disaster response kit, and, if appropriate,
by contacting the Disaster Prevention, Response, and Recovery Coordinator
or alternate.
-
One member of each Area Disaster
Prevention and Response Team serves on the University Libraries Disaster
Prevention, Response, and Recovery Team.
-
Identify command post outside
the unit or area.
Part II. Library Unit Administrative Contacts
| UNIT: | Architecture and Planning Library |
| Name: | Carole Ann Fabian |
| Office phone: | (716) 829-3505 |
| E-mail: | cafabian@acsu.buffalo.edu |
| | |
| UNIT: | Arts & Sciences Libraries Access Services |
| Name: | Karen D. Senglaup |
| Office phone: | (716) 645-2815 |
| Home phone: | (716) 875-4983 |
| E-mail: | lolkds@acsu.buffalo.edu |
| | |
| UNIT: | Central Technical Services |
| Name: | John Edens |
| Office phone: | (716) 645-2510 |
| Home phone: | (716) 885-3598 |
| Cell phone: | (716) 695-5669 |
| E-mail: | edens@acsu.buffalo.edu |
| | |
| UNIT: | Director's Office |
| Name: | Barbara von Wahlde |
| Office phone: | (716) 645-2967 |
| Home phone: | (716) 689-1954 |
| E-mail: | bvw@acsu.buffalo.edu |
| | |
| UNIT: | Health Sciences Library |
| Name: | Gary Byrd |
| Office phone: | (716) 829-3402 |
| Home phone: | (716) 838-8151 |
| E-mail: | gdbyrd@acsu.buffalo.edu |
| | |
| UNIT: | Law Library |
| Name: | Jim Milles |
| Office phone: | (716) 645-2041 |
| Home phone: | (716) 887-2295 |
| E-mail: | jgmilles@buffalo.edu |
| | |
| UNIT: | Lockwood Memorial Library |
| Name: | Karen D. Senglaup |
| Office phone: | (716) 645-2815 |
| Home phone: | (716) 875-4983 |
| E-mail: | lolkds@acsu.buffalo.edu |
| | |
| UNIT: | Music Library |
| Name: | Nancy Nuzzo |
| Office phone: | (716) 645-2923 |
| Home phone: | (716) 633-4330 |
| E-mail: | nuzzo@acsu.buffalo.edu |
| | |
| UNIT: | Poetry/Rare Books |
| Name: | Robert J. Bertholf |
| Office phone: | (716) 645-2917 |
| Home phone: | (716) 885-6988 |
| E-mail: | bertholf@acsu.buffalo.edu |
| | |
| UNIT: | Science and Engineering Library |
| Name: | Karen D. Senglaup |
| Office phone: | (716) 645-2815 |
| Home phone: | (716) 875-4983 |
| E-mail: | lolkds@acsu.buffalo.edu |
| | |
| UNIT: | Undergraduate Library |
| Name: | Karen D. Senglaup |
| Office phone: | (716) 645-2815 |
| Home phone: | (716) 875-4983 |
| E-mail: | lolkds@acsu.buffalo.edu |
| | |
| UNIT: | University Archives |
| Name: | John Edens |
| Office phone: | (716) 645-2916 or 645-2510 |
| Home phone: | (716) 885-3598 |
| Cell phone: | (716) 695-5669 |
| E-mail: | edens@buffalo.edu
|
Part III: Disaster Prevention
The responsibility for identifying
conditions which could result in damage to collections and/or human injury
or loss of life rests with the administration of individual libraries or
areas within the University Libraries.
The administration of individual
libraries or areas is encouraged to conduct regular inspections of their
respective areas and to correct any hazardous conditions or insufficient
security measures. Useful resources are Northeast Document Conservation
Center publications "Collections Security: Planning and Prevention for
Libraries and Archives"; "Protection from Loss: Water and Fire Damage,"
"Biological Agents, Theft, and Vandalism"; and "An Introduction to Fire
Detection, Alarm, and Automatic Sprinklers." All are available as an appendix
to this manual.
Part IV: Disaster Response
IV.1 Area Disaster Prevention
and Response Teams
In emergency situations Area Disaster Prevention
and Response Teams identify conditions which have resulted in damage to
collections and make the appropriate initial response by using supplies
in disaster response kit, and, if appropriate, by contacting the Disaster
Prevention, Response, and Recovery Coordinator or alternate.
IV.2 Initial
Response at Unit Level
Water damage creates an unstable environment
for library materials. Mold can develop within 48 hours if the temperature
is 70 degrees F or higher and the relative humidity is over 70%. Because
mold is more damaging than the water itself, time is of the utmost importance when dealing with wet materials.
Unit libraries have been provided with a quick reference guide on immediate steps to be taken with water damaged material.
WATER DAMAGED MATERIAL
Quick Response by the Unit
When only a few items are affected:
BOOKS
Do not open or close very wet book or separate covers
Immediately
contact the Center for Book Preservation and send book for treatment to
prevent further damage
COMPACT DISCS & CD ROMs
Air-dry in an upright
position; when dry, clean with lint free cloth, using other than a circular
motion
FLOPPY DISKS
Do not touch disk surface with bare hands
Air-dry in
an upright position; check disk's content
MICROFICHE
Remove from sleeve
and air-dry
MICROFILM
Do not remove from box; hold carton together with
rubber bands
Immediately contact the Center for Book Preservation and send
the box for treatment to prevent further damage
SOUND & VIDEO RECORDINGS
Do not touch magnetic media with bare hands Air-dry; check recording's
content
VINYL DISCS
Hold disc by its edges; avoid shocks to disc
Air-dry
in an upright position
When more than a few items are affected, contact
your Disaster Prevention, Response, and Recovery Team member
If
you discover water damaging the library collections, use the following
plan as a guide to make informed decisions. The following are to be taken
as the situation dictates, not necessarily in the order listed.
-
Call for assistance.
-
As appropriate, contact University
emergency assistance personnel (Public Safety, Facilities Management, etc.)
to stop the source of the water.
-
As appropriate, summon members
of any Area Disaster Prevention and Response Team.
-
If damage is extensive contact
the University Libraries Disaster Prevention, Response, and Recovery Coordinator
or alternate.
-
Consider personal safety.
In a water emergency, watch for electrical hazards and slippery footing.
Do not enter the affected area until it is checked for electrical and structural
hazards and is declared safe to enter.
-
Institute damage control measures
if collections are at risk.
Water from above
-
Identify the source of the
leak and contain the water flow if possible; use plastic lined water baskets.
-
If the water leak cannot be
contained immediately or quickly and library collections are threatened,
cover the affected area with plastic sheeting located in the Emergency
Supply Kit or relocate the library material away from the affected area.
-
Apply plastic sheeting so
water is channelled to a container; do not puncture plastic in an attempt
to do this.
-
If entire stack or several
sections are being covered, allow plastic to drape onto floor, allow air
to circulate within the covered area to inhibit mold growth.
Water from below
-
Move books to higher shelves
or move books off shelves to another location.
-
If water damage is extensive,
e.g. in the case of flooding, do not remove any materials from the shelves
without direction from the University Libraries Disaster Prevention, Response,
and Recovery Coordinator. Unorganized removal could compound the damage.
Damage to water logged books
can be minimized if wet books are not opened and covers are not cleaned.
Books immersed in water can be left until ready to move.
Do not disturb
materials in archival storage boxes, protective wrappers or acid free envelopes.
IV.3
Damage Assessment by University Libraries Disaster Prevention, Response,
and Recovery Team
Before priorities or salvage operation plans are
drawn up, an assessment of the damage must be made. An initial assessment
will be made by the University Libraries Disaster Prevention, Response,
and Recovery Coordinator with the involvement of the administration of
the affected area.
Generally, a three tiered system of assessment (i.e.,
small, moderate, and large) is useful for quick analysis using the following
numerical guidelines for categories:
small - up to 500 books
affected
moderate - 500 - 1000 books affected
large - over 1000 books affected
The scope of the disaster
determines whether it can be handled by in-house staff, whether outside
service contractors must be hired, and what salvage techniques are used,
i.e., whether to air dry, freeze, or vacuum freeze dry materials. Besides
the number of materials affected, the degree of damage sustained by the
collections must also be taken into account when assessing the damage.
Each disaster is assessed using both objective and subjective factors.
Besides the scale and scope of the disaster, other factors affecting salvage
decisions are:
-
What part of the collection
is affected.
-
The position of materials
on the collection priority list.
-
The type of damage likely
to be suffered by materials. Assess the extent and nature of the damage
by focusing on these general concerns:
-
Record extent of damage.
-
Record type of damage (water,
fire).
-
Record type of material damaged.
-
Record extent of damage, i.e.,
how much?
-
Record a brief description
of environmental conditions (dampness, heat).
-
Record condition of surrounding
area.
-
Include photographs taken
with Polaroid film.
-
Survey the damage site by
answering the following questions:
-
Is there any threat to personal
safety? fallen shelves, slippery floor, falling tiles, exposed electrical
hazards?
-
Is there structural damage?
Are utilities affected? electricity, heat, air conditioning, telephone?
-
What kinds of materials are
damaged? periodicals, books, audio-visual materials, microforms, photographs,
manuscripts, sound recordings, maps?
-
Is there localized damage
from fire, soot, or heat?
-
What is the nature of the
damage? Is the material damp or wet? Was the water muddy, oily, contaminated,
or clean? Is there additional damage from fire, soot, or heat?
-
Is the water in a flooded
area contaminated? Water may be contaminated by soot, ash, sewage, or by
having passed through a pipe or gutter.
-
How many items are affected?
Identify the size of the area affected as well as nearby areas. Estimate
the approximate number from the relative size of items and the length of
the occupied shelving.
-
What equipment will be needed?
dehumidifiers, water vacuums, fans, book trucks, freezer trucks, sump pumps,
packing crates, generators?
-
Is the library capable of
maintaining services? full or selective? Can areas be restricted on a selective
basis if necessary?
IV.4 Stabilize the Environment
-
The temperature and humidity
should be kept as low as possible to reduce the risk of mold growth. Molds
will flourish at temperatures of 70 degrees F and 70% relative humidity;
wet materials are subject to mold growth after 48 hours.
-
The season, weather, and condition
of the building systems will affect how quickly temperatures and relative
humidity can be controlled.
-
Reduce the air temperature.
In winter, turn the heat down. In the case of water damage, do not be tempted
to turn up the temperature to "dry" materials out. That action will encourage
mold growth.
-
In summer, reduce the temperature
as low as possible. Keep air conditioners on 24 hours a day and maintain
temperatures lower than 70 degrees F.
-
Increase air circulation.
Use fans and direct the air so it is expelled from the building.
-
Open windows and doors to
increase air circulation if outside humidity is lower than that inside.
-
Keep fans on 24 hours a day.
If power is out, bring in portable generators to power the equipment.
-
Monitoring the environment.
The environment within the affected area needs to be monitored regularly
with appropriate instruments. Fans and dehumidifiers should be kept running
until the relative humidity has stabilized and remains at 35% for several
days.
Part V. Recovery of Water
Damaged Materials
V.1 Methods of Salvaging
Water Damaged Materials
-
Books that are thoroughly
wet
-
Do not open.
-
Do not remove covers.
-
Do not fan leaves.
-
Place book in closed position
on its head on sheets of absorbent paper. Place small pieces of binders
board at fore edge to permit water to drain off efficiently. Place paper
towels between the covers and the textblock; keep slightly open. Change
paper on the table as it becomes wet. Place book in front of moving current
of air until dry enough for next step.
-
Books that are partially
wet
Omit the drainage procedure described above. Carefully open book
partially and interleave with paper towels or unprinted newsprint. Place
paper towels between the covers and the textblock; keep slightly open.
Begin at back of book and interleave every 20 leaves. Be careful not to
stuff the book as this will cause the spine to warp. If good drying conditions
exist, book may be left flat until paper towels absorb some water (about
1 hour).
-
Books with wet edges
Omit the drainage procedures described above. Place paper towels between
the covers and the textblock; keep slightly open. Interleave from the back
of the book about every 20 pages. Shut book and place on several sheets
of absorbent paper without weights. As drying proceeds, remove and replace
the interleaving sheets to expose dry sections. Turn book over each time
it is interleaved. When leaves are almost dry, place light weight on book
to hold distortion of edges to a minimum.
-
Books that are damp
Stand book on edge, lightly fanned and allow to dry in current of air.
If board covers are damper than text, place paper towels between boards
and the book. Pamphlets or paperbacks which cannot stand alone can be hung
on a clothes- line (fishline) with the cord running through the center
of the book. Thick pamphlets can be hung on two parallel lines. When almost
dry, go to the next step.
-
Books that are almost dry
Lay book flat on table, push the back and boards gently into position and
place under light weight. Leave in this position until book is thoroughly
dry. Do not stack drying books on top of each other. Do not return volumes
to stacks until thoroughly dry, otherwise mold may develop along the inner
margins. Once the drying operation is over, separate books according to
the different follow up processing intended, for example, sort those to
be returned to the shelves, to be repaired, to be commercially rebound,
to be replaced, or to be restored.
Recovery begins after the
condition of the damaged materials has been stabilized and involves all
procedures that contribute to making library materials usable again.
-
Books
-
Handle wet materials carefully
including their paper boxes. Do not remove containers unless disintegrated.
Keep identification labels as found. Do not mark wet materials. To prevent
further damage, do not stack boxes or materials in piles on the floor.
When packing, fill cartons and crates three quarter full.
-
Do not open or close wet books
or remove wet book covers. Lay sheet of freezer paper around the cover
and pack spine down in a milk crate or cardboard carton. Pack in the crate
vertically, one layer deep. Do not pack tightly.
-
Books with coated papers should
be kept wet by packing inside boxes lined with garbage bags. Freeze as
quickly as possible. If more than one hour is needed to get books to the
freezer facility, use refrigerated trucks.
-
Leather, vellum and parchment
bindings are an immediate priority since they distort and disintegrate
in water. Separate from other books.
-
Coated papers
-
Coated papers cannot be air
dried as pages will 'block" or stick together in one mass.
-
Keep coated papers wet by
packing in boxes lined with plastic garbage bags.
-
Paper (manuscripts, single
sheets)
-
Do not try to separate single
sheets but interleave the folders every two inches with freezer paper.
-
Do not attempt to sponge off
mold.
-
Do not turn boxes upside down
to freeze. Containers and contents should be frozen as found.
-
Maps, plans, oversize manuscripts
-
Sponge water out of map drawers.
Remove drawers from cabinet.
-
Ship and freeze. Pack loose,
flat maps in bread trays, flat boxes or plywood covered with polyethylene
sheets.
V.2 Removal and Packing
of Wet Materials
Before packing begins, identify and secure the
following:
-
Place where materials will
be moved (freezer, storage, air drying location).
-
Means of transporting materials
(book trucks, hand carts, pallet movers, vehicles).
-
Route by which materials will
be removed from the building.
-
Access to exits (elevators
may not be functional due to power failure; consider conveyor belts, skate
wheel conveyors, pulleys).
-
Access to loading dock for
vehicles bringing supplies and removing packed boxes.
-
Supplies and equipment
-
Plastic/milk crates or cardboard
boxes
-
Waxed or freezer paper
-
Protective clothing (aprons,
gloves, rubber boots, hard hats, respirators)
-
Supplies for recording and
labelling boxes (waterproof pens, paper pads, clipboards, tags for labeling
boxes)
-
Plastic sheeting
-
Lighting, fans, dehumidifiers,
wet/dry vacuum cleaners and mops.
Removal of wet library
materials
Wet materials are very susceptible to mold growth which can
occur in 48 hours. As soon as possible, water damaged library materials
should be handled as follows:
-
Organize workers into teams
of 3 or 4 people, inform everyone of the plan, and assign tasks; keep the
same number of workers in each team to prevent bottlenecks.
-
Bring, prepare and assemble
packing materials (boxes, crates, cut wax paper)
-
Prepare processing or packing
site. This area should be environmentally controlled and have adequate
work space. Work surfaces and carpets should be covered with plastic sheeting.
-
Sort materials into groups.
-
To be packed and frozen.
-
To be fan dried or air dried
right away.
-
To be left alone.
-
To be withdrawn.
With large amounts of wet
materials it is often expedient to freeze everything.
-
Remove materials by human
chain or conveyor belt from the nearest accessible point to the nearby
"dry area" where they can be packed.
-
Clear aisles and passageways
first.
-
Start close to exits and work
back.
-
Remove wettest materials next;
if water is from above, start with top shelf.
-
Remove books in a horizontal
sequence.
-
As shelves are cleared, code
each box/crate according to its original location.
-
Priorities
-
Valuable records and materials
-
Items that have already developed
mold
-
Manuscripts, prints, drawings,
maps with soluble components, e.g., watercolors
-
Materials printed on coated
paper (if allowed to dry, pages will block or form a solid mass)
-
Assign a low priority to items
that cannot be salvaged (e.g., coated papers that have begun to dry)
-
Remove very damp or partially
wet materials next.
Packing
-
Bound volumes
-
Wrap bound volumes with freezer
paper, waxed paper or silicone paper to prevent their sticking together.
Place waxed paper around the spine of the book. Do not try to change the
shape of the books when packing them.
-
Place book spine down -- not
on its fore edge. If placed on their side edge the additional weight of
the water will pull the books out of their bindings.
-
Place books in a strong cardboard
box (approximately 2 cubic feet; similar in size to library bindery boxes)
or plastic crates. Interlocking plastic crates make excellent strong containers
for wet materials.
-
Do not pack books too tightly;
allow for air circulation. Also do not pack books too loosely or they will
fall over and be further distorted. Pack boxes three quarters full.
-
Manuscripts, flat materials
-
Archival storage boxes, if
stored close together, generally are unlikely to be saturated with water.
However corrugated boxes may be very wet, even though most of the contents
are only damp. In such cases, repack the contents in new boxes or plastic
milk crates to speed up drying and to prevent the collapse of wet boxes.
-
Groups of sheet materials,
e.g., manuscripts, documents, prints, photographs, should be wrapped as
found; do not separate manuscripts. The package should not exceed 2 inches
in thickness.
Identification of collections
-
Keep identification labels
and markings on collection containers as found. If it is necessary to mark
collections, use a soft pencil or preferably a waterproof pen. Do not attempt
to mark wet materials.
-
Mark boxes with letter/number
and location markers which correspond to the same numbering sequence as
shown on the floor plan. Although this appears time consuming, this action
may save considerable time and expense later in sorting and reshelving
materials. Mark boxes with the following information: type of material,
shelf/range location, material's priority.
Part VI. Recovery of Fire-Damaged
Materials
VI.1 Books
The damage
caused by extremely high temperatures is irreversible. Charred volumes,
even though damaged internally by intense heat, can often be edge trimmed
and rebound. For many books this is the only solution. When books are still
in print, replacement is also a good alternative.
Rare and valuable books
from special collections exposed to high heat should be professionally
restored even if there is no evidence of charring.
VI.2 Manuscripts
Manuscripts that have been subjected to intense heat should be examined
by a conservator. Keep documents with their original containers to aid
identification. Badly charred documents can be deciphered by special photography
or chemical processes. Never try to open charred bundles. Carefully wrap
and deliver to restorer. Pick up single sheets with piece of cardboard
and cover with second piece of cardboard. Make a rigid package if materials
will be sent out for restoration.
VI.3 Photographs
Damage to film,
photographs, audio tapes and discs caused by exposure to intense heat is
generally irreversible unless their containers provide sufficient insulation.
Best way determine is to try out the item.
PART VII. Supplies and Services
-
VII. 1 Transportation
Transportation
of supplies available within the University Libraries is provided by the
University Libraries Mail and Delivery Service. Contact the Libraries Mail
Room (645-2671). Transportation of any equipment obtained from University
Facilities can be coordinated by University Moving and Trucking.
-
VII. 2 Supplies
Emergency Supply
Kit There is an Emergency Supply Kit located in each unit. The Emergency
Supply Kit is an essential part of the recovery effort. It contains enough
supplies to allow work to begin immediately.
The Emergency Supply Kit should
be stored in a secure, central location which is accessible to all staff.
The contents of the kit and the intended use of each item is described
in the supplies glossary. The contents should be checked semi-annually
by staff in the unit or area to confirm that items with a limited shelf-life,
e.g., flashlight batteries, are in working condition. Any supplies used
in a minor emergency will be replenished by the Center for Book Preservation.
Contents of emergency supply kits
- aprons, disposable
- caution tape
- clipboard
- clothespins, plastic
- dust masks
- Emergency Response and Salvage Wheel
- extension cords, heavy duty
- first aid kit
- flashlights, with batteries
- gloves, cloth work
- gloves, disposable
- gloves, latex
- hard hats
- labels, self-adhesive
- mylar sheets
- newsprint, unprinted
- nylon fish line
- paper pads, ruled
- paper towels
- pens, regular
- pens, waterproof marking
- plastic sheeting
- plastic trash bags, large size
- plastic trash bags, small size
- rubber bands
- safety goggles
- screwdriver, large
- sponges
- tape, strapping
- toothpicks
- twine
- utility knives, with retractable blades
- wax or freezer paper
- copy of Peter Waters' book, Procedures for Salvage of Water-Damaged Library Materials
Additional supplies are available from the Center
for Book Preservation. Supplies are stored in the Closed Stack Area, Basement
Level, Lockwood Library Building. Contact person: Diana Randall, at 645-2255
Recovery
Supplies
The following list indicates supplies available either in
the Emergency Supply Kit (KIT), within the University Libraries (ULib),
University Facilities (UF), Local Vendors (LV), and the Disaster Supply
Centers in the Center for Book Preservation (DSC).
alcohol, denatured or isopropyl
LV
aprons, disposable
KIT, DSC
batteries
KIT, DSC
bleach, (Clorox)
LV
book trucks, metal
Ulib
boxes, cardboard
DSC
boxes, waxed
DSC
brooms
Ulib, UF
buckets
UF
camera and film
DSC
caution tape
KIT, DSC
clipboards
KIT
clothespins, plastic
KIT, DSC
crates, plastic
DSC
dehumidifier
UF
disinfectant cleansers
LV
dry ice
LV
dust masks
KIT, DSC
Emergency Response and Salvage Wheel
KIT, DSC
extension cords, heavy duty
KIT, DSC
fans
DSC, UF
first aid kit
KIT
flashlights, with batteries
KIT
freezer paper
KIT, DSC
gloves, cloth work
KIT, DSC
gloves, disposable
KIT, DSC
gloves, latex
KIT, DSC
hand tools (hammers, pliers, screwdrivers, etc.)
DSC
hand trucks
DSC, ULib
hard hats
KIT, DSC
hygrometer
DSC
hygrothermograph
DSC
labels, self-adhesive
KIT, DSC
moisture meters
DSC
mops
Ulib, UF
mylar sheets
KIT, DSC
newsprint, unprinted
KIT, DSC
nylon fish line
KIT, DSC
paper pads, ruled
KIT, DSC
paper towels
KIT, DSC
pens, regular
KIT, DSC
pens, waterproof marking
KIT, DSC
plastic sheeting
KIT, DSC
plastic trash bags, large size
KIT, DSC
rubber bands
KIT, DSC
safety goggles
KIT, DSC
scissors
KIT, DSC
sponges
KIT, DSC
tape, filament tape, freezer tape, strapping
KIT, DSC
toothpicks
KIT, DSC
trash cans, plastic (large 30 gallon)
ULib
trash cans, plastic (small 5 gallon)
ULib
twine
KIT, DSC
utility knives, retractable blades
KIT, DSC
wax paper
KIT, DSC
Supplies available from Facilities Management
(needed for stabilizing environment and for packout of materials)
-
conveyor, skate-wheel
-
crow bars
-
dehumidifiers
-
emergency lights
-
fork lifts
-
generators, portable
-
hand trucks, hydraulic
-
hoses
-
hygrometer
-
hygrothermograph
-
pallet movers, see fork lifts
-
pallets
-
plywood sheets
-
ramps, portable
-
sawhorses, or other table
leg supports
-
sump pump
-
tables, folding
-
vacuum cleaner (wet/dry)
Supplies and their uses
-
Alcohol, Denatured or Isopropyl
A useful disinfectant for inhibiting mold from covers of books, shelves,
and book trucks. Denatured and isopropyl are the least toxic. Alcohol will
dissolves some dyes and may also affect library buckram and book cloth.
Not for use on mold in textblocks.
-
Bleach/lysol type cleansers
A disinfectant for preventing mold growth from occurring on shelves, book
trucks and furnishings after wet materials have been removed.
Boxes Used for packing wet
books; best type of corrugated boxes are no larger than 12 x 15 x 10 inches.
Caution tape Generally bright
colored plastic ribbon used to section off disaster site.
Crates, plastic/milk Used
for packaging and transporting wet books for freezing and freeze drying.
Crow bar Used to pry wet,
swollen books off shelves and for lifting fallen shelf sections.
Dry ice Useful as a temporary
measure to refrigerate small numbers of wet books. Pack around containers
of wet materials ready to be sent for freezing. Dry ice must not be handled
with bare hands as it can cause injury to unprotected skin.
Extension cords These should
be heavy duty grounded cords 50 feet or more in length.
Generators, Portable Provide
an emergency source of electricity for fans, lights, and dehumidifiers.
Variety of types are available, each producing different outputs of electricity.
Hygrometer, Hygrothermograph
Instruments used to monitor temperature and humidity within leverls that
will minimize mold growth.
Labels and marking pens For
labeling crates and boxes.
Moisture meters Used to measure
the relative humidity or moisture inside books or papers in a file.
Mylar sheets Used for picking
up and supporting wet paper files and documents that are either air dried
or shipped for freezing.
Newsprint, unprinted An inexpensive,
absorbent material for interleaving (drying through a blotting action)
wet books and for covering drying tables. Best to have some pre-cut into
appropriate sizes for interleaving.
Nylon fish line Thin nylon
wire used for hanging pamphlets, small damp books, and mylar supported
wet paper during an air drying operation.
Pallets Wooden platforms to
which large quantities of wet materials are strapped and moved to a cold
storage facility or freeze drying company safely and more efficiently.
Paper towels Used for interleaving
(drying through a blotting action) wet books during an air drying operation.
Plastic (polyethylene) sheeting
Used to protect bookshelves, audio-visual materials and furnishings from
water leaks. The most practical is in the 3-6 mil thickness as the thicker
the sheet the less likely to tear.
Plastic bags, zip-lock Used
for isolating moldy materials or for keeping loose parts together.
Plastic carting sealing tape
Used for sealing cardboard boxes and for keeping plastic sheeting in pace;
not to be used directly on books; plastic carton sealing tape generally
holds up better in wet conditions.
Trash cans, plastic Useful
for removing wet interleaving papers or debris from an air drying operation.
Plastic garbage cans (5 gallon maximum) can also be filled with cold water
to temporarily immerse damaged microfilm, movie film, and negatives until
they can be processed.
Utility knives with retractable
blades Used for cutting plastic sheeting or cardboard boxes; faster and
more efficient than scissors.
Wax or Freezing paper Used
to wrap around books (textblock edges kept exposed) which are being packed
for freezing to prevent wet covers from sticking together; not suitable
for interleaving.
Suppliers Directory
General Supplies
Plastic crates, flashlights, etc. are available from area grocery, discount,
and home improvement stores. As of this date we do not have a procedure
for purchasing these supplies in place. In the interim contact John Edens
(645-2510 or 885-3598).
General Tool and Light Equipment Rental
Equipment such as dehumidifiers, sump pumps, wet and dry vacuums, fans,
environmental monitoring equipment, etc., can be rented or in some instances
borrowed from University Facilities on campus.
ABC Hardware Rental
3336 Bailey Avenue
Buffalo, NY
Phone: 835-7399
Hours: Open seven days
ABC Rent/All
3330 Bailey Avenue
Buffalo, NY
Phone: 834-7368
Hours: Open seven days
Mead Supply Inc.
1415 Niagara Street
Buffalo, NY
Phone: 883-6200
Hours: M-F, 7:30 - 5:00; Sat. 8-12 noon
Servpro Drying Centers
603 Sunbury Road
Delaware, OH 43105
Phone: 800 909-7189
Services: Dehumidifiers--rental; Janitorial Supplies
Disinfectant, paper towels, mops, plastic bags, gloves
Dobmeier Janitorial Supplies
354 Englewood Avenue
Buffalo, NY
Phone: 833-2205
Paris Paper Supply
240 Scott Street
Buffalo, NY
Phone: 856-4640
Walco Chemical Product Inc.
685 Sencea Street
Buffalo, NY 14210-1378
Phone: 845-5344
Materials Handling Equipment
Fork lifts, hydraulic hand trucks, carts, ramps,
skate wheel conveyors, pallets. Also available from Facilities Management
on campus.
Pallets
Neville Lumber Co.
73 LaSalle Street
Buffalo, NY 14214
Phone: 834-3038
Pallet Exchange
534 Hopkins Street
Buffalo, NY 14220
Phone: 823-2400
Used pallets always available
Inner City Pallet Exchange
64 Mackinaw Street
Buffalo, NY 14204
Phone: 856-3353
Pallet trucks, forklifts, etc.
Buffalo Materials Handling Corp.
8640 Roll Road
Clarence Center, NY 14032
Phone: 741-4170
Contact person: Service Manager, Rental Department
Dobmeier Lift Trucks, Inc.
620 Ontario Street
Buffalo, NY 14207
Phone: 876-8280
K-W Rental
88 Beacon
Buffalo, NY 14220
Phone: 823-5522
Miscellaneous
Supplies
Boxes, waxed
Crates, milk
Upstate Milk Cooperative, Inc.
1730 Dale Road
Cheektowaga, NY
Phone: 892-2121
Contact person: Plant Manager
Wendt's Dairy
8450 Buffalo Avenue
Niagara Falls, NY 14304
Phone (Tonawanda): 692-543
Dry ice
Irish Carbonic Co.
1444 Clinton Street
Buffalo, NY 14206
Phone: 827-2727
Newsprint, unprinted
Alling & Cory
136 North Division Road
Buffalo, NY 14203
Phone: 852-7200
Paper towels
Paris Paper Supply
240 Scott Street
Buffalo, NY
Phone: 856-4640
Plastic sheeting
Home Depot
2065 Niagara Falls Boulevard
W. Amherst, NY 14228
Phone: 639-9600
Hours: M-F, 8-10; Sat: 8-10; Sun: 10-6
Transportation
Roberts Express, Inc.
2088 South Arlington Road
Akron, OH 44306
Phone: 800-762-3787
Services: 24-hour emergency trucking
and freight service
Rental Trucks, non-refrigerated
U-Haul
925 Niagara Falls Boulevard
Amherst, NY
Phone: 832-1778
Ryder Rental Trucks
107 Anderson Road at Walden Avenue
Cheektowaga, NY 14225
Phone: 894-7100
Rental trucks, refrigerated
Kaminski Refrigeration and Truck Equipment
245 Lewis Street
Buffalo, NY 14206
Phone: 852-1954
Hours: 8-4:30 with 24-hour emergency service
Buffalo Thermo King, Inc.
248 Two Mile Creek Rd.
Tonawanda, NY 14150
Phone: 871-9013
Hours: 24 hour emergency service
VII. 3 Specialized Services
Disaster
Recovery Companies
Commercial Drying Technologies
131 Herricks Road
Garden City Park, NY 11040
Phone: 516 739-0904
Services: Provides integrated water-damage recovery solutions. Water-damage recovery/restoration utilizing highly mobile/hgh-volume desiccant dehumidification. Service for the Northeastern United States.
Document Reprocessors
5611 Water Street
Middlesex, NY 14507
Phone: 716 554-4500
Enviro-Care, Inc.
14 Roberts Avenue
Buffalo, NY 14206
Phone: 716 826-6970
NBD International, Inc.
250 West Main Street
Ravenna, OH 44266
Services: Water and smoke damage recovery of audio- and videotape;
computer tapes, diskettes, and CD formats; and vinyl records. Also provides
water and smoke damage recovery of paper-based materials.
Dehumidification
Niagara Blower Company
Buffalo Pit
673 Ontario Street
Buffalo, NY 14207
Phone: 875-2000
Hours: M-F, 8:30 - 5:00
Enviro-Care, Inc.
14 Roberts Avenue
Buffalo, NY 14206
Phone: 716 826-6970
Film Processing
Filmlife Inc.
141 Moonachie Road
Moonachie, NJ 07074
Phone: 1 201 440-8500
Contact person: Marvin Bernard
Services: Restoration of water damaged roll type
film (microfilm, motion picture), not photographs or slides.
Image Permanence Institute
70 Lomb Memorial Drive
Rochester, NY 14623-5604
Phone: 716 475-5199
Contact Person: James Rilley
Freeze Drying
American Freeze-Dry Inc.
411 White Horse Pike
Audubon, NJ 08106
Phone: 1 609 546-0777
Contact person: John Magill
Hours: Open 24 hours
Services: Offers vacuum freeze drying of books and files, fumigation, soot and smoke odor removal; specializes in dealing with fire damage; freeze drying service includes on-site packing, transportation and return of materials after drying; storage space
for materials waiting to be freeze-dried.
Blackmon-Mooring Steamatic Catastrophe, Inc.
303 Arthur Street
Fort Worth, TX 76107
Phone: 1 800 433-2940 or 1 817 926-5296
Contact person: Don Haggard
Services: Freeze drying; vacuum freeze drying; document reproduction; fumigation; soot and smoke odor removal; boxing and transportation of materials.
Document Reprocessors
41 Sutter Street, Suite 1120
San Francisco, CA 94104
Phone: 1 800 437-9464
Contact person: Eric Lundquist
Document Reprocessors, LTD
595 Bay Street, Suite 1050
Toronto, Ontario, CANADA M5G 2C2
Phone: 1 800-DRYING
Hours: Open 24 hours
Services: Equipped to freeze dry books and documents either
at their plant or on site in mobile drying chambers; air drying of materials; vacuum freeze drying of books and files; inventorying of damaged books via computer and barcodes; freezer storage.
SunGard Disaster Recovery Services, Ltd.
1285 Drummers Lane
Wayne, PA. 19087
Phone: 800 247-7832 or 800 342-2688
Fumigation
American Freeze-Dry Inc.
411 White Horse Pike
Audubon, NJ 08106
Phone: 1 609 546-0777
Contact person: John Magill
Hours: Open 24 hours
Services: Offers vacuum freeze drying of books and files, fumigation, soot and smoke odor removal; specializes in dealing with fire damage; freeze drying service includes on-site packing, transportation and return of materials after drying; storage space
for materials waiting to be freeze-dried.
Blackmon-Mooring Steamatic Catastrophe, Inc.
303 Arthur Street
Fort Worth, TX 76107
Phone: 1 800 433-2940 or 1 817 926-5296
Contact person: Don Haggard
Services: Freeze drying; vacuum freeze drying; document reproduction; fumigation; soot and smoke odor removal; boxing and transportation of materials.
Magnetic Tape Cleaning and Restoration
Chace Preservation Services
201 South Victory Blvd.
Burbank, CA 61502-2349
Phone: 818 842-8346
Services: Sound and audio restoration
Moisture Removal
Solex Environmental Systems
Houston, TX
Phone: 1 713 963-8600
Services: Specializes in drying out buildings
and contents; does not dry wet books; national in scope in responding to
emergencies.
Moisture Control Services
85 Fulton Street, Unit 9-D
Boonton, NJ 07005-1912
Phone: 1 973 334-7442
Contact person: Ron Chamberlain
Water-Damaged Phonograph Records
Sound Studios, Inc.
1296 East 48th Street
Brooklyn, NY 11234
Phone: 718 338-8284
Restoration of Photographic Materials
Conservation Center for Art and Historic Artifacts
264 South 23rd Street
Philadelphia, PA 19103
Contact person: Jill Rawnsley
Phone: 1 215 545-0613
Services: Disaster recovery; restoration of documents and photographic
materials
Northeast Document Conservation Center (NEDCC)
Abbott Hall 100
Brickstone Square
Andover, MA 01810-1428
Phone: 1 508 470-1010
Fax: 1 978 475-6021
E-mail: nedcc@nedcc.org
Contact person: Karen Brown
Services: Disaster recovery advice and assistance; staff includes photographic conservator
specializing in restoration of both prints and negatives.
Eastman Kodak Company
Rochester, NY
Phone: 1 800 242-2424
Services: Film salvage advice;
will provide telephone assistance on how to salvage damaged film; does
not provide restoration service.
Soot and Smoke Odor Removal
American Freeze-Dry Inc.
411 White Horse Pike
Audubon, NJ 08106
Phone: 1 609 546-0777
Contact person: John Magill
Hours: Open 24 hours
Services: Offers vacuum freeze drying of books and files, fumigation, soot and smoke odor removal; specializes in dealing with fire damage; freeze drying service includes on-site packing, transportation and return of materials after drying; storage space
for materials waiting to be freeze-dried.
Blackmon-Mooring Steamatic Catastrophe, Inc.
303 Arthur Street
Fort Worth, TX 76107
Phone: 1 800 433-2940 or 1 817 926-5296
Contact person: Don Haggard
Services: Freeze drying;
vacuum freeze drying; document reproduction; fumigation; soot and smoke
odor removal; boxing and transportation of materials.
Part VIII. Appendices
"Aftermath of a disaster : establishing a rebinding program." The new library scene (June 1998).
"Collections security : planning and prevention for libraries and
archives" (Northeast Document Conservation Center)
Disaster flowcharts
"Disaster planning" (Northeast Document Conservation Center)
"Drying techniques for water-damaged books & records"
"Drying wet books and records" (Northeast Document Conservation Center)
"Emergency management bibliography" (Northeast Document Conservation Center)
"Emergency management suppliers and services" (Northeast Document Conservation Center)
"Emergency salvage of moldy books and paper" (Northeast Document Conservation Center)
"Emergency salvage of wet photographs" (Northeast Document Conservation Center)
"Emergency salvage of wet books and records" (Northeast Document Conservation Center)
"Introduction to fire detection, alarm, and automatic fire sprinklers" (Northeast Document Conservation Center)
"Procedures for salvage of water damaged library material," excerpts from unpublished revised text by Peter Waters, July 1993.
"Protection from loss : water and fire damage, biologic agents,
theft, and vandalism" (Northeast Document Conservation Center)
"Salvage at a glance" Salvage operations for water damaged archival collections." WAAC newsletter. vol. 19, no. 2 (May 1997) with chart "Salvage at a glance."
"Suggested guidelines for remediation of damage from sewage backflow into
buildings" Journal of environmental health.
Part IX. Other Resources
Available in Central Technical Services
Brooks, Constance. Disaster
preparedness. Association of Research Libraries, 1993.
Kahn, Miriam.
Disaster
prevention and response for special libraries : an information kit.
Special Libraries Assoc., 1995.
---. Disaster response and planning
for libraries. American Library Assoc., 1998.
Lewis, Steven.
Disaster
recovery yellow pages. 8th ed., 1999.
