COLORADO STATE
UNIVERSITY
LIBRARIES
DISASTER RECOVERY
PLAN MANUAL
Revised 2003-2016
DISASTER RECOVERY PLAN MANUAL
TABLE OF CONTENTS
SECTION 1: Introduction and Basic Information
1.1Introduction
1.2Executive Summary
1.3Emergency Phone Numbers
1.4Building Proctors
1.5Designated Evacuation Meeting Points
1.5.1Primary Meeting Place by Location
1.5.2Designated Evacuation Meeting Points for non-Morgan Library locations
SECTION 2: Disaster Teams
2.1Disaster Recovery Responsibilities
2.2Disaster Preparedness Team
2.3Disaster Response & Recovery Team
2.3.1Disaster Response & Recovery Coordinator
2.3.2Building Proctor
2.3.3Responsible Library Officer (RLO)
2.3.4Disaster Response for Collections Team
2.3.5Collection Recovery Coordinator
2.3.6Collections Coordinator
2.3.7Collection Repatriation/Procurement Coordinator
2.3.8Services Recovery Coordinator
2.3.9Assistant Dean for Administrative Services
2.3.10Computer Systems Recovery Coordinator
2.3.11Documentation Manager
2.3.12Bibliographic Services Manager
2.3.13Director of Libraries Accounting Services
2.3.14Library Personnel Specialist
2.4Library Disaster Team
2.4.1.Library Disaster Team Members
2.4.2.Disaster Preparedness Team Organizational Chart
2.4.3.Disaster Response & Recovery Team Organizational Chart
2.4.4.Disaster Response & Recovery Team with Auxiliary Members
2.4.5.Disaster Team – Summary of Responsibilities
SECTION 3: Disaster Plan Quick Reference Guide
3.1Evacuation Information Sheet
SECTION 4: Collection Recovery Priorities
4.1Recovery Priorities by Department
4.2General Collection Priorities
SECTION 5: Disaster Response and Recovery
5.1Disaster Scale and Recovery Operations
5.2Disaster Response
5.3Disaster Recovery: General Guidelines
5.4Disaster Recovery: The Pack-out
5.5Disaster Recovery: Recovery of Moldy Materials
5.6Disaster Recovery: Freezing of Materials
5.7Disaster Recovery: Freezer and Vacuum Drying Methods
5.8Disaster Recovery: Air Drying of Materials
5.9Disaster Recovery: Guidelines for Non-Paper Materials
5.10Disaster Recovery: Fire Disaster
5.10.1Fire Information Sheet
5.10.2Fact Sheet on Portable Fire Extinguishers
SECTION 6: Rehabilitation of Dried Materials
SECTION 7: Post Disaster Procedures
7.1CSU Libraries Disaster Report Form
7.2Proctor/Staff Notification Form
7.3Disaster Prevention
7.4Testing the Disaster Plan
7.4.1Disaster Test Exercises
APPENDICES
- Inventory & Location of Disaster Supplies
- Wei T’o Book Dryer Fact Sheet
- Disaster Vendors and Resources
- Libraries Floor Plans
- Responsible Library Officers (RLO) Guide Book
- CSU Basic Emergency Operations Plan
- Bibliography
SUPPLEMENTAL REFERENCE MATERIALS (IN SEPARATE BINDER)
- “Salvage Operations for Water Damaged Archival Collections: A Second Glance,” by Betty Welsh.
- Northeast Document Conservation Center Technical Leaflets
1.“Emergency Salvage of Wet Books and Records”
2.“Emergency Salvage of Moldy Books and Paper”
3.“Emergency Salvage of Wet Photographs”
- First Steps for Handling & Drying Water-Damaged Materials, by Miriam Kahn
- Sections of the former Disaster Plan Quick Reference Guide
3/27/06
INTRODUCTION
“Always Plan for the Inevitable!”
The experience of Colorado State University Libraries in the last ten years has shown the accuracy of this statement.
As we have learned first hand, water can wrack havoc upon the library facilities and materials. As librarians we have the ultimate responsibility for our collections. It is also our responsibility to use what we have learned from experience to plan for the future. Having one major disaster does not guarantee us immunity from further damage by water, or by another natural or man-made disaster.
The CSU Libraries today is vastly different from the one for which disaster salvage priorities were originally written in the early 1990s. Gone are the card catalogs and manual files – now we deal with electronic databases, online catalogs, and a myriad of other electronic software and hardware. While paper monographs, serials and bound periodicals are still the largest physical part of our collection, we need to adequately address the needs of our total collection.
This manual continues to be designed to provide guidelines for disaster preparedness, disaster response, and disaster recovery. Sections have been revised based on our experiences and include the most up-to-date information. The Building Proctor’s Responsible Library Officers Guidebook is also included in the appendix as the line between the responsibilities of the RLO and the disaster team depends on the nature and scope of each disaster situation. The manual also continues to be loose-leaf so that individual sections can be updated as needed.
Rev. 8-051.1
EXECUTIVE SUMMARY
The Disaster Recovery Plan consists of the information and procedures required to assess potential sources of emergencies and identify hazards so as to assess prevention needs, and, if needed, to enable rapid recovery from an occurrence which would disable the use of the Libraries and/or its resources.
The objective of disaster planning is to save lives, protect Libraries materials, equipment and facilities, continue standard library operations, and expedite recovery. Any disaster would not only affect the Libraries, but would also involve other university departments. Planning should take these factors into consideration and plan accordingly. For example, the valuation of the collection is essential data for risk management.
Planning includes a sequence of four activities; Disaster Preparedness, Disaster Response, Disaster Recovery, and Follow-up.
Disaster Preparedness encompasses all activities prior to an emergency or disaster, including:
●Maintenance of an up-to-date disaster recovery plan
●Assignment of responsibilities for coordinators and back-up staff
●Training assigned personnel on various aspects of the disaster recovery plan
●Performing preplanned, comprehensive tests of the plan
●Modification of the plan as the result of the testing
●Performing adequate cross-training to reduce reliance on key personnel and to provide trained personnel at all times
●Identification of resources to successfully respond to disasters
●Identification, assessment and mitigation of potential risks to deter disasters from occurring
Disaster Response is the actual response to an emergency or disaster, whether or not the disaster plan is activated. Subsets of the plan can be used to recover from different types of disasters, each of which depend on:
●The scope of the disaster
●The nature of the disaster
●The timing of the disaster
●The part of the Libraries, Lake Street Depository and Annex or branch library affected
●The staff available for response, both Libraries staff and CSU facilities
●The supplies and equipment on hand
The goal of the response efforts is to ensure minimal disruptions to library-related operations and to minimize immediate damage to and maximize full recovery of the Libraries collections. Response may be as limited as mopping up water and moving a few shelves of volumes out of the way to a complete pack-out of the collections.
1.2
Disaster Recovery includes all operations after the initial response and includes restoration of the Libraries collections and/or services. The goal is to get the operations back to as close to “normal” as possible in a timely, efficient and financially expedient manner and to restore the collections to usability. Recovery varies from air-drying a few wet volumes to setting up restoration activities for the whole paper collection.
The goal of Follow-up activities is mitigation of another disaster, and may include modification of the disaster plan as related to the disaster experience, establishing new policies and procedures, planning long term facilities modifications, and risk management.
Although the responsibilities for disaster planning are split between Preservation Services (the library collections) and the Building Proctor (the facilities), the Disaster Recovery Plan covers both aspects, with concentration on the physical collections.
Rev. 12-051.2
EMERGENCY PHONE NUMBERS
LIBRARIES
Call the numbers in the following order, Monday-Friday 8-5
David Ramsay, Building Proctorx2-4019
Patrick Burns, VP-IT Dean x1-1833
Meg Brown-Sica, Assistant Deanx1-7105
Tom Moothart, Assistant Deanx1-1875
Dawn Paschal, Assistant Deanx1-1849
Mark Shelstad, Digital/Archivesx1-2820
Other Libraries phone numbers
Library Technology Services Supportx1-7102
Library Technology Services Emergency Pager980-5624
Amy Hoseth, Coordinator Onsite Servicesx1-4326
Aaron Greene, Access Servicesx1-1904
Ann Schwalm, Disaster Responsex1-1826
Collections Team
Oscar Raab, Disaster Responsex1-5684
Collections Team
CSU FACILITIES AND POLICE
Campus Police Department
EMERGENCY CALLS ONLY911
Routine Calls/Dispatchx1-6245
Facilities Dispatch (24 hours)x1-0077
Rev. 4-161.3
BUILDING PROCTORS
MORGAN LIBRARY
David Ramsay, Building Proctorx2-4019
LAKE STREET DEPOSITORY
David Ramsay, Building Proctorx2-4019
LAKE STREET DEPOSITORY ANNEX
David Ramsay, Building Proctorx2-4019
VETERINARY HOSPITAL BUILDING
Chad Alexander, VTH Building Proctor297-5303
Libraries Staff
Dennis Sylvain297-1213
Kohl Webb 297-4573
Michelle Wilde x1-1860
Tom Moothart x1-1875
Rev. 4-161.4
DESIGNATED EVACUATION MEETING POINTS
For Morgan Library Staff
By Department
UNIT / PRIMARY MEETING PLACE / SECONDARY MEETING PLACEAdministration / Clark Building – Under B-Wing (South end) / Lory Student Center Coffee Shop
Archives & Special Collections / West of Lory Student Center by bridge/ditch / Student Center Plaza/Center
Acquisitions/Metadata / West of Lory Student Center
past bridge. / Monford Quad
CAT: Computer Applications Training
Collections(Management Assessment) / Clark Courtyard / West library parking lot drop-off area
College Liaisons / Clark B-Wing
(SW corner Clark A-Wing / (Backdoor to Curfman Gallery)
Digitization Unit / West of Lory Student Center
by bridge/ditch. / Montfort Plaza
Digital Repository Services Unit / West of Lory Student Center / Flag pole north of Clark Building
Geospatial Centroid / NE corner of parking lot. West of Morgan Library
Help Desk / Clark Building B-Wing / Behavioral Science Building - Lobby
Interlibrary Loan/Elec Reserve / Southeast Corner of Library Parking Lot / Braiden Lounge
ISTeC Scholar
Library Technical Support / Beneath Clark B / West of Eddy Hall
Onsite Services: Access, Loan Desk, / Flag pole near Computer Science building (Caddy-corner from library) / Inside Clark A wing, west windows in view of library entrance
Rapid
Veterinary Teaching Hospital / Client Parking Lot
Weekends and Weekday Nights
All staff meet at Flag Pole in Plaza north of Clark Building
Rev. 4-16 1.5
Primary Meeting Places by Location
REFER to above pg 1.5 / REFER to above pg 1.5
Secondary Meeting Places by Location
LOCATION / UNITREFER to above pg 1.5 / REFER to above pg 1.5
Rev. 4-16 1.5.1
DESIGNATED EVACUATION MEETING POINTS
For non-Morgan Library Locations
Lake Street Depository
Primary meeting place: Central Receiving parking lot
Lake Street Depository Annex
Pathology Building basement (across street)
Veterinary Hospital Library
Primary meeting place: Client Parking Lot
Rev. 4-16 1.5.2
DISASTER RECOVERY RESPONSIBILTIES
On the following pages are listed staff responsibilities for specific roles for disaster preparedness, disaster response and disaster recovery. See also the accompanying organizational charts.
The Dean of the Libraries has chief responsibility and authority for all security and disaster recovery activities, but may delegate responsibilities depending on the nature and scope of any disaster. In the event of a multiple-faceted disaster, the Dean would normally assume leadership of the response and recovery activities.
For more routine emergencies and disasters, the RLO (Responsibility Library Officer) serves as the Point Person. Normally:
● Building problems are handled by the Building Proctor and the Assistant Dean responsible for all building matters
● People emergencies are handled by the Building Proctor and Assistant Dean;
● Collection related problems are handled by the Disaster Response for
Collections Team and the Assistant Dean for Digital and Collections Services.
The Disaster Preparedness Team, is a collaboration with the Deans of the Libraries, Building Proctor, and the Disaster Response for Collections Team; is responsible for disaster preparedness planning, the Disaster Recovery Manual, training and testing.
Disaster Response will depend on the nature, intensity, day and time, and location of the disaster; whether it affects people, services, the building and/or the collections; what part of the library buildings are affected; staff available for response, both Libraries staff and CSU facilities; and equipment and supplies readably available.
All Disaster Response & Recovery Team members are expected to be familiar with the Disaster Recovery Manual, to understand the range of response/recovery responsibilities, and to maintain expertise in at least one area. Each member should maintain two copies of the disaster plan, one in the office and one at their residence.
All coordinators are expected to know the general scope of the Disaster Plan Manual, how their unit would possibly be affected, and any roles their staff may play on the disaster team, and to maintain an up-to-date phone list of their staff members or other contract information.
Rev. 4-162.1
PRESERVATION LIBRARIAN
The Preservation Librarian is responsible for all activities prior to an emergency or disaster.
GENERAL RESPONSIBILITIES
●Maintain an up-to-date disaster response and recovery plan
●Train assigned personnel on various aspects of the disaster recovery plan
●Perform adequate cross-training to reduce reliance on key personnel and to provide trained personnel at all times
●Plan and implement comprehensive tests of the disaster plan
●Plan disaster response for various structures and situations
●Modify the plans as the results of the tests
●Evaluate disasters with respect to updating the disaster manual
●Work with the Building Proctor on disaster prevention
●Keep up-to-date on the contents of the RLO Guidebook
DISASTER RESPONSE AND RECOVERY RESPONSIBILITIES
ALL Disaster Preparedness Team members are on the Disaster Recovery Team.
The Organizational Chart is at Section 2.4.2.
Rev. 11/032.2
DISASTER RESPONSE & RECOVERY TEAM
The use of a formal Disaster Response & Recovery Team is most likely in a multiple faceted disaster. See also:
DISASTER RESPONSE & RECOVERY COORDINATOR
BUILDING PROCTOR
RESPONSIBLE LIBRARY OFFICER (RLO)
GENERAL RESPONSIBILITIES
●Understand the range of recovery responsibilities
●Maintain expertise in at least one area of response and recovery
●Participate in disaster recovery training and testing
DISASTER RECOVERY RESPONSIBILITIES
●Implement assigned parts of the disaster plan
●Assign team members to specific responsibilities detailed for each team in theplan and based on the initial disaster assessment
●Motivate and direct team members
●Serve as decision advisory group for situations not included in the plan; Make final decisions or make recommendations to the Dean as appropriate
●Evaluate initial disaster assessment reports and action plans as recovery progresses
●Track actual progress/completion of recovery activities
●Make recommendations for budget allocations
●Use debriefing sessions to review what went well, what did not work as expected, how to improve, etc., disaster recovery plans and efforts
●Coordinate written reports of any group that reports to the team member; Prepare final written report on assigned activities.
The Organizational Chart is at Section 2.4.3.
The Organizational Chart with Auxiliary Member is at Section 2.4.4.
Rev. 3/062.3
DISASTER RESPONSE & RECOVERY COORDINATOR
The Building Proctor, as the first Responsible Library Officer, is usually the point person for disasters. Depending on the nature, intensity, day and time, and location of the disaster and whether it affects people, the building and/or the collections, the Dean of Libraries may assign a Disaster Response & Recovery Team Coordinator.
DISASTER RESPONSE & RECOVERY RESPONSIBILITIES – EMERGENCIES AND SMALL DISASTERS
●Assess the level of disaster and specific disaster situation
●Keep Libraries administration and library staff informed
●Coordinate disaster response and recovery as appropriate
●Contact staff members as appropriate and follow-up on disaster recovery
●Prepare disaster final report
DISASTER RESPONSE & RECOVERY RESPONSIBILITIES –
MEDIUM DISASTERS
●Assess the level of disaster and specific disaster situation
●Keep Libraries administration and library staff informed
●Coordinate disaster response
●Oversee, coordinate and monitor the recovery process on-site
●Contact staff members as appropriate and follow-up on disaster recovery
●Prepare disaster final report
DISASTER RESPONSE & RECOVERY RESPONSIBILITIES –
MAJOR OR COMMUNITY-WIDE DISASTERS
●Assess the level of disaster and specific disaster situation
●Activate the disaster recovery plan and teams depending upon the disaster circumstances
●Select and establish the command and control center with internal communications provided
2.3.1
●Contact the team managers; coordinate their activities
●Create additional recovery positions as needed to assist in recovery effort
●Oversee, coordinate and monitor the recovery process on-site, set and determine the salvage priorities
●With the Building Proctor, make recommendation if the building needs to be closed and for how long
●Make recommendations for budget allocations
●Work closely with all members of the Disaster Recovery Team
●Chair disaster recovery group meetings
●Keep Libraries administration and library staff informed
●Coordinate with University emergency response committee
●Establish progress reportingtimes; use debriefing sessions to review what went well, what did not work as expected, etc. and disaster recovery plans and efforts
●Coordinate the written disaster final report
Rev. 12/052.3.1
BUILDING PROCTOR
The Building Proctor, as the major Responsible Library Officer (RLO), is normally the point person for all disasters and has responsibilities for building related and people emergencies. See also: Responsibility Library Officer.
GENERAL RESPONSIBILITIES
●Is familiar with floor plan, utilities, and conditions unique to the building
●Maintain library map of emergency exits, fire towers, etc.
●Maintain contact with University facilities, know what University physical resources are available, is familiar with the University Building Proctors Manual.
●Maintain the RLO Handbook
●Responsible for building related staff training
●Member of the Disaster Preparedness Team and the Disaster Response & Recovery Team
DISASTER RESPONSE & RECOVERY RESPONSIBILITIES
●Part of the assessment team that first enters the building
●Liaison with police, firemen, and CSU facilities
~ Coordinate with facilities for needed equipment and supplies
~ Coordinate security needs
~ Coordinate with Environmental Health Services (EHS) to check for contaminants and mold
~ Obtain permit badges if necessary
●Obtain appropriate equipment and furniture for setting up of the command center site
●Coordinate set up of alternate workspace if within library facilities
●Monitor undamaged part of building as necessary
2.3.2.
●Work with Disaster Response for Collections Team to assemble in-house disaster recovery supplies