Disaster Response and Recovery Plan

Disaster Response and Recovery Plan

Disaster Response

and Recovery Plan

For Records

TABLE OF CONTENTS

PREVENTION

Security Precautions...... 4

Water Damage Prevention...... 5

Fire Prevention...... 6

Fire Alarm Pull Stations...... 7

Fire Extinguisher Locations...... 7

How to Operate a Fire Extinguisher.....8

Fire Hose and Ax Locations...... 8

PREPARATION

General Emergency Procedures...... 9-11

Disaster Response Personnel.....12-13

Emergency Sources of Supplies, Equipment and Services..14

Supplies and Their Uses...... 15-19

RECOVERY

Disaster Response Procedures...... 20-21

Assess the Extent and Nature of the Damage....22

Institute Damage Control Measures if Records are at Risk..23

Stabilize the Environment...... 24

Organize Recovery Operations...... 25

Methods For Drying Water Damaged Materials....26-28

Removal and Packing of Wet Records.....29-30

Packing Do’s and Don’ts (Website)...... 31

Salvage Methods for Water Damaged Materials....32-41

Air Drying Locations...... 42

Recovery of Fire Damaged Materials.....43

Recovery of Rodent or Insect Damaged Materials...44

Recovery of Mold or Mildew Damaged Materials....45

Recovery of Materials from a Structurally Damaged Building..46

Cleaning and Sterilizing the Affected Area....47

Returning Operations to Normal...... 48

APPENDICES

Disaster Response Personnel Phone List....Appendix 1

Records Priorities List...... Appendix 2

Physical Description of Building...... Appendix 3

Sources of Technical Advice and Information....Appendix 4

Suppliers Directory...... Appendix 5

Index to Vendor Services...... Appendix 6

Hazardous Materials...... Appendix 7

Post Incident Review Questionnaire.... .Appendix 8
Introduction

A disaster can strike anytime, anywhere. It can be as minor as a temporary loss of electrical power or as major as a devastating fire. Whatever the case, preparing for a disaster before it happens can ameliorate some of the debilitating effects a disaster can have. This Disaster Plan is designed to provide a plan of action in the event that the [insert your institution’s name] is struck by a disaster.

The [insert your institution’s name] role is unique. It is responsible for the preservation and maintenance of valuable records [give specific examples]. The [insert your institution’s name] is the custodian of [give examples of records]. As such, it obligates staff to take the necessary measures to ensure that these records are protected. This Disaster Response and Recovery Plan for Records is one such measure that will help staff fulfill that responsibility

For easy reference, the plan has been divided into sections covering Prevention, Preparation, and Recovery, as well as eight appendices. The plan will be reviewed by [insert your institution’s name] staff annually and will be updated as necessary. Any comments or suggestions regarding the plan should be directed to [insert name ofthe person or division responsible for the plan].

As with any plan, it will only be useful if each staff member is familiar with its contents. We encourage the staff to read and become familiar with the plan so that everyone will be able to prepare and respond effectively and efficiently in the event that a disaster strikes [insert your institution’s name].

Security Precautions

The most common threats to [insert your institution’s name] are [list specific threats to your institution; if it is security the following precautions should apply]. To minimize this risk, it is important that the staff is aware of visitors and that precautions are taken at all times. Controlled entry and exit of the public through designated doorways should be maintained. All visitors should register at the front desk upon entry and present proper identification before using the records. Before entering the [list restricted areas], visitors should [whatever your institution requires – obtain a badge, sign in, etc].

Only institution staff and authorized persons should be allowed in the restricted areas and office areas of the [insert the institution’s name] building. Staff should question any unfamiliar visitors as to their identification and authorization. If any doubt remains, call Security immediately.

During a disaster recovery operation, it will be necessary to monitor and keep a record of, for safety and security purposes, all entry into and exit from the building. A secure perimeter around the building should be marked off and maintained using police tape and/or barricades to restrict unauthorized entry into work areas. All authorized recovery personnel must wear their ID badges at the scene. Any outside experts, volunteers and others associated with the operation should be provided with and wear ID badges. Security staff should be provided with a list of all [insert institution’s name] personnel and other persons authorized to assist in the disaster recovery. Staff of the [insert institution’s name] should be kept out of the area unless the Disaster Response Coordinator requests their help.

Water Damage Prevention

The most common disasters in records storage areas generally are caused by water incidents. Water damage can result from leaking roofs, seepage, rainstorms, faulty drains and sewers, breaks in water and steam pipes, malfunctioning sprinkler systems and construction operations. Implementing preventative measures within daily operations can reduce the risk of serious damage to the records.

• Store records inside document boxes, map cases or file cabinets.

• Never leave documents out overnight, uncovered.

• Know the water hazards of the region, such as flooding history and the region's experience with electrical storms, snow, and other types of storms.

• Perform building surveys routinely.

• Inspect areas where water damage potential exists especially during or immediately following rainstorms or inclement weather.

• Check for low shelves and documents stored on the floor or close to it; these are vulnerable to any water incidents.

• NEVER store records directly on the floor! Use pallets, blocks or other items to raise them at least 5 inches.

• Know the location of the Emergency Supply Cabinet and other emergency supplies.

Fire Prevention

The most destructive event that could affect an institution is a fire. Most fires can be prevented if the proper precautions are taken. Fire precautions that include making staff aware of fire hazards and appropriate fire prevention and fire fighting tools include:

• Train staff to be thoroughly familiar with the locations and use of:

-- fire extinguishers

-- fire alarm pull stations

-- fire hoses

• Keep fire doors to stairwells and corridors closed at all times as this can effectively contain a fire.

• Report maintenance problems, particularly electrical deficiencies, immediately to your supervisor.

• Be aware that curtains and furniture placed near heat radiators or things placed on heat radiators pose a potential fire hazard.

• Avoid shelving on the top shelves as this can block the fire sprinklers.

• Keep all aisles, passageways and exit doors unobstructed for safe, rapid exit.

• Keep areas free of excess combustibles and trash, such as boxes, recyclables, and newspapers. Good housekeeping is particularly important.

• Store combustibles, such as cleaning fluids, inks, copier and microfilm developer and toners in safety metal cabinets.

• Enforce the "No Smoking" policy.

• Do not overload electrical outlets.

• Encourage staff to be responsible for daily routine closing time inspections. They need to be aware of potential fire hazards and watch for the following:

1) electrical devices should be turned off, e.g. copiers, computer equipment, typewriters, coffee makers and such.

2) fire or smoke barrier doors to stairwells are closed.

3) trash and other combustibles are in appropriate containers.

Remember: At the end of the day, make sure that important records and computer disks are removed from desktops and placed in drawers, cabinets or other areas that will reduce the exposure the items would receive from fire or water in the event of a disaster.

Fire Alarm Pull Stations

There are [state number of] fire alarm pull stations [indicate general locations]. The alarms are located at [indicate more specific location: for example, north end, south end, etc]and can be found [indicate exact location: for example, in the center of the wall]. The pull stations are [describe the physical features of the alarm; for example:red and circular in appearance and are approximately 4 feet off the ground].

Fire Extinguisher Locations

There are [indicate number] pressurized water fire extinguishers [indicate location]. The extinguishers are located [indicate location, be as specific as possible: for example,across from the fire alarm pull station on the north end of room 206, attached to the last row of shelving on the west side of the main walkway].

In addition, there is also a dry chemical extinguisher located outside [indicate location].

[Give number, general location and type of fire extinguishers. For example: The ground floor is equipped with five extinguishers. There is a Type ABC extinguisher in the northeast corner of room 12. There are two Type A extinguishers located in room 15. One is located on the wall in the northeast corner and one is located on the wall in the southwest corner near the doorway. There is also one fire extinguisher in each of the fire hose boxes in the south corridor and north corridor.]

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Types of Extinguishers (Examples)

Read the Label and use the Correct Type!

TYPE OF FIRECOMBUSTIBLES EXTINGUISHING AGENT

Class A Ordinary: wood, paper, water or dry chemical

cloth, plastics

Class BFlammable liquids &dry chemical or

gases: kitchen oil,carbon dioxide

grease, paint, kerosene, NEVER USE WATER

gasoline, solvent

Class CElectrical:dry chemical or

live electricalequipmentcarbon dioxide

extinguisher;

NEVER USE WATER

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How to Operate a Fire Extinguisher (Examples)

• Pressurized Water: (2 1/2 gallon) for use on Class "A" fires

1. Remove metal pin located in handle of extinguisher, breaking fine plastic seal. (A broken plastic seal may mean the extinguisher has been used and may need to be recharged).

1. Grasp hose; squeeze handles together and direct stream at the base of the fire.

1. Water or loaded stream extinguisher shut-off allows you to use only enough water necessary to extinguish the blaze.

• CO2: (Carbon Dioxide) for use on Class "B" and Class "C" fires

1. Remove metal pin in handle of extinguisher.

1. Direct discharge on surface of fire, laying a blanket of CO2, which will displace the oxygen. Keep any breeze or draft to your back.

1. Holding the handle of the horn, move it at a moderate rate so as to form a blanket of gas in an even spray pattern.

1. Confine the discharge to the burning material to prevent possible blowback.

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Fire Hose and Ax Locations

In addition to fire extinguishers, there are fire hoses and axes placed [indicate location]. The fire hoses can be found in the [indicate location].

There are [indicate number] fire hoses located on the [indicate general area, for example: ground level]. The locations are:

Indicate specific locations: for example,

1. Room 15 - northeast corner
2. South corridor - outside room 26

The fire hoses can be operated by [describe operating procedures; it maybe something such as: turn the top valve counter-clockwise (it is the red knob connected to the hose line) and then adjusting the nozzle on the hose to control the spray pattern].

PREPARATION

General Emergency Procedures-Sample Procedures

[Insert emergency procedures approved by the institution. The following instructions are examples of responses.]

Bomb Threat

Phone Call

1. The person receiving the call should attempt to write down the exact words of the caller. Note the exact time the call was received and when it ended. Also note any speech characteristics of the caller. Try to obtain the following information:

-When is the bomb set to detonate?

-Where is the bomb placed?

-What type of bomb is it?

-What does the bomb look like?

-Why was the bomb set?

1. Notify supervisor at [insert appropriate phone numbers].
2. Supervisor will call the [general emergency provider, it may be (911)].
3. [Insert appropriate names] will order evacuation of the building.

Suspicious Package

1. Do not touch the suspicious item.
2. Evacuate and cordon-off the immediate area to prevent inadvertent exposure to the danger. Vibration from excessive movement near the suspected item may trigger the device. A timing mechanism may also have been set to activate the device within minutes of placement.
3. Report the situation to supervisor [insert appropriate phone numbers].
4. Supervisor will call the [general emergency provider, it may be (911)].

1. [Insert appropriate names] will order evacuation of the building.

UNDER NO CIRCUMSTANCES SHOULD ANY BOMB OR TERRORISTIC THREAT BE IGNORED.

Fire and Fire Alarms

The [insert the institution’s name] buildings are equipped with [insert type] fire alarms. All alarms are registered on a recorder located [if applicable, insert location and other details about your alarm system including provisions for sight and hearing impaired staff].

If any personnel notice smoke or flames, immediately pull the manual fire alarm and evacuate the area. Once evacuated, notify the appropriate safety personnel as to the location and type of incident.

Whenever the fire alarm is sounded, the building will be completely evacuated. The personnel in [indicate locations of which personnel are to exit which doors]. Those personnel in the [indicate other locations and other doors –list all possible areas affected]. No one is to re-enter the building unless authorized by the building Fire Marshall, or other authority.

At no time will elevators be used for evacuation!

Power Failure

Upon onset of a power failure, notify building security [insert phone number] and then secure your area. During a prolonged power failure, the building should be completely evacuated. [Indicate locations of which personnel are to exit which doors]. Those personnel in the [indicate other locations and other doors –list all possible areas affected].

Radiological Incident

During a radiological incident, it is best not to evacuate the building until receiving instructions from emergency personnel. Information can be received by tuning a radio to the Emergency Alert System broadcasts at either station [insert station] During the incident, keep all outside doors and windows closed; contact HVAC personnel to turn off the ventilation systems and move to the interior of the building.

Tornado or Other Severe Storms

In the event of a tornado, do not leave the building. Close all outside doors and windows and then proceed to the interior of the building away from any outside windows. Stay in the sheltered area until official notice is given that it is safe to leave.

Toxic Chemical Accident

[State any risk sites which exist in the area of your institution in which a toxic chemical related incident may present a threat to the staff and records]. In the event of a hazardous materials incident, follow these steps:

Internal

1. Do not attempt to clean the hazard.
2. Report the situation to supervisor [insert phone number].
3. Supervisor will call the [general emergency provider, it may be (911)].
4. [Insert appropriate names] will order evacuation of the building.

External

1. Close all outside doors and windows.

2. Turn off ventilation intake systems.

3. Evacuate the building only when advised by emergency personnel.

Water Leaks and Flooding

Water damage creates an unstable environment for records. Mold can develop within 48 hours if the relative humidity is over 65%, especially at higher temperatures. Mold is more damaging than the water itself, so time is of the utmost importance when dealing with wet records.

Consider personal safety: In a water emergency, watch out for electrical hazards. Also watch for slippery footing. Do not enter the affected area until it is checked for electrical and structural hazards and is declared safe to enter.

Normal Operating Hours

If you discover water damaging your records, immediately notify the following personnel: [EXAMPLES:]

1. Chief of Operations Division [insert phone numbers]
2. Chief, Division [insert phone numbers]
3. Director, Bureau [insert phone numbers]
4. Disaster Response Coordinator[If other than an individual listed above]
5. If these individuals are not available, notify any other supervisor.

After assessing the situation, the Chief of Operations, [or the person in charge] should contact appropriate personnel for assistance [insert names and phone numbers].

Weekend or After Hours

If there are no supervisors on duty, contact building security [insert phone numbers] and notify them of the situation.

If you are unable to reach building security personnel, contact the [insert appropriate names and emergency phone numbers] to report the emergency. Be sure to answer questions carefully.

Use the phone list in Appendix 1 and begin calling the Disaster Response Coordinator and Team Leaders until you reach someone and receive instructions.

Notification of Institution’s Director

Once emergency contacts have been made, the Disaster Response Coordinator or a designee must inform the institution’s director of occurrence.

Disaster Response Personnel

Disaster Response Team

The disaster response team is defined as a team of individuals who are trained to 1) respond appropriately during a disaster to ensure human safety and the preservation and recovery of records, 2) conduct a successful recovery operation, and 3) re-establish service.

As part of the planning process, a member of the staff should be appointed to head the Disaster Response Team. This individual needs to be able to get the institution up and running with minimal supervision, handle stress well, be capable of exercising authority, and make decisions under pressure. This person needs to be aware of everything that is going on in a chaotic situation to prevent duplication of effort and guarantee that all steps are initiated in the proper sequence.

Other members of the disaster response team include an assistant coordinator, team leaders, team members and possibly even volunteers. Each team leader and team members should have assigned roles and responsibilities during the recovery operation. Volunteers should be used to support the response teams and perform the tasks such as cleaning or gathering supplies. Volunteers should not be allowed to remove damaged records without proper supervision and instruction.