1. Iowa Flood of 2008 And Continuity Of Operations

2. The Event Factors including heavy snow fall and spring rain assured high water on Iowa rivers. Projections included the possibility of another 100 year flooding as occurred in 1993. But predictions proved inaccurate and the Cedar and Iowa Rivers rose in an unprecedented 500 year flood. Nine square miles -- 1,300 city blocks -- were evacuated in Cedar Rapids

3. Cedar Rapids Libraries and museums on east and west side of river Predictions made based on broken river gauge National Czech & Slovak Museum & Library had 2 ½ days to evacuate Cedar Rapids Public Library had 5 ½ hours African American Museum of Iowa had none

4. African American Museum of Iowa Were in building at 7:30 AM Wednesday just before mandatory evacuation Collections manager copied all her files to the network server on 2 nd floor before leaving Took files (paper & electronic) home to work on exhibit Had temporary office space within 10 minutes of leaving museum

5. Used long term relationship with Masonic Library Had immediate access to computer and office space By Friday had entire staff in large conference room, phones, computers Storage space for dry collections Stipulation by the Masons – all services at no cost They were “lucky” all business records, server & mechanicals on 2 nd floor Not all staff copied files to server and lost several weeks worth of work

6. As soon as doors were pried open and entrances cleared, Ben was sent off to identify funding sources, write grants, and fill out paperwork for local, state, and federal funding.

7. Soaked archives, African/American Museum

8. African American museum costume rack

9. Did not have a COOP Had insurance on borrowed exhibits Had cancelled their flood insurance because building paid for Had training on disaster preparedness and response Almost entire collection in PastPerfect including photos of objects

10. African American Museum of Iowa Grand Re- Opening January 16, 2009 After the flood, June 18, 2008

11. Although the nonprofits were able to enter their buildings fairly quickly, the City of Cedar Rapids would not let staff or volunteer conservators into city buildings

12. Were told at 11:30AM Wednesday that they had to be out by 5PM Divided into 4 teams: sandbagging, moving items up to higher shelves, special collections to 2 nd floor, secure electrical equipment Servers on 2 nd floor, served libraries in 3 cities, power went out, no online service for several weeks Cedar Rapids Public Library

13. Set up store front within 3 days in West Dale Mall. Already had a presence with branch library FEMA does not consider libraries critical, will fund replacing library but not temporary storage FEMA sent people to library to do paperwork. Had only 2 computers. Networked with other libraries in area and posted list of free internet access

14. Cedar Rapids Public Library kept staff employed and feeling useful by having them convert a mall store into a small library

15. Have only storefronts: several in the mall, one downtown Most of the collection is in storage Lost over 100 computers Did not have a COOP Did have training They have now contracted with their online catalog Vendor for backup service/online service if needed Will designate a PR person for all day/everyday

16. National Czech & Slovak Museum & Library Had 2 ½ days to evacuate More vulnerable collections up or out Servers on 2 nd level Told to expect 2” to 2’ water Immediately began looking for alternate space Members assisted in locating office and collection storage space

17. Czech library flood water rose to the top of the shelves, eight feet

19. Had to move collections a couple times Established presence in Mall – exhibit, store, meeting/program room, storage (fall) Exhibit in Cedar Rapids Art Museum (summer) End of year will be back in Czech Village in small building New museum 3-5 years off Board was very effective: contributed, advocated, pulled in favors, used connections

20. Excellent PR/Advocacy/Fundraising Presented case day by day, progress, successes Used website, posted photos Message is that they are relevant and place of action Had a COOP “Lite” with statement that should work with other entities to collocate Had training Although happy with the disaster company they used, plan to have Letters of Intent

21. University of Iowa Libraries Buildings on east and west side of the river Staff evacuated from Art and Music Libraries (west bank) to the Main Library (east bank) Used website and listserv to keep staff and public posted Worked with officials to find alternate office space for displaced staff

22. Friday, June 13 th Move as many collections from Main Library basement as possible Evacuate 100 Main Library staff members within a six-hour period Move servers to central IT Lock down the Main Library building Library served the public until building closed

23. Evacuation of collections from basement to 2 nd floor without elevators

24. By 9:00 pm, we had moved: 50,000 of a half million books in storage Manuscripts – leaving 5 feet of clearance Approximately 700 16mm films 100 staff from Main, Music, and Art libraries Sent home for a week with pay

25. 20 buildings flooded, including Main Library, Buildings with Art and Music libraries Staff relocated to other libraries Allowed access to Main Library twice a day to pull and reshelve books Kept public informed via listservs, postings on web page Library Director and Facilities Manager met twice daily with UI Recovery Team

27. In January Music Library collection moved to Main Library (100,000 vols) In July Art Library collection moved to Main Library (100,000 vols) In August 200,000 volumes moved out of Main into temporary storage

28. Had COOP, included – Purpose/Scope (types of incidents) – Establishment of Incident command center – Disaster Response Team – Damage Assessment and Recovery Guidelines – Relocation Guidelines – Records Protection & Loss Reporting Guidelines – Dealing with Disrupted Work or Academic Environment – Phone numbers – Maintaining Communications with the Board Office – Delegation of authority – Plan Review and Maintenance http://www.uiowa.edu/~pubsfty/cimp.pdf

29. Observations Up-to-date disaster plan – knowledgeable people to call Include COOP as part of plan Backup files regularly Have servers offsite/redundancy Use your networks to find space, supplies, whatever Educate/negotiate with your governing entity ahead of time

30. Establish working relationship with local conservation lab Appoint/hire PR person/firm It’s not business as usual – it’s business as unusual PLUS Think outside the box Communicate at regular intervals with staff, public

31. Resources: From Disaster to Hope: Flood 2008 by Informatics Inc, Cedar Rapids, Iowa at http://informaticsinc.com/ under “Video Showcase” University of Iowa Flood Video at http://www.uiowa.edu/floodrecovery/ University of Iowa Critical Incident Management Plan http://www.uiowa.edu/~pubsfty/cimp.pdf Heritage Preservation http://www.heritagepreservation.org/ Select Heritage Emergency National Task Force Pocket Response Plan (this can be your first baby step toward a plan) dPlan, an online disaster planning template Field Guide Emergency Response booklet & DVD Emergency Response and Salvage Wheel 24 hour hotline 202-661-8068

32. Ebaugh, Alicia. "Salvaging Collections is Like a Hidden Treasure Hunt." The Gazette (Cedar Rapids), August 4, 2008. http://www.gazetteonline.com/apps/pbcs.dll/ article?AID=/20080804/NEWS/413671225/0/r ss04 Includes 4 videos: How to salvage flood-damaged photos How to salvage flood-damaged LP’s, CD’s and DVD’s How to repair flood damaged books How to salvage flood damaged documents

33. Nancy E Kraft, Head Preservation Dept And Preservation Librarian nancy-e-kraft@uiowa.edu 319/335-5286 or 319-335-5387 http://hosted.lib.uiowa.edu/flood/ http://www.lib.uiowa.edu/preservation/index.html Preservation Beat http://blog.lib.uiowa.edu/preservation/