Practical Preparations Planning for Safety and Emergencies

Prevention & Preparation Prevention - Sometimes the best way to deal with a problem in the library is to take steps to lower the risk of it ever happening Preparation – The next best way is to prepare a response to deal with a problem when it happens

What will you learn today? How to survey library & grounds to identify hazards or security risks Practical measures libraries can take to lower risk of emergencies Resources to use to create an emergency plan

Library Emergency A threat that might cause harm to the library collection, building, staff, customers An unscheduled disruption of normal library services

Types of emergencies FIRE!

Flood…

Tornado…

Earthquake…

Personal Danger Bomb threats… Armed (or unarmed) assaults…

Medical Emergencies…

Utility outages Chemical leaks Equipment failures…

Transportation accidents…

And, then, of course… Hurricanes Severe weather storms Theft Circulation system failure Unattended children Lurkers, streakers, flashers, etc. Angry/abusive patrons and…

Insect infestations…. …just to name a few.

The KEY to Success Work with YOUR local/community support service agencies Your local fire marshall Your local emergency services agency Your local utilities company Your regional/state library Your network support person/agency Work with YOUR local/community support service agencies Your local fire marshall Your local emergency services agency Your local utilities company Your regional/state library Your network support person/agency

The KEY to Success Work with YOUR local/community support service agencies To assess risk To address preventative measures To develop plan To train library staff To review emergency procedures To review recovery procedures Work with YOUR local/community support service agencies To assess risk To address preventative measures To develop plan To train library staff To review emergency procedures To review recovery procedures

Danger analysis Cat 1 – High probability, high effect (fire, flood, tornado, burst water main, …) Cat 2 – High probability, low effect (leaking tap, theft, vandalism, …) Cat 3 – Low probability, high effect (earthquake, nuclear war, civil unrest,...) Cat 4 – Low probability, low effect (collapse of bookshelf, medical emergency,...) These can vary library by library, locale by locale

Risk assessment Identify possible risks Evaluate probability and effect to YOUR library Develop procedures to prevent and/or respond Note: conditions change…be flexible

Four phase process Prevention Preparedness/Planning Response Recovery

Phase 1 Prevention

Building/Security inspection – make needed changes Establish routine maintenance measures Proper fire detection/extinguishing systems Policies, policies, policies

Secure copies of vital records off-site Protect computers and electronic equipment Comprehensive insurance Inventory, inventory, inventory

Sample handouts & Examples Checklist for Library Building Security Building Survey Checklist (Monthly) Monthly Tech Maintenance Checklist

Your ideas of prevention… What do you do or have you done to lower risk of emergencies?

MAJOR CLUES!!! Prevention is easier and cheaper than cleanup! Prevention only works if you do it routinely

Phase 2 Preparedness

Develop written preparedness, response & recovery plan Keep it up-to-date and test it Disaster supplies/equipment kit/area Establish emergency response team

Response training for staff Documentation up-to-date at all times Distribute plan Institute disaster notification procedures

Posted Information Emergency instructions Emergency contact information – Emergency management Staff phone tree State agency notification Utilities, automation vendor, communication, etc. Landlord, plumber, carpenter, etc. Should also be posted throughout building, in staff homes and vehicles

Examples Emergency Contact List Locations of Facility Emergency Facility Systems Emergency Equipment & Supplies Emergency Response Team Responsibilities

Phase 3 Response (See Emergency Preparedness Bibliography)

Follow established procedures Contact necessary parties Prepare to re-enter site

Make preliminary assessment of damage Stabilize environment Set up areas for packing, local cleanup Transport items for freezing

Phase 4 Recovery

Establish program to restore both site and materials to usable condition Determine priorities for restoration Discard items not worth retaining

Restore/clean materials locally Clean/rehabilitate site Replace treated material in site Analyze disaster plan and improve

Issues for public libraries Safety of public comes first! Commercial insurance or self- insurance? Who gives approval for recovery? Approval of expenditures for supplies, equipment Inadequate fire detection and suppression systems Budgeting for emergencies Relocation sites Need for/access to freezing facilities ????

Prepared by Lynette Sloan Fort Loudoun Regional Library September, 2009