I. Immediate Response Steps
- Emergency Reporting Procedures
- Salvage Squad Leader Responsibilities
- Ensuring Safety
- Halting Damage
- Stabilizing the Environment
- Evaluating the Extent of the Damage
- Planning the Recovery Strategy
- Activating the Salvage Squad
I.1. Emergency Reporting Procedures
In an emergency, notify these departments or individuals:- UM Libraries Facilities and Services: 405-9054 (during business hours)
- Work Control Center: 405-2222 (24 hours a day)
- Library/Branch Head (24 hours a day--see UM Libraries Emergency Telephone Directory and the UM Libraries Inclement Weather Phone Tree)
During Work Hours:
Before or After Work Hours:
In reporting the emergency, remain calm, and provide the following information:
- Nature of the problem
- When the problem started and if it is still occurring
- Location of the problem
- Your name, location, and phone number
I.2. Salvage Squad leader Responsibilities
The Salvage Squad Leader is responsible for addressing problems affecting library collections. During disaster response, the authority of the Salvage Squad Leader supercedes that of all other library personnel in matters relating to salvage of the library's collections. The Head of Facilities Services shall handle problems related to the building (e.g., broken pipes, leaking roofs). The Squad Leader:- Reports to the location of the emergency
- Ensures that Work Control, the Dean of Libraries, and appropriate Associate Director and Department Head have been notified of the emergency
- Sets up a command post with access to a telephone
- Activates the Salvage Squad right away, or waits to do so until some or all steps have been taken to ensure safety, halt damage to collections, and stabilize the environment
I.3. Ensuring Safety
Do not enter the affected area until Work Control has ensured it is safe to do so. The Salvage Squad must ascertain that Work Control has taken the following steps, as necessary, to ensure safety:- Turn off electricity in affected areas
- Turn off water supply if it continues to run into the affected areas
- Ensure that no chemicals, mold, or sewage present health risks
- Block access to unsafe areas
I.4. Halting Damage
Shield library materials from the source of water by:- Covering library materials with plastic sheeting if water is coming from above
- Making a dam barrier to keep water away from materials if flooding is from below
- Moving undamaged materials to another location if they are in jeopardy from water flow or high relative humidity
I.5. Stabilizing the Environment
Work with Facilities staff to:- Keep temperature below 65 degrees, lower if possible by:
- Turning down heat or cranking up air conditioning
- Opening windows if outside is colder than inside
- Keep relative humidity below 35% by:
- Running dehumidifiers
- Running fans to keep air circulating
- Removing water-soaked materials such as books, carpeting, and ceiling tiles
- Removing water using wet-vacuums and/or mops/squeegees
- Monitor the temperature and relative humidity for at least 72 hours.
I.6. Evaluating the Extent of the Damage
Identify the types of materials damaged and estimate quantities, e.g.,- Books
- Unbound paper
- Photographic materials
- Magnetic media
- Damp
- Wet
- Muddy
- Smoke damaged
- Fire damaged
I.7. Planning the Recovery Strategy
Determine priorities among damaged materials taking into consideration:- Importance to the collection
- Chances for successful recovery
- Availability of replacements
- Air drying
- Freeze drying
- Dehumidification
- Cleaning
- Whether work will be done on site by staff or by an outside agency
- Labor (Salvage Squad, Facilities, other volunteers)
- Work space
- Supplies and equipment
- Freezer space
- Recovery services
I.8. Activating the Salvage Squad
The Team Leader uses the Salvage Squad List to notify members. One person on the Squad may be designated to call the others. Squad members should be told:- The nature of the emergency
- Location of the emergency
- Where the Squad will gather
- Apprises the Squad of the emergency and outlines the salvage strategy
- Reviews salvage procedures
- Assigns tasks, including:
- Retrieval of supplies
- Documentation of damage
- Salvage tasks
- Communication with the media
