Floods, Fires, Pestilence and Other Disasters: Are you prepared

1
Floods, Fires, Pestilence and Other Disasters
Are you prepared?

• Presentation to
• NMLA /MPLA Pre-conference
• March 14, 2007

2

• Fran Wilkinson Interim Dean UNM Libraries,
  Coordinator of Disaster Recovery Assistance Team
• Dan Barkley Government Information Librarian,
  Zimmerman Library
• Anne Schultz Training Specialist, Centennial
  Science and Engineering Library
• Teresa Neely Director, Zimmerman Library
• Linda Lewis Collections Coordinator UNM
  Libraries, Associate Coordinator for Collections
  Recovery
• Nancy Dennis Assistant Dean, Associate
  Coordinator for Facilities Recovery

3

• Session outline
• Why you need an Emergency Response and Disaster
  Recovery Plan
• Will it work in practice? 0nsite evaluation of
  damaged materials and recovery protocols
• Collection analysis and recovery
• Facilities Disaster Response and Recovery
• People and Services
• Planning for reopening collections and services
• Small group discussions

4
Why you need an Emergency Response and Disaster
Recovery Plan

• The UNM Experience
• Centennial Science and Engineering Library
  Flood on December 24, 2004
• Zimmerman Library Fire in basement April 30,
  2006

5
CSEL Flood

• Electrical outage caused water pipes to freeze
  and break
• Water pipes thawed and water flooded CSEL on
  Christmas Eve Day 2004
• Building damage to ceilings, walls, floors,
  furnishings
• Collections damage to maps and books

6
Water damaged books
7
Water damaged map cases
8
Zimmerman Fire

• April 30, 2006 - fire alarms sound _at_ 1051pm
• Building evacuated immediately
• Fire trucks responded in 4 minutes
• 3-alarm fire response
• 1100pm Associate Dean and Facilities Manager are
  called
• On-site at 1145pm

9
Fire Trucks arrive at Zimmerman
10
Smoke rising from Zimmerman
11
Collapsed shelving at site of fire
12
Collapsed shelving
13
Pre-disaster planning

• Appoint a Disaster Recovery Assistance Team
  (DRAT)
• Create an Emergency Preparedness, Response and
  Recovery Plan
• Ensure that all members know the plan and their
  roles
• Post the plan on your Website and distribute
  paper copies to DRAT members and key library
  locations

14
Emergency Response and Disaster Recovery Plan -
Table of Contents

• Emergency Contact Information
• Disaster/Emergency Response
• Evacuation Procedures (including floor plans)
• Salvage Priorities
• Recovery Supplies
• Resources (people, publications electronic,
  print)
• Appendices and Index

15
Emergency contactsAdditional thoughts

• Include phone numbers for upper
  administration/management
• Add cell phone and alternative email addresses
  for DRAT and managers
• Update lists regularly

16
Important to Include

• Disaster Response p. 8
• Evacuation Procedures p. 10
• Floor Plans for all facilities p. 11
• Salvage Priorities by depts.
• and locations p. 12

17
Supplies p. 13

• Check stored supplies periodically for viability
• Negotiate for supply storage and space offsite

18
Resources p. 15

• Negotiate for disaster response services BEFORE
  needed
• Familiarize yourself with resources BEFORE
  disaster
• Remember you are not alone state and regional
  resources and contacts to help

19
Lessons Learned

• Update plan regularly-inform DRAT of changes
• Establish a communication protocol employees,
  customers, media, administration
• Anticipate limited or no access to your building
  for an extended time
• Health and safety issues
• Crime scene
• Be prepared! Leave each day prepared for a
  disaster

20
Will it work in practice?
Dont set your library on fire or flood it to see
if it does Dan Barkley Anne Schultz
21

• Zimmerman library sustains smoke damage
  throughout building actual fire damage is
  limited to the Periodicals Area located in the
  basement

22
Map of Zimmerman Basement Level
23
(No Transcript)
24
(No Transcript)
25
(No Transcript)
26
(No Transcript)
27

• May10th, 2006 UL regains temporary occupancy of
  Zimmerman. Access is limited to administrative
  staff and recovery team.
• Anne and Dan begin their evaluative process of
  the Government Information Reference, Microforms
  and Periodical collections to begin the
  assessment of damage from the fire and subsequent
  suppression

28

• The periodicals area is divided into 2 major
  sectionsFire and Non-fire damaged sections

29
The non-fire area suffers heavy smoke/soot
damage

30
(No Transcript)
31

• First step was determining where in the stacks
  fire damage was most severe
• For inventory control purposes each side of a
  shelving range was assigned a number
• Area was then mapped to include call number
  ranges for materials contained on each range
• Stacks are visually inspected and evaluated for
  smoke, soot, thermal, water, and fire damage.
  Each range in the area near the fire was given an
  initial rating of low, moderate, or heavy damage
• Because there was no electricity, lanterns and
  flashlights were used in the initial evaluative
  process

32
(No Transcript)
33
Stack Assessment List
34
(No Transcript)
35

• Fire began in stacks in the northeast section of
  the basement. This area suffered the heaviest
  damage

36
Fire area
37
Fire area
38
Lost materials

• Ranges 5764 (area of fire) were a complete loss

39
Stacks near fire
40
Stacks near fire
41
Stacks near fire
42

• BMS CAT awarded contract for cleanup of building.
  Packout of salvageable materials in basement was
  underway by May 12.

43

• Maloy Construction awarded contract to remove and
  demolish entire basement

44
First steps in recovery

• Periodical stacks labeled and the
  inventory/mapping of the call numbers completed
• Government Information reference stacks numbered
• Due to carpet installation 18 months earlier, all
  the microform cabinets had been numbered those
  numbers were used for inventory control purposes
  during the packout.
• Evaluation of periodicals begins

45
Protocols Used in Assessmentof Periodicals

• Before Anne and Dan began to evaluate materials
  in the fire-damaged area, protocols were
  developed by UL personnel to ensure that as much
  material as possible could be saved.
• These protocols were developed from a myriad of
  resources including current library literature,
  consultation with other preservation experts in
  and out of the UL system, and with BMS CAT

46
Evaluation of materials

• All materials near the burned area inspected in
  detail
• Work done initially by lantern and flashlight
• Hardhats, masks and protective clothing were
  required to work in the basement.
• Materials on top and bottom shelves were
  carefully assessed for fire, water, soot, or
  thermal damage.
• The area surrounding the fire sustained
  significant damage due to heat and water
• Over 70,000 volumes were examined in a five-day
  period
• Construction personnel were available to
  dismantle and stabilize damaged shelving
• Any materials we could not save were carefully
  inventoried for insurance and collection
  management purposes

47

• The primary emphasis was to save as much material
  as could be regardless of thermal damage. Some
  items saved have heavy thermal damage to the
  binding but can be rebound. Because the
  evaluations were done under difficult
  circumstances, items with heavy exterior damage
  may need to be re-evaluated after their return.
  Some may be too severely damaged for rebinding

48
(No Transcript)
49

• What was discarded
• Volumes which had been burnedpages has been
  burned beyond any reasonable means of remediation
• Volumes which had sustained heavy thermal, water,
  or burn damage into a portion of the text

50

• Volumes which had sustained thermal, water, or
  burn damage to the top, bottom, or side margins
  and which could not be trimmed and recased
  (rebound) due to lack of necessary inner margins
• Volumes which had been saturated by water
  (notedue to the lack of access to the area for
  approximately 10 days, books which might have
  been saved due to water damage were not as they
  had dried, swelled, and become heavily
  infiltrated with toxics from the water.

51

• Loose issues and items with non-buckram binding
  often suffered extremely heavy damage (thermal,
  burn, or water) while some items located next to
  these did not. In these cases, the damaged items
  were discarded while attempting to salvage the
  bound runs
• Some bound volumes and loose issues were crushed
  beyond repair because of the collapsed shelving

52

• Every attempt was made to save some of the highly
  damaged volumes that are in our research
  collections (e.g., Anthropology, Ibero, Latin
  American Studies). Note that once many of these
  materials are returned, a further assessment will
  be conducted to determine if they can be
  re-incorporated into the collection

53
Materials Pack out
54
Materials Pack out
55
Materials Pack out
56
Materials Pack out
57
CSEL Flood

• Water Pipe broke during power outage on 12/24/04
• Water leaked into MAGIC (Map Library) for several
  hours prior to detection
• Much of the damage was to facility rather than
  collections
• Lower Level of CSEL (map room and book
  collection) closed to public for approximately 3
  months
• Mold discovered long after water had been removed
  from the floor

58
CSEL Flood

• What went well
• Initial discovery of water. Grad student in over
  break noticed leak and informed her supervisor
  who initiated action.
• Services were restored promptly.
• Good work with Maloy and UNM Physical Plant.
• Good cooperation within UL

59
CSEL Flood

• Problems
• Initial pack-out done without adequate library
  employee supervision which created many problems
  post-recovery
• Boxes not labeled appropriately
• Materials were not stored in an organized manner
• Some materials were stored while still wet which
  led to problems with mold and further loss of
  materials

60
CSEL Flood
61
CSEL Flood
62
CSEL Flood
63
CSEL Flood
64
CSEL Flood
65
CSEL Flood
66
CSEL Flood
67
CSEL Flood
68
CSEL Flood
69
CSEL Flood
70
CSEL Flood
71
CSEL Flood
72
CSEL Flood
73
CSEL Flood
74
CSEL Flood
75
CSEL Flood
76
CSEL Flood
77
CSEL Flood
78
CSEL Flood
79
CSEL Flood
80
THANKS!

• Our thanks to the following
• Photos
• Nancy Dennis, Assistant Dean of Technology
• Ed Padilla, Building Supervisor, Zimmerman
  Library
• Vince Leonard, Campus Fire Marshal
• Contractors
• Maloy Construction
• BMS CAT

81
Collection Analysis and Recovery - Zimmerman

• Linda Lewis and Teresa Neely

82
Collection Analysis and Recovery

• Task Force Co-chaired by Coordinator for
  Collection Development (LKL) and Director of
  Zimmerman Library (TYN)
• Core group made up of Selectors with total
  journal title loss and Zimmerman Collection
  Management Librarian
• Other Selectors in less affected areas

83
Collections Lost

• Approximately 30K volumes of journal collections
  completely destroyed
• History
• Latin American studies (DILARES)
• Native American studies (INLP)
• Hispanic studies (CHIPOTLE)
• African American studies
• Other damaged areas were geography, anthropology,
  archaeology, religion, philosophy, cultural
  studies, political science, sports and
  recreation, and education

84
Collections Lost

• Exact losses will not be known until the
  materials are returned.
• None of the journals or microforms sent for
  cleaning and restoration will be returned until
  the basement is re-opened.

85
Fire Database

• LIBROS records
• Lists from salvage and packing
• Handwritten converted to Access database
• JSTOR and Project Muse records
• Perpetual Access
• Circulation Records for bound volumes

86
Fire Database Main Search
87
Fire Database Record Fields

• Title, call number, holdings, record number
• Country of publication
• Volumes/years lost and estimated value
• Other UL holdings formats and locations
• Subscription costs
• Selector

88
Fire Database Journal Record
89
Fire Database Options for Replacement

• Format
• Source
• Cost
• Recommendation
• Indication of final action

90
Fire Database Replacement Record
91
Insurance Claims

• Preliminary estimate of loss
• Advance on payment
• Documenting actual costs

92
Collection Analysis and Recovery

• Task Force members and other Selectors working to
  determine
• How many volumes were lost?
• Which titles should be replaced?
• Are lost titles still active and if so, can they
  be replaced from vendor or other source?
• What formats are available for replacement
  (print, online, microfilm, perpetual access back
  files, etc.)?
• Are available formats appropriate for the
  discipline? (quality of images, figures in
  digital formats, etc.)
• If titles are not available, or are not
  recommended to be replaced, what then?
• Preference given to electronic titles where
  appropriate.

93
Collection Analysis and Recovery

• Post-fire to present gifts, donations,
  purchases for replacing lost titles ongoing
• December 2006, submitted 86K order for replacing
  journals in microfilm
• May 1, 2007 deadline for submitting 2nd microfilm
  order
• June 1, 2007, deadline for database entry
  completion for all Selectors
• June 30th, 2007 deadline for reporting value of
  loss to UL Administration

94
Collection Analysis and Recovery Facing the
Future

• Impact of Journal Replacement will affect many UL
  departments indefinitely
• Serials acquisitions, ordering, and paying
• Bindery in house and current vendor
• LIBROS records for lost titles, holdings
  statements and newly acquired titles
• E-resources
• Web resources and Subject Guides
• Public services, Instruction and ILL

95
Zimmermans Print Collections Post-Fire

• Serials
• General Reference
• Government Information and Reference
• Fire Code Compliance
• Zimmerman Weeding Project
• Reference
• Government Information and Government Reference
• Stacks 2nd and 3rd Floors
• Compact Shelving and Remote Storage
• Collection Inventory and Shelf Lists

96

• Facilities Disaster Response and Recovery
• Nancy Dennis

97
Disaster Prevention

• Fire and smoke detection and alarm system
  tested and inspected
• Fire suppression system - sprinklers
• Water/pressure sensing system floors, ceilings,
  water pipes, drains
• Walk through facilities with safety personnel to
  identify vulnerabilities fix them inform
  document institution of needs!
• Assess overall security of facilities

98
Facilities-Emergency response

• Evacuation procedures p. 10
• Informed and trained employees
• Established protocols for public and employee
  evacuations
• Floor plans noting locations of fire
  extinguishers, exits, utility controls
• Areas of refuge in stairwells

99
Facilities - Emergency response

• Contact information p. 4
• Police or fire security/silent alarms
• Building/facility managers
• Institutional facilities contacts
• Utilities gas, water, electricity, sewer, etc
• Lockshop/Locksmith

100
Who is in charge?

• You are a tenant in your own building!
• Fire and police safety trump concerns for
  contents of buildings (salvage priorities!)
• Crime scene State or Federal jurisdiction
  prevails
• Environmental/safety rules for employee access
• Hard hats, face masks/respirators w/ annually
  certified training

101
Quick response will reduce potential damage

• Pre-arrange with local contractors for services
  on call contracts- for services e.g. water
  removal
• Carpet removal mold forms if wet
• Clean-up from smoke damage all surfaces
  walls, ceilings, floors, contents, art work, air
  ducts, air handlers top to bottom.
• Removal of fire damaged materials and furniture
• Clean computer equipment if possible smoke
  residue is corrosive to internal components

102
ZIM Fire impact on Facilities

• Whole building 287K sq ft - closed for cleaning
  due to smoke damage walls, ceilings, materials,
  furniture, A/C filters duct work, art work (56
  days)
• Basement all materials, furniture removed 44K
  sq ft completely gutted in preparation for
  remodeling
• 1st floor Reference area removed all materials,
  furnishings, expanded space, new carpet, paint,
  shelving, ceiling tiles, installed new fire
  suppression system reopened Jan. 16, 2007

103
(No Transcript)
104
Burned journals collected for removal.
105
Demolition of Zimmerman Basement underway.
106
Going, Going
107
Gone
108
Facilities Recovery

• Barns burnt downnow I can see the moon
  Masahide
• Look for opportunities
• Refer to Strategic Plans, Space Planning
  documents etc.
• Needs assessment for remodeled space
• Pull out wish lists
• Review recent library architectural projects

109
Facilities Recovery

• Assemble project team project planners,
  architects, library personnel, risk management
  (funding sources), institutional facilities
  groups, contractors.
• Determine scope of project-remodel or
  replacement?
• Schematic drawings of as built architectural,
  mechanical, electrical, etc.

110
Facilities Recovery

• Program review
• Schematic design review
• Construction plans
• RFP for construction
• Construction management
• Occupancy
• Move in
• Maintenance

111
Lessons Learned

• Be prepared
• Be flexible you are not in control!
• Respect experts and contractors ask questions,
  learn from their experience
• Be comfortable with making decisions quickly
• Work at communicating with colleagues and
  contractors
• Keep a log of activities and time lines
• Look for opportunities

112
People and Services

• Dan Barkley and Teresa Neely

113
People UL Employees

• All Zimmerman inhabitants (nearly 80 of UL
  staff) completely displaced for approx. 2 months
• Zimmerman Public Services (Access Services,
  Reference, Government Information)
• Deans Office
• Budget and Cost Management
• Facilities and Security
• Human Resources
• Shipping and Receiving (Mailroom)

114
People UL Employees

• Collection Development
• Print Resources
• Acquisitions and Receiving
• Searching and Ordering
• Bindery
• Gifts
• Serials Check-In
• Electronic Resources
• LIBROS
• Database Management
• Library and Information Technology

115
People UL Employees

• Center for Southwest Research
• University Archives
• Library Research Programs
• CHIPOTLE
• INLP
• DILARES
• RMBA Research Materials Bibliographic Access
• Western Governors University
• Instructional Services
• Interlibrary Loan

116
People Zimmerman Tenants

• CAPS - The Center for Academic Program Support
• Center for Regional Studies
• Chaco Archives
• National Park Service
• Spanish Colonial Research

117
People UL Employees

• Focus of recovery efforts primarily on
  Collections, Services, and Facilities
• All Post Fire UL Wide Open Forums
• No formalized focus on UL Staff and rebuilding
  work lives
• FireWatch Follies
• FireWatch Book (in progress)

118
People and Services Immediate Service Recovery

• Zimmerman Ref, ILL, and Deans office calls
  routed to CSEL
• Reference desk set up in SUB staffed by employees
  from all branches and CSWR
• SUB hours extended
• Higher Grounds hours extended
• Zimmerman reference staff added to CSEL Reference
  desk
• Zimmerman circulation staff worked at Parish and
  CSEL to cover longer service hours

119
People and Services Immediate Service Recovery

• Zimmerman Print Reserves moved to CSEL
• Zimmerman laptops moved to CSEL and Parish
  Libraries
• Paging services for Zimmerman books developed and
  implemented
• Mail Room services moved to Parish
• ILL services set up in CSEL
• Information Tables set up at Zimmerman entry
  points

120
Temporary ILL in CSEL
121
Information Tables
122
People and Services Ongoing Service Recovery

• June 26th, Zimmerman Library reopened to public
• No access to 2nd and 3rd floor stacks
• Reopened by Fall 2006 semester
• No access to basement levels
• Ongoing
• No access to 1st floor Reference Department
• Firewatch
• UL Staff
• Outsourced to Security Vendor

123
Michele on Firewatch Duty
124
People and Services Ongoing Service Recovery

• Reference and Government Information
• Temporary Reference Desk in Exhibit Space
• Accommodations for patrons with special needs
• Less than 25 public computers Zimmerman wide
• Fewer laptops for checkout many commandeered
  for staff use
• Computers for staff also from State Library and
  UNM Graduate and Professional Student Association
  (GPSA)
• Non networked microfilm/fiche reader printer in
  CSWR
• Fiche/film received via ILL
• Fiche/film available in CSWR

125
People and ServicesOngoing Recovery

• Reference and Government Information
• No print Reference collection (general or
  Government information) except newly received
  titles and ready ref
• No Print Periodicals pre May 1st
• No access to Zimmerman Microfilm/fiche
  collections
• Page-able Items
• Circulating print collections (basement 1, 2nd
  and 3rd fl stacks)
• Non-circulating Closed Access Government
  Information
• No student study rooms (basement) or designated
  study area in Zimmerman
• With tables and chairs
• Sporadic wireless service throughout building

126
People and Services Current Reality

• January 16, 2007, 1st Floor Reference Area
  reopened
• More than 80 public computers (including laptops
  for checkout)
• more collaborative work space and group study
  carrels for students
• a merged reference and government information
  reference collection and desk
• better defined staff work space in the non-public
  areas

127
People and Services Lessons Learned

• New ways of working
• Reallocating work time to support ongoing service
  recovery (e.g., reference, firewatch vs.
  cataloging)
• New ways of communicating
• Telephone, email, personal cell phones, cell
  phones on loan
• Long range impact
• UL Employees (including student employees),
  current and future students, and the New Mexico
  community will be significantly impacted for many
  years to come as a result of the Zimmerman Fire

128
Planning for Reopening

• Collections Pack-Back
• Services
• Interruptions
• Opportunities

129

• Planning is essential
• How many boxes of books are being returned?
• How many cabinets of microforms are returning?
• Will the shelving configuration be different
  than before the disaster? If so, how and will
  your materials all fit?

130
Pack-back

• Staging Materials
• Where
• How and where will you sort your returning
  materials
• Who will move boxes around?

131
Pack-back

• Returning volumes to the shelving
• Do you have a sufficient number of book carts/or
  trucks?
• Who will be reshelving?
• Will collection related projects (e.g., weeding)
  be conducted at this time?
• Do you have a current inventory?
• Shelf-reading will be necessary
• As you go?
• Afterward books are returned to the shelves

132
Pack Back

• Will services to your user communities be
  disrupted during the pack back?
• Internal work flows (e.g., ordering, cataloging)
• Will pack back be conducted during regular
  business hours or after building is closed?

133
Pack Back

• Dont rush
• Do it right the first time to avoid long-term
  shelf-reading projects
• Use knowledgeable personnel for reshelving to
  avoid unnecessary shelf-reading

134

• Are you Ready?

135
Questions?

• Contacts
• Fran Wilkinson fwilkins_at_unm.edu
• Dan Barkley barkley_at_unm.edu
• Anne Schultz aschultz_at_unm.edu
• Teresa Neely neely_at_unm.edu
• Linda Lewis llewis_at_unm.edu
• Nancy Dennis ndennis_at_unm.edu
• University of New Mexico Libraries