Imagine This Is Your School Library or Office

1
Imagine This Is Your School Library or Office
2
Does Your Disaster Plan Look Like This?

• HELP!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!

3
You will not realize the importance of having a
Disaster Plan in place until you experience a
disaster or a small emergency.

• Several years ago Springfield streets flooded
  after a heavy rainfall.
• In front of the State Capitol Building water was
  3-4 deep.
• Sewers began backing up throughout the city into
  basements, including our basement at the State
  Archives, which is only a few feet below ground
  level.

4
Do You Think This Can Not Happen In Your Town?
Capitol Avenue Springfield, IL
5
This Photo Was Taken Inside the State Archives
Bldg.

• 300 boxes were moved to the 1st floor in
  approximately 14 minutes from our basement
• Not a single record was lost, some became damp
  but not ruined.

6
Disaster Preparedness

• EMERGENCY
• Or
• DISASTER

7
Emergencies

• An adverse event that does not have widespread
  impact and does not require the use of
  extraordinary or prolonged resources to return
  conditions to normal.
• For instance a broken water pipe may cause some
  minor interruption in service, but will probably
  be limited to a specific room.

8
DISASTERS

• An adverse event that is organization- wide or
  community-wide
• Resulting in significant damage and loss that
  requires the use of prolonged or extraordinary
  resources to return conditions to normal

Grafton, IL
9
PURPOSE OF A DISASTER PLAN

• Ensure the safety of people
• Ensure continued delivery of critical
• and essential functions and services
• Reduce losses and damage to records, facilities,
  and systems.

10
BENEFITS OF A DISASTER PLAN

• Quick resumptions of business operations
• Enhanced safety and awareness of risk
• Protection of vital records and original
  records and information resources

11
FOUR PHASES OF EMERGENCY MANAGEMENT

• Mitigation/Prevention
• Preparedness
• Response
• Recovery

12
STEPS IN DEVELOPING A DISASTER RECOVERY PLAN

• Secure approval from senior management
• Collect Data Such as Names of Suppliers,
  Restoration Service Providers, and other
  Emergency Contacts
• Develop and Write the Plan

13
STEPS IN DEVELOPING A DISASTER RECOVERY PLAN

• Distribute the Disaster Recovery Plan and Train
  Your Employees (Disaster Planning Committee and
  Disaster Response Team)
• Test and Exercise
• Evaluate Your Plan and Maintain the Plan Updating
  Information About Vendors, Suppliers, etc. Every
  Six Months.

14
Distribution of Your Disaster Plan

• At the State Archives each employee is provided
  with two copies of our Disaster Plan.
• One copy to be retained at the office and the
  second to be retained at their home.

15
Exit Plans

• You may also want to develop an Exit Plan for
  exiting the building when you are developing a
  Disaster Plan.
• What departments are to use what exit doors, what
  if those doors are locked, a plan for handling
  employees and visitors in wheelchairs.
• You will recall in the World Trade Center, one of
  the problems were locked exit doors.
• You might have different exit plans for fire than
  you would for a hostage situation.

16
Suggested Components of a Recordsand Information
Disaster Plan

• 1. Table of Contents
• 2. Introduction Explain To The Employees Why A
  Disaster Plan Is Important That They Will Be
  Called Upon For Certain Tasks
• 3. Copies Of Your Records Retention Schedule(s)
• 4. List Of Your Most Vital Records
• 5. List of Supplies and Equipment Needed

17
Components of a Disaster Plan

• 6. Vendor, Expert, and Contractor Information
• 7. Salvage and Recovery Procedures
• 8. Arrangements for off-site storage and/or
  recovery
• 9. Who is responsible for security and how will
  the site be secured.

18
Additional Components To A Disaster Recovery
Plan

• Make A Phone Tree
• Include Home Phone s
• Pager s
• Cell Phone s
• Designate Who Is To Make The Calls And Who Will
  Be Responsible For Calling Each Team Member

19
List of Emergency Contacts

• Medical, Utility, Emergency Responders
  Information
• Include Phone Numbers for Regular Business Hours
  and After-hours

20
Location of Utilities

• Floor Plans Diagrams
• Water Shut-off Locations
• Power Shut-off Locations

21
Hazardous Materials

• Maintain a hazardous materials storage list
  indicating the location of any flammable
  chemicals
• What are they and where are they.
• If there is a fire, you will need to advise the
  fire department of the location of any hazardous
  materials you have stored on the property.

22
Other Needs

• 1. An air-conditioned space to which damp and wet
  records can be moved.
• 2. Someone to help manage logistics for the
  transfer and control of records stored.

23
Supplies

• Fans
• Dehumidifiers
• Flashlights With Extra Batteries
• Clothesline or Nylon Fishing Line
• Disinfectant such as Lysol
• Scissors

24
Additional Supplies

• Milk Cartons
• Cafeteria Trays
• Storage Boxes
• Blotting Paper
• Freezer Paper
• Paper Towels
• Wet-dry Vacuum

25
Supply List

• Water Proof Markers
• Large Garbage Bags
• Plastic Garbage Cans
• Large Rolls of Plastic
• Rubber Gloves
• Camera to Photograph Damages

26
Beginning The Clean-up
27
Where do you start?

• Make sure the area is secure, is the power
  turned-off, is the gas main turned off?
• Are there any outlets under water? Check your
  blueprints.
• Assign various personnel to pre-determined tasks
  as out-lined in your Disaster Plan.

28
HANDLING WET DOCUMENTS

• Paper is very fragile when it is wet. Handle it
  carefully.
• If you need additional assistance call a company
  from your vendor list that restores wet
  documents.

29
CLEANING WET DOCUMENTS

• If items are still wet, agitating them in a bath
  of clear water will remove excess dirt. This
  treatment should never be attempted for images
  which are blurred, feathered, or faded.
• Dirt left by receding flood waters may be
  contaminated.
• Precautions such as the use of rubber gloves
  should be taken when handling some documents.

30
AIR DRYING

• Wet books, documents, or photographs which cannot
  be air dried within two days should be frozen to
  inhibit mold growth.
• However freezing documents is very expensive.

.
31
Check Your Retention Schedule

• Are any of the records that are wet eligible for
  disposal?
• In Chicago a few years back when they had many of
  the basements and sub-basements flooded some of
  the agencies spent tons of money to freeze
  documents.
• When our field representative met with them, she
  noticed that they had not been filing disposal
  certificates and were storing a lot of documents
  they could have gotten rid of.
• So if this happens to you one of the things you
  want to do is review your records retention
  schedule.
• If you have not been doing regular disposal
  certificates then see what needs to be kept
  before you contract a firm to freeze dry records
  that may be eligible for destruction.

32
EMPLOYEES MOLD

• Many people are sensitive to mold.
• Also, some mold species are toxic.
• If any health effects are observed when treating
  mold consult a doctor or mycologist before
  proceeding.
• The local health department may be able to help
  you determine what type of mold you have.

33
How Can I Tell If The Mold Spores Are Dormant?

• Active mold looks fuzzy or slimy.
• Dormant mold is dry and powdery.
• If the mold appears fuzzy or slimy do not attempt
  to remove the mold it may only spread or smear.

34
IDEAL CONDITIONS FOR MOLD GROWTH

• The best way to prevent or stop an outbreak of
  mold is to remove items from environmental
  conditions that encourage mold growth
• high temperature,
• high relative humidity,
• stagnant air, and
• darkness.

35
Mold Can Set Up In 48 Hours In A Humid
Environment
36
CIRCULATING AIR

• Circulating air will effectively dry most items.
• Physical distortions may result, but document
  information will be saved.
• To provide optimal air drying conditions, fans
  should be positioned for maximum air circulation
  (however do not aim air flow directly at drying
  materials).

37
AIR DRYING TIPS

• Blotting material for air drying should be clean
  and absorbent. Options include blotter paper,
  unprinted newsprint paper, paper towels, clean
  rags, mattress pads, etc.
• Screening material (such as window screens) well
  supported and stacked with space between them
  provide an excellent compact drying surface.
• A porous surface assists air circulation and
  promotes drying.

38
GLOSSY MATERIALS

• Without intervention glossy materials such as
  paperback book covers, magazines, art books, etc.
  are likely to stick together.
• If they are highly valued, these items should be
  the first priority for salvage.
• Loose glossy materials should be spread out in
  one layer for air drying.

39
BOUND GLOSSY MATERIALS

• Bound glossy materials must be interleaved
  between every page to prevent sticking.
• Wax paper should be used as interleaving
  material.
• Volumes of glossy paper dried in this way may
  suffer considerable physical distortion.

40
BOOKS

• Place interleaving material between the text
  block and the front and back covers.
• If time and supplies allow interleaving material
  should be placed intermittently throughout the
  text as well.
• Fan volumes open and stand them on edge with the
  interleaving paper extending beyond the edges of
  the book.

41
ENHANCING THE DRYING OF BOOKS

• Evaporation of water as it wicks into the
  interleaving paper will enhance drying.
• Replace interleaving paper as it becomes soaked
  and invert the volume each time to insure even
  drying.

42
Microfilm Restoration

• Microfilm must be kept wet until it can be dried
  properly. But do not keep immersed for more than
  3 days.
• Contact a microfilm processing lab for
  restoration.

43
If You Have Additional Questions About Disaster
Planning and Recovery Please Call

• Dottie Hopkins-Rehan, Conservator
• [phone] or
• Gloria Huston
• [phone]

44
Help on the Internet

• There are many helpful websites with many details
  on recovery of various types of records media
  besides what has been covered in this
  presentation.

45
Contacting the State ArchivesRecords Management
Section

• Appointments with field representatives and
  questions about disposal certificates
• [phone] Sheila Cowles
• Questions about retention periods
• [phone] Gloria Huston

46
Illinois State Archives Information Services
Division

• Copies of teaching packets Elaine Evans
  [phone]
• Questions about IRAD Records Karl Moore or Barb
  Heflin [phone]
• Genealogical Reference Questions Greg Cox or
  Dana Ekiss [phone]

47
Illinois State ArchivesInventory Control Section

• If you would like to know if your agency has any
  security microfilm stored at the State Archives
  please call
• Bob Lyons at [phone] or
• John Reinhardt [phone]

48
For more information please visit our web page

• http//ilsos.net or http//cyberdriveillinois.com
• Click on Departments
• Click on Illinois State Archives
• Click on Records Management