ACRL News Issue (B) of College & Research Libraries


8 0  /  C&RL News

Lib rary d isasters: Are you 
p repared?

By Susan C. George

Begin your emergency planning 
now!

B e prepared! It’s a phrase we all know, but in terms o f library emergency planning 
and management, just how prepared are we?

Even a cursory look at the published library 
literature indicates a number of articles that dis­
cuss all types o f emergencies befalling librar­
ies. The most frequent are fire and/or water, 
but earthquakes and other natural disasters, 
theft, pests, and even asbestos have been re­
ported. What does all this mean? It clearly shows 
that any library is susceptible to a variety of 
potentially serious disasters. A ny library  is the 
operative phrase— the risk exists for any library, 
regardless o f age, material of construction, or 
even security. In a recent survey compiled for 
the ACRL CLIP Note series,1 it is clear that the 
majority o f academic libraries that responded 
believe they are not adequately prepared to 
deal with most types of disasters; in fact, most 
academic libraries do not believe they are even 
adequately educated about what disasters ex­
ist, much less how to manage them. In fact, 
some libraries responded that their prepared­
ness would be tried when they experienced a 
disaster!

We have all seen the pictures and read the 
horror stories in the literature— the results of a 
library disaster (regardless of the origin)— and 
we have all expressed sympathy, empathy, or 
outrage that the library and/or the staff have 
suffered. Indeed, after the Midwest floods, the 
earthquakes in California, and other disasters, 
we have been quick to offer assistance, ensure 
the safety o f personnel, and manage recovery 
of the library and its collections. A recent ar­

ticle even documented how to deal with the 
emotional trauma faced by the staff after an 
earthquake. All this assistance provides a mo­
rale boost to the community and library staff 
and often there is material benefit to the library 
itself. However, our willingness to provide as­
sistance to those libraries and their staff who 
suffer a disaster says nothing about our pre­
paredness in our home library. The attitude of 
waiting until a disaster strikes and then learn­
ing from the experience is not reasonable.

W hat to do
There are some specific ways to begin the 
emergency planning and management process; 
they require a commitment o f time and energy 
by all library staff. The recommendations in­
clude:

• Understand that some risks to the library, 
staff, and users do exist. This is the first rule 
and it is universal. No library is without danger 
o f some sort, no staff or user population is 
riskless! Libraries are not identical in their con­
struction or location, so the dangers are not 
identical; but every library is at risk from some 
potential danger that will adversely affect the 
library, its contents, staff, and users. There is 
also a warning within this understanding— do 
not create risks!

• Find the risk(s) present in your library. 
This means a commitment of time and energy 
to make a detailed examination o f the library 
and what dangers exist. These dangers can re­
sult from the construction or the arrangement 
of the library or they can result from external 
forces over which you have absolutely no con­
trol. Identifying these risks can be simplified 
by conducting a hazard analysis of the library. 
This tool points out the risks, whether they are 
in s u fficie n t e le c tric a l o u tlets, u n se cu red

Su san  C. G eorg e is p h y s ic a l sc ien c es lib r a r ia n  a t  D artm ou th College; e -m a il: su sa n .c.g eo rg e@ d a r tm o u th .ed u

mailto:susan.c.george@dartmouth.edu


F eb r u a ry  1 9 9 5 / 8 1

•ACS P U B L I C A T I O N S  L A N D M A R K S  I N  S C I E N C E •

M a d a m e  C u r i e  O n T h e  C o s t  O f S c i e n c e .
She discovered radium. She coined the word

“radioactive” and was the first to suspect it 
emanated from “atomic energy.” Twice winner 
o f  the Nobel Prize, her discoveries led to the 
development o f  radiation therapy for the 
treatment o f  cancer. Yet in spite o f  her wide 
acclaim, Madame Curie often had to beg from 
the wealthy to fund her research. She understo
the painful cost o f  science.

So do we. Since 1876, when the American 
Chemical Society first began to publish scientifi
journals, we have consistently offered them at 
affordable subscription rates. A C S journals cost
on average, about 5 0 % * o f  the price charged 
for competitive publications in our discipline. 
And we are committed to continuing this 
tradition, without compromising the quality o f  
science we publish.

 

od 

c 

, 

Today, the chemical sciences are advancing at a 
staggering rate. W e’ve increased our page budgets 
and our publication frequencies to keep pace with 
the increased flow o f  critical research. And we’ve 
invested in new technology that increases the 
speed at which we can publish without reducing 
the stringent standards o f  our peer review process.

W e will always look for new ways to continue 
our pioneering role as publishers o f  quality science, 
because we’re working hard to provide tomorrow’s 
landmark scientists with the means to afford 
todays research.

*According to a report in the April 15, 1994 issue o f  Library Journal, the chemical sciences had an average price per journal o f  $ 1,106.



8 2 /C & RL News

bookstacks, overcrowded (and potentially un
safe) work areas, light fixtures not reinforce
for safety, ceiling tiles that can fall, etc. As ad
ditional assistance, involve building mainte
nance staff, library staff, and someone from th
local fire department; the more eyes, the bet
ter. Another consideration is a regular inspec
tion schedule of the risks to insure that furthe
deterioration has not occurred.

• Once the risks are identified, beco
educated. Search the library literature for ar
ticles that document the type of risks you fac
and learn from the experience o f others; spon
sor or attend emergency preparedness work
shops or seminars; consult local emergenc
management officials.

M ake a list, check it twice
After becoming educated, determine what risk
can be mitigated and to what degree they ca
be mitigated. This is important both for th
short-term and the long-term solution; som
risks can be corrected quickly and with littl

Table I. Disaster kit
Disaster kits contain the supplies necessary 
to begin dealing with an emergency. The
disaster kit for this library is located_ _ _ _ _ .
It contains the following items:

→Flashlight, with working batteries (1) 
→Pad of 81/2 x 11 paper (1)
→Pencils (1 box)
→First aid kit 
→Paper towels (3 pkgs)
→Scissors (1 pr)
→Cheesecloth (1 roll)
→32 gal. plastic bags (1 box)
→Plastic bucket with handles (1)
→Freezer wrap (1 roll)
→Extension cord, 25-50 ft (1)
→Plastic gloves (1 pr)
→Toothbrush (1)
→Newsprint (1 roll)
→Record-keeping forms (1 pkg)
→Fan (1)
→Plastic tape (2 rolls)
→Plastic sheeting (1 -2  rolls); specs = 4.5 mil; 

20 ft. x 100 ft roll (2000 sq ft); polyethyl­
ene; Adams Plastic (#A-20-100)

­
d 
­
­
e 
­
­
r 

m
­
e 
­
­

y 

s 
n 
e 
e 
e

ex p en se, others may take m ore time and 
money, and some may never be solved. A run­
ning list of risks and their solutions should be 
created; this documents what still needs cor­
recting and eventually what cannot be cor­
rected. These last-named risks, those that are 
beyond your resources, also need to be docu­
mented. In total, you then have a document 
which clearly details what has been done to 

e reduce dangers and what cannot be corrected; 
this documentation can prove invaluable should 
a disaster strike and insurance coverage become 
a part of the recovery process.

• Fix/correct the risks for which you have 
available financial resources and correct them 
as soon as possible. There is no sense in doing 
the survey and then not acting promptly!

• Throughout the entire analysis, involve 
the local fire department and the local emer­
gency coordinator for your town. They can be 
invaluable resources of information about what 
is already in place for a major disaster (such as 
an earthquake or tornado) and their expertise 
can be of definite benefit in the planning pro­
cess. In addition, send them a copy o f your 
analysis, pointing to the dangers that cannot 
be mitigated; this information will assist them 
in assisting you, should the need arise. Also, 
strongly recommend that they visit your loca­
tion in order to know where the library is and 
what types of special equipment they might 
need should their services be required.

• Educate all library staff, including student 
assistants, to the dangers that remain and what 
procedures are in place to ensure human safety. 
Take advantage o f local emergency courses 
available to you— fire extinguisher operation, 
CPR, first-aid, etc. Also, and just as important, 
educate staff as to what they should not do in 
an emergency.

• Make certain adequate signage exists lo­
cating emergency exits and where users/staff 
are in relation to safety. Adequate signage also 
means current and up-to-date diagrams o f the 
library and its contents.

• Designate a space in which to locate 
emergency supplies and educate staff as to its 
location and contents. At a minimum, supply 
flashlights; for a more complete list o f useful 
items to be on-site available, see Table I. In 
addition, when excess library space does not 
exist or, if it does, it is minimal, a central loca­
tion somewhere within the organization should 
be assigned as a disaster closet/area. This al­
lows storage of many needed items and in bulk



F e b r u a ry  1 9 9 5 / 8 3

quantities. As an example o f the contents o f a 
disaster closet, see Table II.

• Prepare a disaster plan for each library
location and include the results o f the hazard
analysis; the plan then becom es a blueprint for
the salvage effort.

Prepare a disaster m anual
• Prepare a disaster manual, including the

disaster plan and the hazard analysis results. 
The manual should contain the following sec­
tions/information:

1) A list o f disasters, by type, which pose a
danger to your library, and how you are pre­
pared to deal with each. This should also in­
clude the specific risks you cannot correct and
how to respond to them.

2) A list o f what is contained in your local
disaster closet/area and what can b e obtained
elsewhere in an emergency. This may include
locations on campus (central and larger) or lo­
cal businesses that have supplies or equipment
you might need.

3) A list o f local emergency-knowledgeable
individuals should include on-campus experts
and local or state emergency officials.

4) A telephone tree o f library staff to con­
tact when a disaster/emergency strikes should
be arranged so that staff in closest proximity to
the library are the first called (with the expec­
tation that they will respond).

5) An accurate floor plan o f the library which
details emergency exits and what equipment/
staff are located where.

6) A bibliography o f library articles discuss­
ing disaster-recovery practices used by others.

7) A record-keeping form to identify indi­
vidual volum es w hich are damaged or de­
stroyed. The completed form will be absolutely
necessary if the insurance company becomes
involved in a settlement process.

8) A recovery workflow should also be in­
cluded. This document specifically details the
steps to take once a disaster occurs and the
manpower, supplies, and space needed for the
salvage process.

• Make certain a copy o f the manual is eas­
ily accessible to any staff member (including
student assistants) and that everyone know its
location. Also give a copy o f the manual to the
library administration, local emergency officials,
the fire department, and anyone else who could
b e considered an expert or resource. As added
insurance, each staff member should have a
copy o f the manual at home.

 
 
 

 

 

 

 
 
 

 

 
 

 
 

 
 

 
 

 
 
 

 
 
 
 
 
 
 

Table II. D isaster Closet

The Disaster Closet is located ________ in 
the library. It is the central storeroom for 
equipment and supplies needed immedi­
ately to begin salvage activities. The items 
listed below will be found in the closet. 
Smaller quantities o f some o f these items 
are also included in the Disaster Kits.

→Plastic bags, 32 gal (1 case)
→Heavy duty flashlights, with batteries (6) 
→Regular flashlights, with batteries (4) 
→Extension cords, 100 ft. (2)
→Extension cord + utility light (1)
→Milk crates (12)
→Freezer wrap (24 rolls)
→Rubber gloves (6 pair)
→Work gloves (12 pair, 6 o f which are 

leather)
→Unprinted newspaper (1-50 lb roll) 
→Paper, 81/2 x 11 (6)
→ Pencils (6 boxes)
→Paper towels (2 cases)
→Scissors (6)
→Plastic sheeting (2 rolls); Specs = 4.5 

mil; 20 ft. x 100 ft roll (2000 sq ft); 
polyethylene; Adams Plastic (#A-20-100) 

→Plastic tape (6 rolls)
→Wet-dry vacuum (1)
→Fans (2)
→Wastebaskets, 32 gal. (10)
→Rubber boots (4 pair)
→Brooms (2)
→Ra incoats (4)
→Portable dehumidifier, 20 pint (1) 
→lndustrial first aid kit (1)
→Surgical gloves (1 box)
→Methyl alcohol (1 gal)
→Cotton mops, 16 oz (2)
→Pails, 10 qt. + wringer (2)
→AM/FM transistor radio (1)
→Sponges (12)
→Cloth towels (1 bag)
→Cheesecloth (1 box)
→Clipboards (4)
→Tape recorder (2)
→Blank tapes (8)



8 4  /  C&RL News

Be p re p a re d  f o r  d isa ste r! W a te r d am ag e like 
th is c a n  h a p p e n  w h e n  y o u  le a st e x p e c t  it.

• Strongly recommend that your institutio
create a Disaster Committee or Response Team. 
The members can be appointed or volunteers; 
but all should be interested in preservation of 
library materials. Do not ignore other risk man­
agement experts on campus; they can be valu­
able additions to the group.

The above list is not exhaustive; you may 
need to tailor it to your situation. Neither is it 
anecdotal; it was developed during and after 
experiences here at Dartmouth and continues 
to be refined and expanded to accommodate 
changes in the environment, resources avail­
able, and technological advances in disaster 
planning and management.

Now that you’ve read the article, the ques­
tion you may be asking is: why is this important 
to me? The answer is: because an emergency, 
regardless of extent, may visit your library. B e ­
ing prepared, even marginally, can reduce the 
danger and increase security and safety.

Note
1. Susan C. George, comp., E m ergen cy P la n ­

n in g a n d  M an ag em en t in College Libraries, CLIP 
Note # 17 (Chicago, 111.: ACRL, 1994).

References
Association for Research Libraries, Systems and

Procedures Exchange Center. P rep arin g  f o r

n

E m erg en cies a n d  D isasters (SPEC Kit no. 69). 
Washington, D.C.: ARL, 1981.

Buchanan, Sally. “Disaster Prevention and Ac­
tion.” O k la h o m a  L ib ra ria n  30 (1980): 35– 41. 

______. “Disaster: Prevention, Preparedness and 
Action.” Library Trends30 (Fall 1981): 241– 52. 

Davis, Mary B., Susan Fraser, and Judith Reed. 
“Preparing for Library Emergencies: A Coop­
erative Approach.” Wilson L ibrary B ulletin 
( 1 991): 42– 4 4 , 12 8 .

George, Susan C. E m ergen cy P lan n in g  a n d  
M a n a g em en t in College Libraries. ACRL CLIP 
Note #17. Chicago, 111.: Association o f Col­
lege and Research Libraries, 1994.

George, Susan C., and Cheryl T. Naslund. “Li­
brary Disasters: A Learning Experience.” 
C&RL News 47 (1986): 251– 57.

Sellers, David Y., and Richard Strassberg. 
“Anatomy o f a Library Emergency: How 
Cornell University Libraries Dealt with Flood 
Damages and Developed Plans to Handle 
Future Emergencies.” L ib rary  J o u r n a l 98 
(1973): 2224– 27.

Spawn, Willman. “After the Water Comes.” 
P en n sy lv an ia L ibrary A ssociation  B ulletin 

 28 (1973): 243– 51.
Special Libraries Association. D isaster P lan n in g  

a n d  R ecovery. Washington, D.C.: Special 
Libraries Association, 1989.

Stanford University Library Conservation Of­
fice. Disasters: P reven tion  a n d  Coping. Pro­
ceedings o f the May 21– 22, 1980, Confer­
ence. Stanford: Stanford University Library 
Conservation Office, 1980.

Waters, Peter. P ro ced u res f o r  S alv ag e o f  W ater 
D a m a g e d  L ib rary  M aterials. Washington, 
D.C.: Library of Congress, 1975.

Wynen, Nancy. “The Big One: Staff Survival 
after a Disaster.” L ibrary A d m in istration  & 
M a n a g e m e n t 7 (1993): 103–05.

Emergency manual available
E m ergen cy P la n n in g  a n d  M an ag em en t 

in C ollege Libraries, ACRL CLIP Note #17, 
compiled by Susan C. George, is a 146-page 
guide to preparing your library for almost 
any disaster, from earthquakes to salvage 
procedures. It is available to ACRL mem­
bers for $25.95, nonmembers $28.95. Send 
your order to: Hugh Thompson, ACRL, 50 
E. Huron St., Chicago, IL 60611-2795 or call 
(800) 545-2433, press 7.



F eb r u a ry  1 9 9 5 / 8 5



8 6 /C & RL News