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Ready or Not: Disaster Planning

Disaster planning and emergency preparedness for museum collections.

Stacey Tvedten

on 28 September 2012

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Transcript of Ready or Not: Disaster Planning

$ Goal:
get your organization back up and running after an interruption Introduction life | human safety Emergency Preparedness & Response Plan A. K. A.
emergency planning
disaster recovery
business continuity
institutional history data
preparedness NATURAL: Hazards in Michigan Presenters: Cathleen A. Baker, PhD
Conservation Librarian, University of Michigan Library Stacey Tvedten
Program Coordinator, American Museum of Magic Successful Planning:
users' guide
broad & flexible
moves beyond inital response through all recovery phases Whatever you call it...
emergency planning
disaster recovery
business continuity Building a Team
Self-Insurance or commercial
Inventory requests and reimbursements
collections, health, auto, unemployment, flood Insurance The extent to which geographic region, community, services,
collections, and structure(s) are likely to be damaged or disrupted by the impact of a hazard. Risk Analysis Presentation Credits & Links Planning budget. like the plan itself should be customized for institution.
Severely limited funds? Focus on communication, discussion, and analysis.
The major cost for all institutions will be staff time. Once the plan is in place, annual budget costs should be minimal—these range from US$2,500 to $5,300 major cost is for staff time—for example, to maintain first-aid and CPR certification, and for the annual drill. Gail Joice, senior deputy director and registrar of the Seattle Art Museum, advises that it is important to also include maintenance of the emergency preparedness plan in the institution’s five- or ten-year budget projection.

Annual Budget Considerations:
Maintaining response equipment and supplies.
Departmental responsibility for including these costs in their annual department budget.
Unless an emergency situation occurs during the year to deplete supplies, maintenance costs should be minimal.
Build up reserves in every budget. Remember also the board of trustees, local businesses, and the community, in terms of fund-raising for your institution’s emergency preparedness and response program. Ongoing Steps:
testing plan
annual review
supply inventory
May Day Preparedness Culture HUMAN: flash flood
slow-rising flood
tornado, windstorm
blizzard, heavy snow
pest infestations
biological vandalism
robbery, theft
bombing, bomb threat
riots, civil disturbance
terrorism INDUSTRIAL DISASTERS: ACCIDENTS: electrical power failure
fuel supply failure
water supply failure
sewer failure or back-up
chemical spill
structural collapse
structural fire (internal)
exposure fire (external)
nuclear power plant accident broken fuel pipeline
broken water or sewer pipes
downed electrical or phone lines
construction equipment
motor vehicles
transport of chemicals or fuels
transport of nuclear materials
weapons Michigan Resources Michigan Committee for Severe Weather Awareness Michigan Prepares ASSESSING VULNERABILITY "The Plan" assets protecting priorities: collections
finances R & D Rip Off & Duplicate dPlan :The Online Disaster Planning Tool a cooperative effort between: Lite
In Depth How do you eat an elephant? Benefits • greater potential for protecting human lives

• greater safety awareness

• preservation of assets

• staff education and heightened awareness on professional and personal levels higher staff morale

• heightened security

• improved risk management/insurance rates can lower premium costs

• increased community recognition and outreach, including increased volunteer participation

• greater community support, such as fund-raising, for capital improvements

• collaboration and stronger relationships with peers at other institutions

• two-way exchange of information with the media, resulting in more accurate reporting

• fulfillment of fiduciary responsibilities for board members, director, and staff hazards Ready or Not safety & security
buildings &maintenance involve everyone ROLES staff turnover
nature of event
institutional history Leadership The Getty Conservation Institute | Los Angeles Protection Measures RECOVERY PREVENTION RESPONSE PREPAREDNESS Activities, such as eliminating hazards, that focus on preventing an emergency from occurring and on reducing harm to people, collections, and property in the event of unavoidable emergencies. Activities that prepare and equip personnel to handle an emergency, such as training staff in evacuation procedures, compiling and maintaining up-to-date contact information, and stockpiling supplies. Activities that provide temporary care and relief for victims of emergencies and prevent avoidable casualties and property damage. Actions taken following an emergency in order to return operations to normal. Depending on the type and extent of the emergency, this can be a long-term process. Prevention Preparedness Response Recovery Immediate Steps Establish a chain of command.
Practice good housekeeping.
Lead a cleanup effort.
Collect emergency numbers and addresses.
Gather supplies.
Prepare records.
Make contact lists.
Compile fact sheets. FREE! time estimate: one month. Try one every other day or once a week....anything! follow policy
regular system checks Cheap Training Activities Create an Effective Disaster Kit Relationship Development • civil defense department
• emergency management agency
• local fifire department
• hospital/ambulance authorities
• military
• police department
• Red Cross and other relief agencies psychology Volunteer Assistance:
plan ahead
too much of a good thing?
breaks/water temporary site?
need a security system?
missing barriers?
When to enter?
move the collection? Stop. Think. Secure. Act. The long road
...but how long? Key Areas: collections
data & telecommunicaitons
financial systems
in floods the water itself is a hazard Prevent injury and limit losses after the event. For example, train staff and volunteers to evacuate visitors, colleagues, collections, and records safely. Task 1: Conduct a security survey.
Task 2: Evaluate the security force.
Task 3: Evaluate the inventory systems.
Task 4: Evaluate the monitoring of people.
Task 5: Evaluate equipment needs.
Task 6: Invite local agencies and individuals to participate.
Task 7: Recommend security-related protective measures. Address psychological impact of emergencies in training exercises
Set aside debriefing time after a full drill or a real emergency for staff members to talk about their experiences.
Provide a suggestion box so that the more reserved staff members have means to share their feelings, comments, and observations. Six Emotional Stages of Facing a Disaster/Emergency:
1. Impact of the event (at the time of the event)
2. Shock (24–48 hours after the event)
3. Suggestibility (1–3 days after the event)
4. Euphoria (1–2 weeks after the event, during the initial response phase)
5. Ambivalence (when the critical response phase passes)
6. Reintegration (post recovery, when the routine returns to normal and the environment is stable) Task 1: Set an institution wide emergency preparedness policy.
Task 2: Designate responsibility and provide support.
Task 3: Involve the institution’s trustees.
Task 4: Establish a budget.
Task 5: Contact others for advice and support.
Task 6: Involve the community and the news media.
Teach staff to be keen observers.

Bring in other experts to teach certain skills.

Conduct a basic fire extinguisher lesson.

Fire drills.

Test the notification system.

Encourage staff to bring emergency preparedness home.

Teach staff members how and when to handle objects.

Anticipate psychological impact. Contemplate current events.

Record and critique post events.

Evaluate the training program.

Power outage drill. Michigan Alliance for the Conservation of Cultural Heritage
http://www.macch.org/ Heritage Preservation:

http://www.heritagepreservation.org/lessons/HPR_Emergency_Poster8.5x11.pdf Working with Emergency Responders: Northeast Document Conservation Center, COSTEP:
http://www.nedcc.org/disaster/downloads/COSTEP_framework_1.pdf National Trust for Historic Preservation:
http://www.preservationnation.org/resources/technical-assistance/disaster-recovery/ Incident Command
Sign up for National Weather Service Flood Alerts
(MI Severe Weather Awareness)
Add Heritage Preservation ERS app to your phone
Learn to shut off the water


http://www.heritagepreservation.org/PROGRAMS/TFlessons/MayDay.html Federal Emergency Management Agency Don't let a natural disaster create a financial disaster. ? Video Comments curling photos
alternate space
6.19 weather alert
location of roadways Getting Ahead of Disaster...Start HERE: team size depends on institutional size, but basics are the same One bite at a time. easy maintenance & streamline
location, location, location
inventory forms, volunteer instructions & tools DEALING WITH WORRY. STRESS. AGITATION. LOSS. COLLECTIONS 4 '' off floor and walls 18 '' sprinkler head
clearance COLLECTIONS Emergency Plan Handbook the director is responsible for policy and leadership Task 1: Set an institution wide emergency preparedness policy.
Task 2: Designate responsibility and provide support.
Task 3: Involve the institution’s trustees.
Task 4: Establish a budget.
Task 5: Contact others for advice and support.
Task 6: Involve the community and the news media. facing complacency or resistance? know your role
remember people mean well
exercise right to protect self
work on home preparedness and keep record of institutional insights should there be a future opportunity Task 1: Look at the collections with a fresh eye.
Task 2: Assess risks of damage.
Task 3: Evaluate your documentation and inventory systems.
Task 4: Invite local agencies and individuals to participate.
Task 5: Set priorities for the collections.
Task 6: Recommend preventive measures. Why Plan? the Massachusetts Board of Library Commissioners the Northeast Document Conservation Center the National Center for Preservation Technology and Training is an online disaster planning tool for cultural and civic institutions [non-profit organizations] prevention is better
than a cure Examine housing status of priority collections

Flag priority collections September 1942
Decatur, IL triage identify and delegate to the "Harry Blackstones" on your team! Barbara Heller, Chief Conservator, Detroit Institute of Arts
Nominating Committee, chair, MACCH http://www.fema.gov/ Disaster Preparedness Task 1: Identify potential safe rooms and/or outside shelters.
Task 2: Develop the buildings and maintenance response team.
Task 3: Detail recovery procedures.
Task 4: Create lists of staff and resource contact information.
Task 5: Create fact sheets, maps, and plans.
Task 6: Stock emergency supplies and equipment.
Task 7: Establish routines to keep the plan viable.
Task 8: Identify and implement appropriate training. low cost or Leadership >
remember to
identify the
Harry Blackstone
types on staff for your team IMLS Connecting to Collections
http://www.imls.gov/about/connecting_to_collections.aspx The Getty Conservation Institute
http://www.getty.edu/conservation/publications_resources/pdf_publications/emergency_plan.pdf determined by:
nature of the event
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