NATIONAL LIBRARY OF SOUTH AFRICA

1 NATIONAL LIBRARY OF SOUTH AFRICADRAFT disaster RECOVERY PLAN - COLLECTIONSDATE WRITTEN: August 2010 (revised 29 Oct)APPROVED BY: Management TeamDATE APPROVED:HARD COPIES AVAILABLE AT: Security (both campuses) Finance (both campuses) Campus Secretary (both campuses) Stack Management (both campuses) Programme Executive: Preservation ServicesPURPOSE To provide guidelines for the prevention and appropriate response to disasters effecting the collections of the NATIONAL LIBRARY of SOUTH AfricaSCOPE Collections (not emergencies in general and ICT) Both campuses (Pretoria and Cape Town) disaster management: Prevention, Preparedness, Response and SalvageCAMPUSES / BUILDINGS Pretoria Campus: Main LIBRARY , LIASA house (no collections) Cape Town Campus: Main LIBRARY , Centre for the Book, Slotzboo, Metrofile COLLECTIONS Legal Deposit Books Legal Deposit Periodicals Legal Deposit Newspapers Legal Deposit Government Publications Map collections General collections Foreign Official Publications Special Collections PRINCIPLES never endanger the lives of staff or patrons disaster plan should be integral part of organisational processes be part of decision making be based on best available information1 take into account the human factor be transparent and inclusive be capable of continued improvement and enhancement important characteristics: comprehesiveness, simplicity and flexibility seek ways of cooperating with NATIONAL disaster plans and other libraries and cultural institutions in the region consult with the fire brigade, police and civil security AUTHORISATION & RESPONSIBILITY Programme Executive.

2 Preservation Services disaster co-ordinators at both campusesRESPONSIBILITIES Preservation Services must ensure that the disaster plan for both campuses is tested and in place. Management must ensure that funding and budget is available to implement the disaster plan. Facilities Management must ensure that backup power generators are maintained and available to ensure power supply during emergencies. DEFINITION TABLEDISASTERAn incident caused by accident, natural causes, or deliberate intent resulting in serious damage or destruction to records and facilities or major disruption of operations and DISASTERAn unexpected event that puts collections at riskDISASTER PLANNINGA matter of basic security for libraries, their staff and their collectionsPREVENTIONM easures taken to eliminate or reduce risksDISASTER RECOVERY (SALVAGE)Retrieval and preservation of collections damaged by a disasterRISKSA future happening that can be avoidedRISK MANAGEMENTThe identification, assessment, prioritization and mitigation of risks2 PREVENTIONTASK TASK NAMEDESCRIPTIONA001 Identify risksIdentify risks posed by buildings, equipment and fittings, natural hazards (climate) of the area.

3 Check part of buildings known to be problematic. Hazardous materials (gas cylinders, chemicals).A002 InspectionsCarry out regular inspections of LIBRARY buildings (building safety checklist) and alter factors that constitute a potential routine housekeeping and maintain measures to withstand potential hazards. A004 Building MaintenanceRegular maintainance of plumbing, electrical,automatic fire/smoke detection/safety devices, fire extinguishing systems (automatic and manual), water-sensing alarm systems, generator, alarm systems (fire and intrusion), emergency exits, emergency lighting, fire policyEnforce LIBRARY policy on food and drink in designated MaintenanceMaintain scheduled program of stack maintenance involving dust control, cleaning and managing stack a stable climatic environment in and maintain a good fire-prevention programme (in consultation with fire brigade).

4 A009 Building renovationsTake special precautions during unusual periods of increased risk, such as building renovations. A010 ExhibitionsMake special arrangements to ensure the safety of collections when comprehensive insurance for the LIBRARY , its contents, the cost of salvage operations, and potential replacement, rebuilding and restoration of damaged a written preparedness, response and recovery libraryKeep central disaster LIBRARY and documentation store for dealing with various types of with local municipal disaster office and other cultural institutions (museums, archives) and libraries in the and testingReview and update disaster plan regularly and supplies and equipmentMaintain and monitor disaster supplies and equipment. B006 disaster Co-ordinatorsAppoint disaster co-ordinators at both TeamEstablish and train in-house disaster response and test emergency disaster response techniques (involve staff).

5 B010 Critical switches, floor-plans with locations of cut-off main switches (water, sprinklers, electric) and valves, master key, radios, first aid, PA system, rescue equipment, portable pumps, generator, disaster : disaster TeamKeep list of contacts : disaster response : Experts and servicesKeep list of contacts: salvage experts and services, other institutions, disaster agreementsEstablish service agreements ( freezing facility) with salvage siteIdentify re-location and FundingEnsure that emergency funds are available ( disaster supplies, equipment, services, consultants, refreshments, first-aid supplies). Ensure that disaster accounting procedures are in documentsKeep copies of insurance policies (buildings and collections).B017 Priority collectionsIdentify high risk collections: establish (RESPONSE)C001 Emergency proceduresFollow established emergency procedures.

6 C002 GeneratorActivate backup power generator where necessary C003 Management TeamNotify Management Team. Provide regular status reports to disaster CoordinatorsC005 Declare disasterMake decision to declare disaster C006 Access to disaster siteReceive notification that disaster site is available for access. C007 Assess damageAssess and estimate type and extent of damage, equipment, supplies and services required. C008 Human resourcesEstimate number of staff and time needed to complete recovery teamsBrief, activate, dispatch disaster teams to appropriate schedulesEstablish time and work schedules for salvage and monitor the use of staff/ environmentStabilize environment to prevent growth of damaged materials for insurance claim and protect the building's collectionsLocate high priority areaSet up area for response and salvage storageMake neccesary arrangements to remove books from disaster site.

7 Notify alternative storage site and estimate arrival teamsCoordinate transport of disaster teams to alternate storage controlKeep inventory control of items being removed or collectionsTransport water damaged items to nearest freezing providersCoordinate activities with major suppliers and service & SafetyHandle health, safety and comfort (physical and emotional) concerns, medical emergencies (staff/visitors).C023 ReportingReceive periodic status reports from disaster and inform insurance company . C025 CommunicationProvide communication to staff. Ensure that all media contact is referred to Management. Ensure that all staff are informed of progress of & public relationsHandle all public relations & the media: & BoardInteract with DAC and the budget and administrative work. Obtain approval for purchases. Ensure disaster expense reports are being formulated and submitted.

8 C030 ExpensesCompile and maintain documentation of all expenses. C031 InsuranceAssist with submission of insurance disaster report (including expenses).RECOVERY (SALVAGE) RESTORATION D001 PlanningEstablish programme of action to restore both disaster site and damaged collections. D002 StrategiesReview recovery strategies which may be priorities for restoration work. D004 Technical recommendationsSeek advice on best methods and options, media types and treatment (technical recommendations).D005 CostsEstimate programmeDevelop phased conservation programme for large quantities. D007 DiscardDiscard items not worth retaining, and replace or re-bind items not justifying special conservation siteClean and rehabilitate disaster backCoordinate return back collections from alternate storage site to AND EVALUATIONE001 Improvement of planAnalyse disaster and improve disaster plan in light of