Augusta State University
Reese Library Disaster Plan

Introduction	p.1
Response to Emergencies	p.2
Emergency Telephone Numbers	p.3
Reese Library Disaster Management Committee
Reese Library Administration
Fire	p.4
Response to Fires
Evacuation Procedures
Water	p.5
Tornadoes	p.6
Severe Winter Storm	p. 6
Earthquakes	p.7
Hurricanes	p.8
Bomb Threat	p.9
Nuclear Attack	p. 10
Hazardous Materials	p.11
Hostile Intruders	p.12
Workplace Violence	p.13
Recovery and Salvage Resources	p.14
Reviewing Damages and Establishing Priorities	p.15
Handling and Removing Damaged Materials	p.16
Water Damage	p.17
Fire Damage	p.18
Basic Emergency Supplies	p.19
Experts/Consultants and Equipment	p.20
Table of Appendices	p.21

Introduction

The purpose of this plan is to provide library staff with a basic guide for response to and recovery from disasters affecting library holdings, Special Collections, and Manuscripts. This plan is in fulfillment of the Georgia Historical Repositories Advisory grant that mandated that each agency receiving a grant shall maintain a disaster preparedness plan for the protection and recovery of archival records.

This disaster plan is available on the Library website (http://www.aug.edu/library_administration/disaster/admin-disaster-plan.html). New library personnel will be required to review the Augusta State University Emergency Plan and the Reese Library Disaster Preparedness Plan as a part of orientation. Printed copies of the plan are located at the Circulation Desk, in Augusta State University Archives, in Room 111 of Reference, and the offices of the Special Collection Librarian and Business Manager.

This disaster plan will be reviewed quarterly by the Coordinator of Reference Services, the Special Collections Librarian and the Business Manager. Any revisions and updates will be made as needed.

Emergency Telephone Numbers

Fire-Ambulance-Police	911
ASU Public Safety	729-2911 (emergency)
Chief of Public Safety	729-2911 (emergency)
ASU Physical Plant	737-1590
Asst. Vice President of Physical Plant	667-4042
Information Technology Services	737-1484

Reese Library Disaster Management Committee

Name	Office Extension	Personal Phone
Kyle McCarrell	667-4911	See Appendix M (hardcopy only)
Bustos, Rod	667-4903	See Appendix M (hardcopy only)
Loveless, Ginny	667-4901	See Appendix M (hardcopy only)
Waggoner-Angleton Carol	667-4904	See Appendix M (hardcopy only)
Verburg, Fay	667-4906	See Appendix M (hardcopy only)

Reese Library Administration

Name	Office Extension	Personal Phone
Reid, Camilla	667-4902	See Appendix M (hardcopy only)
Heck, Jeff	667-4905	See Appendix M (hardcopy only)
Loveless, Ginny	667-4901	See Appendix M (hardcopy only)

Fire

Response to Fires

Immediately remove all persons in danger and close the door to the area if it is safe to do so.
Activate the nearest alarm pull station (See Library Map, Appendix C for location of fire alarms). When the alarm is activated auto-dialers dial the fire department, Public Safety and Physical Plant. ALL PERSONS MUST EVACUATE THE BUILDING WHEN THE FIRE ALARM IS ACTIVATED.
Call Public Safety at 729-2911 and report the following information:

Location of fire (building and room numbers)
What kind of fire (flammable liquid, paper or chemical)
Injuries (what kind and how many)
Your name

If it is safe to do so, attempt to extinguish the fire with portable fire fighting equipment (See Reese Library Floor Plans, Appendix C for location of fire extinguishers).
Move all personnel to the rally point located in The Grove (See Building Rally Points, Appendix D).

Evacuation Procedure

Evacuation of the building should begin immediately after the fire has been positively identified and cannot be extinguished by a staff member using a fire extinguisher.
DO NOT USE THE ELEVATOR! Use stairs only.
ASU policy states that, upon request, faculty, staff and students are encouraged to assist in the evacuation of people with disabilities in the event of an emergency, unless the action places the faculty, staff or student in personal danger. All library personnel are encouraged to volunteer ahead of time to assist people in an emergency. Through Public Safety, volunteers will attend evacuation training for certain types of lifting techniques.
EVAX chairs are located on the east and west stairwells on the second floor.
Once outside the building, the faculty, staff and students are required to notify emergency personnel of any person known to be remaining in the building.
All personnel are to gather in The Grove (See Appendix D).

Water

For immediate response, obtain plastic sheeting from Circulation (located in emergency kit in supply closet) and cover materials in the area of the leak. If there is a serious leak, broken pipe, or a flooded area in the building, call Physical Plant at 737-1590 and state that you are reporting an emergency water problem. After Physical Plant’s normal hours, notify Public Safety and request that they contact the designated Physical Plant staff.
If there is water on the floor, remove the items from the lower shelves or file drawers onto higher shelves or tables well away from standing water. Do not place any material on the floor since the leak may spread.
Unplug all electrical equipment in the area if you can do so safely.
If electricity in the building needs to be turned off, call the Physical Plant.
The building needs to be evacuated only in case of major water damage and when structural damage can be expected. Physical Plant, upon receiving notice of a disaster, will determine structural damage and whether buildings are safe for continual occupancy. If Physical Plant advises that the building be evacuated, the individual in charge of the building will then organize a team to assist in evacuation. (Weekday: 1. Camilla Reid, 2. Ginny Loveless; Weekend: Circulation Staff member on duty, unless a faculty member is on Reference duty.)

Tornadoes

Georgia is in the United States’ Tornado Belt and the University is prepared to take emergency action when threatened by a tornado. Consequently, the library will be notified by Public Safety when a tornado watch or warning is received.

The National Weather Service issues two types of tornado alerts:
- Tornado Watch – this means that weather conditions are such that a tornado may develop.
- Tornado Warning – this means that a tornado has been sighted and protective measures should be taken immediately.
When a tornado occurs, the building should NOT be evacuated. All inhabitants are to stay away from windows, doors and outside walls and encouraged to protect their head. In the library, stay away from book stacks since they may collapse.
If possible, persons in the building should move to the inner hallway behind Circulation. DO NOT USE THE ELEVATORS. In addition to water damage, walls, ceilings and shelves may collapse. When structural damage occurs, the person in charge of the overall building maintenance needs to assess the structural damage and determine when it is safe to enter the building. Then, damage to affected materials needs to be assessed.

Severe Winter Storm

Monitor local news agencies, the ASU website, and the Jaguar Emergency Alert System for notification of campus closure. Maintain a copy of the Reese Library Emergency Call Tree at home for notification of colleagues.
If a severe winter storm hits while campus is open, and you are unable to leave campus, two shelters will be in place:
Primary: Jaguar Student Activities Center
Secondary: University Hall room 172

Hurricanes

The majority of damage done by hurricanes is due to high winds, flying debris therein, and water damage. Please see sections on Water and Tornadoes for reference.
It is unlikely that any Staff will be allowed access to the Library for 48 to 72 hours after a major hurricane. During the critical hours and days following the storm, Emergency personnel will be focusing on finding and aiding the injured, repairing and restoring water and power, clearing roads and removing the storm damage and debris. When the Staff is allowed to return, outside support will probably be minimal. Resources and manpower will be at a premium and the Staff should plan to handle initial cleanup and salvage by themselves.
Before entering the Library after the storm, the outside of the structure should be inspected for obvious damage. While photographing the building to document damage both for insurance and historical reference, attention should be given to damage to the walls or roof. If either the walls or roof appear to be weakened, no one should enter until Emergency crews can inspect the building for structural integrity. The possibility of further damage to the building and even structural collapse is very strong, especially when doors are being opened or debris is moved.
Upon entering the building, look for exposed power lines. Again, the possibility of injury due to the storm’s aftermath cannot be taken lightly. If electrical outlets or power lines are exposed, the probability of being electrocuted through the conductivity of standing water is high.
Check for sewage and water line damage. Disease and infection will pose a threat if sewage or contaminated water has flooded the building. Drink only bottled water and avoid using sinks and toilets until the water lines have been inspected.

Nuclear Attack

The Georgia Emergency Management Association (G.E.M.A) has identified this area as “relatively more likely to experience the direct weapons effects, e.g., intense burning (flash) light, heat, blast and initial nuclear radiation” during a nuclear attack. Areas close to nuclear explosion might receive fallout within 15 to 30 minutes. If an attack is imminent, it is almost certain there will be 10-20 minutes warning before weapons hit their targets.

Evacuate the area if at all possible. If evacuation routes are blocked, find shelter away from windows or items that may become projectiles. If at all possible, find someplace with a radio and follow instructions.
Do not use the telephone – listen to your radio. Telephone lines will be badly needed for official calls.
If unharmed by the initial blast, find a suitable fallout shelter as soon as possible.

Hostile Intruder(s)

When a hostile person(s) is actively causing death or serious physical injury or the threat of imminent death or serious physical injury to person(s) on ASU property, we recommend the following procedures be implemented.

Notify Law Enforcement at (706) 729-2911 or 911 as soon as possible.
In case of an immediate life-threatening event, each individual should take whatever actions are necessary to protect his or her own life.
Run away from the threat if you can, as fast as you can.
Do not run in a straight line.
While you are running, use vehicles, bushes, trees and anything else that could possibly block your view from the hostile person(s).
If you can get away from the immediate area of danger, summon help and warn others.
If flight is impossible, lock (or barricade) all doors and secure yourself in a safe area. Remain in place until an “all clear” is given by an authorized person or law enforcement official.
If you decide to hide, take into consideration the area in which you are hiding. Will I be found here? Is this really a good spot to remain hidden?
If the person(s) are causing death or serious physical injury to others and you are unable to run or hide, it may be safer to choose to play dead if other victims are around you.
The last option you have if caught in an open area outside may be to fight back. This is dangerous, but depending on your situation, this could be your last option.
If you are caught by the intruder and you are not going to fight back, obey all commands and do not look the intruder in the eyes.
HOSTAGE SITUATION--Stay calm, appear submissive, and do not make eye contact. Don't be a hero. Follow instructions of captor. Let them be in-charge. Cooperate; be friendly if possible; don't argue with or antagonize captor or other hostages. Inform captors of medical or other needs. Speak in a calm even tone. Give an appearance of calmness so everyone will feel more at ease. Be prepared to wait; elapsed time is a good sign. Don't try to escape; don't try to resolve situation by force. Be observant and remember everything that is seen or heard. If a rescue takes place, lie on the floor, face down, and await instructions from rescuers.
Once the police arrive, obey all commands. This may involve your being handcuffed or made to put your hands in the air. This is done for safety reasons and once circumstances are evaluated by the police, they will give you further directions to follow.

Workplace Violence

Violent or threatening behavior directed at staff, faculty, students or visitors, oneself, or property will not be tolerated at Augusta State University. This policy applies to any acts of violence or threats made on ASU property, at ASU events, or under other circumstances that may negatively affect ASU’s ability to conduct business. Included in this prohibition are such acts or threats of violence on the University’s right or obligation to provide a safe work place for its employees, students and visitors.

Prohibited Behaviors
Augusta State University defines violence as follows and prohibits:

The use of physical force with the intent to commit harm;
Acts or threats in any manner or from which are intended to intimidate, coerce, or cause fear of harm.
Acts or threats of violence made directly by words, gestures or symbols;
Property crimes that would reasonably be anticipated to have the effect of intimidating or cause fear of harm.

Employees, students, and visitors may not possess, carry, or store firearms, edged weapons, martial arts weapons, or blunt force weapons on University property, to include privately owned vehicles parked on university grounds. This restriction shall not apply to university-issued weapons carried by police officers in the performance of their duties, tools that are used by employees in the performance of their duties, weapons used for educational, demonstration or theatrical purposes as part of the university curriculum, or otherwise, legal items such as a small penknife or pocket knife carried or possessed without the intent of injuring, threatening or intimidating others. (For additional information § 16-11-127.1. Carrying weapons within school safety zones, at school functions, or on school property)

Reviewing Damage and Establishing Priorities

Rapid response is essential for an effective recovery effort. Paper-based collections begin to distort physically immediately after becoming wet. Also, books swell and distort; paper cockles; inks and pigments run; coated papers begin to adhere.
The Library Director, Special Collections Librarian, and appropriate department heads should evaluate damage and establish salvage priorities. If needed, Christine Wiseman, Preservation Services Manager at the Georgia Department of Archives and History, is available as a conservation consultant in the state of Georgia.
Archival records, rare books, records vital to the operation of the Library, and any other irreplaceable items should receive the first attention (See Collection Priorities, Appendix B).
Determine the kind and degree of damage that materials in each location have sustained. Depending on the extent of the disaster, this may be as broad as a room-by-room designation or as narrow as an item-by-item review.
Determine whether the salvage operation can be handled by staff or whether a disaster recovery specialist is required. Consult experts as needed.
After reviewing the extent of the damage, the Library Director should set up a disaster recovery team and assign personnel as needed.

Handling and Removing Damaged Materials

The most common emergencies (fire and flood) involve water damage. If possible, loosely sort materials according to degree of wetness (soaked, damp, dry). Pack like materials together, e.g. damp records in one box, soaked in another, etc. (See Guidelines for Packing Wet Library Materials, Appendix E).

Materials must be removed from affected areas, either to a salvage/drying area within the building, or to another area on campus. Likely locations are a classroom or JSAC Ballroom/Coffeehouse.
Files: Place folders in boxes or milk crates. Place the folders vertically in boxes (standing as they would in a file drawer). Fill boxes only about 75% full to allow for swelling.
Bound Volumes: Load onto metal book trucks or into boxes or plastic milk crates for transport. Place normal-size volumes in a spine down position. Pack large volumes flat in boxes. If time allows, loosely place sheets of freezer paper or waxed paper around every volume. Boxes should be packed only about 75% full to allow for swelling.
To ensure inventory control and for insurance purposes, it is necessary to know the condition and disposition of materials. As materials are removed, a staff member should be assigned to label each container with: a brief designation of its contents (by call number range, cabinet/drawer, record group, etc.); damage type (wet, dry, smoke, etc.), salvage priority and destination.
Assign a photographer to document the damage and salvage operations.

Water Damage

Evaluate the situation and decide whether the materials can be air-dried on site or if they must be removed to a freezer facility. Refer to list of consultants for outside assistance in evaluating the disaster. If the damaged materials are not too numerous or too thoroughly soaked, air-drying will be a viable option and a drying area will be required. For detailed instructions on procedures to follow see the Northeast Document Conservation Center’s Technical Leaflet “Emergency Salvage of Wet Books and Records” (Appendix F for a copy of this plan). A summary of keys steps is listed below. Consult the complete document for details.

Secure a clean, dry environment where the temperature and humidity are as low as possible. The temperature must be below 70° F and the humidity below 50% or mold will probably develop and distortion will be extreme. Keep air circulating at all times using fans in the drying area. This will accelerate the drying process and discourage the growth of mold.

Books:

Thoroughly soaked books and books with coated paper should be frozen as soon as possible. Wrap them loosely in freezer paper or waxed paper and pack them flat in boxes, preferably plastic mail crates for transport to a freezing facility. If they cannot be frozen before they dry, interleave the pages with paper towels. Keep an inventory of books packed and removed to freezer facilities.
Wet books with covers intact can be air dried.
Interleave every few pages, starting from the back of the book, turning pages carefully. For interleaving, use paper towels or clean, unprinted newsprint. Be careful to avoid interleaving too much or the spine will become concave and the volume distorted.
When books are dry but still cool to the touch, they should be closed and laid flat on a table or other horizontal surface, gently formed into the normal shape, with convex spine and concave front edge (if that was the original shape) and held in place with a light weight. Do not stack drying books on top of each other. In no case should books be returned to the shelves until thoroughly dry; otherwise mold may develop, particularly along the gutter margin.

Microforms and Photographs:

Microforms subject to water damage should be professionally cleaned and dried within 48-60 hours. It will need to be sent to a processing laboratory. In most cases, the film should not be used again but a duplicate copy should be made and the damaged one discarded. If the film is dirty or muddy, put it in a bucket filled with clean cold water and agitate lightly to remove major dirt deposits. Pack for shipping. If film cannot be salvaged within about 60 hours, it can be frozen.
Photographs. For details, see the NEDCC technical leaflet “Emergency Salvage of Wet Photographs” (See Appendix G for a printed copy of this plan). Photographs in water will quickly deteriorate: images can separate from mounts, emulsions can dissolve or stick together, and staining can occur. Mold can grow within 48 hours at 60% RH and 70° F and it often causes permanent staining and other damage to photographs. For these reasons photographs need to be dried as quickly as possible. If photographs cannot be dried they should be frozen.

Basic Emergency Supplies

Essential supplies should be maintained in the department. Other emergency supplies are located in the Physical Plant. Obtain additional items as needed (See Appendix H for In-House Supply Checklist).

Located in Reese Library in Circulation, Technical Services and/or the 1st floor supply closet:
Book trucks, batteries, plastic clothespins, flashlights, tape, plastic sheeting, tables (for drying materials), waxed paper. Camera and film (Media Services).

Located at or obtained by Physical Plant:
Extension cords, garbage bags, additional plastic sheeting, cardboard boxes, protective masks/gloves/clothing, fans, paper for interleaving.

Experts/Consultants and Equipment

This is a basic list. A comprehensive list of disaster recovery vendors and consultants is available as an appendix to the printed version of this document (Appendix I), and on the LYRASIS Disaster Recovery Services and Supplies website. For local assistance, see Appendix J.

Christine Wiseman
Preservation Services Manager
Georgia Department of Archives and History
If available, can provide immediate expert assistance
General: (678) 364-3760
Direct: (678) 364-3761
Email: cwiseman@sos.ga.gov
Northeast Document Conservation Center
Emergency telephone consultation
(978) 470-1010, day or night, seven days a week
Fax: (978) 475-6021
LYRASIS Disaster Preparedness
Alix Bentrud alix.bentrud@lyrasis.org
Robin Dale robin.dale@lyrasis.org
LYRASIS Preservation Department
1-800-999-8558
Fax: (404) 892-7879
1438 West Peachtree Street N.W.
Suite 200
Atlanta, GA 30309-2955

Table of Appendices

The documents cited below appear as complete documents in the printed version of this Disaster Plan. When available online, they appear as links in the web version.

Appendix A — Augusta State University Emergency Disaster Plan
Appendix B — Collection Priorities
Appendix C — Reese Library Floor Plans
Appendix D — Augusta State University Building Rally Points
Appendix E — Guidelines for Packing Wet Library Materials
Appendix F— Emergency Salvage of Wet Books and Records (No return link - Northeast Document Conservation Center Pamphlet)
Appendix G — Emergency Salvage of Wet Photographs (No return link - Northeast Document Conservation Center Pamphlet)
Appendix H — In-House Supply Checklist
Appendix I — LYRASIS Disaster Recovery Services and Supplies
Appendix J — Local Disaster Recovery Services and Supplies
Appendix K — Checklist for Automation Disasters
Appendix L — Reese Library Insurance Coverage Information
Appendix M — Reese Library Emergency Call Tree (Hard copy only)