 So before I even get started, I have a question for you. I am just curious where you're coming from and what type of institution you're working with. So go ahead and fill this poll out. So as I'm sure you already know, this is just one course in the series Caring for Yesterday's Treasures today. And this is Protecting You. This is Protecting You. This is Protecting You. And this is Protecting Your Collections, Writing a Disaster Response Plan. This whole series has been made possible by a Laura Bush 21st Century Librarian grant from the Institute of Museum and Library Services. And we're so fortunate to have hope with us from Learning Times and Learning Times on board for this project for website and webinar support. So it's so great to see so many logged on. It looks like at this moment we have about 214 people in this webinar. And I'm so glad you're saying hello. Keep those coming. As Hope said, I will eventually be moving this chat box away and we'll move over to a moderated chat. So this means I will approve your comments. Because of this, you'll see your comments twice. You'll see it once when you submit them for approval and then a second time when I send them through to the group. So don't worry, you're not spamming the chat box. The group will only see your comment once. And then, of course, if you have a technical question, we'll keep those private. So we've heard from other people in past courses that the chat box can sometimes be distracting. If you find that's the case, I have a very, very low-tech solution for you. Grab a post-it note and just cover up that entire chat box with post-it notes. And as we move forward, we'll definitely keep an eye on the chat and make adjustments as we see fit. I just want to remind everyone that what you post in the chat box is public, and it's public not only to all of us who are logged in today, but because we also archive a recording of these webinars, your comments will be seen by countless others. So just keep that in mind. So it looks like from our poll, we have about 44 people who say they are from a museum. And it looks like the next largest showing is Archives and Manuscript Repository. So we have a good mix of people here today. I'm going to move this out of the way and talk quickly about the course schedule and a few logistics. And I promise in the future introductions will not be this long. So today, as you know, is part one of this four-part or four-webinar course. After today, our next webinar will be this Thursday, same time and place. The remaining two webinars will be next week on Tuesday and Thursday as well. So like our other courses, you may earn a certificate of completion for participating in this course. And to do so, we'll just need a few things from you. The first is you must be registered for this course online. What I have up here is the first page of that online registration form. And if this doesn't look familiar and you did not receive a reminder email from us about the course schedule this past Friday, there's a chance you might not be registered. So please send us an email as soon as possible so we can get you signed up. The online registration is really our only way to track your participation, so please do so. We also ask that you turn in a permission form. There's a screenshot of what that looks like as well. And that's due no later than all the other homework assignments, which I'll talk about in a second. So in addition to registering and turning in that permission form, we also ask that you watch these webinars live or because we understand that's not always possible, that you watch a recording of each webinar. We will, after each webinar, send an email to all our registered participants with the link to that day's recording and the homework assignment, so you should always have those. If you are registered and should be getting these emails but are not, please let us know. The emails will come from Heritage Preservation. So please make sure we're not getting locked up in your spam filter. And then the final requirement for this course is completing all four homework assignments. At the end of each webinar, I'll go ahead and post a link to that day's homework assignment. You'll get an email with the homework assignment link, and you can also find it on our course homepage. Now, everything for this course is due Thursday, March 21. And as I said, the homework links will be posted to the course homepage. You'll also find a lot of other great stuff there that you'll need for this course. You'll see under each webinar heading, there's one handout. So it says, Webinar 1, Complete Handouts. And this handout will contain the PowerPoint for the day's presentation and handouts that are referenced during the webinar. We really encourage you to go ahead and print these out ahead of time so that you have all these materials in front of you during each webinar. You'll also have, and you'll see up at the moment, handouts that can be customized to your institutional information. They'll be available. They're downloadable and fill-in forms. And there are a few up already, and we'll post all the ones that you'll need as we move along. And most importantly, if you have questions, please just send us an email or give us a call. So without further ado, let me introduce Julie Page, who is our course instructor. Julie is co-coordinator of both the California Preservation Program and the Western States and Territories Preservation Assistance Service, or WestPass. She presents often on disaster preparedness and response workshops through WestPass and California's IMLS-funded Connecting to Collections project. Julie is published in the Areas of Preservation Education and Disaster Preparedness to Establish the San Diego Imperial County Libraries Disaster Response Network. She currently serves on the Board of Heritage Preservation and their Advisory Committee for the Alliance for Response Program. And she is also a member of the American Institute for Conservation's Collections Emergency Response Team. So we are definitely in fantastic hands for the next two weeks. So Julie, I'm going to move over your PowerPoint presentation. Is there anything that I missed to share with the group? I think that's it, Jenny. Thanks so much. Thanks for taking care of all of these and hello to everyone, and I'm happy to be here today. So we'll proceed from here. All right. Well, I know you wanted to ask two questions of our audience to start the day off, so I'm going to pull those over. For those who participated in our last course, these will look familiar. So our first question is, does your institution have a written disaster plan that includes collections? And our next question to follow that up is if you answered yes, does your institution have staff trained to carry it out? And I'll give you a couple of seconds to fill that out. And Julie, it looks like around 99 people say no, 63 say yes, that they have a collections plan that includes collections. And so for our 64 now, folks who said yes, it looks like about 40 said no, they have staff to carry it out. All right. So we're going to see what we can do to help you work on those numbers. Thanks very much for giving us some feedback. It's always helpful to know how we start off. So from seeing your registrations and your chat sign in, it's really clear that you are from all types of institutions. We had a pretty strong cross-section showing up. And you have material, cultural collections that you want to protect. And that's critical. These collections are your vital assets and they include significant cultural collections of local history and research materials as well as unique and special materials that are important to not only your institution, but your cities, your regions, your nation. I guess I really should say nation's plural once we have a great international audience. When I stopped counting, there were over 10 foreign countries in with us today. So welcome to you all as well. I hope you're all going to gain useful and practical information from this series of webinars. It's going to help you write, update, or augment your institution's disaster response plan. It's important that I acknowledge those who've contributed to the content that I'm using in the series. Much of this content was originally developed for the West Pass workshops, the Western States and Territories Preservation Assistance Service. That serves 14 Western states and territories. And it's funded by the National Endowment for the Humanities. Now, the curriculum has also been supplemented with content developed by the Belville Art Conservation Center, the California Preservation Program, and importantly the Council of State Archivist. And really in addition to this, and two numerous to mention are my colleagues in what we call the disaster biz for cultural collections. Many parts of this presentation were developed from your input over the years. And I thank you all for sharing examples images, resources, case studies, publications. These greatly enrich the training. So a big thank you. This webinar series builds on the risk evaluation webinar series that was conducted last month in February presented by Alex Allard. If you didn't participate in this series, I highly recommend that you watch at least the first archived webinar before our session this Thursday. The Archived Risk Evaluation Webinar is on the Connecting to Collections online community page on that website. And Alex has excellent case studies included in the first session. And many excellent examples throughout the series to help you with risk evaluation for your institutions. I see Jenny's put up the poll because we wanted to see what the percentages that have taken it so far. And it's looking like we're running around three quarters of you. So that's great. And let me really encourage the rest of you if you possibly can to get on and watch that. It's about an hour and a half. Because Alex sets the scene. The risk evaluation is the first step in disaster planning. And she did the overview in the first session and then tried to watch definitely the rest of them, which gets into more detail. So the process that we're going to be talking about in this series is really that precedes it. The assessment of your hazards and risks, it's critical to your disaster preparedness and to the disaster plan that you develop to respond, obviously, to your most likely risk. So please try to watch that. Okay, so here are the objectives for writing a disaster response plan series. We want to help you write or revise your disaster plan. We want to review emergency response and recovery plans with you, give you ideas and templates. We want to provide key resources to help initiate or refine your disaster planning at your institution. There's a resource list I think Jenny mentioned. It was posted today on the course website. I would recommend, there's one resource list for the whole series. So I suggest that it prints probably to about two pages. Please go online and print it out because we'll talk more about it at each session but it would be helpful for you to have it in front of you as we go through this series. Finally, to introduce you to techniques for salvaging a variety of collection types. This is a lot to cover in the time we have. So we're going to try to stay focused on the response aspects of this series. Also notice the overarching goal, critically important, is a disaster plan completed for all collecting institutions with staff trained to implement. Now, to help you meet this overarching goal of completing a plan, we're going to be using an excellent tool for organizing key information and actions. It's called Pocket Response Plan, the PREP. I consider the PREP really the greatest leap forward in getting institutions to complete disaster plans. You can almost say it's the greatest thing since sliced bread. It was developed by the Council of State Archivists and it was first used for State Archives collections. By using the PREP template to organize and customize, that's critical, your key information, you're going to be ready at a moment's notice to respond effectively and efficiently. You can pretty much include all the information you're going to need immediately for response. The great thing is it will get you going when you need it the most. The PREP is meant to complement, not replace an institution's disaster plan. It ensures that managers and staff, everyone has the most essential information with them at all times. Even if you have to consider to be a complete disaster plan now, supplement it with a PREP. As you can see on the bullets here, it makes essential information easily available. It's pocket size, it fits in a little envelope, but you see in that slide is a little Tyvek envelope. It folds up, that's the size of a pretty much the size of a credit card. It's cost effective, it's easy to update. Here is an example of where the PREP has been put into an ID badge worn all the time by a staff member. I always say a plan in the pocket or the wallet or the badge, whatever is a plan in hand and that is what you want. Now to augment the PREP with more detailed and important information to complete your disaster plan. I will be introducing a series of appendices. Now I call these appendices so we could number the handouts and keep you on track and in order for this webinar, you can call them whatever you want, but that's just what they're labeled in your handout packet. And these are the kinds of things that will go into a notebook. My personal favorite color is red. It stands out among the other stuff on your shelves. Pros on the pros on the binder approach, it's scalable. We have some, looks like some pretty small institutions and some very large ones participating today. So the beauty is that this approach is scalable. Binder tabs can provide easy access, especially for you larger institutions where you may have multiple sites for example. And it is easy to produce in-house and therefore pretty darn cost effective. Now a challenge can be for distributing and keeping it up to date if you have a large number of people needing the plan. Especially if names and phone numbers are scattered throughout it. But we're going to help you solve most of that problem by keeping the names and phone numbers in the pocket response plan, the PREP, out of the binder information. Remember, a good disaster plan is not measured by poundage. Try to keep the supplementary information to one small, smallest possible red binder. Certainly, don't carry over to multiple binders. Now some of you may use this approach, a flip chart approach. Sometimes it's used for the people emergency kinds of issues, medical, evacuation, bomb threat on the little flip tabs. And it can be great for providing key response information. They can be posted around, they're spiral bound. They can be quick reference tools around to building. And that's just fine. I'd say, you know, consider augmenting the flip chart with a PREP and binder information, especially for the collections response component. These are easily displayed. They're spiral bound for that quick access to a topic. And they're cost effective. So they're great for a quick reference. They can be hung around on walls. You may even have them in public areas or by telephones. One thing is they can be a little bit harder to produce an update. They do need a special template. I don't think that's too difficult, but they do need a special template for printing. You wouldn't want to include personal phone numbers or what your priority collections are. Anything that you aren't something you want widely posted, for example. So please consider how the PREP and supplementary information we're going to be reviewing can improve on this type of a plan, the flip chart. Now, those of you who were in the risk evaluation webinar series heard already about the Heritage Health Index statistics basically showing that 80% of collecting institutions do not have a written emergency or disaster plan that includes collections with staff trained to carry it out. Now the left chart shows this by institutional type. Looking like historical societies are the least likely to have a plan with staff trained and archives are more likely to have these preventative measures in place. The right hand shows the numbers in terms of what is put at risk nationally because of no disaster plan. These are pretty sobering statistics. And one that we are here today to change quite frankly. It's the reason I'm so glad to be presenting this webinar series and my goal is to move you to action to complete the plan and then train all staff to implement it because quite frankly a plan sitting on a shelf is no good unless people know how to use it. If you have to blow the dust off of it then you have a problem. The basics of a disaster plan for libraries, archives, museums, historical societies, etc. It's all basically the same. Differences really lie in management or in the specific procedures. You must ask yourself what is the nature of the collection. Modify the written plan procedures to suit your needs. I'm going to do my best to demonstrate different approaches for the benefit of our diverse audience. Historical societies have all types of collections. Museums often have museum libraries and archives. University libraries have special collections maybe artwork, furniture all sorts of things in them. Public libraries often have local history rooms with a variety of material types. So the types of collections we have are diverse, print, object, work, non-print, and you need to be considering that in the process of your plan. So what do we do? It's we prepare for emergencies and if our planning is successful we will be able to prevent most disasters. Disasters is kind of a loaded word. Think of major catastrophes like earthquakes, tornadoes hurricanes, etc. The thing is library, archive, and museum emergencies have a propensity for becoming disasters. Therefore, I tend to kind of use the words emergency and disaster interchangeably because of this fact and many things we deal with though are simple emergencies as defined on the slide such as a small water leak that gets dealt with quickly. Keep in mind emergency preparedness is not simply just having a plan or manual. It is rather that combination of documents, training, raising awareness to staff, conducting drills with everyone, rewriting or clarifying your plans and documents based on those drills and ongoing training. You conduct this preparation process within your institution, your larger parent institution such as on a campus and in some instances within your community such as with public libraries. Fast action is important since many collections are highly susceptible to water damage from water and the potential for resulting mold. The water and the organic materials that we have in our collections can equal mold. The block kind of starts ticking when organic materials especially get wet. Mold can start to take hold in 48 to 72 hours. Now a tool we have for this to stop mold and further damage from water is freezing. It's a tool we can use for many paper types and other materials in order to stop mold growth. Freezing does not kill mold. It actually inactivates it and it stops additional damage to items. Freezing kind of buys us time which is critical for a successful recovery. It allows for rational decision making. It's especially benefit when the quantity of the materials is large and the time window may be short. Remembering that is a 72-hour possibility. It's a single best weapon we have for many types of materials and the approach I take is if in doubt freeze, it will serve you well in most instances when the quantity of materials large and the time window is short. I always think it's important to mention freezing early on since it's such an important tool for response. I'm going to talk a lot more about freezing and salvage options in session 4 on recovery. So we'll kind of save questions that you may have about freezing until then. Another aspect that we need to keep foremost in our minds is during responses health and safety. This is the basic premise which guides all emergency response actions. Health and safety first if you're evacuating a building. Where do we meet? Has everyone known or believed to have been inside been accounted for? Are injuries being attended to? Is the building structurally safe to enter? You never enter a building that has been evacuated unless you are cleared to do so. This is especially critical in earthquake or flooding or fire situations. There can be unstable areas, aftershocks, contaminated water, so all sorts of dangers. Protecting workers during a response and salvage operation. This slide shows a basic protection. Gloves, masks, goggles, light source, they have walkie-talkies and very important there are two of them. Never enter a damaged building alone. Use the buddy system and let others know where you're going. Again, something to keep foremost in your mind. Consider the building collection guilty until proven innocent. The it can happen to you. I never use the term if disaster strikes. I always say when disaster strikes. We're going to take a look at this slide and I think she's going to try to pull over a pole. We're going to see if we can do it without covering up too much of this slide. There we go. So looking at these columns you know have any of these natural or man-made disasters affected your institution and we'll kind of watch those numbers again for a minute. A fire is something that can be both a natural caused by a natural disaster, wildfires or others lightning strikes. They can also be human-caused man-made disasters as in arson or electrical or vandalism. Fire is a major threat to library collections. Okay. Let's see. There are quarters of you. Okay. Those of you that said no bad news. It's going to happen to you at some point in your careers or at your institution. Okay. Thanks Jenny for showing that to us. So be prepared. So as I said fire really is a major threat to library collections especially according to the National Foundation Fire Protection Association. There is a fire in a library about every one and a half days in the United States. That's pretty surprising. Byproducts of that even if things are not burned can be smoke and ash. It could be a fire in a building next door that then smoke gets into your collection. Fire, of course smoke and ash can also be from something like a volcanic eruption. It can also be from all over the world. So there are multiple natural disaster type hazards earthquakes as well as the potential for resulting tsunami. Certainly a big threat in the west coast and Pacific region and others. Flooding can be the result of heavy rains. It can also be from a dam or a dike failure. Tornadoes, hurricanes, other major threats these are going to depend on where you are located and what kinds of natural disasters you are susceptible to. If you look at the man made disaster category what's interesting is that no matter how low your risk may be to natural disasters we all run a very high risk from human caused disasters, man made disasters. Vandalism can result in fire, water many of the things on this list. So our buildings and collections especially in libraries are open access. There are all sorts of options for vandalism or arson. Something like 80% of emergencies and disasters affecting libraries happen when construction is going on in or around a library building. It's when you need to take extra care. Most common culprit we face is water from natural disasters but also plumbing problems leaky roofs, fire hoses fire sprinkler discharge condensation sewage backup, mold you name it. Water requires prompt and effective action and it must be a focus of your disaster response plans. And our focus should be on the emergency type situations where really quick action will keep the emergency from becoming a disaster. So all staff should understand their role to promptly and effectively respond to unusual smells, overloaded or overheated equipment, unusual behavior by users. All of this is another reason why staff training is so important. I always think it's good to do a little slideshow and I take the approach that a picture is worth a thousand words. Just think of this as my little disaster horror show of some of the events that have happened to our colleagues. LA Public Library this was the granddaddy of library disasters, the most destructive library fire in US history. 400,000 items were destroyed greatly though. 800,000 got wet and were frozen using our tool for freezing and these were then dried and many of them were returned to the shelf. Fires at LAPL were arson. Arson is arsonist is not easy to recognize and the motivation can be obscure. 70% of library fires are arson related. Arson is usually strikes when the building is closed. Automatic sprinkler system and fire detection system are extremely important to minimize the risk of a devastating fire from arson. Temperatures so intense really instant embrittlement even if the things are not burned many can't be recovered. Interestingly arson is the number one cause of fires in libraries. It is the number two cause in museums. Now if you're wondering electrical is number two in libraries and electrical is number one in museums. So those just flip. That again is the National Fire Protection Association statistic. This is what it may look like after. This was Los Angeles Public Library that they had no fire sprinklers and again things that weren't burned heavy smoke and soot and very difficult to clean up. This is what I refer to as an accidental arson fire San Diego Aerospace Museum in Balboa Park in San Diego California. Some people were cold. This appears to be what happened. They pushed a trash can up next to an outside wall set a fire to stay warm as it does actually get cold sometimes in San Diego. Hard to believe I know. And they caught an outside part of the building on fire which then proceeded to completely burn down the Aerospace Museum included vintage airplanes, mementos, artifacts their library and archives. This is what it looked like the next day or several days later probably. They were searching for military metals and anything else metallic with metal detectors. I mean that was that was pretty much yet. Another fire this was the University of New Mexico Library in the basement what wasn't destroyed by fire was heavily affected by heat and smoke. What you hope is you know sometimes this is all you can do just kind of shovel it out. The big question is are any of your important collections in here hopefully not on the bottom of this heap. Another fire this was at the Georgetown public library. Blaze was apparently started or maybe it's now been definitely determined to have started when a worker was using a heat gun to remove paint and other material from a window during renovation. The library had no fire suppression system and to make matters worse basically water pressure and the fire hydrants in the area weren't working well. The fire quickly spread the roof collapsed down into the building onto the second floor and this was the location where the Peabody Room was. They're archived for original maps documents books, artworks for Georgetown and truly a valiant effort was made by fire personnel to evacuate as many materials as they could ahead of the fire and as quickly as they could afterwards and you see some of that there on the sidewalk. This dramatic picture is from wildfires in San Diego County actually near where I live. Over the course of a week these fires burned about 330,000 acres and 3500 structures and sadly took 16 lives obviously the priority there. County libraries and historical society archives in especially the more rural areas were threatened. There was extensive foot and ash damage to a couple of the county library buildings and up in the mountains during the wildfire California State Parks lost an historic stone house the Dyer House in the mountains along with some of the collections that were housed in the basement where he's standing that would have entered onto a wooden floor. The floor burned through and collapsed down on collections that had not been able to be evacuated. This house also served as a visitor center and an interpretive center for the park so a very sad loss and all that was left was the stone structure. Earthquakes seem to be happening more around the country. These are pictures from the Northridge earthquake in the Los Angeles area. The left slide is at the UCLA library where the books literally shook off the shelves which remain standing. Heavy duty braced very strong shelving. What they ended up with was basically million book pickup. The show these slides especially the ones on the right to show you some of the non-structural hazards. Lights that fell light fixtures window glass shattered that has fallen down onto tables at a public school. Luckily this earthquake happened at night. The other slide with the flat files, map files weren't anchored and so they have slid off their bases. A few more earthquake more non-structural hazards. Our file cabinets you also see twisted top bracing stacked top bracing in the upper slide and basically a post shelving unit that has just twisted. It's being held up by the boxes on the shelves. As part of your risk evaluation if you are in an earthquake zone you need to take a close look at your non-structural hazards and how you can mitigate the damage they might cause. California State Parks has done a tremendous amount of mitigation and taken proactive measures at their sites. This is a picture from the historic Hearst Castle on the California coast. This was virtually the only item that was not braced and fell during an earthquake just not realizing that it was going to be a problem. They were very lucky weathering an earthquake. Think about the mitigation steps you can take. Switching to another natural disaster hurricanes, tornadoes your building your roof, your shell if it has been destroyed it becomes the number one priority as well as protection of any undamaged collections. Anything left in this situation with the water, the mold everything we see there, no environmental controls because of no roof it's going to become part of the disaster even if it wasn't originally damaged so removing anything that wasn't damaged. It's really an awful dirty mess. This is flooding at the University of Hawaii campus. Heavy rains turned a sleepy stream into a torrent that jumped its bank and basically flood waters cut right through the center of the campus above Honolulu. The main library first floor was below grade and as the water came through it basically filled with water this picture was taken in their catalog and acquisitions area their technical processing was affected here government documents, maps in the library school so they had just a heavy effect on that level. They also had their computer server and their systems offices and the entire electrical infrastructure for the library was destroyed. There was such extensive damage on this level to not only these offices and collections but also to the infrastructure that the whole building basically was not operational for quite a while. Another flood a flash flood similar to Hawaii from Colorado State University in Fort Collins, Colorado first floor below grade a usually waterless kind of moat area around the building. Water rushed in during flush flooding and filled this moat and submerged the first floor. The picture on the left that is not a painted two-tone building the dark line across there is the high water mark and you can see the windows below there's still a little bit of water along the windows which are down in that below grade first floor. Compact shelving you see some of it there it was driven the force of the water but right off of its tracks and so you ended up with the added problem of access to the materials. You know my warning here is basements pose significant water threat don't start store any of your most important collections below grade or in a basement. Another picture from Fort Collins my point here is that paper-based collections and books etc they're little sponges they're just sitting on the shelves ready and able to absorb a surprising amount of water. If you look at the picture on the right the books on that book truck have actually broken out the left side of that book truck from the force of the water expanding in the paper materials and push the materials up onto these shelves. I want to mention that extensive mitigation has now been done at both Hawaii and Colorado campuses they are highly unlikely to experience this kind of flooding again and so that's obviously critically important. This flooding is at an off-site storage facility housing archaeological materials. Everything on the lowest shelves I think there were approximately 1400 books were partially immersed in the water. It was caused by a broken hot water pipe that ran for about 24 hours and the depth of the water came up above the bottom of the shelves. These boxes were not on the floor that would be a big no-no. No boxes on the floor but even so this water was so high. So it's a reminder though don't put anything on the floor, raise materials at least 4 inches off the floor use shelves, use pallets and that will lessen this potential. If you have to store things below grade or in a basement or off-site like this that maybe isn't regularly visited consider water detectors that will give you the earliest possible notice of unexpected water and a virtue wired into a security system, etc. if you have that. So there are many other types of risks and I just want to show you kind of an unusual one that you might not think about. The California Historical Society the building on the left is in downtown San Francisco, California and I'm sure they took great relief in the fact that they had a fire hydrant right outside their building. You see the red circle on the left? Probably thought if there's a fire a fire truck will whip up here, hook up to the hose and they'll take care of the fire. Okay, may have water damaged but the fire. Well, you know, here's a different twist in the middle of the night that fire hydrant was sheared off by a car the upper right image is what they found that morning when they came into their building and the water ran tremendous pressure out of the hydrant shooting into the air, ran into the Historical Society front doors which were right there and flooded down into their basement storage area so they had extensive damage to collections it required an emergency recovery services company to help them. Now the bottom right picture is the mitigation that's been done thankfully. These ballards were added after California Historical Society pushed the city to make sure that this hazard was mitigated and the likelihood of that happening again was minimized considerably. So something to think about if you have a fire hydrant and a lot of traffic by your building. Now I hope I've gotten you thinking about this what might happen to you I guess I want to scare you just enough to move you to action I don't want to get you to the point where you are too scared. Let's take a minute and look at a couple of questions. I think Jenny has a couple John it looks like had a question you know why are libraries so affected by arson and fire that's a good question John I think part of it is we're accessible you can get in anywhere in the building often for very long hours sometimes libraries are a target because people will go after certain types of collections or an exhibit they want to make a statement I'll tell you arsonists are just not easy to fathom what goes through their minds and fires other kinds of fires they may be remember number two in libraries is electrical certainly a lot of electrical so I can't tell you exactly why those are my thoughts and others of you may have thoughts of putting in chat I see that Heather made a comment that it seems that most archives are located in the basement and we're supposed to have the most important documents exclamation point that's right sometimes there's this thought that if we put it in the basement it will be safer because people kind of can't get in there and it's a location that kind of feels to us to be safer and it's away from a leaking roof et cetera water is one of our biggest threats and keep in mind water goes down it will get into everywhere raining out over things and fill up if it gets into a basement you may have a pump or something to pump it out but in fact they may not be able to keep up with it it may just clog up and you may still have the water thinking about the water alerts that is the most I think significant mitigative thing you can do because what you want to know is as soon as possible that you have a water problem and you can try to address it Jenny were there any other any other questions? No just a lot of great comments from folks kind of explaining what situations they're facing a few places facing hurricanes but of course the most common is flooding or leaks from the roof but poor Margaret in Boston says she's had a car drive through the main building and also a chemical leak so a lot of different issues facing everyone and we saw a lot of those in the human cause and one thought is it may be chemical do you have a train track running by your building for example is what goes on that train track are there chemicals are there other hazards that you might have to be thinking about I also saw someone mention about the Brian said you know libraries are full of fuel you're absolutely right for fire I have a lot of people tell me oh our buildings are fire proof and not a problem and I go yeah but what about the fuel loads you have inside of them and we do have a question from Jenny that just went through she says what about storage facilities that are in partial basements with one side of the building underground and the other side exposed are the issues still the same well I kind of call that a below grade situation now that is exactly what the situation was for the University of Hawaii the water came to the side where one side of the building it was cut out on the side down so you know we like windows down in our basements and so there was this area with windows around but the other the opposite side of the building where the water was all flowing away from it was at grade it was grade level so sometimes on slopes you get that kind of situation so very much you can still have the problem with something like flooding from outside could be a fire hydrant could be could be flash flooding I guess the hope is that some of it will drain out the other side but still something to be thinking about and to be asking those that are responsible okay I see you're getting lots of great comments over there I'll let you keep going with the chat and let me let me go on here I want to do just a little review about how we approach disaster planning and look at the model of emergency management I know you saw this in the risk evaluation and emergency management is a dynamic process it's never really completed we learn from each event and as we respond and recover then we mitigate what we can we make changes to our procedures etc the wheel goes round and round mitigation is kind of the cornerstone we're now focused on response in this webinar series now that said we still need to see this bigger picture and how response interrelates with the other components there's always going to be some chaos when something happens how quickly we pull out of that chaos and apply our knowledge and training will determine how well we're able to recover and resume operations they say that you know in the immediate response to an emergency we normal folk are operating at about 20% of our normal capacity you know how quickly we regain our response capacity depends on how well prepared and trained we are so when you look at the boxes on the right really the driving motivation behind the first three the prevention the preparation the response is that the better prepared the institution and the efficiency with which it responds the more likely the recovery will be successful and the costs will be kept down I think that is critically important to keep in mind let's take a look at a little more depth on some of these aspects some of these steps the prevention mitigation you know before disaster strikes is your time for assessment it's the time to look at your institution your collections your building your surroundings your staff your risks your resources the whole thing it's the time to ask yourself what you can control and what you can do better to be prepared so that's kind of that prevention and mitigation preparation you start thinking you know what's out of your control because what you can't prevent you prepare for I don't know anybody who's been through disaster who said that their prevention and preparation efforts weren't worth it they're way more likely to say they should have done more telling you all the time money and close attention to potential problems will pay off in the end let's take a closer look at these two since you'll be including some of this information in your disaster plans prevention assigning responsibility one person alone can't do this you need the efficiency of a team appoint a committee or a team divide a responsibility looking at people's normal job responsibilities personnel handling people issues collections preservation or the registrar handling collection issues you may have records administrator or a building supervisor critical to get these right people involved from the beginning you want to coordinate you want to find out who the significant players are in your institution your campus your city you know what procedures already exist is there a broader disaster plan in which you need to coordinate with critically important you know public libraries may be an evacuation site for the community how is that going to affect your ability to respond what are the expectations of your institution and the flip side of that what can you expect from your institution let them know about your collections their value meet with risk management personnel and safety coordinators and get their advice become best friends with these people identify your hazards that's that risk assessment watch that webinar series if you haven't already and do a risk assessment assess your prevention and protection you know you have emergency maps posted around the building showing exits fire alarm poles you have extinguishers do you have automatic fire prevention thinking about these things what do you have are there additional things you can do keep in mind fiscal implications what things can be done at little or no cost like improving signage or maybe moving a collection that might be in a susceptible area and you improve bracing of shelving or anchoring of collections or can a new roof be phased in over several years then you take implement you take a phased approach that's all that are reasonable and achievable over a manageable period of time on preparation preparation again this is the part where we get more to what you're going to include in your disaster plan so we'll kind of go through this quickly you want immediate response staff phone trees for immediate response you want your key members of your disaster team and administrators as well as key response people for your institution listed assessing your collection assets and setting priorities this involves management and decision making it's very important and it can be kind of a difficult and tricky process we're going to go into more details on setting priorities in an upcoming webinar so I'm going to kind of leave it at that for now identifying your insurance and emergency funds you need to understand your insurance coverage before you need it find out what emergency funds might be available again we're going to talk more about insurance coming up supplies have a stock of supplies in-house so you can respond immediately and start a recovery effort and also identifying supply sources vendor lists, supply lists I keep saying this to you that I'm going to give you resources for supply services and experts actually at our fourth webinar so these things are coming along so document your procedures quick reference guides in your phones evacuation maps distribute the prep the pocket response plan and decide who needs the more complete disaster plan it's also a good time to have staff start thinking about their family emergency planning and you can offer them some resources on family disaster plans. Red Cross is a great source for some of the personal and family planning so you can put them in touch with that or get some of the brochures for them and then train staff integrate your emergency training into your regular training programs when at all possible provide little safety updates discuss and departmental meetings anything that's kind of ongoing don't always make it a separate event try to integrate it as best you can remember the greater the efficiency with which you respond the more likely the recovery will be successful and the costs will be kept down those are words that speak to administrators on response immediate response actions may last hours or days you move at this point to protect people minimize damage to property and your collections response is putting your preparedness plans into action salvage is what we do to rescue and to treat collections that have been damaged and it's part of response and it can kind of lead into recovery recovery is that deliberative process to return to normal operations and you know it can it can last weeks months, years depending on how major the event is and follow through this wheel is kind of a corollary to the emergency management wheel we just looked at and it relates directly to the pocket response plan and the supplementary information you're going to be compiling you distribute the documentation use paper and electronic don't just have these on a server you've got to have backups of paper key people should have paper copies at home at work maybe even a copy in their car should they be on the road that more complete disaster plan if they need it remember they've got that prep in their pocket the educate you go over the parts of the plan that affect the staff, the fire security any important groups that you need to be involved with and kind of what you expect from them and what they can do for you then you test, you evaluate you revise you test, you refine you keep this kind of keeps going you figure out what works when you use your plan for an event what are the weaknesses when people understand their role and functions during an emergency things just fall into place much faster and more effectively then you review, you revise you know the plans never really done it needs to be looked at regularly I encourage you to use it for even minor emergencies I was at a conference recently I was actually a connecting to collections conference and one of my colleagues at the table pulled out her pocket response plan because she got an email and she needed to look up some phone numbers so she had it right you know she was thousands of miles from her home institution on the phone she could pull it out and she could use the number so using it reminds you to keep phone numbers and information up to date before we look at some sample plans let me check and see if there are any questions it looks like Jenny has a couple yeah Julie we have a we got a handful of really great questions one is from Melissa in Connecticut she says how can you encourage people to be a team and not a set of individuals with individual rights and responsibilities I'm wondering if that's the team original I was kind of thinking of the team as you pulled together the key people you may be talking about the team when it actually goes to respond a lot of this has to do with training and agreement ahead of time we're going to be talking about roles and responsibilities on Thursday and if you begin to get that information down and you show what the expectations are of people that are on the response team and you get agreement and buy in that I think is a big part of it I also say don't put people on a team that you don't like to work with people who are we all have people who are difficult in meetings or are the naysayers etc I'll tell you emergency situations only exacerbate that pull together people who have a commitment that are interested and then get buy in from people look for ways to get buy in that's a great question we have another question Julie from Esther and this might come up more I'm not sure if this pertains what we're talking about now but she's curious their institution where it starts from the beach how effective are sandbags preventing and minimizing water damage I'm assuming okay I'm assuming you mean water coming from the ocean from where you are at the beach not filling sandbags and then using them that's really tough I would look to the management and find out what the best methods are for you I have no experience with sandbags in that kind of a situation little leaks a little bit of rain around doors using sandbags or some of the other kinds of absorbent materials but I think that would be a question for your local emergency management with them on that hope that helps okay and then we had another question out of Montreal this person is saying what if we share a building with the library so another department under one roof should those people also be included in their emergency plan yes in shared buildings you need to get into a cooperative situation with the others in the building and this can be very challenging it may be a commercial outfit or something totally unrelated not collections focus they may be totally with another focus and thought process than you do but it could also be what fire hazards do they present what what do you have in your collection that could be affected looking for ways to work with them sometimes working if it's a commercial building owner working with that building owner to bring everybody together if it's within a campus and it's you can work with that entity but you know my bottom line is yes because they can affect you if they don't want to play then you just have to go ahead with what you can do maybe they'll get kind of interested that's another thing is you start with ways you can make their their planning easier they may be more interested and then we have one last question for now from Kelly she's curious how do you educate fire and security personnel you know Kelly if you don't mind I'm going to hold that for session 4 we're going to be talking about working with responders would carry over to I'm assuming you mean outside security and that kind of thing working with a fire personnel and emergency responders it would also carry over to security the standard line I use and I'll use it again in session 4 is find out and approach them and ask them how you can make their job easier people love to have their job made easier so that can get them interested okay thanks very much and I see some of you are working on some of those questions over in chat and providing help to people so that's great I appreciate that let's go on I want to get you excited today about the pocket response plan the prep and I want to get you thinking about how it might be used as a tool for your institution now your first handout is a blank pocket response plan it has a lot of text on it it has side A it says communication and side B says actions and we're going to spend a lot of time with that in the next couple of sessions for now I want you to just kind of put that one aside and I want you to pull out the other handouts for that the first one in your packet is the Blaster County you also see it on your screen those of you that have printed it out I highly encourage you to look at the printed version you can go full screen let me just warn you because if you didn't print it out you may want to do this there's a tab up at the top and it's a toggle tab so if you press it once your screen may hesitate a minute to go to full screen with the slide and then you can click it again to bring it back you will lose the closed captioning you'll lose the chat you'll lose the other components but you may want to do that for this next series of slides and then you can toggle back at the end it's totally up to you but I mentioned especially if you don't have them printed out but if you haven't we're going to take a look at them we're going to look at some prep samples from several libraries at an archive museum that have been willing to share their prep with you they are we're going to keep revisiting some of them over the course of the series so take a look you know I'm hoping you won't need a magnifying glass to see the printed version I do want to say that normally these print to 8.5 by 14 inches we shrunk them we reduce them so they print at 8.5 by 11 so I do want to reassure you that the version you'll be working with is larger larger type and prints 8.5 by 14 so this is the Placer County Museums and Archives collection pocket response plan this is side A their communications side and they have you can kind of see down the side here let me see if I can get my little arrow working they have included the key institutional contacts comes around onto the other column wraps around and then they have their disaster team one of the things that might have jumped at you when you first looked at this is that they've used color they've put some different sections in color which kind of helps to have it jump out at you the only warning I give you is if you print in color keep in mind that we'll try printing it out in black and white as well because you will likely have some people that might print it in black and white or in an emergency you might have to print it in black and white and you don't want to lose key information when you do that they've also added a floor plan here on the side it's kind of a general example let's take a look at another one I'll see could my pointer stays there this is from the Estes Valley Library it's a public library up in the Rocky Mountains in Colorado I should have said that Placer County one is in kind of foothills in California up in kind of a mountainous region Estes is up in really up in the Rocky Mountains in Colorado right if I want to mention one thing is that the lead person on pulling this together was a volunteer I want to bring that up to you because you can ask volunteers board members student employees library school student employees or museum study students to work on a plan it doesn't have to be your staff so if you're small without many staff think who might be enlisted and also be thinking out of the box what to include on your prep some prep have included photos of high priority materials maybe pictures of some artwork that might be overlooked or a file candidate or special shelving unit Estes has put in a little image here of a red binder and right above so you get a quick visual right above it says locate red emergency response binder so they've kind of done a little combination there they're reminding you keep in mind that working to 20% of your capacity sometimes you need really simple questions and reminders keep them straightforward and easily understandable let's take a look at the next one this is the Fresno County Public Library this is their central library prep you have a couple of samples from them they did one for their main library and they did a template for their branch libraries they have over 30 branches in their system they've used the preps to organize the information for all their branches when I look at this prep my response is wow it's pretty amazing what you can get onto the prep with the proper motivation I refer to the prep tool as very valuable real estate they have maps of all three floors on here note that they've done a nice job they've got their little directional arrow showing north which is helpful to orient you let's take a look I've also got the backside of this the backside of the prep their actions side includes a reminder printed out largely there to remain calm it also has the I will say that if you print this in black and white if you did it actually for some reason I can not pull my little arrow in you can find it that in an emergency remember to remain calm if you print this in black and white that whole block prints as black that's one of those warnings I have for you of keeping in mind and then the column 1, 2, 3, 4, 5 column across collection priorities let's see maybe I can get the little arrow here to come across now it's in red and again it kind of jumps out okay let's let's look at the next one this is their branch template they've highlighted in yellow what needs to be filled in by the individual branch and this is very helpful I mean this is saving a considerable amount of time and the far column on the right is where their floor plan for the branch would go and with a little reminder there of what to include what kind of key to include on probably noticed on the previous map that I showed they had a great key we'll look at it I think in the next one of the next two sessions in more detail so I won't spend more time on it now but I think they ended up having one person do all the maps for consistency and of course easier training one person to do it and so they provided the maps for each one of the branches the last sample I want to show you is from the University of California Berkeley Library they took a very different approach and so I think it's of interest their side A is still communications which is what we're looking at here it had all the relevant phone numbers for the campus a number of departmental and affiliated libraries as you can see across some of the headers so they have many many numbers so this is a really nice job of pulling together the names and numbers for them all in one place and makes it much easier for updating the backside I'm hoping you can see this because my picture isn't very clear I'm going to try one more time with my pointer and see if I can pull it over I'm just sorry not having luck with that well the there we go thank you let me see if it oh good there we go they actually have some questions it says ask these questions and then it goes through and if you notice it leaves it leaves the actual space there for somebody who's working in the response to give answers things like you know caller their phone number what's the location of the emergency what's the nature and scale the source and so they can actually jot these things right on to the prep very helpful focuses focuses people in and it also in across here where it begins to tell them you know call the following it tells them kind of in what order to call people and then it also goes on with different different guidance as you go through so health and safety reminders etc it's just an interesting approach so I've gone through these samples very quickly and I encourage you to spend time looking at them in detail my goal here and I hope I did I got your kind of your mental juices flowing looking at these sample preps and I hope you're beginning to think about what might work for your situation if I haven't gotten those mental juices going I quite frankly I've failed but please give me another chance on Thursday to get you to get you on board with this so with that I think we'll remind you Thursday we have Thursday in the webinar series I'm by the way I will jump right in there to components of the of the pocket plan and we will really get down to the detail level and you'll need your prep handouts from today those will help you so please have them accessible now if you're chuckling at this image I would just want to remind you that bearing head in sand is not an acceptable approach so Jenny over to you let me interrupt for a second I do have to say though Julie you had hoped that people would get excited and Chris out in California says it's too late he's already excited so good deal we have a few questions but before I do that let me pull over a link to the homework assignment you'll find the homework assignment for this webinar at this link and you can also find it on the course home page which I'm going to post here too and that's where you'll find that one fantastic all-inclusive I'm going to hide this so we can see it there we go and that's where you'll find that all-inclusive PDF for our webinar too which has the PowerPoints and all the handouts and all that fantastic stuff so I'm also going to ask right now I know we may have a few people who are watching this webinar in a group so if you are a register you're interested in receiving a certificate of completion and you're watching in a group which means you didn't log in yourself only one person logged in I'm going to ask your group leader to go ahead and enter the names of everyone who's participating now if you did log in with your first and last name we've got you, you're taking care of this is just for folks who did not do that because they're watching in a group okay so Julie I have a question and this is a fantastic one out in Texas can we use our smartphones instead of a flip chart or pocket response plan since everyone's using these devices and we did have a comment from Melissa from Wichita saying to keep in mind that you should always have a backup paper copy but do you know of a method of getting this stuff on the smartphone? You know there's been talk in the past about getting an app for the prep template and as far as I know that has not been done you certainly can come up with your own develop your own probably in-house in some cases I will talk about an app that's available at our next session on one of the tools to use that can help you guide your response but not have so much of your specific information and that's the disaster response and salvage wheel app you know my only warning would be what the access is if you can't pointing out about cell towers and I know systems become overloaded now I know I'm sorry I'm still on a black berry and I know your smartphones you can store a lot of information that even if you didn't have a cell tower maybe you can still access I don't know I'm not sure about that but I would just be careful always kind of going to the lowest common denominator so be careful that's all I'm and consult with consult with people who are way smarter about this than I am have that paper and then we had another question kind of a follow up to this cloud or a Google drive for shared storage would this be an option do you think have you heard of other people doing that again I'm not real techy certainly look at options and what kinds of options are available maybe supported by your institution and that certainly might work you've got to have electricity in some cases you've got to have access to the internet can you count on that well I always say no but duplication of possibilities I think is probably my biggest suggestion okay let's see and then we did have a question about freezing but we'll definitely get to that in the last webinar yes thank you and let's see we have a few coming through one question about what is a phone tree that is a great point you know what we're going to talk about that when we get into the side A we're going to get into that in detail at our next session and then if I'm not explaining it well please let me let me hold that one and also the testing your plan this is where you actually take a little scenario for example and you you sit around and you try to figure out what to do and do a kind of run through a little scenario a little exercise and that's one way to test the plan you can test the phone tree by phoning everybody and see if all the phone numbers are correct we're going to have a follow up workshop in June or I'm sorry not a workshop a webinar in June on June 4th we'll tell you more about that as we get to the last session and that is going to be on testing and training to your plan and I would recommend tuning in for that because we'll be able to give a bunch of examples I see a question on any comments on D plan as a tool D plan is a tool that was developed by the Northeast Document Conservation Center it is on my resources list as well under any DCC as one of the regional alliance for preservation members D plan is a very comprehensive it produces a very comprehensive plan you certainly can use it I think it's better for the large institutions that can kind of support and have the time to work on it I found that smaller institutions have a very hard time just coming up with coming up with the people to work on it that the prep seems to work a lot better for them but it really is quite comprehensive it has a great database of supplies and services and experts it alerts you to updating your plan and so it's something to look at consider looking at you go to the website and take a look at it if you're smaller I would suggest you look at some alternate methods okay well Julie I think that's it people have questions about the pocket response plan a download that they can fill in and that link is included in your resources list and a lot of stuff is on that course home page so I would just encourage you to go there and check that out Julie that's all the questions we have today that's great yeah and we will have all of the kind of what I call fill-in-able or downloadable documents the first six were posted that will be talked about at the Thursday session so more will be appearing as well as the pocket response plan you can complete alright and someone had a question about homework everything is due on March 21 so we're going to go ahead and conclude today so just a reminder the next course is Thursday check out that course home page and download of the handouts and those fill-in templates and thank you so much Julie and thank you to all our participants thank you