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Sample Disaster Plan for Public Libraries to Examine and Draw Ideas From

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Sample Disaster Plan for Public Libraries to Examine and Draw Ideas From SAMPLE DISASTER AND EMERGENCY PLAN FOR ALABAMA PUBLIC LIBRARIES Prepared by Jim Smith, Consultant, Alabama Public Library Service, March 2009 Preface (Click here to go directly to sample plan) The Alabama Public Library Service recommends that every Alabama public library prepare a two-part plan to (1) handle disasters and emergencies directly affecting the library and (2) provide citizens with information to prepare for disasters and for their personal recovery should they become disaster victims. To assist libraries in the preparation of the recommended plan APLS has developed a sample plan beginning after this preface. The sample is for the use of administrators, trustees, and others who have the responsibility of writing or reviewing such a plan. It covers many of the areas one would expect to find, but its purpose is to serve as a starting point—a document to examine and draw ideas from. All of the emergency procedures listed in this sample are for illustrative purposes only. The library’s planning team should work with the local funding authority (city or county), local fire department, local law enforcement authorities, and other emergency responders to develop specific procedures. Therefore, text from the sample may have to be adapted to the needs and unique circumstances of the individual library. Also, the sample leaves out information which the library should add to fit its own situation. Brackets are used for (1) special instructions to the plan writer and (2) places at which a library should insert its own information, such as the name of the library and specific staff positions. Also, at other parts of the document, boxes are highlighted in yellow where information must be entered (to re-create the custom yellow shade use red 255, green 255, and blue 200). The term “Administration” is used to mean one or more persons forming the library’s administration team: persons most directly responsible for the overall management of the library. If it consists of only the director, then the term “director” should be substituted in the library’s own plan. However it may consist of a team including such positions as director, assistant director, and business manager. The specific positions of the administration team members should be listed in the plan’s introduction. Most emergency procedures are divided into two categories: (1) staff action and (2) administrative action. Staff actions are to be performed by persons who work under the supervision of the administration. Administrative actions are to be performed by the administrative team. PREFACE i Hyperlinks are used extensively to make it quicker and easier to jump between subjects. We recommend that public libraries utilize this feature in their own plans since time is of the essence when dealing with a real situation. As long as staff members’ computers are functioning when using a plan online, they can more quickly find needed information. We also recommend that a printed copy of the plan be readily available in each department, or even at each employee’s desk, to be used when a computer is not at hand. Upon completion of the plan, members of the library administration and staff should be trained in its use, and be given refresher training once a year. All employees should be required to study the plan and learn what actions are required of them during emergencies. The library should consider printing instructions from the parts of the plan that may apply to only specific departments so that this information can be more readily accessed at the locations where it is needed. Libraries should include as an appendix to the their plans the document Disaster and Emergency Planning for Public Libraries, prepared by APLS Consultant Jim Smith, Revised September 2008. This document will be of use when writing the plan, implementing it, and making periodic revisions. It is included here in Appendix B. The sample plan has incorporated information from an online service called dPlan™; The Online Disaster-Planning Tool, ©Northeast Document Conservation Center. It is a free online set of templates that helps libraries compile planning data. We have copied much of the wording from these templates and from the plan automatically generated on the dPlan server using template information. A plan writer may enter required data directly into the library’s own plan following the layout in the APLS sample. In this way the library’s unique procedures can be combined with most of the information from the dPlan without actually going online and filling out dPlan templates. If you wish to learn more about the dPlan, go to www.dplan.org. Copyright Status of dPlan: Copyrights for disaster plans developed on the dPlan site www.dplan.org are vested in the institutions that develop them. Users may print, download, or adapt their entire disaster plans without specific permission from NEDCC. Note, however, that their use of the plans remains subject to the disclaimers stated on the dPlan web site. See site for full information. Sections from dPlan™: The following sections from dPlan™, The Online Disaster-Planning Tool, © Northeast Document Conservation Center, existing as of November 2008, used by permission, are in this APLS document, “Sample Disaster and Emergency Plan for Alabama Public Libraries”. The APLS sample uses different numbering and lettering in some sections, as listed below. Also, in the APLS sample plan additional information regarding emergency lighting and fire extinguishers appears in Appendices L and M. Sections from dPlan™ Equivalent sections in APLS sample plan TELL ME MORE / Disaster Planning Responsibilities in: Chapter 2, Planning Team https://www.dplan.org/inst/tmmdisasterplanningteam.asp Chapter 2, part 2.2, Emergency Numbers Section 3.1, Emergency Numbers Chapter 2, part 2.3, Emergency Call List Section 3.2, Emergency Call List Chapter 2, part 2.4, List of Staff/Key Personnel Section 3.4, List of Staff/Key Personnel PREFACE ii Sections from dPlan™ Equivalent sections in APLS sample plan Chapter 2, part 2.5, Disaster Response Team Section 3.3, Disaster Response Team Chapter 3, part 3.1, General Salvage Procedures Appendix O, section O.1 Chapter 4, Rehabilitation Appendix N, Rehabilitation Appendix A, Facilities Information Appendix F, Facilities Information Appendix B, Disaster Team Responsibilities Section 3.3.1, Disaster Team Responsibilities Appendix C, In-House Supplies Appendix I, In-House Supplies Appendix D, External Suppliers and Services Appendix E, External Suppliers and Services Appendix E, Record Keeping Forms Appendix M, Record Keeping Forms Appendix F, Salvage Priorities (Detailed) Appendix P, Salvage Priorities Appendix G, Floor Plans Appendix G, Floor Plans Appendix H, Insurance Information Appendix J, Insurance Information Appendix I, Volunteer/Temporary Personnel Appendix Q, Volunteer/Temporary Personnel Appendix J, Emergency Funds Appendix D, Emergency Funds Appendix K, Disaster Recovery Contract Appendix C, Disaster Recovery Contract Appendix L, Additional Resources for Salvage of Specific Appendix O, section O.2 Media Appendix M, Pre-Disaster Communication with Appendix K, Pre-Disaster Communication with Emergency Services Emergency Services Appendix N, Command Center/Temporary Space Appendix A, Command Center/Temporary Space Appendix O, Information Technology Appendix H, Information Technology Appendix P, Prevention and Protection Appendix L, Prevention and Protection APLS Disclaimer of Liability: The Alabama Public Library Service (APLS) does not give any warranty or other assurance as to the content of the material appearing in this document (“Sample Disaster and Emergency Plan for Alabama Public Libraries”), its accuracy, completeness, timeliness, or fitness for any particular purpose. Users assume the entire risk related to their use of the information. They are responsible for appropriate adherence to any disaster plan that results from use of this document. APLS cautions against and bears no responsibility for any institution’s reliance on a disaster plan that might have become outdated or have been adapted independent of the guidelines in this document. To the full extent permissible by law, APLS disclaims all responsibility for any damages or losses (including, without limitation, financial loss, damages for loss in business projects, loss of profits or other consequential losses) arising in contract, tort, or otherwise from the use of or inability to use the document or any material appearing in the document, or from any action or decision taken as a result of using this document. PREFACE iii [Sample] Disaster and Emergency Plan for [enter library name] Contents (click here to go back to preface) Note: Click on a hyperlink listing and you will go to the area covered (Ctrl + Click to follow the link) or (Clear the option to use Ctrl and use just a single Click to follow the link) Page Part 1–Library Is Directly Impacted………....................................... 1-1 1. INTRODUCTION………………………………………………………………….…. 1-1 2. PLANNING TEAM………………………………………………………………….... 2-1 3. EMERGENCY RESPONSE PERSONNEL………………………………………. 3-1 3.1. Emergency numbers………………………………………………………….. 3-1 3.1.1. Library administration and front desk…………………………….… 3-1 3.1.2. Emergency services…………………………………………………. 3-1 3.1.3. Maintenance / utilities……………………………………………….. 3-2 3.2. Emergency call list……………………………………………………………. 3-2 3.3. Disaster response team………………………………………………………. 3-2 3.3.1. Disaster response team responsibilities…………………………... 3-3 3.4. List of staff / key personnel………………………………………………….
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