Disaster Preparedness Plan

Disaster Preparedness Plan

DISASTER PREPAREDNESS PLAN

INTRODUCTION

The purpose of this plan is two-fold:

a) To set up procedures that will prevent or mitigate damage to facilities, equipment

and materials, and injury to staff and customers; and

b) To outline steps to be taken after the fact in the event of an emergency.

TABLE OF CONTENTS

·  Contacts list

·  IT Department Disaster Recovery Plan

·  Dealing with break-ins

·  Floods and water damage

·  Fire prevention

·  Fire

·  Power Failure

·  Bomb threats / suspicious packages

·  Emergency supplies

CONTACTS LIST

TELEPHONE TREE. In the event of any emergency where large numbers of staff need to be notified, the following division of labor shall be used:

1.  Staffers will notify the Director of the situation.

2.  The Director will send out instructions or other messages.
The Director will notify:

Assistant Director for Direct Services

Outreach Services Coordinator
Administrative Assistant/PR
Business Manager
Human Resource Administrator
Systems Manager, and

Board of Control members

The Assistant Director for Direct Services will notify managers of the Boyce, Hineston, Johnson, King and McDonald branches, who will in turn notify their staffs and volunteers.

The Outreach Services Coordinator will call the Youth Services Manager, Bookmobile Manager and Red Carpet Manager, who will in turn notify their staffs and volunteers.

The Administrative Assistant will notify the managers of the Gunter, Martin, Robertson and Westside Regional branches, who will in turn notify their staffs and volunteers.

The Human Resource Administrator will notify the Payroll Clerk, the Assistant Director for Support Services and the Facilities Manager. The Facilities Manager will in turn notify his staff.

The Business Manager will notify managers of the Main Circulation, Main Reference, Loans, Technical Services, and Acquisitions departments, who will

in turn notify their staffs.

The Systems Manager will notify her staff.

Should any caller on the telephone tree be unable to reach someone next in line on the tree, they should bypass that person. For example, call a branch staffer when the branch manager cannot be reached, and instruct that person to cover the rest of that branch staff.

LIBRARIES and FACILITY CONTACT INFORMATION

Main Library 445–2411 King 445–3912

Brenda Harvey 487-1159; 730-6126 c Starla Jones 640–8953; 730-6523 c

Linda Green 487-0558 LaKeshia Henton 880-1289 c

Boyce 793–2182 Martin 442–7575

Margie Mealer 542-3011 c Donna LeBlanc 443–7319

Gunter 443–7259 McDonald 748–4848

Pam Martin 447-9417 Gail Goldberg 748–6115; 447-6115 c

Monique Richmond 880-5552 c

Hineston 793–8461 Westside Regional 442-2483

Donna Crawford 659–4564 Karen Gipson 561-2614; 730-8048 c

Donna Mangham 640-1100; 664-1263 c

Tammy DiBartolo 441-1085; 730-7576 c

Johnson 776–5153 Robertson 640–3098

Mary Murry 776-7502 Mariann Strange 240-9784; 305-8263 c

Shannon Gibson 641-3025 664-1105 c

STAFF CONTACT INFORMATION

Home Phone Cell Number

Steve Rogge 640-8359 201-8022

Wesley Saunders 337-351-4155

Laura-Ellen Ayres 640-2357 451-4394

Tammy DiBartolo 441-1085 730-7576

Janie Primeaux 623-4463

Bill Huffman 767-8440 613-5883

Carolyn Colwell 640-1206 730-5937 Jimmy Holsomback 640-0547 623-7879

Jana Fryday 451-2212

Les Guidry 640-8001 201-6437

In the absence of the Director, others in the administrative chain of authority may initiate the telephone tree. They are:

Assistant Director for Direct Services

Assistant Director for Support Services

Outreach Services Coordinator

Business Manager

Human Resource Administrator

CONTRACTOR/BUSINESS CONTACT INFORMATION

Call Les Guidry FIRST, 201-6437; if no answer, LEAVE A MESSAGE

General liability insurance agent: Regions Insurance; 442-7874

Property and vehicle insurance agent: Risk Services of LA; 445-4141

Air Conditioning: Stockwell; 487-1566

Carpentry: Sam Poston; 447-5247

Electrician: Tony Smith; 640-6920

Glass replacement: Glass Specialties, Dirk Leopard; 442-8529

Plumber: McGee Plumbing; 445-7936

Roofs: J. Ducote Roofing; 473-0705; Gary Ducote- 473-0705

Locksmith: American Lock & Key, 473-9212

INFORMATION TECHNOLOGY DEPARTMENT DISASTER

RECOVERY PLAN

Backup plan:

1.  INNOPAC database

a.  The INNOPAC database is backed up every night onto tape, with verification the next morning.

b.  Monday-Friday, do full backups.

c.  Saturday-Sunday, do daily backups.

d.  The full backups are sent off-site to the Martin Branch, who returns the tape from the previous week.

e.  The storage cabinet at Martin Branch is locked.

f.  See the procedure for how to do this backup.

2.  Other library data (including server settings)

a.  The staff’s data, including financial, HR, policies, procedures, etc., as well as the system state on all servers except the domain controller and email server are backed up daily (Monday-Friday) onto an external hard drive.

b.  In addition, a full system backup of the ABRA server, MAS 90 server, email server, RAID server, and RPL server are done every three months onto a server.

c.  The backup is sent to the Martin Branch, who returns the oldest hard drive (there are three, which rotate).

d.  The storage cabinet is locked.

e.  Once a month, whichever hard drive is at Main is checked to be sure that the data can be seen and pulled up.

f.  See the procedure for how to do this backup.

3.  Domain controller

a.  The domain controller and web server are backed up four times per year, or whenever there is a major change, onto a server.

In the case of a foreseeable emergency (such as a hurricane):

1.  Systems Librarian and Systems Administrator meet to plan who will evacuate which of the following:

a.  All backups stored at Martin Branch.

b.  All servers in server room.

c.  Tape backup in server room.

d.  All new equipment in storage.

2.  They will take these items with them when they evacuate, and bring them back when the crisis has passed.

In the case of an unforeseen emergency (such as a tornado or fire):

1.  The Systems Manager and/or Systems Administrator will meet to evaluate the situation.

2.  They will identify what hardware will be used to recreate the network.

3.  They will use the backups at Martin Branch to restore the system.

DEALING WITH BREAK-INS

All staffers with responsibility for a facility shall follow basic procedures to prevent break-ins. Ensure that buildings are locked after hours, but that money drawers and copiers are left unlocked to prevent unnecessary damage in the event of a break-in. Regularly sending in excess cash to the Business Office reduces problems. Staff at Main Library, Westside Regional and the Huie-Dellmon House must properly arm burglar alarms.

In the event of a break-in, the manager should notify his/her supervisor, local law enforcement and the Facilities Manager. Staff should avoid touching areas that may need to be fingerprinted. The Facilities staff will arrange for or do any needed repairs.

FLOODS AND/OR WATER DAMAGE

In the event of the likelihood of imminent flooding in a Library facility, staff should ensure that the Administration is aware of the problem. Available staff should use

whatever time is available to minimize damage to equipment and materials.

General guidelines:

·  In all facilities, staff should unplug and get all automation components off the floor, including surge protectors, if possible. When practicable, sandbags should be obtained and placed. Critical files from the lowest drawers of filing cabinets should be elevated.

·  Library materials should be moved from the lowest shelves onto higher surfaces.

Facility-specific priorities:

·  Main Library: Medical reference materials, general and LA reference materials, general nonfiction materials.

·  Bookmobile office: Adult nonfiction.

·  Boyce Branch: Children’s nonfiction.

·  Gunter Branch: Adult nonfiction.

·  Hineston Branch: The whole facility is raised off the ground, with good drainage.

·  Johnson Branch: LA materials.

·  King Branch: Reference materials, children’s books, AV materials.

·  Martin Branch: RPL system back-up tapes; reference series, beginning with Chilton’s, World Books, TCLCs, CLCs, NCLCs; Newbery and Caldecott books.

·  McDonald Branch: Genre paperbacks, videos, materials under circ desk, materials on floor in storage area.

·  Red Carpet: Large print materials, nonfiction audiocassettes, adult print fiction, adult print nonfiction, paperbacks.

·  Regional Branch: Contemporary Authors, DVDs, audiocassettes, videocassettes.

·  Robertson: Materials near the windows.

Books that become wet due to flooding, leaks, etc. should be set out in an upright position, flared open, in a controlled climate to dry within the first 48 hours. To minimize mold, decrease humidity and temperature with air conditioning and increase the air flow with fans. Do not leave wet books pressed together on the shelf. Books that become moldy or cannot be salvaged for other reasons should be discarded to prevent the spread of mold. Wherever possible, lists should be created of materials that have been discarded.

Most Library collections are not rare in nature. Buying replacement copies is preferable to expensive conservation efforts by specialty firms.

FIRE PREVENTION

Managers of facilities with fire extinguishers should maintain a familiarity with their location and operation, and should orient new employees, including substitute workers. The Business Manager will ensure that all fire extinguishers are routinely checked, and replaced when necessary. Administration will work toward having smoke detectors in the more remote areas of Main Library. Periodic training will be given in use of the extinguishers. Copies of procedures for dealing with the public and staff during a fire emergency are also posted in the branches.

FIRE

1.  In the event of a fire, immediately call 911. At Main Library, set off the fire alarm to assist in alerting staff and customers.

2.  Attempt to extinguish the fire if it is safe to try.

3.  Report to supervisor, security monitor, director, an assistant director, or administrative staff.

4.  Inform firefighters of the location.

5.  Evacuate the building. Allow no one to remain in or enter the building.
Main staff, gather at the Fifth Street parking lot next to the POP building.

HDH staff, gather at the grassy parking lot across Fifth Street.

6.  If possible, close all doors, turn ON lights, turn OFF machinery.

7.  Supervisors assemble the staff in the designated area.

8.  Supervisors make every effort to ensure everyone is out; report absences to the firefighters.

POWER FAILURE

1.  If it’s dark outside, get a flashlight. Gather patrons in a central location.

2.  Contact the utility company and if possible, determine the length of time for the outage. Advise the director or an assistant director of the situation and agree on a plan for closing down, if necessary.

3.  In darkness, allow no one to use a lighter or matches. Use only a flashlight.

4.  If the outage necessitates closing down, check out materials manually.

BOMB THREATS / SUSPICIOUS PACKAGES

1.  Keep the caller on line; ask that the message be repeated.

2.  Tell the caller that the building is occupied and the bomb could cause injury or death of innocent people.

3.  Listen closely to the voice: male or female, voice quality (calm, excited, etc.) accents, speech impediments.

4.  Note any background noise: motors, music, trains, or any clue as to the origin of the call.

5.  Immediately after the caller hangs up, contact the police and notify the administration. Write down any additional information. Be available to

the police.

6.  Evacuate the building and close.

7.  The police will ask Library staff to search the facility for suspicious packages, since the staff will know what IS supposed to be present. Turn off all cell phones, because some bombs are activated by cell phone signals. If a suspicious package is found, do not touch it. The police will deal with it at that point. Follow their instructions.

8.  If a staff member is exposed to a suspicious substance from incoming mail

or returned library materials, that person should be medically checked

immediately to ensure that the substance was not a health hazard. Any

such incidents should also be reported immediately to the administration.

Staff should request instructions from administration as to what to do with

the potentially contaminated container/item.

EMERGENCY SUPPLIES

All branches should have certain basic emergency supplies in-house. These include a first aid kit and flashlight. Managers should ensure that the flashlights have fresh batteries and that items used out of the first aid kit are replaced.

The Facilities Department will maintain a central stock of supplies to be distributed and used as needed. These include paper towels, plastic sheeting, and a water vacuum.

EMERGENCY BLOG

In the event that the library is closed for a long period of time and the staff has scattered to other areas, the emergency blog will keep us in contact with each other.

User Name: rpllibrary

Password: library

Display name: rpl

Blog title: rpl

Blog address: http://rpllibrary.blogspot.com

Home page: www.blogspot.com

Staff Intranet address: www.rpl.org/staffsite

June 28, 2012