dPlan Lite
Basic Emergency/Disaster Plan Questionnaire
InstitutionName:______
Address: ______
City/Town: ______Zip code: ______
Latitude and Longitude: ______
1. Type of institution: (Check all applicable)
Arboretum / Archives/Manuscripts Repository / Historic LandscapeHistoric Structure / Historical Society / Library, Public
Library, Research / Library, Special / Municipal Records Repository
Museum, Art / Museum, History / Museum, Outdoor
Museum, Science / Performing Arts / Zoo
Other (Please specify):
2. Main Contact: ______
Work Phone: ______
24-Hour Phone: ______
Email Address: ______
Backup Contact: ______
Work Phone: ______
24-Hour Phone: ______
Email Address: ______
3. Size of institution:
Site
Is a site/building plan available in the event of a disaster? Yes _____ No _____
Please describe the size of your facility (i.e. number of buildings, number of floors in each building, size of grounds/acreage, etc.):
People
Average number of staff on-site per dayDoes the institution host group tours?
Average number of visitors per day
4. Does the institution have a catalog/finding aids/shelf list? Yes _____ No _____
If so, please indicate the format:
Paper / Electronic - internal / Electronic - externalWould the item(s) be available in the event of a disaster? Yes _____ No _____
5. Does the institution have an institutional disaster plan?
Yes _____ No _____
If so, please respond to the following questions:
What is the date of the most recent revision: ______
Has the institution worked with other institutions in developing this plan?
Yes _____ No _____
If so, please list the partnering institutions below:
Has there been contact with the fire and/or police departments and emergency manager?
Yes _____ No _____
Is this plan on file with the emergency manager?
Yes _____ No _____
Is this plan on file with the fire department?
Yes _____ No _____
6. Is the institution in a flood plain?
Yes _____ No _____
7. Insurance: Does the facility have:
Federal flood insurance? Yes _____ No _____
Property Insurance – building? Yes _____ No _____
Property Insurance – objects/collections? Yes _____ No _____
8. What kinds of collections/materials does the institution house? (Check all applicable)
Archaeological / Archives/Manuscripts / Arms & Armor / Audio/Visual (film, reel-to-reel, etc.)Blueprints / Books, Circulating / Books, Rare / CDs & DVDs
Ethnographic / Glass & Ceramics / Historic Structures / Living Animals
Living Plants / Machinery / Maritime Artifacts / Maritime Vessels
Metal Objects / Microforms / Paintings / Paper (newspapers, maps, broadsides, etc.)
Photographs & Negatives / Sculpture / Taxidermy Specimens / Textiles
Wood Objects
Other (Please specify as many types as needed):
9. Do any of the following potential hazards exist in the institution’s collections? (Check all applicable)
Arsenic (taxidermy, textiles, etc.) / Firearms, ammunition / Nitrate filmChemicals (Please specify):
Other (Please specify):
10. Has prioritization of the collections been done to identify the most important ones to be recovered first in the event of a disaster?
Yes _____ No _____
If so, where does this list reside?
Who is aware of the priorities?
11. Does the institution have disaster recovery supplies on hand?
Yes _____ No _____
If yes, what is included in the supply list?
12. What kind of recovery expertise will be needed in the event of a disaster? (Check all applicable)
Book/paper restoration / Building conservation / Building dryingCommercial freeze-drying / Electronic media recovery / Film restoration
Object conservation / Off-site storage / Off-site work space
Photograph conservation / Project Supervision / Textile conservation
Other (Please specify):
13. What type of immediate, fundamental security needs would the facility have in the event of a large-scale disaster?
14. Does the facility have any of the following on-site? (Check all applicable)
Climate Controls / Fire Detection/Alarms / Fire Suppression SystemGenerator / Generator plug-in / Security System
15.Assessing Risks: Natural/Industrial/Environmental Hazards
Please consider and rate the risks in the lists below. Consider which events are most likely tooccur and which would have the most serious consequences. Rate each risk on the followingscale:
1 = serious risk 2 = moderate risk 3 = minimal risk 4 = not a risk
Natural Hazards - Is your institution at significant risk for:
1 234Hurricane
1234Thunderstorms/Lightning
1234Tornado
1234Severe Winter Storm
1234Flooding (located near a lake, stream, or river)
1234Coastal Flooding (located in a coastal area)
1234Dam Failure (located near a dam)
1234Earthquake
1234Wildfire/Forest fire
1234Other ______
Provide additional details on your institution's risk, and/or list additional actions that should betaken.
Industrial/Environmental - Does your institution face significant risks from any of the following:
1 = serious risk 2 = moderate risk 3 = minimal risk 4 = not a risk
1234Water main break
1234Power outage
1234Sewer system backup
1234Gas leak
1234Oil leak
1234Proximity to hazardous materials
1234Proximity to a nuclear power plant
1234Riots/civil disturbance
1234Terrorist attack
1234Other ______
Provide additional details on your institution's risk, and/or list additional actions that should betaken.
Water Hazards
Paper-based collections are highly susceptible to damage from water. Mold growth is anadditional danger if moist conditions are present. The best insurance against water damage isregular inspection of roof coverings and flashings, with repair and/or replacement as needed.Clean gutters and drains frequently and avoid storing collections underneath water or steampipes, bathrooms, mechanical air-conditioning equipment, or other sources of water. Keepmaterials 4-6" off the floor on shelves or pallets to avoid flood damage. Also avoid storingcollections in basements or other areas vulnerable to flooding. If storage in such areas isnecessary, install water-sensing alarms so that quick detection of flooding is assured. These mustbe monitored 24 hours a day to be effective; such alarms can usually be connected into theexisting fire detection system. Staff should familiarize themselves with the location andoperation of water mains and shut-off valves so they can shut-off the water supply during anemergency.
1 = serious risk 2 = moderate risk 3 = minimal risk 4 = not a risk
Rate the level of risk posed by the following areas or conditions:
1234Roof
1234Skylights
1234Gutters and spouts
1234Internal roof drains
1234Foundation
1234Water in the basement
1234Sump pump problems
1234Other drains
1234Bathrooms/kitchens nearby or above collections
1234Water pipes running through collection areas
1234Water-bearing HVAC equipment (chillers, etc.) nearby or above collections
1234 Collections in close proximity to water-bearing pipes or equipment not protected
by plastic sheeting, trays to catch water, etc.
1234No water detection system
1234Inadequate water detection
1234Water detection system not monitored 24 hours a day
1234Mold infestation caused by water infiltration has occurred
1234Collections stored on the floor
1234Collections stored in the basement or attic
1234Other ______
Provide additional details on your institution's risk, and/or list additional actions that should be taken.
Fire Hazards
Rate the level of risk posed by the following conditions:
1 = serious risk 2 = moderate risk 3 = minimal risk 4 = not a risk
1234No fire detection system
1234Inadequate fire detection system
1234Fire detection system not monitored 24 hours a day (by a security company,
campus police, etc.)
1234Fire detection system not routinely inspected and maintained
1234No fire suppression system
1234Inadequate fire suppression system
1234Fire suppression system not monitored 24 hours a day (by a security company,
campus police, etc.)
1234Fire suppression system not routinely inspected and maintained
1234Sprinkler system does not have water flow alarms
1234No emergency evacuation plan exists for areas protected by a gaseous fire
suppression system
1234Insufficient number of fire extinguishers
1234Fire extinguishers not inspected yearly
1234Fire exits obstructed
1234Fire drills not held routinely
1234Book drop opening into the building not protected by a smoke/heat detector and
sprinkler head
1234Electrical system is outdated
1234Electrical system is overloaded
1234Collection includes cellulose-nitrate base films (these are a fire hazard)
1234Smoking is allowed in the building
1234Other ______
Provide additional details on your institution's risk, and/or list additional actions that should be taken.
Climate Control
Rate the level of risk posed by the following conditions:
1 = serious risk 2 = moderate risk 3 = minimal risk 4 = not a risk
1234No climate control
1234Partial air conditioning
1234Inadequate air circulation
1234Building closed in winter
1234Climate control system(s) not routinely inspected and maintained
1234Climate control system(s) fail occasionally
1234Climate control system(s) fail frequently
1234Occasional extremes of temperature in collection storage areas (greater than 75°F)
1234Frequent extremes of temperature in collection storage areas (greater than 75° F)
1234Occasional extremes of relative humidity in collection storage areas
(greater than50%)
1234Frequent extremes of relative humidity in collection storage areas
(greater than50%)
1234Mold infestation caused by poor climate control has occurred
1234Collections stored in the basement
1234Collections stored in the attic
1234 Other ______
Provide additional details on your institution's risk, and/or list additional actions that should betaken.
Security
Rate the level of risk posed by the following conditions:
1 = serious risk 2 = moderate risk 3 = minimal risk 4 = not a risk
1 234No automated security system
1234Inadequate automated security system
1234Staffing is insufficient to properly supervise researchers working with special
collections
1234No written policies/procedures for building and collection security
1234Inadequate written policies/procedures for building and collection security
1234Inadequate procedures for researcher identification and registration
1234Design of the building makes it difficult to supervise researchers working with
collections
1234Collections have been vandalized
1234Collection materials have been stolen
1234The institution has problem patrons
1234Other ______
Provide additional details on your institution's risk, and/or list additional actions that should be
taken. Use additional paper if necessary.
Housekeeping/Pests
Rate the level of risk posed by the following conditions:
1 = serious risk 2 = moderate risk 3 = minimal risk 4 = not a risk
1234Pest infestation has affected collections
1234No written policies/procedures for housekeeping
1234Inadequate written policies/procedures for housekeeping
1234No regular housekeeping (dusting, vacuuming, etc.)
1234Visible dust and dirt in collections storage areas
1234Garbage not removed from the building daily
1234Food waste from special events not cleaned up promptly
1234Food and drink allowed in the building
1234A “no food or drink” policy exists but is not enforced
1234Collections not cleaned once per year (note: this must be done by trained staff)
1234Other ______
Provide additional details on your institution's risk, and/or list additional actions that should be
taken. Use additional paper if necessary.
Storage
Collections that are stored properly will be much better protected against potential disasters. The
dangers of water damage have been mentioned above. When storage areas are inspected, look tosee that all collections are off the floor and that the bottom shelf of all shelving units is at leastfour inches off the floor (in case of flooding). Also be aware that placing books and other paperbasedcollections into enclosures provides a barrier between the items and the disaster. Archivalboxes, envelopes, folders, book jackets, and other enclosures can all provide some protectionagainst water and/or fire damage. Boxes provide the most substantial protection. In addition, ifbooks and boxes are shelved snugly on the shelves, they will suffer less damage in the event of water leaks from pipes or other equipment above. It is also important to consider whether or notshelving units (particularly tall units) are strong enough to withstand an earthquake, an
explosion, or a similar event. Free-standing shelving units should be avoided. Shelving shouldalways be anchored to the floor, ceiling, walls, or to other units, and it must be bolted to studs rather than to drywall. Shelving without solid end or back panels should always be braced. Inareas that are earthquake-prone, additional protection is recommended. See Chapter Three ofDisaster Planning and Recovery: A How-To-Do-It Manual for Librarians and Archivists, byJudith Fortson (Neal-Schuman Publishers, 1992) for a summary of protective strategies. Shelflipsor restraints at the front of shelves can be used to keep materials in place. Enclosures alsoprovide some protection in the event of an earthquake or explosion (or even strong vibration)
that knocks collections off the shelves.
Rate the level of risk posed by the following conditions:
1 = serious risk 2 = moderate risk 3 = minimal risk 4 = not a risk
1234Shelving is not anchored to the walls, floor, ceiling, or other shelving (where
appropriate)
1234Shelving not braced
1234Shelving not braced to earthquake standards
1234Books not shelved snugly
1234Archival collections not enclosed in boxes
1234Collections stored on the floor
1234Valuable collections stored near windows
1234Shelving not 4 – 6 inches off the floor
1234Other ______
Provide additional details on your institution's risk, and/or list additional actions that should be
taken. Use additional paper if necessary.
Personnel
Staff members play a crucial role in protecting the collections (and the staff and patrons) fromdisasters. The vigilance of staff members is the first line of defense, and the quick action oftrained staff members can often prevent an emergency from becoming a more serious disaster.Conversely, if staff members are not properly trained, if staffing is insufficient, and/or if staffturnover is frequent, the collections may suffer. The contributions of security and maintenancestaff are also important. For example, security staff may be the only ones present at night or onweekends to notice a leaky pipe or a mold problem that might damage collections. The safety ofcollections also depends on regular building maintenance such as cleaning gutters and inspecting
the roof. If these activities are put off or not addressed, the result may be damage to thecollections. All staff members must be properly trained to recognize potential hazards and takeaction to mitigate them, as well as to take appropriate action in the event of a disaster.
Rate the level of risk posed by the following conditions:
1 = serious risk 2 = moderate risk 3 = minimal risk 4 = not a risk
1234Staff members are not trained in emergency procedures
1234Staff are not sufficiently trained in security procedures
1234Frequent staff turnover
1234Security staff is not trained to recognize hazards and respond properly to
collections emergencies
1234Security staff is slow to respond to alarms or requests for aid
1234Maintenance staff is slow to respond to requests for maintenance/repair
1234Other ______
Provide additional details on your institution's risk, and/or list additional actions that should be
taken. Use additional paper if necessary.
16.Facilities Information
Provide information about your facility’s systems. Indicate the type of systems and theirlocations as appropriate. IMPORTANT: Prepare floor plans of your building that clearly indicatethe location of important equipment. Prepare one set of floor plans for each of the following:
- Fire protection and suppression systems (fire extinguishers, sprinkler heads, fire callboxes, smoke/heat detectors
- Water-bearing pipes and equipment
- Mechanical systems – electrical control panels, outlets, and cut-off; heating and cooling
- system equipment and controls; oil and/or gas shut-offs, if applicable
- Security system – controls and location of motion detectors, etc.
A section will be provided in your disaster plan for you to insert the building floor plan(s).
Facilities Information
Provide information about the person, department, or company responsible for overall facilitiesmaintenance.
Name:
Contact person:
Address1:
Address2:
City: State: Zip:
Phone:
After hours phone:
Pager:
Email:
Emergency Shut-offs
Provide information about the types of emergency shut-offs that are applicable to your building.
Remember to also mark the location of these shut-offs on your building plans:
Main water shut-off valve:
Procedures:
Sprinkler shut-off valve:
Procedures:
Main electrical cut-off switch:
Procedures:
Main gas shut-off:
Procedures:
Oil cut-off:
Procedures:
Heating system controls:
Procedures:
Cooling system controls:
Procedures:
Security system controls:
Procedures:
Fire alarm annunciator panel:
Procedures:
Other: ______
Fire Detection and Suppression - Fire Alarm Pull Boxes
Indicate the location of all fire alarm pull boxes in the building. Assessing each pull box anumber and/or identifying name (e.g., Main Floor #1). Remember to mark the locations of allfire alarm pull boxes on your plans:
Fire alarm pull box:
Location:
Fire Extinguishers
Fire extinguishers are rated accordingly to the types of fire they put out. Class A extinguishersare used for ordinary combustibles such as wood or paper. Class B extinguishers are used forfires involving flammable liquids (e.g., oil grease). Class C extinguishers are used for electricalfires. Dry chemical extinguishers (also known as ABC extinguishers) are usually rated formultipurpose use. Water extinguishers (standard or mist) should be used on Class A fires. CO2extinguishers are most effective on Class B and Class C fires.
Provide information on type and location of all extinguishers below; remember to also mark their
location on your building plans.
Type of fire extinguisher (ABC, water, CO2, mist):
Location:
Smoke and Heat Detectors
List the types, number, and location of detectors in your building. Detectors can be listedindividually or in groups, but be sure to mark the location of each individual detector on yourbuilding plans.
Type of detector:
Location:
Monitoring and Service
Date of last inspection/maintenance:
Date system was last tested:
Description of monitoring procedures (e.g., monitored 24 hours/day or only during businesshours, audible or hard-wired alarms, communication via phone line or dedicated line, wirelesstransmitter backup):
Smoke and Heat Detection system monitoring agency:
Name:
Contact person:
Address1:
Address2:
City: State: Zip:
Phone:
After hours phone:
Pager:
Email:
Smoke and Heat Detection system service company:
Name:
Contact person:
Address1:
Address2:
City: State: Zip:
Phone:
After hours phone:
Pager:
Email:
Sprinkler
If your institution has a sprinkler system, indicate the location and type of sprinklers (wet pipe,dry pipe, pre-action, and/or water misting) in your building by room or area. If different types areinstalled in different areas, describe each installation separately. Remember to mark the location of all sprinklers heads onyour building types.
Location:
Description of sprinkler system:
Date of last inspection:
Date system was last flushed:
Monitoring and Service
Description of monitoring procedures (e.g., presence of water-flow alarms, monitored 24hours/day or only during business hours, audible or hard-wired alarms, communication via phoneline or dedicated line, wireless transmitter backup):
Sprinkler system monitoring agency:
Name:
Contact person: