Disaster Recovery Plan Manual: Colorado State University Libraries

COLORADO STATE
UNIVERSITY
LIBRARIES
DISASTER RECOVERY
PLAN MANUAL
Revised 2003-2016
DISASTER RECOVERY PLAN MANUAL
TABLE OF CONTENTS
SECTION 1: Introduction and Basic Information

1.1 Introduction
1.2 Executive Summary
1.3 Emergency Phone Numbers
1.4 Building Proctors
1.5 Designated Evacuation Meeting Points
1.5.1 Primary Meeting Place by Location
1.5.2 Designated Evacuation Meeting Points for non-Morgan Library
locations
SECTION 2: Disaster Teams

2.1 Disaster Recovery Responsibilities
2.2 Disaster Preparedness Team
2.3 Disaster Response & Recovery Team
2.3.1 Disaster Response & Recovery Coordinator
2.3.2 Building Proctor
2.3.3 Responsible Library Officer (RLO)
2.3.4 Disaster Response for Collections Team
2.3.5 Collection Recovery Coordinator
2.3.6 Collections Coordinator
2.3.7 Collection Repatriation/Procurement Coordinator
2.3.8 Services Recovery Coordinator
2.3.9 Assistant Dean for Administrative Services
2.3.10 Computer Systems Recovery Coordinator
2.3.11 Documentation Manager
2.3.12 Bibliographic Services Manager
2.3.13 Director of Libraries Accounting Services
2.3.14 Library Personnel Specialist
2.4 Library Disaster Team
2.4.1. Library Disaster Team Members
2.4.2. Disaster Preparedness Team Organizational Chart
2.4.3. Disaster Response & Recovery Team Organizational Chart
2.4.4. Disaster Response & Recovery Team with Auxiliary Members
2.4.5. Disaster Team – Summary of Responsibilities
SECTION 3: Disaster Plan Quick Reference Guide

3.1 Evacuation Information Sheet
SECTION 4: Collection Recovery Priorities

4.1 Recovery Priorities by Department
4.2 General Collection Priorities
SECTION 5: Disaster Response and Recovery
5.1 Disaster Scale and Recovery Operations
5.2 Disaster Response
5.3 Disaster Recovery: General Guidelines
5.4 Disaster Recovery: The Pack-out
5.5 Disaster Recovery: Recovery of Moldy Materials
5.6 Disaster Recovery: Freezing of Materials
5.7 Disaster Recovery: Freezer and Vacuum Drying Methods
5.8 Disaster Recovery: Air Drying of Materials
5.9 Disaster Recovery: Guidelines for Non-Paper Materials
5.10 Disaster Recovery: Fire Disaster
5.10.1 Fire Information Sheet
5.10.2 Fact Sheet on Portable Fire Extinguishers
SECTION 6: Rehabilitation of Dried Materials
SECTION 7: Post Disaster Procedures

7.1 CSU Libraries Disaster Report Form
7.2 Proctor/Staff Notification Form
7.3 Disaster Prevention
7.4 Testing the Disaster Plan
7.4.1 Disaster Test Exercises
APPENDICES
A. Inventory & Location of Disaster Supplies
B. Wei T’o Book Dryer Fact Sheet
C. Disaster Vendors and Resources
D. Libraries Floor Plans
E. Responsible Library Officers (RLO) Guide Book
F. CSU Basic Emergency Operations Plan
G. Bibliography
SUPPLEMENTAL REFERENCE MATERIALS (IN SEPARATE BINDER)

A. “Salvage Operations for Water Damaged Archival Collections: A Second
Glance,” by Betty Welsh.
B. Northeast Document Conservation Center Technical Leaflets
1. “Emergency Salvage of Wet Books and Records”
2. “Emergency Salvage of Moldy Books and Paper”
3. “Emergency Salvage of Wet Photographs”
C. First Steps for Handling & Drying Water-Damaged Materials, by Miriam
Kahn
D. Sections of the former Disaster Plan Quick Reference Guide
3/27/06
INTRODUCTION
“Always Plan for the Inevitable!”
The experience of Colorado State University Libraries in the last ten years has shown
the accuracy of this statement.
As we have learned first hand, water can wrack havoc upon the library facilities and
materials. As librarians we have the ultimate responsibility for our collections. It is also
our responsibility to use what we have learned from experience to plan for the future.
Having one major disaster does not guarantee us immunity from further damage by
water, or by another natural or man-made disaster.
The CSU Libraries today is vastly different from the one for which disaster salvage
priorities were originally written in the early 1990s. Gone are the card catalogs and
manual files – now we deal with electronic databases, online catalogs, and a myriad of
other electronic software and hardware. While paper monographs, serials and bound
periodicals are still the largest physical part of our collection, we need to adequately
address the needs of our total collection.
This manual continues to be designed to provide guidelines for disaster preparedness,

disaster response, and disaster recovery. Sections have been revised based on our
experiences and include the most up-to-date information. The Building Proctor’s
Responsible Library Officers Guidebook is also included in the appendix as the line
between the responsibilities of the RLO and the disaster team depends on the nature
and scope of each disaster situation. The manual also continues to be loose-leaf so
that individual sections can be updated as needed.
Rev. 8-05 1.1

EXECUTIVE SUMMARY
The Disaster Recovery Plan consists of the information and procedures required to
assess potential sources of emergencies and identify hazards so as to assess
prevention needs, and, if needed, to enable rapid recovery from an occurrence which
would disable the use of the Libraries and/or its resources.
The objective of disaster planning is to save lives, protect Libraries materials, equipment
and facilities, continue standard library operations, and expedite recovery. Any disaster
would not only affect the Libraries, but would also involve other university departments.
Planning should take these factors into consideration and plan accordingly. For
example, the valuation of the collection is essential data for risk management.
Planning includes a sequence of four activities; Disaster Preparedness, Disaster

Response, Disaster Recovery, and Follow-up.
Disaster Preparedness encompasses all activities prior to an emergency or disaster,

including:
●Maintenance of an up-to-date disaster recovery plan
●Assignment of responsibilities for coordinators and back-up staff
●Training assigned personnel on various aspects of the disaster recovery plan
●Performing preplanned, comprehensive tests of the plan
●Modification of the plan as the result of the testing
●Performing adequate cross-training to reduce reliance on key personnel and to provide
trained personnel at all times
●Identification of resources to successfully respond to disasters
●Identification, assessment and mitigation of potential risks to deter disasters from
occurring
Disaster Response is the actual response to an emergency or disaster, whether or not

the disaster plan is activated. Subsets of the plan can be used to recover from different
types of disasters, each of which depend on:
●The scope of the disaster
●The nature of the disaster
●The timing of the disaster
●The part of the Libraries, Lake Street Depository and Annex or branch library affected
●The staff available for response, both Libraries staff and CSU facilities
●The supplies and equipment on hand
The goal of the response efforts is to ensure minimal disruptions to library-related

operations and to minimize immediate damage to and maximize full recovery of the
Libraries collections. Response may be as limited as mopping up water and moving a
few shelves of volumes out of the way to a complete pack-out of the collections.
1.2
Disaster Recovery includes all operations after the initial response and includes
restoration of the Libraries collections and/or services. The goal is to get the operations
back to as close to “normal” as possible in a timely, efficient and financially expedient
manner and to restore the collections to usability. Recovery varies from air-drying a few
wet volumes to setting up restoration activities for the whole paper collection.
The goal of Follow-up activities is mitigation of another disaster, and may include
modification of the disaster plan as related to the disaster experience, establishing new
policies and procedures, planning long term facilities modifications, and risk
management.
Although the responsibilities for disaster planning are split between Preservation
Services (the library collections) and the Building Proctor (the facilities), the Disaster
Recovery Plan covers both aspects, with concentration on the physical collections.
Rev. 12-05 1.2

EMERGENCY PHONE NUMBERS
LIBRARIES
Call the numbers in the following order, Monday-Friday 8-5
David Ramsay, Building Proctor x2-4019

Patrick Burns, VP-IT Dean x1-1833
Meg Brown-Sica, Assistant Dean x1-7105
Tom Moothart, Assistant Dean x1-1875
Dawn Paschal, Assistant Dean x1-1849
Mark Shelstad, Digital/Archives x1-2820
Other Libraries phone numbers
Library Technology Services Support x1-7102

Library Technology Services Emergency Pager 980-5624
Amy Hoseth, Coordinator Onsite Services x1-4326
Aaron Greene, Access Services x1-1904
Ann Schwalm, Disaster Response x1-1826
Collections Team
Oscar Raab, Disaster Response x1-5684
Collections Team
CSU FACILITIES AND POLICE
Campus Police Department
EMERGENCY CALLS ONLY 911
Routine Calls/Dispatch x1-6245
Facilities Dispatch (24 hours) x1-0077
Rev. 4-16 1.3

BUILDING PROCTORS
MORGAN LIBRARY
LAKE STREET DEPOSITORY
LAKE STREET DEPOSITORY ANNEX
VETERINARY HOSPITAL BUILDING
Chad Alexander, VTH Building Proctor 297-5303
Libraries Staff
Dennis Sylvain 297-1213
Kohl Webb 297-4573
Michelle Wilde x1-1860
Tom Moothart x1-1875
Rev. 4-16 1.4

DESIGNATED EVACUATION MEETING POINTS
For Morgan Library Staff
By Department
UNIT PRIMARY MEETING SECONDARY MEETING
PLACE PLACE
Administration Clark Building – Under B-Wing Lory Student Center Coffee
(South end) Shop
Archives & Special West of Lory Student Center Student Center Plaza/Center
Collections by bridge/ditch
Acquisitions/Metadata West of Lory Student Center Monford Quad
past bridge.
CAT: Computer Applications
Training
Collections(Management Clark Courtyard West library parking lot drop-off
Assessment) area
College Liaisons Clark B-Wing (Backdoor to Curfman Gallery)
(SW corner Clark A-Wing
Digitization Unit West of Lory Student Center Montfort Plaza
by bridge/ditch.
Digital Repository Services West of Lory Student Center Flag pole north of Clark
Unit Building
Geospatial Centroid NE corner of parking lot. West
of Morgan Library
Help Desk Clark Building B-Wing Behavioral Science Building -
Lobby
Interlibrary Loan/Elec Southeast Corner of Library Braiden Lounge
Reserve Parking Lot
ISTeC Scholar
Library Technical Support Beneath Clark B West of Eddy Hall
Onsite Services: Access, Flag pole near Computer Inside Clark A wing, west
Loan Desk, Science building (Caddy- windows in view of library
corner from library) entrance
Rapid
Veterinary Teaching Hospital Client Parking Lot
Weekends and Weekday Nights

All staff meet at Flag Pole in Plaza north of Clark Building
Rev. 4-16
1.5
Primary Meeting Places by Location
LOCATION UNIT
REFER to above pg 1.5 REFER to above pg 1.5
Secondary Meeting Places by Location

LOCATION UNIT
REFER to above pg 1.5 REFER to above pg 1.5
Rev. 4-16
1.5.1
DESIGNATED EVACUATION MEETING POINTS
For non-Morgan Library Locations
Lake Street Depository
Primary meeting place: Central Receiving parking lot
Lake Street Depository Annex
Pathology Building basement (across street)
Veterinary Hospital Library
Primary meeting place: Client Parking Lot
Rev. 4-16
1.5.2
DISASTER RECOVERY RESPONSIBILTIES
On the following pages are listed staff responsibilities for specific roles for disaster
preparedness, disaster response and disaster recovery. See also the accompanying
organizational charts.
The Dean of the Libraries has chief responsibility and authority for all security and
disaster recovery activities, but may delegate responsibilities depending on the nature
and scope of any disaster. In the event of a multiple-faceted disaster, the Dean would
normally assume leadership of the response and recovery activities.
For more routine emergencies and disasters, the RLO (Responsibility Library Officer)
serves as the Point Person. Normally:
● Building problems are handled by the Building Proctor and the Assistant Dean
responsible for all building matters
● People emergencies are handled by the Building Proctor and Assistant Dean;
● Collection related problems are handled by the Disaster Response for
Collections Team and the Assistant Dean for Digital and Collections Services.
The Disaster Preparedness Team, is a collaboration with the Deans of the Libraries,
Building Proctor, and the Disaster Response for Collections Team; is responsible for
disaster preparedness planning, the Disaster Recovery Manual, training and testing.
Disaster Response will depend on the nature, intensity, day and time, and location of
the disaster; whether it affects people, services, the building and/or the collections; what
part of the library buildings are affected; staff available for response, both Libraries staff
and CSU facilities; and equipment and supplies readably available.
All Disaster Response & Recovery Team members are expected to be familiar with
the Disaster Recovery Manual, to understand the range of response/recovery
responsibilities, and to maintain expertise in at least one area. Each member should
maintain two copies of the disaster plan, one in the office and one at their residence.
All coordinators are expected to know the general scope of the Disaster Plan Manual,
how their unit would possibly be affected, and any roles their staff may play on the
disaster team, and to maintain an up-to-date phone list of their staff members or other
contract information.
Rev. 4-16 2.1

PRESERVATION LIBRARIAN
The Preservation Librarian is responsible for all activities prior to an emergency or

disaster.
GENERAL RESPONSIBILITIES
●Maintain an up-to-date disaster response and recovery plan
●Train assigned personnel on various aspects of the disaster recovery plan
●Perform adequate cross-training to reduce reliance on key personnel and to

provide trained personnel at all times
●Plan and implement comprehensive tests of the disaster plan
●Plan disaster response for various structures and situations
●Modify the plans as the results of the tests
●Evaluate disasters with respect to updating the disaster manual
●Work with the Building Proctor on disaster prevention
●Keep up-to-date on the contents of the RLO Guidebook
DISASTER RESPONSE AND RECOVERY RESPONSIBILITIES
ALL Disaster Preparedness Team members are on the Disaster Recovery Team.
The Organizational Chart is at Section 2.4.2.
Rev. 11/03 2.2

DISASTER RESPONSE & RECOVERY TEAM
The use of a formal Disaster Response & Recovery Team is most likely in a multiple
faceted disaster. See also:
DISASTER RESPONSE & RECOVERY COORDINATOR
BUILDING PROCTOR
RESPONSIBLE LIBRARY OFFICER (RLO)
●Understand the range of recovery responsibilities
●Maintain expertise in at least one area of response and recovery
●Participate in disaster recovery training and testing
DISASTER RECOVERY RESPONSIBILITIES
●Implement assigned parts of the disaster plan
●Assign team members to specific responsibilities detailed for each team in the
plan and based on the initial disaster assessment
●Motivate and direct team members
●Serve as decision advisory group for situations not included in the plan; Make
final decisions or make recommendations to the Dean as appropriate
●Evaluate initial disaster assessment reports and action plans as recovery

progresses
●Track actual progress/completion of recovery activities
●Make recommendations for budget allocations
●Use debriefing sessions to review what went well, what did not work as
expected, how to improve, etc., disaster recovery plans and efforts
●Coordinate written reports of any group that reports to the team member;
Prepare final written report on assigned activities.
The Organizational Chart is at Section 2.4.3.

The Organizational Chart with Auxiliary Member is at Section 2.4.4.
Rev. 3/06 2.3
DISASTER RESPONSE & RECOVERY COORDINATOR
The Building Proctor, as the first Responsible Library Officer, is usually the point person
for disasters. Depending on the nature, intensity, day and time, and location of the
disaster and whether it affects people, the building and/or the collections, the Dean of
Libraries may assign a Disaster Response & Recovery Team Coordinator.
DISASTER RESPONSE & RECOVERY RESPONSIBILITIES –

EMERGENCIES AND SMALL DISASTERS
●Assess the level of disaster and specific disaster situation
●Keep Libraries administration and library staff informed
●Coordinate disaster response and recovery as appropriate
●Contact staff members as appropriate and follow-up on disaster recovery
●Prepare disaster final report

MEDIUM DISASTERS
●Coordinate disaster response
●Oversee, coordinate and monitor the recovery process on-site
●Contact staff members as appropriate and follow-up on disaster recovery
●Prepare disaster final report

MAJOR OR COMMUNITY-WIDE DISASTERS
●Activate the disaster recovery plan and teams depending upon the disaster
circumstances
●Select and establish the command and control center with internal
communications provided
2.3.1
●Contact the team managers; coordinate their activities
●Create additional recovery positions as needed to assist in recovery effort
●Oversee, coordinate and monitor the recovery process on-site, set and
determine the salvage priorities
●With the Building Proctor, make recommendation if the building needs to be

closed and for how long
●Make recommendations for budget allocations
●Work closely with all members of the Disaster Recovery Team
●Chair disaster recovery group meetings
●Coordinate with University emergency response committee
●Establish progress reporting times; use debriefing sessions to review what went
well, what did not work as expected, etc. and disaster recovery plans and efforts
●Coordinate the written disaster final report
Rev. 12/05 2.3.1

BUILDING PROCTOR
The Building Proctor, as the major Responsible Library Officer (RLO), is normally the
point person for all disasters and has responsibilities for building related and people
emergencies. See also: Responsibility Library Officer.
●Is familiar with floor plan, utilities, and conditions unique to the building
●Maintain library map of emergency exits, fire towers, etc.
●Maintain contact with University facilities, know what University physical

resources are available, is familiar with the University Building Proctors Manual.
●Maintain the RLO Handbook
●Responsible for building related staff training
●Member of the Disaster Preparedness Team and the Disaster Response &
Recovery Team
DISASTER RESPONSE & RECOVERY RESPONSIBILITIES
●Part of the assessment team that first enters the building
●Liaison with police, firemen, and CSU facilities
~ Coordinate with facilities for needed equipment and supplies
~ Coordinate security needs
~ Coordinate with Environmental Health Services (EHS) to check for

contaminants and mold
~ Obtain permit badges if necessary
●Obtain appropriate equipment and furniture for setting up of the command

center site
●Coordinate set up of alternate workspace if within library facilities
●Monitor undamaged part of building as necessary
2.3.2.
●Work with Disaster Response for Collections Team to assemble in-house
disaster recovery supplies
●Coordinate repair/restoration of damaged area
●Work closely with members of the Disaster Response & Recovery Team;
Attend briefing sessions and meetings as necessary
Rev. 4-16 2.3.2.

RESPONSIBLE LIBRARY OFFICER (RLO)
After the Building Proctor, the Responsible Library Officer is the point person for
disasters. Depending on the nature, intensity, day and time, and location of the disaster
and whether it affects people, the building and/or the collections, the Dean of Libraries
may assign a Disaster Response & Recovery Team Coordinator.
●Keep up-to-date on the RLO Manual
●Be familiar with the contents of the RLO kit

EMERGENCIES AND SMALL DISASTERS
●Assess the level of disaster and specific disaster situation and response based
on the RLO manual procedures
Example for Evacuation: Exit building with RLO kit, put on orange vest, direct
student to call 911; maintain station at front door; communicate with authorities,
direct re-entry when all clear sign given by police or fireman.
●Contact other team members for response/recovery as appropriate, e.g.,

Disaster Response for Collections Team if the collection is damaged
●Follow-up as necessary on the emergency or small disaster
●Inform Building Proctor of the emergency/disaster

MEDIUM and MAJOR DISASTERS
●Assess the level of disaster and specific disaster situation and response based
on the RLO manual procedures
●As soon as possible, inform a member of the disaster team of the disaster
situation using the phone list.
●Follow instructions as appropriate for the disaster response/recovery
Rev. 4-16 2.3.3.

PRESERVATION LIBRARIAN
The Preservation Librarian is responsible for the care of the collections and handles
collection related problems.
●Maintain the Disaster Recover Manual and Disaster Plan Quick Reference
Guide
●Chair of the Disaster Preparedness Team
●Coordinate the general training of Libraries staff and recovery-related training of

the disaster recovery team
●Maintain adequate disaster response supplies
●Coordinate testing of the disaster plan
●Maintain up-to-date list of emergency facilities, vendors, etc.
●Maintain general specifications for rehabilitation/recovery of materials
●Member of the Disaster Response & Recovery Team
DISASTERY RESPONSE & RECOVERY RESPONSIBILITIES
●Oversee and monitor the collection recovery process on site
●Determine and set the salvage priorities with the Collections Coordinator
●Assign staff to teams for collection recovery; conduct refresher training and/or
training for volunteers as needed
●Establish treatment work areas, in-house or off-site
●Supervise staff performing in-house restoration work
●Recommend techniques and treatments for materials based upon assessment,

including any specifications for commercial assistance
●Determine requirements for recovery related supplies and equipment
●Recommend disposal of non-salvageable materials
●Perform quality control on restored work

Rev. 3/06 2.3.4.
●Serve as operations liaison with outside vendor(s) restoring damaged materials
●Assist in environmental monitoring of building as appropriate
●Maintain statistics and write reports on recovery effort
●Work closely with Building Proctor, Disaster Recovery Coordinator, Collections

Coordinator
Rev. 03/06 2.3.4.
COLLECTION RECOVERY COORDINATOR
NOTE: For most small disasters the Preservation Librarian will be the Collection
Recovery Coordinator. In a medium to large disaster they may be a Preservation
Services staff member assigned as a separate Collection Recovery Coordinator.
●Supervise the recovery effort including:
**Ensure salvage priorities instructions followed

**Ensure proper handling of materials
**Enforcement of safety regulations
**Quality control of work performed
●Aid in conducting staff refresher training and/or training for volunteers as

needed
●Aid in determining requirements for recovery related supplies and equipment
●Perform quality control of restored work
●Work closely with Preservation Librarian

Rev. 9/03 2.3.5.
COLLECTIONS COORDINATOR
●Member of Disaster Preparedness Team and the Disaster Response &

Recovery Team
●Keep collection recovery priority lists up-to-date
●Part of the assessment team that first enters building
●Follows priority statement(s) and utilizes selectors in recovery decisions
●Recommends or assists in public relations news releases regarding information

to library patrons
●Works closely with Preservation Librarian and other members of the Disaster
Response & Recovery Team
Rev. 11/03 2.3.6.
COLLECTION REPATRIATON/PROCUREMENT
COORDINATOR
(Assistant Dean for Digital and Collections Services)
GENERAL RESPONSIBLITIES
● Member of the Disaster Preparedness Team and the Disaster Response &
Recovery Team
●General responsibility for all repatriation and procurement of collections

including acquisitions and bibliographic services
●Works closely with all members of the Disaster Response & Recovery Team
and the coordinators of Acquisitions Services, Metadata and Digital Services and
Collection Management
Rev. 8/05 2.3.7.

SERVICES RECOVERY COORDINATOR
(Assistant Dean)
●Member of the Disaster Preparedness Team and Disaster Response &

Recovery Team
●Develop options/plans for continued service or resumption of service in

circulation, interlibrary loan, reference, and other service points
●Coordinate resumption of reference and other departmental operations based

on priority list of critical functions:
**High priority tasks

**Requirements for new or temporary equipment and supplies
**Requirements for communication lines and computer lines
**Procedures and policies documentation
**Minimum operation staff
**Public relations to keep patrons informed of changes in services
●Help develop public relations and establish web site for information on library
services
●Work closely with all members of the Disaster Response & Recovery Team
Rev. 6/04 2.3.8.
ASSISTANT DEANS (ADMINISTRATIVE SERVICES)
● Member of the Disaster Preparedness Team and Disaster Response &

Recovery Team
● Develop pro-type contracts for vendors and use of outside staffing.
●General responsibility for accounting activities, library technology services, and

library personnel activities. May delegate responsibilities for documentation of a
disaster (see also Documentation Manager)
●Facilities requirements, including maintenance and/or repairs
●Works closely with the Computer Systems Recovery Coordinator and Building
Proctor and other members of the Disaster Response & Recovery Team
Rev. 3/06 2.3.9.
COMPUTER SYSTEMS RECOVERY COORDINATOR
●Member of Disaster Preparedness Team and Disaster Response & Recovery

Team
●Develop computer systems recovery plan
●Develop and implement systems related staff training
●Determine alternative server and/or work sites as needed
●Coordinate recovery/restoration of operations, including
**Estimate damage to hardware, software, tele-communications

**Advise on the sequence and methods of system recovery and
coordinate recovery/retrieval of destroyed/damaged files and software
programs
**Obtain/replace data communications equipment and supplies
**Arrange for support services required for operations
**Oversee testing of alternative processing systems
**Maintain contact with related external services
**Advise on salvage of staff computers and restoration of any lost software
and data
**Advise on salvage of patron-use computers.
●Work closely with Services Recovery Coordinator, Assistant Dean

(Administrative Services) and all other members of the Disaster Response &
Recovery Team
Rev. 11/03 2.3.10.
DOCUMENTATION MANAGER
●Maintain supplies
●Maintain records of previous disasters until sent to Archives
●Maintain complete, unambiguous record of all facets of recovery operations
●Coordinate staff to record all activities of the disaster and its recovery efforts:
**Decisions made, when, under what circumstances and by whom
**Assessment reports; extent of damage
**Statistics on activities
**Recommended procedures and treatment decisions
**Equipment and supplies required/used
**Agencies contacted
**Minutes of meetings
●Take photographs of affected areas before, during and after the disaster and
publicity news release photos to be coordinated with public relations coordinator
●Work with Building Proctor and university risk management as required
●Record names and number of people involved from the beginning to the end of
the recovery and rehabilitation of the materials
●Coordinate documentation efforts by other staff and outside personnel,

including photographs taken by consultants, etc.
●Work closely with Assistant Dean (Administrative Services) and other members
of the disaster team
Rev. 11/03 2.3.11.
BIBLIOGRAPHIC SERVICES MANAGER
●Maintain online catalog
●Maintain collection statistics and any other bibliographic related records of the
collection
●Manage online catalog database activities
●Oversee database maintenance activities related to the recovery of the

collections, e.g., change of collection locations, recording of item level recovery
activities
●Run database reports as required.
●Work closely with Computer Systems Recovery Coordinator, Collections

Coordinator, Collection Repatriation/Procurement, and other members of the
Disaster team.
Rev. 11/03 2.3.12.
DIRECTOR OF LIBRARIES ACCOUNTING SERVICES
●Liaison with university financial offices
●Monitor and control all disaster related expenses and accounting services as
appropriate
●Coordinate ordering of recovery supplies and equipment
Rev. 8/05 2.3.13.
LIBRARY PERSONNEL SPECIALIST
●Keep staff phone numbers up-to-date
●Keep phone tree up-to-date
●Coordinate staff hired for disaster recovery and volunteers
●Address personnel issues of regular staff during recovery
●Keep staff informed on progress of recovery
Rev. 11/03 2.3.14.
LIBRARIES DISASTER RESPONSE &
RECOVERY TEAM MEMBERS
PHONE NUMBERS
MEMBER POSITION CSU
Patrick Burns Dean Libraries x1-1833
Meg Brown-Sica Assistant Dean x1-7105
Tom Moothart Assistant Dean x1-1875
Dawn Paschal Assistant Dean x1-1849
Mark Shelstad Digital/Archives x1-2820
Don Albrecht LTS x1-3423
Allison Level Collections x1-3918

Management
SECONDARY POSITION CSU

STAFF
Ann Schwalm Disaster Response x1-1826

Collections Team
Oscar Raab Disaster Response x1-5684

Collections Team
Chad Alexander VET only 297-5303
Dennis Sylvain VET only 297-1213
LTS Pager Computer 980-5624

Network only
Rev. 4-16 2.4.1.

DISASTER PLAN QUICK REFERENCE GUIDE
In October 2005
the guide was replaced by the
RLO Manual (Appendix E)
plus an one page Emergency Information sheet
3/06 3.0
EMERGENCY INFORMATION
Our primary meeting space is ___________________________________
Secondary meeting place is________________________________________________
Nearest fire alarm: ______________________________________________________
Nearest fire exit: ________________________________________________________
Maps of nearest exit routes:
3/06 3.1.
COLLECTION PRIORITIES
If the nature of the disaster and time is available for selective salvage, the disaster
recovery team members will use the list of salvage priorities to determine IF any of the
materials are located in the damaged area, and then to determine the order of
response/recovery. (See the Appendix for the master list) Time spent salvaging run-of-
the-mill times could mean the loss of or aggravated damage of value materials,
including core research materials or special collections materials.
Collection priorities for disaster recovery are established by each Libraries department.
When determining the collection priorities consider the:
1. Importance of the collection and the impact of its loss to the Libraries and
the patrons (use and demand, provision of core service, etc.).
2. Value of the collection (intrinsic, research, reference, cultural, popular,
monetary, etc.)
3. Potential ease, timeline, cost, and format of replacing the collections and
resources; availability elsewhere in the state, in the region, etc.
4. Potential recoverability of the collections and resources
PRIORITY 1
Irreplaceable materials; rare books or materials that would be either too costly to
replace or are not available at any price, materials most easily destroyed
because of their format, for example, oral history tapes
PRIORITY 2
Materials essential to provide basic services to the patrons or to the operation of
the Libraries; for example: reference materials, materials the Libraries has a legal
obligation to keep, microform or digital masters (should be stored off site)
PRIORITY 3
Replaceable materials, both Library of Congress collection or government
documents; materials that could eventually be acquired in print or an alternate
format, but would involve considerable time and money to do so; for example:
core collections, areas of excellence, high research value
PRIORITY 4
Materials that would be nice to have, but not essential to the primary mission of
the institution, for example, Current Awareness collection
PRIORITY 5
Materials that do not need to be salvaged, such as items with no historical value
to the collections, items duplicated by other formats, for example most
newspapers, ephemera, limited retention periodicals
Rev. 10/13/05 4.0

DISASTER SCALE
& RECOVERY OPERATIONS
The scale, or level, of a disaster is dependent on the cause of the disaster, the level of
damage to materials and facilities, and the area damaged and will dictate the
involvement of Libraries staff and other campus/community personnel. Each level of
disaster involves the same basic procedures, but as the disaster level becomes higher,
more elements of the disaster plan are put into play and it is more difficult to recover
quickly with a minimum of service interruptions.
LEVEL 1: EMERGENCY
Emergencies are defined as “an unforeseen situation calling for immediate

action” and include minor incidents that do not interrupt library operations, are
handled by minimal staffing, and last for less than 4 hours. Damage to library
materials is incidental and can be treated in-house.
Sample emergencies:
* Small water leak from a window during a storm
* Medical emergency for patron or staff member
* Overflowing sink resulting in water on a rest room floor
The Responsible Library Officer (RLO) serves as the Point Person for
emergencies, although initial response and recovery may be handled by other
staff. Preservation Services is notified only if collection materials are damaged.
The Building Proctor shall be notified as to the resultant action and outcome.
LEVEL 2: SMALL DISASTER
A small disaster includes any disaster that is limited to an isolated area of the
collections and/or building, damages less than 100 items, and requires
response/recovery by 1-3 staff members. If services or operations are
interrupted, they resume within a day. Disaster response supplies are available
in-house via the disaster packs or the disaster cabinet. Damaged materials can
be treated in-house.
Sample small disasters:

* Minor flooding that requires materials to be removed from the shelves for up to
a day until the clean-up of the floor is completed
* Mail bag gets wet and contents, including newspapers, require drying before
use
The Responsible Library Officer (RLO) serves as the Point Person for small
disasters, although initial response and recovery may be handled by other staff
depending on the nature of the disaster. Preservation Services is notified to
handle damaged collection materials. The Building Proctor shall be notified
immediately and shall handle any contact with facilities staff.
5.1.
LEVEL 3: MEDIUM DISASTER
A medium disaster includes any disaster that is limited to a relatively small area
of the collection and/or building, damages less than 500 items, and requires
response/recovery by 2-6 staff members. If services or operations are
interrupted, they resume within 48 hours. Outside vendors may be needed for
additional supplies or cold storage of damaged materials.
Sample medium disasters:

* Accidental water sprinkler activation requires moving materials out of the
immediate area and closure of stack areas for mop-up
* Water damage requires closure of a branch library
The Responsible Library Officer (RLO) serves as the Point Person for medium
disasters, although initial response and recovery may be handled by other staff
depending on the nature of the disaster. Response and recovery actions may
require staff from several departments. Preservation Services is notified to
handle damaged collection materials. The Building Proctor shall be notified
immediately and shall handle any contact with facilities staff. Parts of the
Disaster Plan may be activated as needed.
LEVEL 4: MAJOR/LARGE SCALE or WIDE-AREA DISASTERS
Major or large-scale disasters involve a large portion of a building, last over 48

hours and damage over 500 items. Power and other utilities, computer
connections, and communication facilities may be disrupted.
While the Responsible Library Officer (RLO) is the initial Point Person, only the
Dean of Libraries may activate the disaster plan as outlined in this manual.
With the activation of the disaster plan the Libraries Disaster Response and
Recovery team structure is also activated. Recovery efforts may take weeks or
months and may require the use of outside vendors and/or alternate sites.
Wide-area disasters involve the entire institution or community. The July 1997
water disaster is considered a wide-area disaster. University staff may also be
affected on a personal level away from work.
The university has an emergency response plan for a campus wide disaster.
University personnel will activate the disaster plan and coordinate
response/recovery with Fort Collins, Larimer County and the state emergency
response services. See “Basic Emergency Operations Plan, Colorado State
University” (2001) in the Appendix. Although the Libraries would respond within
its own disaster plan, all response and recovery activity is within the
organizational structure of the university.
Rev. 3/27/06 5.1.
DISASTER RESPONSE
This plan focuses on an water disaster as ninety-five percent of all disasters result in
water damaged materials.
When extensive water damage occurs, it is important to act quickly, within the first 48 to
72 hours. The following procedures apply after permission to enter the area. Facilities
staff should have already turned off the water if a leaking pipe is the problem.
1. SAFETY
Throughout the initial period of damage assessment and stabilization of the

environment, it is essential to have security measures in place to restrict access
to the affected area(s) to prevent theft and additional damage to the collections
and to endure there is no impediment of salvage operations by unauthorized
staff/sightseers.
2. STABLIZE THE ENVIRONMENT
The environment must be stabilized to prevent the growth of mold. Ideal

conditions for a recovery operation are 65˚ F and 50% RH.
Equipment:
* Portable generators, in case of power failure
* Pumps, to remove large quantities of standing water
* Wet/dry vacuum to remove standing water
* Fans to circulate the air
* Thermometers, hygrometers, and/or hygrothermograph to measure the

temperature and humidity.
Dehumidifiers can help lower the humidity although they usually are only
effective in small, enclosed areas, and tend to increase the temperature in
the room. They can also freeze up in the lower temperatures required for
salvage and recovery operations. Raising the temperature will not lower
the humidity – it will only accelerate the mold growth. Temperature and
humidity should be monitored consistently.
5.2.
General procedures:
* Arrange for the elimination of the source of water and other hazards.
* Have any standing water be pumped from the area. Staff members
should not be allowed into water covered areas and extreme caution must
be taken, as standing water can conceal hazards
* Arrange for facilities to make emergency repairs, as necessary, to

stabilize the area, e.g., board up broken windows.
* Have facilities turn off the heat in the building and turn on the air
condition. In winter, ensure that pipes are protected from freezing.
* The air should be circulated in the damaged area: Open doors and
windows and use fans to create maximum air flow.
* Have Environmental Health Services gather samples, as necessary, to

check for asbestos, chemical contamination, mold, sewage, etc.
* If the power is off, use portable generators. All lines must be

waterproofed and grounded.
III. ASSESS THE DAMAGE
Members of the Disaster Recovery team responsible for the initial

assessment are the Disaster Recovery Coordinator, Building Proctor,
Collections Recovery Coordinator, and the Recorder/Photographer.
Once approval has been given to reenter the building or area damaged,
examine the character and degree of damage to prepare an action plan to
salvage the maximum amount of materials.
* Gather the floor plan of the area
* Wear protective clothing/helmets, as necessary
* Walk through the entire area and take extensive notes (use a pencil 00
pen or ink will smear or run if wet). Special attention should be made to
stack areas, public terminal/seating areas, and staff office areas. Record
the location, type of damage and the action to be taken. Photographs
should be taken to document specific damage.
* Do not spend time looking at individual items unless the damage is

minor, but get a general feeling for the damage. Avoid handling wet
materials as they are extremely fragile.
5.2.
Type of questions to ask/answer:
1. What is the extent or level of the disaster?
** How many items are involved?

** How long have they been wet?
2. What is damaged?
** Books?
** Paper files?
** Audio/video tapes?
** Microforms?
** Computers or computer disks?
** Document boxes?
** File cabinets?
** Priority materials? See the Appendix.
3. Where is the damage located?
** Record the location of problem areas. Check the floor plans and
use alphanumeric identification of stack area, as appropriate.
** Staff areas or public areas?
** Can the damaged area(s) still be accessed?.
4. What is the condition of the materials?
** Submerged?
** Wet and covered with debris?
** Minor water damage?
** Was the water clean or dirty?
** Any damage from fire?
** Are the volumes wet and tightly packed on the shelves? Or they
loosely stacked or off the shelves onto the floor?
** Are the materials beginning to expand or warp?
5. Who can perform the salvage work?
** Can salvage be accomplished with preservation staff or is other

assistance needed?
** What period of time is estimated to salvage or pack out?
** Is commercial assistance required? What type of help?
** Can the general specifications be used in hiring outside
assistance or must new specifications be created?
** Can the pro-type contracts be used or must a new contract be
created?
Rev. 3/06 5.2.
4. ACTIVATE THE DISASTER PLAN
Based on the initial damage assessment, the Dean of Libraries may activate
the disaster plan. The scale of the damage will determine the scale of the
disaster response.
5. PERFORM INITIAL PREPARATION FOR RECOVERY
** Arrange for adequate work space for recovery and secure needed items
from the disaster supply areas. Arrange for transportation of supplies and
equipment if not onsite. See the Appendix for the list of recovery supplies.
** Contact facilities and possible vendors
** Remove library materials from the floor if they are dry. Protect the materials
from further damage by covering the materials with plastic sheeting or making
a dam to restrict the water flow or move the materials away from the damage
location.
** No restoration work should be attempted on collection materials during this

state.
** Establish command post if needed
Rev. 3/06 5.2.

DISASTER RECOVERY: GENERAL GUIDELINES
Once the proper steps have been taken to stabilize the conditions and to access the
damage, decisions can be make about the appropriate recovery methods to be used.
While the same general steps and guidelines hold for all levels of disasters, the larger
the disaster the more steps and time is required to set up a recovery operation. With a
small disaster affecting less than 100 items, the damaged materials may be removed
from the shelves, moved to the Preservation Lab or the Wei T’o Book Dryer and then
processed as appropriate with Libraries staff with either air or freeze drying. With a
medium disaster outside vendors may be needed for freezing and/or treatment. And
with a large scale disaster, all of the disaster plan elements come into action.
1. Timely response is essential; the time window before the development of mold is
48 to 72 hours
2. All wet materials are extremely fragile and must be handled with care. It is
always better to err on the side of caution. If necessary, provide refresher
training for staff on proper handling techniques.
3. Salvage as many materials as possible; do not discard materials just because

they look bad.
4. Materials that are only wet around the edges of the pages may easily be aired
dried, but materials that are totally soaked should be frozen. In the case of doubt
of the amount of water damage (between wet on the edges to totally soaked),
freeze the materials to give time to make an informed decision on which recovery
option to follow.
5. Follow established collection priorities for collection recovery (See Section 4)
6. Salvage the most damaged materials first.
7. Documentation is essential. Careful records should be maintained about the

number of items damaged, their original location, amount and type of damage,
priorities, and the destination of materials if removed off site. Boxes should be
numbered in waterproof ink with as a count of the number of items inside and
much identification as possible.
Keep inventory sheets with each box listed. Send one copy with the boxes if
they are moved offsite; keep once copy for the record.
Take photographs of damaged locations and materials for the record.
5.3.
DISASTER RECOVERY: THE PACKOUT
Damaged materials must be removed from the damaged area as soon as possible.
While a formal “packout” is normally reserved for a medium or large scale disaster, the
procedures are valid for smaller disasters.
If the packout is performed by an outside vendor, all specifications for the packout
should be clearly stated in the contract. The packout activities should be consistently
monitored for quality control.
Work Space Guidelines
1. In order to have the pack out go as smoothly as possible, arrange for work
space, loading space, clear aisles and passageways for the removal of full
boxes, transportation, and the destination location.
2. Assemble the equipment and supplies including plastic crates waxed paper or
freezer wrap, waterproof marking pens, and book trucks, hand trucks or flat
trucks, and plastic sheeting.
3. Follow safety precautions for staff and provide rubber gloves, boots, and/aprons,
masks, etc. Be aware that some staff members may be allergic to latex.
4. Start removing materials from the areas closest to the point of access and work
back.
General Handling/Packing Guidelines
1. Pack with care to eliminate any further damage to materials.
2. Do not open wet books. If books are stuck together, do not attempt to separate
them. Do not squeeze the materials to remove water.
3. Distorted volumes should not be forced back into shape, but gently reshape them
as time allows. The book will remain in the shape in which it was frozen.
4. Pack open books as found. Do not stack open books.
5. Do not place covers or separated pages inside the book; all parts may be loosely
wrapped together
6. Do not attempt to remove staples, adhesive tape or other fasteners.
7. Do not stack books or papers in piles on the floor.
8. Do not use fungicides on books or papers.
Rev. 3/06 5.4.

9. If time permits, wrap each book loosely in waxed or freezer paper to prevent
sticking or transference of color or images to the next book.
The paper should large enough to wrap around the outside of the volume, but
precision wrapping is not required. Place the waxed (shiny) side next to the
book. Do not used colored paper.
10. Although cleaning of wet materials is a viable conservation treatment, use it with
caution as it may increase the damage.
a. Do not wash open books, books with water soluble media, vellum,
parchment or leather bindings, fragile or brittle materials, works of art on
paper, manuscripts, and non-paper materials.
b. Keep books tightly closed and hold under clean cold running water.
c. Remove as much mud as possible from the binding by dabbing gently with
a sponge. Do not rub or use brushes or sponge pages or edges as these
actions can force mud into the spine or pages causing further damage. Let
the motion of the running water clean off the dirt.
d. Squeeze the book very gently and with even pressure to remove excess
water and to reshape the binding.
e. Any contaminants that are not easily rinsed off should be left for treatment
when the material is dry.
11. If there is time, pack different materials separately, e.g., moldy materials from
non-contaminated materials, and wet from partially wet and damp.
12. If books are packed off the shelf, start from the top shelf and work down. Try to
keep the volumes in order in the crates if at all possible.
13. Books should be packed spine down, in a single layer, in plastic crates to prevent
text blocks from dropping out of the cover or bottom materials from being
crushed by the weight of other volumes. Books should snug enough to prevent
shifting during transport or leaning, but loose enough to permit removal easily.
Although cardboard boxes can be used, they can become wet and disintegrate.
Use a plastic bag in the box to prevent such damage, but be sure it does not
create a micro-environment and further damage the materials. Use medium
sized boxes to limit the weight to a manageable level.
14. Try to pack the similar sized materials in the same crate. If packing materials
flat, avoid placing large books on top of small books
15. Crates may be stacked on pallets for easy removal by pallet movers. Do not
stack more than three cartons high.
Rev. 3/06 5.4.

16. Keep materials cool and transport rapidly to the freezer. Quicker freezing may be
obtained by using extra freon, i.e., in the refrigerator truck.
Special Materials Instructions
1. Try to keep coated paper materials wet until they are frozen so that the pages to
not become “blocked” or permanently fused together. Materials should be frozen
within 6-8 hours.
2. Leather, parchment and vellum bindings are an immediate priority because they
distort and disintegrate in water.
3. File folders should be packed upright in the crate. Do not attempt to separate
them. If the label is loose or lost, pencil identifying information on a piece of
paper and include it in the crate.
4. Large or unusually shaped items will require special packing to prevent damage
and should be laid flat. Leave maps and other oversized materials in drawers,
but remove the drawer and ship them as is. Do not turn containers upside down
to empty or drain. Tape inert plastic over the top to prevent damage or loss.
3/06 5.4.
DISASTER RECOVERY:
RECOVERY OF MOLDY MATERIALS
Mold and mildew are interchangeable terms for fungi. Although spores are always
present in the air, water disasters are a prime time for activation of mold spores as the
environment is warm and humid. Although mold usually develops within 48 to 72
hours, it can appear in as little 24 hours. Prime conditions for mold are an environment
where the temperature over 75 F and the relative humidity over 60%.
1. When working with moldy materials, personal safety must be of up most

importance as the spores can be come airborne and cause serious health
problems. Protective gears such as toxic dust respirators, gloves and
disposable or washable clothing should be worn. Work surfaces should be
wiped down with disinfectants.
2. Environmental health staff should be contacted to test the moldy materials to

determine the type of mold, potential health problems, and most effective
treatment protocols.
3. Isolate and confine the moldy materials from non-moldy materials to prevent
contamination of other materials. Stabilization of the environment is
essential.
4. No attempt should be made to remove mold from wet or damp paper so as

not to drive the mold spores into the paper fibers.
5. If the materials are to be salvaged, freeze them separately from non-mold

materials.
5.5.
DISASTER RECOVERY: FREEZING OF MATERIALS
1. One of the safest ways to stabilize books, documents, photographs, and maps is
to freeze them. However, freezing is an intermediate stage and materials must
be dried.
2. Freezing materials also provides the time to determine further restoration

procedures and establish work area and restoration operations.
3. Materials should be frozen as quickly as possible. Mold will not grow and further
deterioration from water will not occur
4. Rapid freezing is recommended to minimize damage from ice crystals – the

faster the materials are frozen, the smaller the ice crystals will be. Temperatures
should be below 15 F. If freezer space is not immediately available, the outside
temperature is below 15 F, set the materials outside in a secure area, but closely
monitor the temperature and sun so that the temperature does not unexpected
rise.
5. If materials must be taken a distance off site a refrigerated truck should be used.
Refrigerated trucks only chill the materials, but will prevent mold from developing
or keep already frozen materials from thawing
If only a small number of materials are to be moved between buildings, a ice

chest with a small piece of dry ice will keep the materials cold for the trip.
5.6.
DISASTER RECOVERY: FREEZER and VACUUM
DRYING METHODS
The drying method should be selected after careful assessment of the collections and
the capabilities of the vendors.
1. Vacuum Freeze Drying
The crying chamber used in vacuum freeze drying operates under high vacuum
and high heat, and turns the ice crystals in and on the frozen materials to water
vapor without becoming liquid. The vapor is then collected on a cold panel that
has been chilled to at least -20 F so that it cannot go back into the materials.
Materials must be frozen when they are placed in a sublimation chamber and
remain frozen throughout the drying process. If volumes are not frozen when
they are put in the chamber, the materials will freeze on the outside and the
water molecules on the inside with be forced through the frozen barrier as the
vacuum is pulled, which may cause the book to “explode.”
When materials are removed from the vacuum freeze chamber, they will be very
dry and should acclimate for at least one month before they are opened to avoid
cracking the spine and/or binding. They may be placed in a high humidity room
to accelerate the acclimation process, but must be monitored closely for signs of
mold.
Materials so treated will not look like new, but will show signs of swelling and
distortion. Treatment may also result in some decrease in paper and adhesives
strength and reduction in gloss and density of coated paper.
Other disadvantages include the formation of ice crystals within the materials
structure which can rupture. The quicker the freeze, the smaller the crystals will
be. Condensation is possible when the materials are removed from the freezer
resulting tin water damage.
This method is recommended for coated papers.
2. Vacuum Drying or Thermal Vacuum Drying
This method involves placement of wet materials in a chamber that pulls the
moisture by means of a vacuum. The method involves heat which is damaging
to paper and photographic materials.
Because the wet materials do not remain frozen during the process they will
continue to react to moisture during the drying process.
Vacuum drying is most effective for loose papers and newspapers and should
NOT be used for coated papers.
5.7.
Microwave ovens operate in the same general manner, and are not
recommended.
3. Wei T’o Book Dryer and Insect Exterminator.
Colorado State University Libraries operates the Wei T’o Book Dryer which can
be used to dry small quantities of wet materials. See the information sheet in
Appendix .
4. Freezer Drying
Records that are stored in freezers will over time dry, similar to the way food gets
freezer burn. This is a very slow process, but should do no harm to the volumes.
5. Desiccant Dehumidification.
The volumes are dried while still on the shelf by large dehumidifiers that are
brought on site. The temperature and relative humidity should be controlled.
This method is not suitable for drying most collections. Coated materials will
block together.
5.7.
DISASTER RECOVERY: AIR DRYING OF
MATERIALS
Air drying is recommended for drying of a limited number of materials that are only
damp or only wet around the edges. Because of the large amount of space required
and the labor intensive work involved, it is not a good choice for drying of very wet
materials or large quantities of materials. A better option is to freeze the materials and
then thaw and air dry a few items at a time.
Air-drying should be performed in a stable environment of 50 to 60˚ F degrees and 25 to

35 % relative humidity. Good circulation is essential to speed the drying process. Air
should be kept moving, but fans should not blow directly on the materials.
Equipment needed include large sturdy tables that are able to bear the weight of wet
materials, or a large floor area; plastic sheeting to cover tables and floor area, white
unprinted newsprint, white paper towels, blotting paper, Aqua-boy, and safety
equipment for staff members.
Locations in Morgan Libraries that can be used for air drying:

●Preservation Lab (Room 208) – small quantity of materials
●The courtyard with the caveats that the area must be closed to patrons and that
the weather must be conductive to sun drying.
●Any of the public reading areas, especially those with large tables, with the
caveat that the areas must be closed to patrons while the drying is in operation.
Any area used must be secure and must have electrical outlets for the use of
fans.
1. Documents or unbound materials
Single sheets of paper can be dried flat on blotting paper. As the paper dries,
replace the blotting paper.
Care should be taken so that coated paper does not block and there is minimal
bleeding of soluble inks and dyes. Treat old documents on linen the same as
coated paper as the sizing in the fabric will block.
Be careful with folded papers as they may tear along the weakened fold lines.
Paper will curl and wrinkle as it dries. Papers may be flattened when they are
almost dry by placing them between two sheets of blotting paper and applying
even pressure with weights.
Rolled items should be unrolled and laid flat with light weights on each corner. If
the item is resistant to unfolding or unrolling or if it begins to tear, freeze the item
and reserve treatment for a conservator.
Rev. 3/06 5.8
To remove single papers massed in a stack, place a sheet of polyester film on
top of the stack. Rub gently with a bond folder to cause the wet paper to adhere
to the film. Peel back the top sheet and place it on a blotting paper. Remove the
film. Repeat the entire process, separating the wet sheets one at a time and
interleaving them blotting paper.
If papers were in folders, place in order and re-label the folders.
2. Slightly damp volumes or volumes with only wet edges
Place blotting paper on the table where the volumes will be dried.
Stand the volume up and fan it out with the wet area on top. Position the volume
in the path of circulating air. Turn every 12 hours to prevent distortion of the text
block and spine.
Interleave blotting paper to absorb moisture. Replace blotting paper as needed

until the volume is almost dry.
Carefully monitor the item for mold – if mold is found, freeze the item for further
treatment.
Monitor the volume as it dries. A reading of less than 10 % moisture on the

Aquaboy indicates a dry volume.
If the volume curls as it dries, lay the volumes flat when it is almost dry and use
weights to minimize distortion. Do not use mechanical presses. Do not stack wet
volumes.
Light weight single signature pamphlets can be hung on lines to dry. Do not line-
dry a saturated volume as the line may cut through the wet paper. Use lines no
longer than 5 to 6 feet.
3. Damp volumes
Damp volumes are those where the moisture has penetrated beyond the end
sheets and the edges of text block which has absorbed a moderate amount of
water.
Place blotting paper on the table where the volumes will be dried.
Very carefully open the book, but not more than a 30 degree angle.
Begin interleaving from the back of the volume, placing sheets at intervals of 25
leaves or 50 pages. However do not insert more pages than equal 1/3 of the
thickness of the volume or distort the volume.
5.8.
Paper should not be placed all the way into the fold because it will lead to build
up at the spine. The interleaving paper serves as a wick to draw water out of the
book. Water will evaporate at the exposed edges of the interleaving, and, as it
does so, water from the interior of the book will move, by capillary action through
the interleaving toward the exposed edges.
Change the interleaving frequently (every 2-3 hours at first) trying to place the
interleaving between different pages. Do not reuse the sheets.
Continue to change the blotting paper on the table and remove it from the area.
After the interleaving sheets no longer come out wet, continue air drying as for
slightly damp volumes.
4. Saturated volumes
Saturated volumes are those whose covers and text block are completely
soaked.
Do not open saturated volumes as wet paper tears easily. Do not try to fan the
pages.
Set the volume alternately on its head and its bottom on blotting paper changing
the blotting paper with every shift. Arrange the interleaving such that it extends
past the edges of the book at the fore edge and the head, but not at the bottom.
If possible, covers may be opened slightly to support the volume.
If the cover binding color runs, place aluminum foil between the cover and the
end leaf to prevent staining from the binding dyes.
When most of the water has drained, proceed as for “damp volumes.”
5. Volumes with coated paper
Freeze drying is preferred for volumes with coated paper.
Wet coated paper should be handled with cares as the print may slide off the wet
page if it is rubbed.
Do not allow wet books with coated paper to dry in a closed state as the pages
will permanently bond (block) together.
The only way to salvage such materials is to interleave every page and air-dry or
to freeze dry.
5.8.
6. Materials that have been frozen
Only thaw and dry the amount of materials that can be readably treated at one
time. It is better to process small groups of materials.
Do not open frozen books.
Provide support and leave the volumes to thaw until the covers and outer pages
start to open on their own. Volumes can be dried standing up or flat.
When the pages begin to dry and separate, interleave them
Continue processing as for slightly damp, damp or saturated volumes as

appropriate.
7. Special materials
Encapsulated items should be opened along the seam or tape. Place the item
face down and move the mylar carefully. Turn the item over onto blotter paper
and remove the other sheet of mylar.
Blueprints are very fragile and will shred when wet. Dry the blueprints flat on
white blotter paper.
If there is potential damage from color bleeding or running, separate out the
materials and protect the non-colored part of the item.
Materials with water-soluble ink will run when wet. Do not touch. Place them
face up on blotting paper.
Books with leather or vellum bindings should be treated by a conservator.
For further information on special formats, see An Ounce of Prevention. 2nd ed.
“Chapter 7: Disaster Recovery Planning for Collections and Records”
5.8.
DISASTER RECOVERY: GUIDELINES
FOR NON-PAPER FORMATS:
For more detailed information, please see:
** “Salvage Operations for Water Damaged Archival Collections: A Second Glance,” by
Betty Walsh in Supplemental Materials folder.
** “Disaster Recovery Planning for Collections and Records,” Chapter 7 in An Ounce of
Prevention. 2nd ed. p. 168-178.
1. Salvage – General Guidelines
If time permits, pack special formats separately and label well; do not pack with
books.
2. Recovery – General Guidelines
DO NOT FREEZE the following type of materials:

Magnetic media
CDs and DVDs
Sound and video recordings
Glass plate negatives
3. Magnetic media
NOTE: Although high or low temperatures cause many types of problems, water
is especially damaging to magnetic media. Unless it is unique, it is best to
replace the material.
A. Audio & Video Cassettes Salvage and Recovery
DO NOT freeze because the tape can stretch and lubricants can migrate
out.
Break open audio or video cassettes
If dirty, wash in clean or distilled water
Store in plastic bags along with any loose labels.
Air dry on sheets of unprinted newspaper
Re-record
B. Floppy Disks Salvage and Recovery
Carefully slit open disk jacket and remove disk

If dirty, wash in clean, tepid water
Fan dry by hand (do not use blow dryer)
When dry, insert disk into a new jacket and copy with a disk drive. Clean
the drive heads frequently
5.9.
C. Compact Disks and CD-ROM’s Salvage and Recovery
Hold disc by outer edges; avoid fingerprints or smudges on the surface.

Do not scratch the disc.
Working out from the center in a straight line, wipe off water or dirt with
soft, dry cloth
Allow the disc to dry for 48 hours.
4. Photographs:
Damage to photographic materials depends on the type of photograph, its

physical condition, how it was processed, immersion time, water temperature and
pH, water contaminants and handling during recovery. In order to effectively
salvage and recover photos, it is important to identify the types of photos in the
collection, preferably before a disaster.
Salvage
Film is more stable than prints and black and white materials are more
stable than color. Salvage of color photos is very difficult as the colored
layers will separate and the dyes will fade quickly
Modern photographs should be kept in wet containers of fresh cold water

until they are either air dried or frozen. They will stick together if left to
partially dry. Keep the immersion time to a minimum
Recovery: Air Drying
Air drying is the preferred drying method for most wet photographic
materials.
Separate photographs from their enclosures, frames and each other. If
stuck together, set aside for freezing.
Allow excess water to drain off photographs
Spread the photos out to dry, face up, laying flat on absorbent materials
Photos may curl during drying, but can be flattened later.
5. Slides
Salvage and Recovery

The adhesives in the slide binders will swell and dissolve with prolonged
water immersion. If the adhesives are colored, they will stain adjacent
material. Removing the framing will help prevent warping of the image
and mold or mildew growth under the frame.
Rinsed and dip in “Photo-flo” slide cleaner and air dry, preferably hung on
a line or propped on edge
Ideally slides should be removed from their frames for drying and then
remounted. Make sure to transcribe relevant labeling information
Remove slides mounted between glass or they will not dry
5.9.
6. Films:
Open the firm can, fill it with water and replace the lid. Pack in cartons
lined with garbage bags and ship to a film processor for rewashing and
drying.
Ship to film processor for rewashing and drying to reestablish the correct
chemical balance.
7. Roll microfilm:
Do not remove the films from their boxes. If the microfilm is irreplaceable,
put the rolls in water-tight containers and fill with clean, cold water.
Send to a microfilm processor within 72 hours for washing and drying.
8. Microfiche:
Pack, freeze and make arrangements to air dry.

Results are usually not good, so it consider replacement
5.9.
RECOVERY FROM FIRE DISASTER
Recovery from a fire is a recovery from two disasters -- the fire itself and water damage
from the water used to extinguish the fire. .
The best way to handle a fire disaster is to prevent a fire from occurring with
implementation of proper fire prevention measures. Fire suppression systems are
essential for the materials and the facilities. Even though fire suppression systems use
water to put out a fire, it is easier to recover materials from a water disaster than a fire
disaster. A totally burned library collection is not salvageable.
1. Response to Fire Disaster
Safety is the most important element of response. Entry into the damaged area
is strictly controlled until the fire is fully extinguished, the area has cooled down,
and an inspection of the physical conditions has found that the area safe for
human occupation. Entry into the damage area may be delayed days.
2. Fire Damage to materials may include:
A. Charring and burning of materials
While some materials may be totally consumed by the fire, other materials
may be just singed on the cover and edges of the text block. Materials
housed in protective enclosures or file folders may escape the fire while
the housing is charred.
B. Soot damage
Ash and pieces of burned materials may cover salvageable materials

making cleaning of materials a difficult chore.
C. Heat damage
Even if the materials are not burned, high temperatures may melt plastic
materials, shrink leather or shrivel photographic emulsions.
D. Smoke damage
Smoke damage usually results in a smoky odor that pervades the

materials, again even if the materials have not been directly in the fire. In
addition to the smoke smell, there may be a chemical smell from burning
plastic, etc.
5.10.
3. Recovery
Because fire causes extensive damage to materials, recovery and rehabilitation

of materials should be carefully thought out taking into consideration the list of
library priorities for salvage. Materials cannot be restored to their pre-fire
condition. Replacement may be the best choice for readably available materials.
A. Materials must be handled with extreme care as they will have become
fragile from the high heat, fire, and water.
B. If time permits, materials that were burned but not wet should be packed
separately and removed from the sight for further review. Burned
materials may be rehoused, rehabilitated or replaced as time and funds
are available.
C. Burned and wet materials may be frozen. During the drying process,
charred pieces will fall off, making it a messy process.
4. Rehabilitation of materials
A. For water and fire damaged materials, follow the procedures for water
damaged materials.
B. Smoke odor may be eliminated by various treatments, including ozone.

Without treatment materials usually loose most of the smoky odor over
time, but odor may cause problems as it dissipates.
If there are only a few materials, deodorize them by placing charcoal

and/or baking soda in the area to absorb the order. Alternately, put the
charcoal or baking soda in a tub with the materials. Do not let the
charcoal or baking soda touch the materials.
C. Soot can be cleaned from the materials by the use of chemical sponges,
or by use of a down draft machine and gently cleaning. Care must be
taken not to smudge the soot over the materials being cleaned.
D. Materials that are singed on the edges can be trimmed to remove the
damaged area if the damage does not go into the text block.
10/05 5.10.
FIRE INFORMATION SHEET
CLASSIFICATION OF FIRE AND HAZARDS
Class A Ordinary combustibles such as wood, cloth, paper, rubber, and many
plastics
Class B Combustible liquids, oils, greases, tars, oil-based paints, lacquers, and
flammable gases.
DO NOT USE WATER on this type of fire.
Class C Live electrical equipment, e.g., computer hardware
DO NOT USE WATER on this type of fire because of the danger of severe
electrical shock.
Class D Combustible metals, such as magnesium, sodium, titanium, potassium
STAGES OF A FIRE
Incipient Stage No visible smoke or flame

Low or moderate heat
Can last from minutes to days
Smoldering or No visible flame, but smoke is present

Smoke Stage Low to moderate heat
Flame Stage Flames are evident

Temperature is climbing
Heat Stage Flame, smoke and heat present

Toxic gases produced
Most dangerous & destructive stage
EFFECTS OF FIRE ON COLLECTIONS
The type and severity of damage is dependent on the nature of the materials, how it si
stored, length of exposure, temperature, etc. Paper becomes brittle and will crumble
when touched even if is not burnt. Books and paper is discolored by soot and smoke.
Velum and leather shrink from the heat. Photos are dried out and contorted by heat and
flames. Non-paper materials are extremely sensitive to heat, steam, and smoke.
Rev. 10/03 5.10.1.

FACT SHEET ON PORTABLE FIRE EXTINGUISHERS
TYPES OF FIRE EXTINGUISHERS
Water based Extinguishes a fire by cooling, by absorbing the heat of the fire until
the extinguishment is complete.
Use of Class A fires only.
Foam based Extinguishes using Aqueous Film Forming Foam (AFFF) or Film
Forming Fluoroprotein Foam (FFFP) to cool and exclude oxygen
from the fire.
The water in the foam mixture provides a cooling effect by the

absorption of heat. The foam rests on the surface of the fire,
interrupting the combustion process. Together, the cooling and
smothering effect extinguishes the fire.
Most common use is for fires involving burning liquids (Class B).
May also be used on Class A fires.
Compressed May be carbon dioxide or halon

Gas
The gas is aimed at the base of the flames with the discharge
continued after extinguishment to prevent re-ignition.
Used on Class B and Class C fires.
Dry Chemical Type 1: Uses sodium bicarbonate, potassium bicarbonate,

potassium bicarbonate urea or potassium
Effective on Class B and Class C fires.
Type 2: Uses ammonium phosphate
Effective on Class A, Class B and Class C fires.
Extinguishes by interrupting the combustion reaction, reducing

liquid fuel evaporation by reducing flame radiation at the liquid level
and reducing the oxygen level in the fire area.
Dry Powder Effective on Class D fires involving combustible metals.
The agent flows over the surface of the fire and forms a crust over
the fire when heated. The crust causes the fire to be separated
from the ignition source and deprives it of any oxygen so that the
fire is smothered
5.10.2.
GENERAL USE OF FIRE EXTINGUISHERS
DO NOT USE A FIRE EXTINGUISHER UNLESS YOU THOROUGHLY KNOW HOW

TO USE IT. It is more appropriate to CALL 911 for help.
1. Operating instructions and cautions are printed on the fire extinguisher

nameplate. Read and understand these before using it.
2. Most types of fie extinguishers discharge their contents quickly. It is therefore

important that the extinguisher be aimed correctly at the fire before it is
operated.
Be prepared for the discharge. There will be a slight backward reaction as

the agent is being discharged from the nozzle or horn.
3. Stand 6 to 10 feet away from the fire and aim at the base of the flames with a
side to side sweeping motion across the width of the fire. Move closer as the
fire is extinguished, however, you are too close if the discharge disturbs the
burning materials.
4. Never throw a fire extinguisher into a fire as it may explode.
5. After the fire appears to be out, continue to watch for “flashbacks” and
extinguish them immediately.
6. Have the extinguisher recharged as soon as possible.
7. Never try out the fire extinguisher to see if it functions unless you are
prepared to recharge it completely or replace it immediately. A partially used
extinguisher will quickly lose all its pressure and become useless in a few
hours.
Rev. 10/05 5.10.2.

REHABILITATION OF DRIED MATERIALS
Once materials are dry, they can be cleaned, repaired, rebound, restored, and/or re-
housed. No materials should be returned to the shelves until the building has been
rehabilitated and restored with all environmental control in place and functioning..
While a few damaged materials may be handled in the Preservation Lab, restoration of
materials from a disaster of any size is a major undertaking. Planning for a large project
should include information and estimates on:
1. Personnel requirements
2. Budget and funding requirements
3. Potential replacement of materials via purchase and/or gifts
4. In-house expertise on repair procedures and/or available vendors
5. Staff training requirements
6. Procedures manual for conservation treatment and decision making
7. Required supplies and equipment
8. Location of adequate work and storage space with appropriate
environmental conditions
9. Disposal of non-restored materials and used supplies.
10. Computer access to online catalog and for word processing
11. Communication facilities
CSU Libraries’ manual for processing damaged volumes based on the 1997 disaster is
located in the Preservation Librarian’s office.
10/05 6.0.
POST-DISASTER PROCEDURES
The post-disaster period is the time to review the disaster to determine what worked,
what didn’t, what surprises were experienced, and what changes need to me made.
With an emergency or small disaster, the accompanying form should be filled out and
submitted to the Building Proctor and to the Coordinator of Preservation Services if
library materials were involved.
With a medium disaster, the form should be used, and additional documentation added
as necessary.
After a major disaster, the staff member leading the recovery effort should collect all
interim reports from various members of the disaster response team and minutes from
de-briefing sessions to prepare a final report. The disaster response team should use
the report to evaluate the disaster response, recover, and rehabilitation.
The following types of actions may be appropriate

1. Make changes to procedures
2. Make changes in the disaster plan
3. Inventory and re-supply on-hand disaster supplies and equipment
4. Update lists of vendors and suppliers
5. Schedule response and recovery training/re-training as appropriate
6. Determine if, and how, such disasters can be prevented in the future
. 7.0.
COLORADO STATE UNIVERSITY LIBRARIES
DISASTER REPORT FORM
Report of Collection Materials Damage
DATE OF DISASTER: TIME:

LOCATION:
REPORTED BY TO
INITIAL RESPONSE BY:
ACTION:
TIME SPENT ON RECOVERY OPERATIONS (Hours/Person)

TYPE OF DISASTER:
_____ Water
_____ Fire _____ Smoke
_____ Other:
DESCRIPTION OF THE DISASTER:
TYPE & APPROX. # OF MATERIALS TYPE & APPROX. # OF MATERIALS

AFFECTED: DISCARDED:
_____ Books/Bound Journals _____ Books/Bound Journal
_____ Current Journal Issues _____ Current Journal Issues
_____ Maps _____ Maps
_____ Other: _____ Other:
DESCRIPTION OF DAMAGE TO MATERALS:
WHERE PICTURES TAKEN? (Please send copies)

EVALUATION OF RESPONSE
RECOMMENDATIONS FOR FOLLOW-UP/SUGGESTIONS FOR PREVENTION
DISASTERS SUPPLIES TO BE REPLENISHED:
Staff member filling out form: Date:

Send form to Preservation Services Coordinator
Rev. 11/4/05 7.1.
DISASTER PREVENTION
Disaster preparedness starts with preventive planning. Although most natural disasters
cannot be avoided, damage can be minimized by preventive measures, such as stack
reinforcement in earthquake-prone area and flood abatement structures.
Facilities maintenance staff are best equipped to determine the soundness of the
building, both inside and outside. Proper maintenance of the building as verified by
regular checks of disaster related systems is essential. For example:
● Make sure aisles, exits, & evacuation routes are unobstructed and well marked
● Check fire doors to see that they function properly and are kept closed
● Test the emergency backup lighting system
● Test the smoke detectors
● Conduct fire inspection and fire sprinkler systems
Libraries staff should take an active part in prevention by being aware of potential
problems and reporting them to the Building Proctor for action.
The Disaster Preparedness Team activities as listed below are an essential part of
disaster prevention:
● Update the disaster plan
● Hold fire drills at least annually
● Replenish the disaster supplies as necessary
● Update collection priorities lists
● Update locational maps
● Conduct disaster response and recovery training
● Hold disaster preparedness test
● Update vendor list
● Keep up-to-date on new technologies and techniques
Rev. 10/18/05 7.3.

TESTING THE DISASTER PLAN
An essential part of disaster preparedness is regular testing of the disaster plan to

determine the feasibility of the disaster recovery process, to identify areas of the plan
that need modification or enhancement, to develop and test procedures, to provide
training to the team members, to review special and critical skills by Libraries staff
members, and to verify backup facilities.
The Preservation Librarian is responsible for the testing of the response and recovery of
the collections, with other members of the Disaster Preparedness Team being
responsible for their areas; for example, service recovery of various pubic service
activities. The results of the tests should be reviewed by the Disaster Preparedness
Team with the changes to the disaster plan manual and specific procedures updated as
needed.
The first step before testing the disaster plan is to prepare a plan that identifies the
scope, objectives, and format of the test. Other considerations include the type of test,
test steps and processes, timing and duration, whether the test is scheduled or
unscheduled, test participants, responsible disaster preparedness team members, the
reporting and evaluation process, and anticipated outcomes.
TYPES OF TESTS
● Checklist testing is used to determine if adequate and appropriate supplies are on-
hand, telephone number listings are current, members of the disaster team have up-to-
date disaster manuals, etc.
● Short planned drills work well for testing evacuation procedures, staff reaction to a
tornado alert, and adequacy of the emergency shelter.
● A table top exercise centers on a specific disaster scenario with disaster team
members talking through the response and recovery steps in accordance to the disaster
plan manual. The objective is to identify gaps and other weaknesses in the plan and to
provide training for the team members in reacting together to a potential disaster. A
table-top exercise is prudent test before advancing to simulation testing.
● The pre-planned exercise should include the description of the type of the disaster,
extent and type of damage, time of day, method of discovery of the disaster, and the
effect of the disaster to the Libraries, campus, city, region and/or state. Each team
member should review their own responsibilities and procedures relating to the specific
disaster, including how the response/recovery will be accomplished, by whom, estimate
of time, feasibility of successfully completing the activity, and other comments and
observations on the scenario. In addition all team members should review where their
responsibilities interact and how they can best work together for success.
7.4.
● Simulation testing focuses on various aspects of the disaster plan with a preplanned
disaster being acted out. Examples include staff response to a small water disaster,
salvage of collection priority materials, and setting up temporary service recovery
operations.
● A full disaster plan test activates the total disaster recovery plan. This type of test is
best done only if previous simulation testing has been successfully completed in all
areas of the disaster plan.
See the next pages for sample table top exercises.
7.4.
APPENDICES
LOCATION OF DISASTER SUPPLIES
Disaster Packs are located in:
Morgan Library
Administration, Suite 110
Access Services, Suite 161
Archives and Special Collections, Suite 202
Preservation Lab, Suite 208, 210
Veterinary Teaching Hospital Library
Lake Street Depository
Lake Street Archives Annex
Disaster Supply Cabinet
A Disaster Supply Cabinet in Preservation Services (Suite 208) contains items

such as plastic sheeting, paper towels, dust masks, scissors, etc. These items
are available for use IN CASE OF DISASTER ONLY. When supplies are used,
please contact Diane Lunde so that they can be replaced.
Additional supplies are located at the Lake Street Depository.
Rev. 4-16 APP. A.1.

DISASTER PACK CONTENTS
Within the Rescube:
●Disaster Information sheet
● Blotting paper
● Disposable aprons & disposable gloves
● Dust masks
● Filament tape
● Flashlight
● Freezer paper
● Paper pad
● Paper towel (1 roll)
● Permanent markers
● Plastic sheeting to go over a stacks unit
● Scissors
● Sponges (2)
● Trash bag (extra large, heavy duty)

APP. A.2.
DESCRIPTION & USE OF DISASTER SUPPLIES
ITEM USE
Aluminum foil Protective wrap
Aprons (disposable) Protective gear, especially for wet materials
Aprons (cloth) Protective gear
Aquaboy Measure moisture content of books and paper
Barrier yellow tape Indicate damaged area; keep people out of area
Binders clips Closure of bags, etc.
Binders board Support of dry materials
Blotting paper Interleave wet books, put under drying materials
Book ends Hold up books
Boots (rubber) Protective gear
Brooms Clean up
Brushes Cleaning of dry dirty materials
Buckets Wet clean up
Camera/film Documentation of disaster
Clipboard Documentation of disaster
Disinfectant Spray of working area
Dust cloths Clean dry dirt, soot ,etc. from outside of books
Extension cord Electricity
Fans (portable) Air circulation during air drying process
First aid kit Safety
Flashlight & batteries Light
Freezer paper Wrap individual books
Glasses (safety) Protective gear
Gloves (cotton) Protective gear
Gloves (disposable) Protective gear – to be used with wet materials
Hard hat Protective gear
Hygrometer/temperature/RH meter Monitor temperature and relative humidity
Labels Marking boxes
Markers (waterproof) Mark boxes and containers
Masks Protective gear
Milk crates (plastic) Packing, moving or storage of wet books
Mops Clean up
Newsprint (unprinted) Interleave wet books, cover work tables
Nylon fishing line To hang small wet books or documents
Paper pad & pencil Documentation
Paper towel (white only) Cleaning; interleaving wet books, etc.
Plastic bags (zip) Temporary isolation of badly damaged materials
Plastic sheeting Cover collections to protect them from water
Polyester film Support wet documents; waterproof barrier sheet
Pressing plates & 4 way rubber Stabilize wet books that are misshapen before
bands freezing
Press (book) Flattening of dry books
Reemay Support for wet documents, separator sheet
Rescubes Packing of wet books (Holder of Disaster React Kit
supplies)
Scissors Cut newsprint, plastic sheeting, etc.
Spill kit Cleanup of fresh liquid spills
Spill pillows Prevent spread of liquid on the floor
Sponges Wet clean up
Sponges (chemical) Remove dirt, smoke and soot from books & paper
Tape (duck) To make boxes
Tape (strapping) To make boxes, hold plastic sheeting together
Tools (basic set) To fix things!
Trash bags Clean up
Trash cans Clean up Also used to store disaster supplies
Trash cans (plastic) Hold wet photos; washing; clean up; storage of
supplies
Trays (plastic) (18”x12”x11”) Packing oversized wet materials
Tubs (plastic) Hold wet photos, etc. To wash materials
Vacuum, HEPA Clean up of dry materials
Velo-bind combs Separate pages of books for drying
Wax paper Interleave books with coated paper
Weights Hold down documents
Zippy cutter Cut freezer wraps, newsprint, blotting paper, etc.
APP. A.4.
LOCATION OF EQUIPMENT & SERVICES
for DISASTER RESPONSE & RECOVERY
ITEM LIBRARY LAKE STREET CAMPUS VENDOR PHONE
Book trucks XXX XXX

Deep freeze facilities XXX
Carpet cleaning Facilities
Debris removal
Dehumidifiers
Down draft machine Room 25
XXX
Drying Space XXX
Environmental Testing EHS 491-6745
– Biohazard 491-6746
Environmental Testing XXX
– Temp & RH
Fans (Floor) XXX
Fork lift
Lab top computer XXX &
Personal
Lighting, Emergency
Pallets
Plastic milk crates Room 25 XXX
Plastic sheeting XXX
Plastic trays XXX
Portable fans XXX
Portable generator
Portable lighting
Portable sump pump
Portable phone XXX &
personal
Folding Tables
Refrigerator trucks XXX
Water hoses
Wet/dry vacuum XXX
DISASTER RESPONSE & RECOVERY VENDORS
Belfor USA 2425 Blue 1-800-856-3333 (Hotline) Pack -out For packout
Smoke Court www.belforusa.com Freeze drying
S
Fort Worth,
TX
76105
Action 5808 Franklin 303-964-1188 Freeze drying
Catastrophe Street Denver, www.actioncatastrophe.com Dehumidification
CO 80216
Munters Corp. 79 Monroe 800-MUNTERS Freeze drying
Street PO Box www.munters.com Dehumidification
640 Mold treatment
Amesbury, Odor treatment
MA 01913
Service 3250 S Zuni 303-791-600 Odor treatment
Master Prof. Street www.smfireand
Restoration Englewood, waterrestoration.com
CO 80110
Service 3054 Lake 970-484-0588 Fire & water
Master of Fort Canal Court www.servicemasterclean.com damage
Collins Suit 120 Fort restoration
Collins, CO
80524
Restoration 5360 N 303-657-1400 Restoration
Logistics Washington pmaster@restorationlogistics.co
Street Denver, m
CO 80216
BMS CAT 5718 Airport 877-730-1948 Restoration
Freeway www.bmscat.com
Halpon City,
TX 76117
*THE TWO
BELOW
WERE NOT
IN SERVICE
*Laramie Cold 575 Snowy 307-742-6649 Cold Storage *Verify
Storage Range Road resource
Laramie, WY
82072-2405
*ICA 2090 West 303-806-9090 *Verify
Bates Avenue resource
Englewood
CO
80110
Rev. 5-16
DISASTER MANUAL DISTRIBUTION LIST
TEAM MEMBER LIBRARY COPY HOME COPY

Don Albrecht Suite 158
OTHER COPIES
STAFF/LOCATION LIBRARY COPY HOME COPY
Mark Shelstad
Tom Moothart Room 153

RLO/Access Services Suite 161
Dennis Sylvain Vet Branch Library
Administration Office Suite 110

Lake Street Depository Lake Street
Rev. 5-16
DISASTER PLANNING AND RECOVERY
SELECTIVE BIBLIOGRAPHY
Alire, Camilla, ed. Library Disaster Planning and Recovery Handbook. New York: Neal-
Schuman. 2000. (Z679.7.L53 2000)
Buchanan, Sally A., Disaster Planning, Preparedness and Recovery for Libraries and Archives:
A RAMP Study with Guidelines. Paris: UNESCO, 1988. (Z679.7.B83 1988)
Disaster Recovery Yellow Pages: The Definitive Directory of Business Continuity & Disaster
Recovery Resources. 14th ed. Brookline, MA: Edwards Information, 2005. (HV551.2.D57 14th)
Fortson, Judith, Disaster Planning and Recovery: A How-To-Do-It Manual for Librarians and
Archivists. New York: Neal-Schuman Publishers, 1992. (How-To-Do-It Manuals for Libraries,
no. 21) (Available via ILL)
Kahn, Miriam B. Disaster Response and Planning for Libraries. 2nd ed. Chicago: American
Library Association, 2003. (Z679.7.K38 2003; web version also available)
Kahn, Miriam. First Steps for Handling & Drying Water-Damaged Materials. Columbus, Ohio:
MBK Consulting, 1994. (Z701.K34 1994)
Murray, Toby. Bibliography on Disasters, Disaster Preparedness and Disaster Recovery.

Tulsa, Murray, 1996. (In Preservation Lab Suite 203)
Northeast Document Conservation Center. Preservation of Library and Archival Materials: A

Manual. 3rd ed, rev, and expanded. Boston, NDCC, 1999. (Z701.P748 1992; available also on
the web)
Technical Leaflets, Section 3: Emergency Management.
Page, Julie A. “When Disaster Strikes: First Steps in Disaster Preparedness.” The Serials
Librarian, 36 (1999): 347-361. (Z692.S5 S49)
Walsh, Getty. “Salvage of Water-Damaged Archival Collections: A Second Glance” WAAC

Newsletter, 19 (May 1997). http://palimpsest.stanford.edu/waac/wn/wn19/wn19-2/wn19-
206.html
Waters, Peter. Procedures for Salvage of Water-Damaged Library Materials. 2nd ed.
Washington, DC: Library of Congress, 1979. (LC1.2:SA 3 DOC)
Wellheiser, Johanna and Jude Scott. An Ounce of Prevention: Integrated Disaster Planning for
Archives, Libraries, and Record Centres. 2nd ed. Lanham, MD : Scarecrow Press, 2002.
(Z679.7.O95 2002)
Wold, Geoffrey H. and Robert F. Shriver. Disaster Proof Your Business: A Planning Manual
for Protecting a Company’s Computer, Communications & Records Systems and Facilities.
Chicago: Probus Publishing Co., 1991. (HF5548.37.W64 1991)
Rev. 4-16 App. G
DESCRIPTION & USE OF DISASTER SUPPLIES
ITEM USE
Aluminum foil Protective wrap
Aprons (disposable) Protective gear, especially for wet materials
Aprons (cloth) Protective gear
Aquaboy Measure moisture content of books and paper
Barrier yellow tape Indicate damaged area; keep people out of area
Binders clips Closure of bags, etc.
Binders board Support of dry materials
Blotting paper Interleave wet books, put under drying materials
Book ends Hold up books
Boots (rubber) Protective gear
Brooms Clean up
Brushes Cleaning of dry dirty materials
Buckets Wet clean up
Camera/film Documentation of disaster
Clipboard Documentation of disaster
Disinfectant Spray of working area
Dust cloths Clean dry dirt, soot ,etc. from outside of books
Extension cord Electricity
Fans (portable) Air circulation during air drying process
First aid kit Safety
Flashlight & batteries Light
Freezer paper Wrap individual books
Glasses (safety) Protective gear
Gloves (cotton) Protective gear
Gloves (disposable) Protective gear – to be used with wet materials
Hard hat Protective gear
Hygrometer/temperature/RH meter Monitor temperature and relative humidity
Labels Marking boxes
Markers (waterproof) Mark boxes and containers
Masks Protective gear
Milk crates (plastic) Packing, moving or storage of wet books
Mops Clean up
Newsprint (unprinted) Interleave wet books, cover work tables
Nylon fishing line To hang small wet books or documents
Paper pad & pencil Documentation
Paper towel (white only) Cleaning; interleaving wet books, etc.
Plastic bags (zip) Temporary isolation of badly damaged materials
Plastic sheeting Cover collections to protect them from water
Polyester film Support wet documents; waterproof barrier sheet
Pressing plates & 4 way rubber Stabilize wet books that are misshapen before
bands freezing
Press (book) Flattening of dry books
Reemay Support for wet documents, separator sheet
Rescubes Packing of wet books (Holder of Disaster React Kit
supplies)
Scissors Cut newsprint, plastic sheeting, etc.
Spill kit Cleanup of fresh liquid spills
Spill pillows Prevent spread of liquid on the floor
Sponges Wet clean up
Sponges (chemical) Remove dirt, smoke and soot from books & paper
Tape (duck) To make boxes
Tape (strapping) To make boxes, hold plastic sheeting together
Tools (basic set) To fix things!
Trash bags Clean up
Trash cans Clean up Also used to store disaster supplies
Trash cans (plastic) Hold wet photos; washing; clean up; storage of
supplies
Trays (plastic) (18”x12”x11”) Packing oversized wet materials
Tubs (plastic) Hold wet photos, etc. To wash materials
Vacuum, HEPA Clean up of dry materials
Velo-bind combs Separate pages of books for drying
Wax paper Interleave books with coated paper
Weights Hold down documents
Zippy cutter Cut freezer wraps, newsprint, blotting paper, etc.
11/7/05

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COLORADO STATE

SECTION 1: Introduction and Basic Information

SECTION 2: Disaster Teams

SECTION 3: Disaster Plan Quick Reference Guide

SECTION 4: Collection Recovery Priorities

SECTION 6: Rehabilitation of Dried Materials

SECTION 7: Post Disaster Procedures

SUPPLEMENTAL REFERENCE MATERIALS (IN SEPARATE BINDER)

“Always Plan for the Inevitable!”

This manual continues to be designed to provide guidelines for disaster preparedness,

Rev. 8-05 1.1

Planning includes a sequence of four activities; Disaster Preparedness, Disaster

Disaster Preparedness encompasses all activities prior to an emergency or disaster,

Disaster Response is the actual response to an emergency or disaster, whether or not

The goal of the response efforts is to ensure minimal disruptions to library-related

Rev. 12-05 1.2

Call the numbers in the following order, Monday-Friday 8-5

David Ramsay, Building Proctor x2-4019

Other Libraries phone numbers

Library Technology Services Support x1-7102

CSU FACILITIES AND POLICE

Campus Police Department

EMERGENCY CALLS ONLY 911

Routine Calls/Dispatch x1-6245

Facilities Dispatch (24 hours) x1-0077

Rev. 4-16 1.3

David Ramsay, Building Proctor x2-4019

LAKE STREET DEPOSITORY

David Ramsay, Building Proctor x2-4019

LAKE STREET DEPOSITORY ANNEX

David Ramsay, Building Proctor x2-4019

VETERINARY HOSPITAL BUILDING

Chad Alexander, VTH Building Proctor 297-5303

Dennis Sylvain 297-1213

Kohl Webb 297-4573

Michelle Wilde x1-1860

Tom Moothart x1-1875

Rev. 4-16 1.4

Weekends and Weekday Nights

Secondary Meeting Places by Location

Lake Street Depository

Primary meeting place: Central Receiving parking lot

Lake Street Depository Annex

Pathology Building basement (across street)

Veterinary Hospital Library

Primary meeting place: Client Parking Lot

Rev. 4-16 2.1

The Preservation Librarian is responsible for all activities prior to an emergency or

●Maintain an up-to-date disaster response and recovery plan

●Train assigned personnel on various aspects of the disaster recovery plan

●Perform adequate cross-training to reduce reliance on key personnel and to

●Plan and implement comprehensive tests of the disaster plan

●Plan disaster response for various structures and situations

●Modify the plans as the results of the tests

●Evaluate disasters with respect to updating the disaster manual

●Work with the Building Proctor on disaster prevention

●Keep up-to-date on the contents of the RLO Guidebook

DISASTER RESPONSE AND RECOVERY RESPONSIBILITIES

The Organizational Chart is at Section 2.4.2.

Rev. 11/03 2.2

●Understand the range of recovery responsibilities

●Maintain expertise in at least one area of response and recovery