As we know, there is the “all hazards” paradigm for disaster training, and this is to remind us that we NN/LM emergency planners take an “all seasons” approach to preparedness!  Winter weather has brought some of the most memorable disasters to libraries (see the Jan. 29, 2008 post on water damage at Renne Library, Montana State University) because of frozen and bursting pipes.  It poses danger to library staff who face slick roads and sidewalks, and power outages for libraries, staff and patrons (see article on last week’s ice storm in NY, NH, MA and ME).  In addition, the CDC’s “Winter Weather” tip this week details how the cold can endanger one’s heart. 

Some activities to consider this week in preparation for the holiday season and winter weather:

1. make sure your communication information is up to date–cell and home phone numbers for key staff and administrators
2. think about how you can provide information services from home if you can’t get to work; proxy account?  software installed?  alternate voice mail ready for your phone?
3. need any plastic sheeting for protecting your print resources or equipment in case of a water leak?

Also, if your business slows a bit during the holiday, take some time to read some of the “Stories Told” on the Library Disaster Stories page here on the toolkit (click on the “view larger map” link to see the list of stories).  I found myself awed by the strength and resourcefulness of our colleagues in some very trying circumstances, and found that their observations on their experiences can help all of us prepare for events we hope will never occur.

Here is our latest story from a librarian about a disaster that affected the Mario E. Ramirez, M.D. Health Sciences Library at the University of Texas/Harlingen, TX in July 2008.

Interview for “Stories Told”

Name and position title of person telling the story:
Greysi Reyna, Assistant Director, Mario E. Ramirez, M.D. Library
Kathleen Carter, Medical Librarian, Mario E. Ramirez, M.D. Library

Date of the interview:
10/16/2008

(1.) What happened in your community (i.e., what was the disaster/emergency)?

On Monday, July 21, students, faculty and staff at the UT Health Science Center’s Regional Academic Health Center (RAHC) in Harlingen received the official word that a tropical storm, named Dolly, was approaching the Texas coast and was tracking toward South Padre Island, less than an hour’s drive from campus. Most importantly, the storm was projected to intensify to hurricane strength prior to landfall, and the RAHC community had only 48 hours to prepare for the storm.

After reaching Category 2 status, Hurricane Dolly made landfall on the South Texas Coast on Wednesday, July 23, becoming the first hurricane to make a direct hit on Deep South Texas since Hurricane Bret in 1999. With some areas receiving over 9 inches of rain and with winds gusts over 75 mph, widespread damage and flooding was felt throughout the Rio Grande Valley. Tens of thousands of households lost power across Cameron, Willacy and Hidalgo counties.

Despite the efforts to prepare the RAHC for Hurricane Dolly, the building sustained water damage that prevented most RAHC personnel from returning to the building until nearly one week following the storm. In addition, the library was forced to operate from the RAHC’s auditorium for one month while the library underwent repairs.

(2.)   How did the library respond? How did the librarian respond? Were there non-traditional (unusual) roles that the librarian performed?

The campus emergency response team, which includes 2 library staff members, called on the campus to begin preparations. Because the Rio Grande Valley is frequently in the path of hurricanes, the RAHC has a well documented Disaster Emergency Timeline for Severe Weather Emergencies. The RAHC Safety Planning Task Force initiated the Emergency Response Plan, and staff of the Mario E. Ramirez, M.D. Library began protecting Ramirez Library resources from the threat of possible wind and water damage, as dictated by the RAHC Disaster Preparation Timeline. While the timeline calls for preparations to begin 96 hours prior to landfall, the timeline was escalated to account for the rapid movement and projected strengthening of Dolly.

While maintaining normal library operations, library staff began removing key print resources from the collection. This included valuable and heavily circulated materials from the general collection along with the entire reserves collection. As part of its hurricane preparedness plan, the library staff routinely place colored dot stickers on the spine of key print resources to help library staff quickly identify, remove and prepare portions of the print collection for storage in the event of a hurricane. To prepare for Hurricane Dolly, this select group of print resources was placed in a secure location on the 2^nd floor of the building along with laptop computers, and other critical equipment. In the event that the facility sustained significant damage, these resources would be used to establish a small functioning library in an alternate location.

The remaining collection was covered and secured with plastic sheeting and tarps. Materials located on bottom shelves were moved to the shelves above and covered. All desktop computers and electronics were unplugged, moved away from windows and doorways, and covered with plastic sheeting for protection.

By Tuesday, July 22, the tropical storm had strengthened. Now a hurricane, Dolly, was expected to strike South Padre Island on Wednesday, July 23 with 100 mph winds. RAHC medical students were dismissed at noon that day, and the RAHC staff was encouraged to rush preparations to completion. The Ramirez Library ceased operations at 3:00pm on Tuesday. Windows were boarded and sandbags were placed at building entrances by the campus facilities crew that worked well into the evening that day.

A building restoration team was dispatched to the RAHC during the storm, when it became apparent that water was entering the building. Unfortunately, much of that water entered the Ramirez Library causing considerable water damage. The good news was that the collection, furniture and equipment in the library had been spared. However, portions of walls and sections of carpeting had to be immediately removed, as the RAHC facilities crew and the restoration team began the process of “drying out” the building to prevent the growth of mold.

With the small collection of books and laptops stored prior to the hurricane, the library staff, with the help of RAHC administrators and personnel, opened a small temporary library in the RAHC Auditorium. The Library staff did their best to ensure that library services would continue, despite the circumstances. Medical students were able to check out and return library materials, access the Internet, and the library’s electronic resources.

Nearly a month following Hurricane Dolly’s visit, staff, students and community users were allowed to return to the Ramirez Library, and library operations returned to normal on Friday, August 15. Repairs to the Ramirez Library were on-going for portions of the facility for nearly 3 more months, and the Ramirez Library finally opened the entire space to its users on October 15.

(3.)  How has the library (or the services provided) changed as a result of these events?

While the library was able to reopen with minimal downtime, many lessons were learned to help staff prepare for future weather disasters. Since Hurricane Dolly, the following adjustments have been made:

·   Librarians have implemented a process for regularly evaluating the print resources that would be removed and stored in the event of a disaster. Labels displaying a hurricane symbol are now placed on the spine of key resources, so they can be easily identified by all staff and stored properly.

·  All full time staff have been provided a laptop and docking station so that important documents can be easily backed up on a portable computer. Staff take their laptops with them when they leave the library prior to the hurricane making landfall.

·  Should the Library have to operate from an alternate location following a disaster, as with Hurricane Dolly, the Library’s ILS software has been installed on several laptops to ensure that materials can be checked out and returned without interruption.

• Following Hurricane Dolly, library staff were prepared to serve their users, but staff quickly realized they were not prepared to continue with their regular duties. While the library had carts full of medical books and laptops, basic supplies like paper, folders, and staplers had been left behind. The disaster preparedness plan now stipulates that office equipment and supplies will be removed and stored as well.

·   Because cell phone service was unavailable during and after the hurricane, maintaining contact with multiple colleagues was difficult. Now, all staff have been asked to place a single call to the Briscoe Library at the UT Health Science Center San Antonio main campus. Staff at the Briscoe Library will be responsible for relaying information to staff about the status of their co-workers and the Library overall.

(4.)   What, in your opinion, are the roles for libraries (and librarians) in disaster planning, response and recovery efforts?

Libraries can share their disaster plans with other agencies, or provide templates for disaster plans. The Ramirez Library has shared its disaster plan with several local libraries and organizations to assist them with developing their own plans.

Before and after a disaster, community members may need help connecting with local resources. The Library can serve as place for distributing information to the community about lodging, drinking water and meals, telephone service, and more!

(5.)  What are your experiences working with emergency agencies, organizations and groups?

Overall, the Ramirez Library has a close relationship with the campus security team.

Designated Library personnel are members of the Security Task Force for the Regional Academic Health Center. This means that library staff members are present for all security briefings and have a voice in the decision-making process.

The Ramirez Library staff learned to work with the campus environmental health and safety team. Library staff were required to cooperate with their directives in terms of when it was safe to return to the library due to the possibility of mold formation. Library staff also learned that the campus emergency response team was quick to institute mitigation services to lessen the amount of damage to the library from moisture and mold.

The Medical Library Association (MLA) is providing a distance education opportunity via webcast for members on Wednesday, November 12, from 1-3 PM Central time, in which presenters will speak about their experiences in dealing with disasters.  Dan Wilson will also contribute information about NN/LM’s activities in emergency preparedness.  The class is entitled “Survival Tips and Stories:  Expanding the Library’s Services in Times of Disaster.”  Click here for the page on the MLA website that gives information.  Speakers Ethel Madden, Julie Page and Marty Thompson all have fascinating stories to tell about disasters they have experienced first-hand, and will share many lessons-learned and recommendations for all of us to consider in helping our libraries to be prepared for emergencies.  Don’t miss it!

The Agency for Healthcare Research and Quality (AHRQ) is hosting a webcast on “Lessons Learned from the Field of Emergency Preparedness” on November 6.  The webcast is free, taking place from 12-1:30 EST, and registration is required.  Quoting from the announcement (thanks, DIMRC!):

“Presenters will offer diverse perspectives on emergency planning and the use of AHRQ tools in order to enhance surge capacity, medical supply allocation planning and resource inventories reporting systems. Participants will receive key insight on customizing AHRQ tools in order to address the distinct needs of their communities. Emergency preparedness planners as well as federal, state and local community health planners, providers and first-responders are invited to attend.”   Go here to find the registration site.

Following is an announcement of a new resource made available by the Library of Congress.  In addition to listening to the stories, check out the links on the left side of the Preservation pages for a wealth of resources for libraries preparing for or responding to disasters.  

“For the third anniversary of Hurricane Katrina’s devastating impact to New Orleans and the Gulf Coast, in commemoration and in light of the current hurricane season, the Library of Congress announces a Web site titled “Learning from Katrina,” which provides insights for better responses to record and artifact damage by hurricanes.

On this site, www.loc.gov/preserv/emergprep/katrinarespond.html, visitors can hear seven interviews with professional conservators who helped salvage collections affected in August 2005.In the interviews, responders discuss the lessons learned, their motivations, expectations and preparations, and their experiences. The interviews were conducted in 2006 at the Library of Congress by the Preservation Directorate, in collaboration with the Federal Library and Information Center Committee (FLICC) and the American Folklife Center.”

Today we have added a new page to the Toolkit.  It is called “Forms” and you’ll see it in the top menu bar.  So far, the forms included are for reporting emergency incidents and for contributing to the “Library Disaster Stories” page.  As part of the NN/LM Emergency Preparedness & Response plan, the designated regional and/or state coordinators will provide follow-up to any incident within their regions by using the first form on the list, the Incident Reporting Form.  The second form contains questions designed to elicit narratives from network members of experiences during disasters that might help to contribute to our knowledge base of “lessons learned.”  Please let us know if you have any questions or would like to suggest changes to either form based on your experience.

It is good to see (via our statistics page) that visits to this toolkit are increasing weekly, and there are many “clicks” showing on the pages, such as Disaster Plan Templates/Samples and Service Continuity Planning.  Today we are adding a category called “Toolkit Tips,” which we’ll use to highlight new or already existing features of the toolkit.  We hope this will help everyone keep up with the continuing development of the toolkit, as well as uncover some buried treasure!

Tip #1:  Check out the new Google map that links to Library Disaster Stories.  It is located in two places in the toolkit:  in the left column, just past the photos and the Article Archives, and on the Library Disaster Stories page in the top menu bar.  Emily Vardell created the map, linking it to the stories, and worked with Dan to fine-tune its functionality on the toolkit.  Click on the “View Larger Map” link (below the image of the map on this page) to see the entire map, along with a list of the stories and links to them.  The symbols denote what type of disaster or incident is being described; i.e. hurricane, fire, earthquake, terrorism, flooding, tornado, and public health emergency.

We would like to continue adding to our Lessons Learned/Stories Told, so please let us know if you have a story to tell, and especially what you learned from the incident that might help other people prepare.  Contact Dan at danwilson@virginia.edu or Susan at syowell@virginia.edu.

Michelle Brewer, Director of Library and Corporate Information Services for NJHA (New Jersey Hospital Association), talks about the events on September 11, 2001, and her involvement.

Director of Library and Corporate Information Services for NJHA (New Jersey Hospital Association) for more than 28 years

She has been elected president of numerous local, state, regional and national library associations; chaired several Board of Trustees and given over 100 workshops, courses and presentations

Currently she is President of the HALS (Health Association Libraries) of the Medical Library Association (MLA), Chair of the Library Improvement Committee for the Middle Atlantic Region of the National Library of Medicine and Chair and Editor of the Benchmarking and Statistics Survey U.S. Hospital and Health Sciences Libraries for the MLA.

Has written about preparation for terrorist disasters in an Algorithm for Disaster Information Preparedness: Checklist for Medical Librarians, and It wasn’t raining when Noah built the ark: disaster preparedness for hospitals and medical librarians post September 11

Questions:

(1.) What happened in your community (i.e., what was the disaster/emergency)?

(2.) How did the library respond? How did the librarian respond? Were there non-traditional (unusual) roles that the librarian performed?

(3.) How has the library (or the services provided) changed as a result of these events?

(4.) What, in your opinion, are the roles for libraries (and librarians) in disaster planning, response and recovery efforts?

(5.) What are your experiences working with emergency agencies, organizations and groups?

Tornado Drill, University of Virginia, March 18, 2008

The University of Virginia (UVa) held a tornado drill, which included our library, on March 18 at 9:45 AM (see this site for more information). The drill had been announced two days before it was scheduled to occur. Overall, our library’s plan functioned well, but the drill definitely served its purpose, as it tested the systems and the knowledge of staff, and effectively showed the areas that need to be improved. Our Library Director held a drill de-briefing meeting this morning, so that we could share information/observations about the exercise and what we need to do to improve our planning and training. Lessons learned from the drill:

–in our library, staff followed procedures for sheltering-in-place. Patrons were given the option to participate in the drill or not, and only one person took shelter with our staff.

–we realized that our shelter-in-place plans need to be clarified so that everyone realizes the differences between sheltering-in-place for tornadoes and sheltering from a biochemical/hazmat situation or an active shooter

–a goal of the drill was that it be completed in 3 minutes. We found that this is adequate time if the overhead PA system is working. However, if power is off when a tornado is sighted, staff will have to warn patrons in person. We have a bullhorn with a siren, and have moved it to Circulation for use in making announcements if necessary.

–we had already contacted the Office of Emergency Preparedness at UVa to request help in verifying the best shelter locations in our library, so we look forward to having their guidance

–we are investigating the purchase of signs to designate shelter-in-place spaces in the library, once our sites are verified by UVa’s Office Emergency Preparedness

Michael Boer posted a second article about the water damage at the Montana State University’s Library (see the Comment below the “Water Damage…” post). Here are some points to ponder that we can glean from the article and hopefully use as “lessons learned” in our own disaster planning.

• this is the second burst pipe incident in a week, and library staff have already spent a week trying to clean up and salvage the rare materials that were damaged a week ago. Lesson: we all need help sometimes. Two incidents in a row, with the second being worse than the first, is beyond what most of us plan for or are equipped to deal with.
• Library Dean, Tamara Miller said that they began recovery immediately, and that “getting organized was my first thought.” Lesson: get organized before you start the process–have a plan in place, have supplies on hand, know who to call for help with salvaging and clean up.
• MSU’s library kept their essential services up and running–their online resources were still available, including class resources for faculty and students, the classes that would have been taught in the library were re-located to other buildings, and they continued to provide Reference services. Lesson: a good example for all of us who are working on service continuity plans!
• two commercial salvage/recovery companies are already involved; a local company helping with clean-up, and a Texas-based company sending a freezer truck to remove items to be freeze-dried. Lesson: if possible, develop a relationship with a commercial recovery company (see links here on the Toolkit) as part of your planning process.
• the fire sprinkler system was installed only eight years ago, with safeguards in place for potential pipe leaks, but this is the third incident of a frozen pipe that burst and flooded in the library. Lesson: even relatively new systems can fail, and often the source is inside the building rather than on the roof or flooding only on the ground floor.
• extreme weather caused the failure of the sprinkler system in areas where the damage was not anticipated, so a combination of unforeseen factors contributed to the failure. Lesson: sometimes our best efforts aren’t enough to prevent a disaster.
• water came into the library for 20 minutes, at about 120 gallons per minute (2,400 gallons). An alarm had sounded, but even so, it took 20 minutes to get the water turned off. Lesson: water is the most likely cause of damage to library collections and facilities, and it seems to often get in when the library is closed. This 20 minute turnaround was fast, considering that staff were probably not in the library at the time, but 20 minutes is a long time when water is pouring in at 120 gallons per minute.

The quote from Tamara Miller says it all: “It’s really hard to look at. And still, I know it will be fine.” Great job, Renne Library, and best wishes for a speedy recovery!