Disaster Prepardeness PReP tool - Oregon



|[Org Name] |BUILDING UTILTIES |RECOVERY TEAM (con’t) |INSTITUTIONAL CONTACTS (con’t) |FEMA |EMERGENCY RECOVERY SERVICES |

|Pocket Response Plan for Collections | | | | |(con’t) |

|Date revised: |Water – Fire Sprinklers |Member 3 |Environmental Health & Safety |Disaster Assistance | |

|FIRST RESPONDERS |[phone] |[name] |[name] |800-621-FEMA |Health Department |

| | |[office phone] / [home phone] |[office phone] / [home phone] | |[phone] |

|Dial 9-1-1 |Water – Potable |[cell] |[cell] |Environment & Historic Preservation | |

| |[phone] |[email] | |Region 10, 425-487-4600 |Conservator 1 (specialization) |

|Fire Department | |[home email] |Janitorial Services | |[name] |

|[phone] |Plumber | |[name] |REGIONAL CONTACTS |[phone] |

| |[phone] |INSTITUTIONAL CONTACTS |[office phone] / [home phone] | | |

|Emergency Medical / Ambulance | | |[cell] |Trainer [phone] |Conservator 2 (specialization) |

|[phone] |Electricity |Director | |[email] |[name] |

| |[phone] |[name] |Risk Manager | |[phone] |

|Police Department / Law Enforcement | |[office phone] / [home phone] |[name] |City Emergency Management | |

|[phone] |Gas |[cell] |[office phone] / [home phone] |[phone] |Refrigerated Trucking Service |

| |[phone] |[email] |[cell] | |[name] |

|DISASTER TEAM | |[home email] |[email] |[county] Emergency Management |[phone] |

| |Telephone | |[home email] |[phone] | |

|Team Leader |[phone] |Assistant Director | | |Freezer Storage |

|[name] | |[name] |Insurance Contact / Agent |Oregon Heritage |[name] |

|[office phone] / [home phone] |Elevators |[office phone] / [home phone] |[name] |503-986-0673 |[phone |

|[cell] |[phone] |[cell] |[office phone] / [home phone] | | |

|[email] | |[email] |[cell] |Oregon State Library |Commercial Recovery Service |

|[home email] |Security System |[home email] |[email] |503-378-4243 |(dehumidification, freeze drying, A/V ) |

| |[phone] | |[home email] | |[name] |

|Member 1 | |Emergency Manager | |Oregon State Archives |[phone] |

|[name] |Fire Suppression (other) |[name] |Public Relations Officer |503-373-0701 | |

|[office phone] / [home phone] |[phone] |[office phone] / [home phone] |[name] | |Data Recovery Service |

|[cell] | |[cell] |[office phone] / [home phone] | |[name] |

|[email] |RECOVERY TEAM |[email] |[cell] |STAFF PHONE TREE |[phone] |

|[home email] | |[home email] |[email] | | |

| |Team Leader | |[home email] |Human Resources |Industrial Hygienist / Mold Testing Lab |

|Member 2 |[name] |Financial Services / Accountant | |[name] |[name] |

|[name] |[office phone] / [home phone] |[name] |Information Technology Officer / IT |[office phone] / [home phone] |[phone] |

|[office phone] / [home phone] |[cell] |[office phone] / [home phone] |[name] |[cell] | |

|[cell] |[email] |[cell] |[office phone] /[home phone] |[email] |Exterminator / Fumigation Service |

|[email] |[home email] |[email] |[cell] |[home email] |[name] |

| | |[home email] |[email] | |[phone] |

|Member 3 |Member 1 | |[home email] |EMERGENCY RECOVERY SERVICES | |

|[name] |[name] |Facilities / Building Manager | | |Structural Architect |

|[office phone] / [home phone] |[office phone] / [home phone] |[name] |Special Collections / Archives |WESTPAS-Western States & Territories |[name] |

|[cell] |[cell] |[office phone] / [home phone] |[name] |Preservation Assist. Service |[phone] |

|[email] |[email] |[cell] |[office phone] /[home phone] |888-905-7737 (24/7 emergency #) | |

|[home email] |[home email] | |[cell] |info@ | |

| | |Security |[email] | | |

| |Member 2 |[name] |[home email] | | |

| |[name] |[office phone] / [home phone] | |National Heritage Responders | |

| |[office phone] / [home phone] |[cell] | |202-661-8068 24hr | |

| |[cell] | | |American Institute for Conservation | |

| |[email] | | |“Find a Conservator” | |

| |[home email] | | | | |

| | | | | | |

| | | | |Resource Center 202-452-9545 | |

|Immediate Response and Checklist for |ASSESSMENT |COMMUNICATION |COLLECTION SALVAGE |COLLECTION PRIORITIES |LOCATIONS OF DISASTER PLANS |

|Collections Recovery |Make sure proper authorities have cleared |Establish and maintain channels of |Salvage collections using pre-established |First Priority Collections |Location: |

| |all hazards before entering building or |communication |Collection Priorities, taking into account |Name: |Location: |

|IMMEDIATE RESPONSE |areas |Establish communication with appropriate |access and extent of damage |Location: |Location: |

|Notification (as appropriate): |Health and safety first; protect staff |local and regional emergency management |Identify and gather emergency supplies |Type of collection: |Location: |

|First Responders |Document with photos, videos, notes |Contact staff using the Phone Tree |Identify secure, dry location for pack-out |Name: |Location: |

|Activate the Disaster Team if collection |Assess damage to collections, building, |Contact risk manager and insurance agent |and air-drying |Location: |Website URL: |

|damage |information systems |Contact public relations officer |Recruit staff / volunteers |Type of collection: | |

|Ensure that all staff and visitors are safe |What type of an emergency was it (fire, |Contact WESTPAS, Regional Contacts, |Wear appropriate safety protection |Name: | |

|and accounted for |smoke, chemical, clean water, dirty water, |conservators |Start collection salvage guided by Disaster |Location: | |

|Building Utilities |heat, humidity)? |Contact outside Emergency Recovery Services |Plan and collection response protocols, |Type of collection: | |

|Maintain security of building and |What areas are affected? |Confirm funding sources for emergency |including Collection Priorities | | |

|collections |How much of the collection is damaged? |services as needed | |Second Priority Collections | |

|Institutional Contacts |What types of materials are damaged? |Contact regional libraries to ensure | |Name: | |

|Follow other Communication steps |Are critical information systems functional |continued services to constituents | |Location: | |

| |/ safe? |Report status to administration and public | |Type of collection: | |

| | |Post emergency information and instructions | |Name: | |

| | |on institutional website | |Location: | |

| | |Obtain appropriate permissions to begin | |Type of collection: | |

| | |salvage (public safety, public health, | |Name: | |

| | |structural engineer) | |Location: | |

| | | | |Type of collection: | |

| |WATER RESPONSE |WATER RESPONSE | |Name: | |

| |Identify materials needing immediate salvage|Quick response is essential to prevent mold |WATER RESPONSE |Location: | |

| |action (coated paper, leather bindings, |growth and irreversible damage to materials |Quick response is essential to prevent mold |Type of collection: | |

|WATER RESPONSE |unstable inks, film, etc.) |Obtain refrigerated trucks, freezer storage |growth and irreversible damage to materials | | |

|Stop the source, remove standing water |Stabilize the environment (cool, dry, | |Organize staff / volunteers to load priority| | |

|Cover collections with plastic sheeting |circulating air optimal) | |materials into freezer based on material | | |

|Remove materials from water path. Move books| | |type | | |

|higher on shelves or onto book trucks | | |Organize staff / volunteers to air-dry | | |

| | | |materials that should not be frozen | | |

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