#  Checklist for Emergencies: Initial Response 

 



### In the event of an emergency that threatens library collections, take the following steps:

#### **Step 1 – Make sure staff members are safe.** 

Take appropriate measures to protect the lives and health of all staff members, including your own.

Call 911 or University police (HUPD (617) 495-1212) for fire and other life safety threats.

#### **Step 2 – Make a rapid assessment of the building emergency. Notify facilities management and your managers.**

If you do not receive a response from Facilities, call the University Operations Center (617) 495-5560.

#### **Step 3 – Briefly assess and document the extent and severity of collections damage.**

How much is damaged (in logarithmic terms: a shelf, a row, a room, etc.)?

#### **Step 4 – Protect the collections from further damage.**

Take appropriate steps to protect the collections, for example, cover them with plastic sheeting or funnel dripping water into a trash can.

#### **Step 5 – Notify LCET (Harvard Library-wide Library Collections Emergency Team).**

- LCET Cell Phone **(617) 240-2500**.
- Alternatively, during business hours, you may call the Weissman Preservation Center: (617) 495-8596 or Collections Care: (617) 496-2403.

#### **Step 6 – Stabilize the storage environment to prevent mold.**

- Once Facilities managers have stopped the source of the emergency, work with them to lower temperature below 70 degrees F if possible
- Lower relative humidity below 50% ASAP, and preferably below 35% to dry out the space
- Move air gently through affected areas
- Consult Preservation Services about environment needs for specific formats.

#### **Step 7 – Refine your assessment of damage to the collection(s).** 

Identify the types of materials damaged, and estimate quantities:

- Bound volumes
- Bound volumes with coated paper
- Unbound paper
- Microforms
- Photographic prints and negatives
- Videotape, audio tape
- Motion picture film
- Handheld digital media
- Other

Identify the nature of the damage, e.g., materials might be:

- Damp
- Wet
- Stuck or sticky
- Mold
- Mildew odor
- Smoke damaged
- Fire damaged
- Dirty
- Contaminated by bacteria or other chemicals

Photograph affected locations, formats, items.

#### **Step 8 – Determine if an outside commercial response service is required.** 

Library’s administration, in consultation with LCET (HL-wide Library Collections Emergency Team), determines if the type or amount of collection damage exceeds the Library’s capacity to recover. Typically anything more than 200 books is referred to a vendor.

#### **Step 9 – If an outside service is required, arrange for purchase of services.** 

Library’s administration contacts the appropriate offices:

- Financial services
- Insurance office

#### **Step 10 – If an outside service is not required, implement salvage activities.** 

Your repository’s local Emergency Response Team should, in consultation with the Harvard Library-wide Library Collections Emergency Team):

- Gather salvage supplies
- Remove damaged collections to a safe location, keeping good records of what is moved
- Salvage damaged items

#### **Step 11 – Keep detailed records.**

Record:

- Areas/ranges affected
- Items affected
- Locations of items being salvaged
- Salvage methods

### Resources

[Broad Areas of Responsibility During Emergencies](https://preservation.library.harvard.edu/broad-responsibilities)

[Emergency Planning](https://preservation.library.harvard.edu/emergency-preparedness)