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 life safety threats.

Step 2 – Make a rapid assessment of the emergency situation. 

If possible and safe to do so, quickly locate the source of the danger to the collections, and assess the location and extent of the damage.

Step 3 – Notify people and programs that are designated to respond in an emergency.

• Facilities
• If you do not receive a response from Facilities, call the University Operations Center (617) 495-5560.
• Library Administration
• Library’s local Emergency Response Team

Step 4 – Protect the collections from further damage.

If possible and safe to do so, take appropriate steps to protect the collections, e.g., cover them with plastic sheeting.

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

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

Step 6 – Work with Facilities staff to stabilize the environment.

• Lower temperature below 65 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
• Unbound paper
• Microforms
• Photographic prints and negatives
• Videotape, audio tape
• Motion picture film
• Other

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

• Damp
• Wet
• Moldy
• Smoke damaged
• Fire damaged
• Dirty
• Contaminated by bacteria or other dangerous substances

Photograph affected areas.

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 capability to respond.

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. 

Library’s local Emergency Response Team should, in consultation with LCET (HL-wide Library Collections Emergency Team):

• Gather supplies
• Remove damaged collections to a safe location
• Salvage damaged items

Step 11 – Keep detailed records.

Record:

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