Syracuse University Library Disaster Manual

Revised 8/95

INTRODUCTION

The Syracuse University Library Disaster Recovery Plan for library materials outlines procedures for salvaging a wide variety of library materials in the event of a disaster of minor emergency. We have designed this plan to help library staff cope with and recover materials from minor emergencies that typically involve 500 or less items. The majority of these emergencies will be caused by interior flooding due to leaky pipes (or water coming in from other vulnerable areas in library buildings) or from patron mishaps. The resultant wet books and other objects, such as photographs, microfilm, and sound recordings, can usually be dried on location and returned to service with minimal effort. Please note that this document takes effect after the safety and security of library staff and patrons has been secured.

We designed the plan to move the reader first to the immediate actions required and then through the steps involved in recovering material from a minor emergency. We formatted it so that the user can click to the appropriate section without scrolling through the whole document.

We would like to take this opportunity to thank the members of the PPP Task Force on Disaster Preparedness/Response, the Library's Preservation Committee, and the staffs of Cornell University's Department of Preservation and Conservation, the University of California at Berkeley's Conservation Department, and the University at Binghamton's Department of Special Collections and Preservation, for their invaluable help in the shaping of this document. In addition, we wish to give credit to Betty Walsh, Conservator, Provincial Archives of British Columbia for information borrowed from her Salvage Operations for Water Damaged Collections (reprinted from the Western Association for Art Conservation Newsletter, May 1988, vol. 10, no. 2).

We are committed to ensuring that the Library's Disaster Response Plan remains dynamic and current. To this end, we will hold regular staff training sessions on basic recovery techniques to provide staff members with a foundation of knowledge that will be invaluable in the event of a disaster. Let us hope we will NEVER need to use this document, but if we do, we can take comfort in the fact that we will be able to respond as a well-prepared library team.

Martha Hanson, Preservation Administrator
Peter Verheyen, Conservation Librarian
Thomas House, Security/Facilities Coordinator

Table of Contents

• Library Emergency Call List
• Water Emergencies
• Procedures for Recovering Print Materials and Air Drying Books
• Procedures for Air Drying Paper Documents or Pamphlets
• Home

Call the Preservation Department @ 315-443-4560/1947/9937 for help in recovery.

LIBRARY EMERGENCY CALL LIST

For emergencies involving Syracuse University Library facilities, call one of the following individuals until you reach someone (if no response, call SU Security @ 711):

LIBRARY DISASTER RESPONSE TEAM (DRT) EMERGENCY CALL LIST

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Call the Preservation Department @ 315-443-4560/1947/9937 for help in recovery.

Water Emergencies

Take the following steps in response to an incident that does not pose a threat to staff or patron safety, and where recovery of damaged library materials can be handled on the premises.

Immediate Actions

1. First Call: Library Security

           
     Thomas House        Office: 3-1896/9754
     Colleen Woodward    Office: 3-9754 

If Tom House or Colleen Woodward are unavailable, call SU PHYSICAL PLANT @ 3-1234 (daytime); 3-2224 (after hours & weekends).

Describe the location and nature of the emergency. Stay at location until help arrives.

Library Security will coordinate with Physical Plant to:

• Turn off the water supply if water is flowing from pipes.
• Disconnect electricity (if necessary).

2. Second Call: Library Disaster Response Team

Describe the location and nature of the emergency.

The team member contacted will meet you at the emergency site, assess the situation, and coordinate recovery efforts.

WARNING

a. For water coming from above:

* Cover affected stacks with plastic sheeting from the emergency supplies located in your department. Location_________________________________________________ Contact______________________________ext._____home #_____ (name) * Carefully move wet material off shelves to a clean, dry area.

b. For water coming from below:

*    Remove books from affected shelves to another location OR move
     books onto higher shelves.

c. Estimate the number of wet volumes in order to:

*    Determine amount of space needed for air drying the wet     
     materials.

*    Help the DRT member(s) calculate the number of recovery     
     volunteers you will need.  As a rule, it takes approximately
     30 minutes for 2 volunteers to wrap and box 100 volumes (@ 10
     volumes per box).

d. Locate Space:

*    Find a clean, dry, secure area which has good
     air circulation, using fans to keep air moving, 
     and the lowest possible temperature and relative 
     humidity readings (optimum is below 70 degrees F and
     50% RH). The space should meet the following criteria:

*    Accessibility (e.g., for wheeled trucks, frames).  

*    Clear path to a loading area (in case the damaged books need
     to be re-located).

*    Proximity to affected materials.

*    Availability of open, flat, surfaces (reading rooms are good,
     but consider the impact on readers, since they may be excluded
     from the area for several days).

*    Availability for approximately one week (air drying can take
     from one day up to a week and the area chosen should be able
     to accommodate this range of time).                          
                             
Designated area(s) in ________________ Dept/Unit for air drying
books:___________________________________________________        
_________________________________________________________

      People to contact for access/keys to the above area(s):  
                                       
_________________________ext.________ home #_________      
_________________________ext.________ home #_________
                                                                  

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Call the Preservation Department @ 315-443-4560/1947/9937 for help in recovery.

Procedures for Recovering Print Materials and Air Drying Books

a. Books that are thoroughly wet:

*    Place absorbent paper on table or floor where books will be 
     dried (unprinted newspaper works well).  Change paper on the
     table/floor as it becomes wet

.

*    Lay book at edge of table with foredge pointing off edge and
     gently, but firmly apply pressure from spine to foredge,
     pushing out excess water. Gently open book and insert
     papertowel every 20-25pp. Change when the papertowels are wet.

*    If cover is bleeding or coming off, remove and put aside to a
     place where it can be found again. In many cases book will
     need to be rebound.

*    Use fans to generate air circulation in room.  Books should be
     dry enough for the next step:  books that are partially wet.

CAUTION:

Do not attempt to fan leaves. Do not remove covers unless they are bleeding. Leather and vellum bindings will present problems. When leather get wet, especially red-rotted leather, it will turn black and take on a slimy consistancy. These covers should be removed and and put aside (inside to inside) with pieces of freezer paper between them to prevent transfer of discoloration. Likewise vellum bindings will need special attention because they will warp severely upon getting wet. Contact the Preservation Department @ 3-4560/9937/1947 for help in recovery.

b. Books that are partially wet

*    Open book partially (at a fairly shallow angle) and interleave
     with absorbent paper (paper towels work well).  

*    Begin at the back of the book and interleave every 20 or so
     leaves (i.e., pages).  

*    Leave book flat until paper towels have absorbed some of the
     water--i.e., in about one hour.  Change paper towels
     periodically until book is only very slightly damp, then go to
     the next step:  books that are damp. 

c. Books that are damp

*    Stand damp books on edge, lightly fanned, and dry in front of
     fans.  If the cover is damper than the text, place absorbent
     paper between the boards and the book, changing them as needed.
     When almost dry, go to the next step:  books that are almost dry.

d. Books that are almost dry

                    
*    Lay the book flat, push the back and boards gently into
     position, and place under a light weight.  Leave in this
     position until book is thoroughly dry.  

*    When books are dry to the touch at the gutter, stack from
     largest to smallest and fore-edge to spine with a board on top
     and underneath. Place weights on board to help flatten.

NOTE: The drying time for a book can range from 1 to 7 days.

NOTE: Coated Paper (shiny paper)

*    If this paper is allowed to dry with pages stuck to each
     other, it will NOT be possible to separate them. For this
     reason it is important that they be interleaved between every
     page with papertowel. Change as often as neccessary and then
     follow steps from "Books that are almost dry."

*    Pages should be carefully separated. If uncertain contact
     contact the Preservation Department @ 3-1947/4560 for help in
     recovery. 

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Call the Preservation Department @ 315-443-4560/1947/9937 for help in recovery.

Procedures for Air Drying Paper Documents or Pamphlets

 
*    Hang documents/pamphlets over fishline or clothesline to dry.
     Lines may be strung close together and items laid across them
     to dry.

*    Lay out small stacks of documents and/or single leaves on
     tables, floors, and other flat surfaces.  Spread papertowels
     or unprinted newspaper on tables, etc.

*    Use fans to circulate air in recovery location.

*    Change newsprint/paper towels as necessary, ie when towels become damp.

CAUTION

• Do not attempt to separate leave that are very wet or that are sticking together unless you have been trained to do so.
• Do not attempt to air dry manuscripts, drawings, or material with water-soluble colors except under the advice of a conservation specialist.

NOTE: Make sure that contents of folders and boxes are not separated from each other.

SPECIAL PROBLEMS

• Water soluble inks or media (manuscripts, drawings, watercolors, maps).
• Framed prints and drawings.

Call the Preservation Department @ 315-443-4560/1947/9937 for help in recovery.

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All drawings by Janet Coombs, Preservation Department.