Now that the response team is selected, insurance matters have been investigated and emergency supplies obtained, it is time to write everything out.

If your institution does not have evacuation routes; evacuation route maps posted at specified locations, this would be a good time to create such maps. Do not include details such as location of keys, important collections, or other sensitive information on these maps which will be visible to the general public.

Consult with the fire and police departments for help with evacuation routes. If there is an area-wide emergency, it will be important to know where people should be directed after they leave the building.

In Westchester County, there is a county wide disaster preparedness agency, the Westchester County Office of Emergency Management; Office of Emergency Management. (See Section 7, p. 89). You can obtain emergency planning information from them. Check whether there is a similar agency in your county.

Check with the American Red Cross; Chapter for your county to see what help your institution might be able to obtain in a disaster. In addition to emergency shelter and food for temporarily displaced people, the Red Cross can sometimes help with volunteer workers, transportation and other matters.

The plan should include a summary of emergency procedures. This will list the proper response to various situations: fire, flooding, medical emergency, bomb threat, vandalism, etc. Police, fire department and building security phone numbers will be shown in large type. Don't include the location of valuable collections, keys or other information that could compromise security.  Evacuation directions; are best accompanied by clear floor plans.

If the building survey pointed out a recurring problem that has not yet been repaired, include appropriate emergency steps to cope with it in the future. For instance, a section of the roof might have leaked during certain kinds of storms. After the survey, collections should be shifted so there are no books or objects directly under this spot. But water will have to be either diverted or mopped up quickly so plastic, mops, buckets and so on should be kept nearby.

Copies of these instructions should also be posted in various areas of the building. The diagrams can be altered to suit each area; they should point out the location of fire extinguishers, pull boxes, emergency exits and the best routes to them. They should be oriented so the person looking at the diagram can tell immediately in what direction to move. Instructions should be simple and explicit: in a crisis, people can't absorb a lot of different options. Diagrams and instructions should be reviewed from time to time to make sure that they reflect building modifications or collection shiftings.

The list of response team; names and phone numbers can logically follow the emergency instructions. You may wish to organize this list as a telephone relay, with the first person responsible for contacting the next and so on. If the next team member on the list can't be reached, instruct staff to go on to the next person after that.

You can also include phone numbers for outside sources of help that are appropriate for your institution, such as:

Lower Hudson Conference of Historical Agencies & Museums

914 592-6726 fax: 914 592-6946

The New York State Program for the Conservation

and Preservation of Library Research Materials

518 474-6971 (fax) 518 486-5254

The New York State Office of Parks, Recreation and Historic Preservation, Bureau of Historic Sites, at Peebles Island

518 237-8643 (fax) 518 235-4248

The Northeast Document Conservation Center (NEDCC)

978 470-1010 (fax) 978 475-6021.

Southeastern New York Library Resources Council

914 691-2734, (fax) 914 691-6987

The Conservation Center for Art and Historic Artifacts

215 545-0613 (fax) 215 735-9313

The Williamstown Art Conservation Center

413 458-5741, M-F, 8:30-5 

after hours: 413 458-9545 x 212 (Clark Security)

Section 7, p. 89lists other sources of help and advice and you may have others to add to your list.

Sample  EMERGENCY INSTRUCTIONS;form

adapted from the

Disaster Preparedness and Recovery Plan of

the LuEsther T. Mertz Library of

The New York Botanical Garden

DO NOT PANIC

FIRE

      1.  Pull fire alarm

      2.  Evacuate the Building

      3.  Call 911 (dial 9 for an outside line)

      4.  Call NYBG Security 000 000-0000,

                        after 4pm, call 000 000-0000.

WATER

      1.  Call NYBG Security 000 000-0000

                        after 4pm, call 000 000-0000

      2. Call Physical Plant (Name of contact person), 000 000-0000

      3. Call Maintenance (Plumber) 000 000-0000

      4. If problem persists call Dept. of Water 000 000-0000

                        (dial 9 for an outside line)

      5. Protect the area getting wet

      A. Water from above

          1.       Remove library materials from shelves and move to                  dry area. Use book trucks if possible; otherwise hand carry materials to dry location.

      AND/OR

         2.      Cover immediate and adjacent areas with plastic                   sheeting (use plastic sheeting located in box at the

                  --- Bldg. side of each collection floor.)

      B. Water from below

          1.      Remove library materials from lower shelves first;

use book trucks if possible; otherwise, hand carry materials to dry location. When this is complete and if problem persists, remove all materials from shelves.

CALL THE DISASTER ACTION TEAM

The form on the previous page is an example of a one-page set of instructions that can be included in the written plan and can also be posted in various areas.