SALVAGE PROCEDURES

An outline of the general procedures to be followed by the Disaster Action Team during an emergency situation was given in the section entitled Disaster Action Team, General Procedures. The present section will consider salvage procedures to be carried out by the Disaster Action Team following the emergency.

The procedures which follow are offered only as an outline and should be supplemented by a consideration of the more comprehensive and detailed sources in the field, and by practical consideration of the specific condition being dealt with.

The Disaster Action Team, headed by the Team Leader, is responsible for coordinating all salvage procedures in the aftermath of an emergency situation.

BASIC SALVAGE PROCEDURE. In order to formulate and conduct an efficient salvage operation, the Disaster Action Team should consider the following general steps:

• Appraise the damage, giving special attention to such matters as the extent and nature of the damage, the quantity of material affected, the conditions under which salvage operations will have to be conducted, and recovery needs. In appraising the damage, keep calm and proceed into the disaster area with caution. If in doubt about the safety of conditions, contact Facilities Management and have them check the situation first.

• Stabilize and control conditions within the disaster area in order to prevent further damage. For example, in the event of water damage, remove all standing water, have environmental controls adjusted to reduce temperature and humidity and increase air circulation.

• Formulate a recovery plan, consulting with involved and concerned individuals in the Library, College and University, and seek the advice of experts when necessary. The objective of this plan is to salvage the maximum number of volumes in a manner that will minimize the cost of restoration required. (See Recovery Plan Guidelines below for further details).

• Assemble necessary supplies and equipment for the salvage operation and make arrangements for any services or outside facilities that may be needed. On-campus assistance and advice can be obtained by calling Facilities Management (621-3000) and Risk Management (621-1590).

• Assemble and train the necessary salvage team and arrange for their physical well being while involved in the recovery effort. When volunteer help is needed to assist in salvage operations, consult the current listing of student assistants working in the Law Library, and contact the College of Law administrative office for faculty, staff and student listings.

• Carefully document all actions taken during salvage operations. Written records should be supported with photographic documentation whenever possible.

RECOVERY PLAN GUIDELINES. In order to formulate the most efficient recovery plan for the conditions encountered, these general guidelines should be followed:

• Avoid hasty decisions even though time may be of the essence and confusion may reign. Seek advice of experts familiar with the disaster conditions. Consult  Emergency/Salvage Services sources for such assistance. Develop a plan before involving people or taking large-scale action.

• Encourage the Library administration to make an early decision on whether conditions warrant closing of the Library during recovery, or if salvage efforts can be conducted while regular Library operations continue.

• Establish a command post in a central location from which salvage operations can be directed, supplies and team workers can be assembled, and contacts with emergency authorities, resource services, media, etc. can be maintained.

• In consultation with College administration, the Team Leader should ensure that appropriate responsibilities for vital duties are assigned, such as:

Communications Coordinator
 
In charge of all incoming and outgoing calls involving such matters as assembly of supplies and workers, and requests for services.

Media Coordinator

In charge of communications with the media as authorized by the Library, College, and/or University administration. Assigning one individual to this duty will avoid conflicts and contradictions in reporting recovery activities. This duty may be assigned to the Communications Coordinator.

Recorder

In charge of documenting all assessments made and actions taken during the recovery effort, keeping accurate and complete records of all materials that may have to be removed from the Library, coordinating photographic documentation, and recording sources of all services and assistance received during the salvage operation for later expressions of appreciation.

Salvage Coordinator

In charge of the training and supervision of all recovery crews, identifying problems in the salvage plan once the effort is underway, such as logistical bottlenecks, impractical operations, problems with staff, etc, and ensuring the well being of work crews by scheduling frequent rest breaks and providing food and drinks.

• Establish security measures whether the salvage operation is to be conducted with the Library open or closed. Access to the disaster area should be restricted. Special access control measures may need to be instituted even if the Library remains open, not only to prevent theft and further damage to materials, but also to prevent salvage operations from being disrupted.

• Choose an adequate work area, dependent upon conditions, that will provide sufficient space for salvage operations, as a treatment area, an assembly point for the removal of materials, or other purposes. The area should also be one which provides for the safety of the salvage workers involved.

• Do no restoration at the disaster site. This should be done under controlled conditions, in the proper facilities, with the advice of a conservator.

• Should it be necessary, remove damaged materials according to established priorities, (unless conditions dictate otherwise), and maintain accurate records of the materials removed.

POST-DISASTER REPORT. An essential component of salvage procedures is a written report to be prepared when the recovery effort has been completed. This report should summarize the emergency situation and all actions taken during the salvage operation. It should emphasize "what went right" and "what went wrong." Once this assessment has been made, the Disaster Preparedness Manual should be amended to reflect the necessary improvements identified during the recovery experience.