Contact the Center of Southwest Studies

Disaster preparation and response plan

revised July 31, 2007 (note: this prints out as 35 pages)

Why we need this disaster plan:

No cultural heritage repository, regardless of its size or location, is immune to disaster. We ought to be forewarned by the list of catastrophes in just recent years. Burst pipes flooding an exhibit gallery; mold outbreaks due to an unnoticed blocked drain in a floor; total loss by fire…not to mention the effects of a catastrophic hurricane of epic proportions. It is imperative that we plan so that we can minimize our risks, prevent some disasters, and respond wisely and calmly to the ones we could not entirely escape. Thorough planning and effective salvage efforts can make the difference between total loss and continued accessibility of our valuable holdings.

This plan gives particular attention to the disasters we are most likely to face, focusing on water damage because that is associated with almost every catastrophic event. As a colleague has stated, "Remember: Having a disaster plan is like having an umbrella--it never rains when you carry an umbrella, but if it should rain, the umbrella will keep you from becoming soaked." (Source: E-mail from Toby Murray, Preservation Officer, then at University of Tulsa, 9 April 1993.) May it never rain on us. But may we keep dry if it does!

Briefly, our goals in putting this plan into effect are as follows:

1. To provide for the personal safety of all individuals who are present in the Center.

2. To maximize order, efficiency, and speed in responding to a disaster.

3. To mobilize all appropriate staff to participate in assigned functions in a disaster and in recovery operations.

4. To minimize damage to Center materials and to minimize the length of time in which the Center's resources are unavailable to users after a disaster.

Let’s brace ourselves by heeding the old proverb from India: “The more you sweat in peace, the less you’ll bleed in war.” Let’s do what we can now, during a calm time, so that the damage will be less when we experience a crisis!

Todd Ellison, Archivist and Professor, Center of Southwest Studies

Contents

Part	Title	Comments
I	Disaster Response Action Team (DRAT) list	names, titles, phone #s, responsibilities
II	Off-site services providers	in the event of a disaster
III	In-house emergency equipment and supplies - utilities shut-off valves	those on hand, and their locations
IV	Off-site emergency equipment and supplies	and their locations
V	Periodic upkeep inspection checklist
VI	Emergency response procedures
VII	Emergency instructions
A-C	Fire/ water/ locked-away areas
D	Fire response procedure	flow chart
E	Flooding response procedure	flow chart
F	Bomb threat response procedure	(not available online)
G	Severe weather warning emergency procedure
H	Medical emergency response procedure
I	Vandalism response procedure	flow chart
J	Building collapse response procedure	flow chart
VIII	Floor plans	(not available online)
IX	Salvage priority list	(not available online)
X	Disaster information	references and credits
XI	Disaster plan distribution/ update list	notification phone tree
XII	Other info on the Web for disaster planning and response	Web links

I. Disaster Response Action Team (DRAT):

Name and title

disaster planning role

Phone #s:
Office & Home

Responsibilities

(chain of command/
designated decision making authority)

Jeanne Brako, Interim Director and Curator/Public Programs

chief administrator and artifacts recovery

247-7494 (o)

946-6954 (cell)

___-____(h)

1) Approve disaster plan

2) Establish & maintain adequate insurance coverage

3) Determine & allocate budget for wages, supplies, transportation & services

4) Authorize procedures expenditures

5) Assess damage & salvage possibilities

6) Manage salvage operation overall

7) Manage all operations pertaining to artifacts

Todd Ellison, Archivist

disaster planner
& recovery supervisor

247-7126 (o)

___-____(h)

1) Update & disseminate disaster plan annually

2) Assemble & maintain disaster supplies

3) Train Center personnel for disaster preparedness, annually

4) Prioritize collections for salvage

5) Instruct & supervise disaster recovery personnel
handling collections during disaster

Nik Kendziorski, Assistant College Archivist

incident documentor and library recovery

382-6989 (o)

___-____(h)

1) Photograph & record damaged &/or moved
materials for inventory control & damage documentation

2) Manage all operations pertaining to archives and special collections

Elayne Silversmith, Librarian

group organizer and library recovery point person

382-6951 (o)

___-____(h)

1) Facilitate organization of the recovery team

2) Manage all operations pertaining to library books and periodicals

Administrative Assistant,
main office of the CSWS

communications

247-7456 (o)

___-____(h)

1) Liaison with fire & police officials

2) Coordinate contacting of disaster personnel & assembling of crews

3) Coordinate with FLC administrative offices & College PR (news media)

4) Control flow of work & materials

5) Provide food for work crews

Wayne, Kjonaas, Director,
Physical Plant Services

Ted Gross,
Service Center Manager

Mark Gutt, Construction Manager

building maintenance

247-7000 (PPS)

___-_______(h) Kjonaas

____- _____ (h) (Gross)

____- _____ (h) (Gutt)

1) Stabilize and normalize the environmental conditions

2) Instruct, implement, and monitor all safety considerations, including fire

Arnold Trujillo, Director, FLC Police/ Public Safety

security

247-7491 (o)

___-____(h)

1) Maintain and update security systems

2) Train staff in operation of security systems

3) Establish and maintain the Command Post for duration of disaster

Potential Volunteers Nearby:

Senior Southwest Studies students (___-____(h)

SW Studies faculty Duane Smith, Peter McCormick, Richard Wheelock (___-____(h)

Jan Postler, museum consultant, 259-2402 (Animas Museum/ La Plata County Historical Society), ___-____(h)

Karen Jones, Preservation Administrator, Jefferson County Public Library, Lakewood, CO (303) 232-7114 ___-____(h)

Terry Ketelsen, State Archivist, Colorado State Archives, Denver (303) 866-2055 ___-____(h)

II. Off-Site Services Providers in the Event of a Disaster:

(listed alphabetically by nature of service)

Nature of Service	Service Provider	Contact Person	Phone #/ Email
Ambulance	Mercy Medical Center	Durango Central Dispatch	911
Carpenter	FLC Physical Plant Services	Doug Bouner	247-7526 or -7000
Clean-Up Assistance	FLC Physical Plant Services	Ted Gross	247-7000
Computer Records Salvage	FLC Computing & Telecommunications	Craig Young	247-7166 or –7154
Conservation Advice	Gerald R. Ford Conservation Center (Omaha, Nebraska)		grfcc@mail.state.ne.us
	Denver Art Museum	Carl Patterson	303-640-2389
	University of Nevada, Las Vegas	Toby Murray, Preservation/ Conservation Librarian	702-895-2240 tobym@unlv.nevada.edu
	Northeast Document Conservation Center	nedcc@world.std.com	508-470-1010
	National Preservation Program Office		202-707-1840
	National Archives & Records Administration	Conservation Lab	202-501-5360
	Society of American Archivists	Jeanette Spears, Member Services Coordinator	jspears@archivists.org
Disaster Assistance	Belfor USA	Kirk Lively	800-856-3333 or 817-535-6793
Disaster Assistance	Disaster Emergency Services	Colorado State Director	303-273-1624
Drying space on campus	FLC Non-Academic Facilities Scheduling		247-7394
Electrical Hazard	FLC Physical Plant Services	Frank Maynes	247-7068 or -7000
Electrical Hazard	La Plata Electric Company	247-3486(after hours)	247-5786
Electrician	FLC Physical Plant Services	Jim Blankenship	247-7000
Fire Dept.	Durango Fire Department	Central Dispatch	911
Fire Recovery/ Salvage	(see Disaster Assistance, above)
Freezer	Sodexho Food Services		247-7335
Freeze-drying	Colorado State University Libraries	Diane Lunde	303-491-1825 dlunde@manta.colostate.edu
Freeze-drying	Belfor USA	Kirk Lively	800-856-3333 or 817-535-6793
Fumigation	Consult: General Pest Control	Terry Bowers	247-1884
Funding	National Endowment/Humanities	(less than $30,000)	202-786-0570
	Institute of Museum Services		202-786-0536
	FEMA Region VIII	Denver Federal Center	303-235-4811 or 4800
	National Endowment for the Arts		202-682-5442
Hospital	Mercy Medical Center	Central Dispatch	911
HVAC System	FLC Physical Plant Services	Jim Perino or Charles Atwood	247-7000
Infestation Consultation	Tom Parker		215-284-6249
Insect/Pest Extermination	General Pest Control	Terry Bowers	247-1884
Insurance	Colorado Risk Management	Through FLC Business/Finance VP	247-7196
Janitorial	FLC Physical Plant Services	Paul Martinez	247-7000
Legal Advice		Contact appropriate FLC Vice President
Locksmith	FLC Physical Plant Services	Rodney "Steve" Nichols	247-7000
Microfilm Restoration	Eastman Kodak Co.	Don Franklin	312-954-6000
Microfilm Restoration	Fuji Photo Film USA	Joe Cusick	800-241-7695
Mycologist (mold outbreak)	FLC Biology Department	Page Lindsey	247-7407 Lindsey_P@fortlewis.edu
Photographer	FLC External Affairs (College PR)	Chris Aaland	247-7401
Plumber	FLC Physical Plant Services	Jim Perino	247-7000
Police	Durango Police Dept.	Durango Central Dispatch	911
Security Personnel(extra)	FLC Security & Safety	Arnold Trjillo	247-7300 or –7491
Security System	Simplex/Grinnell	Ted Bates	1-888-746-7539
Utilities	FLC Physical Plant Services		247-7000
Utilities	Greeley Gas Company	247-3812(after hours)	247-3811
Water recovery/salvage See disaster recovery, freeze-drying and microfilm restoration, above.

III. In-House Emergency Equipment and Supplies, and Their Locations:

Most disaster supplies--including the Tuffcrates and their miscellaneous emergency salvage supply kit contents--are in the film storage room #21 in the basement; get the key from SW Center staff or Physical Plant, in that order. Campus Police has no key.)

(See floor plan for all locations.) (* means we still need to obtain this item)

A. Paperwork/access:	Location
1. Copy of disaster manual	in locations listed at end of this guide
2. Emergency funds: a. cash (under $50) b. field purchase orders (up to $250)	Center Secretary’s office
3. SW keys	Center staff & FLC Police
4. Utilities shut-off a. Main electrical switch b. Main water valve c. Main gas shut-off d. Heating/cooling system controls	FLC Physical Plant building maintenance personnel. gas: green pipes outside on east end of north side
5. Building blueprints	FLC Physical Plant
6. 2-way radios (government emergency response frequencies)	FLC Physical Plant
7. Transistor radio (uses 6 D batteries, in oral history kits in SW 164)	basement disaster supplies
B. Fire suppression system	Location
1. Fire extinguishers, numbered by type a. Wood, paper, combustible (Type A) b. Gasoline and flammable liquid (Type B) c. Electrical (Type C) d. Type ABC	See location map
2. Fire alarm pull boxes	See location map
3. Fire alarm control panel	See location map
4. Smoke and heat detectors	in every room
5. Water detect

Disaster preparation and response plan

revised July 31, 2007 (note: this prints out as 35 pages)

Nature of Service

Service Provider

Contact Person

Phone #/ Email

Hospital

Janitorial

Plumber

Police