Stanford University Libraries/Disaster Plan/1992

Disclaimer: This document is scheduled to be updated.  Some of the text
is obsolete.  An uptodate version will be mounted when it is available

Stanford University Libraries
Collections Emergency Response Manual

Part 1. Table of Contents

    Introduction
    Reporting Emergency
    Collections Emergency Call List
    Emergency Phone List By Department      [Omitted]
    Emergency Phone Numbers By Name         [Omitted]
    Call List - Collections Emergency Response Team
    Collections Emergency Procedures
    Until Help Arrives
    Definition of Emergencies
    Guidelines for Handling Minor Emergencies
    Guidelines for Handling Moderate and
    Level I (non-catastrophic) Major Emergencies
    Suggestions for Handling Level II - Catastrophic - Major Emergencies
    Handling Damaged Library Materials
    Water-damaged Materials -- General
    Water-damaged Materials -- Books and/or Paper
    Water-damaged Materials - Photographic Prints and Negatives
    Water-damaged Materials -- Microforms, Slides, Motion Picture Film
    Water-damaged Materials -- Video and Magnetic Tapes
    Water-damaged Materials-- Sound Recording Disks
    Burned or Smoke-damaged Materials
    Chemical Damage
    Mud or Sewage-damaged Materials
    Mildew  -- Books and Paper
    Mildew -- Microforms and Film
    Mildew -- Sound Recordings
    Preparing Wet Materials for Freezing
    List of Supplies
    Services, Business, Consultants
    Plans for Recovery
    Maintenance and Distribution
    Appendix B  Collections Emergency Response Team
    Appendix C  Reporting line for emergencies
    Appendix D  Freezer operation
        Part I  Extermination Cycle
        Part II Drying Cycle.


Part 2. Introduction

The intent of this manual is to provide instructions, suggestions, and
contacts necessary for immediate response to an emergency involving the
collections of the Stanford University Libraries.  This manual does not
deal with emergencies involving people.  A separate manual is available
for responding to the emergency needs of people (yellow binder).  THE
SAFETY OF PEOPLE ALWAYS COMES FIRST.  Dealing with damaged collections
will proceed only after:  (1) injuries have been attended to and (2) the
building is secure for people to enter.

Details on maintenance of this manual and on the Collections Emergency
Response Team are provided in Appendices A and B.

This manual consists of two parts, one detailing response procedures and
the other providing floor plans of all Stanford University Libraries
with detailed descriptions of priorities for salvage.

Reporting Emergency

1.  FIRE -- Call 9-911

    * Call 9-911 or pull nearest fire alarm.
    * Report exact location and nature of fire.
    * Do not fight fire.
    * Evacuate building.  Do not use elevators.  Assist others.

2.  WATER -- Call 3-2281

* Call 3-2281, Operations and Maintenance.
    * Notify your building manager:  (name)
                                     (phone)

*   If library materials are affected, call the Preservation Department:
3-0394 or 5-1140 weekdays; 747-0833 weekends, evenings, holidays.

3. CHEMICAL SPILL -- Call 9-911 AND 3-0448 (Health and Safety)

    *   If you are unsure about chemical damage or exposure, do not
    handle materials or breathe fumes.

    *   Evacuate the building and consult with Health and Safety before
    dealing with the problem.

4.  SECURITY -- Call 9-911

* Give name; describe location and problem.


Part 3. Collections Emergency Call List

FIRST:  Follow instructions on Reporting Emergency, if necessary

SECOND: If not contacted already, call:

Office     Name  Work     Home

Preservation    Connie Brooks       3-9899  747-0833
                Eleanore Stewart    3-9304  494-7302
                Walter Henry        5-1140  447-4884

Facilities Services Don Intersimone 3-2016  327-2690

THIRD:  The Preservation Chief (or backup), after an on-site assessment of.

the damage if possible, will then call, as necessary:

Area/Position                   Name                Work    Home

Director of Technical Services  Tia Gozzi           3-2017  726-1118

Head, Conservation Treatment    Eleanore Stewart    3-0394  494-7302

Assistant Conservator           Walter Henry        5-1140  447-4884

Project Management              Phil Leighton       3-9665  493-4015

Head of the Branch or Department affected

Collections Emergency Response Team

Preservation Staff Assistance (the Preservation Chief may call upon
Preservation staff for assistance in handling minor emergency recovery
if the Collections Emergency Response Team is not necessary.)


FOURTH: The Director of Technical Services will call, as necessary:

Area/Position                   Name                Work    Home

Director of Libraries (Acting)  Robert L. Street    3-2015  493-7598

Director for the Meyer Library
& Research Branch Libraries     Karen Nagy          3-2019  494-7811

Facilities Director L/IR        Sarah Williamson    3-8252  321-6696

Director of Finance L/IR        Catherine Gardner   3-8250  728-5073

Director of Library Collections Michael T. Ryan     3-4054  326-0873

Risk Management                 Bob Beth            3-4554  493-6853

Health & Safety                 Gary Schell         3-0448  (408) 723-2281

Fire Marshal                    Ray Gamma           5-1471  243-7222

When calling to report an emergency or request assistance, carefully
explain the situation and the extent of known damage.  DO NOT EXAGGERATE
OR LEAVE PEOPLE UNCERTAIN ABOUT THE SCOPE OF THE DISASTER.  Maintaining
calm among others is vital to effective response.


See Appendix C for a description of the route of the reporting line in
an emergency situation at SUL.


Part 4. Emergency Phone List By D.
epartment

Department  Name    Work    Home

This section omitted.

Part 5. Emergency Phone List By Name

Name    Department/Library  Work    Home

This section omitted.

Part 6. Call List - Collections Emergency Response Team

NAME    OFFICE  WORK    HOME

Richard Anderson        Systems         5-6750  321-8145
Charlotte Xanders       Catalog         5-1115  595-3263 or 594-9645
Barbara Celone          Cubberly        3-2121  328-5941
Greg Nye                R&R             3-3970  285-2030
Joan Wollenberger       Catalog         5-1117  851-2586
Suzanne Maquire-Negus   Art             3-3408  747-0220
J.K. Herro              Branner         5-1103  408 426-8279
Joan Loftus             Government Docs 3-9650  326-5329
Larry Dahl              Stack Division  3-9161  323-9381
Diane Westfall          Music           5-1147  408-733-6469


Part 7. Collections Emergency Procedures

Until Help Arrives

Response to collection damage will occur only after any injuries have
been attended to and the building is safe to enter.

WATER

Most emergency recovery that requires rapid response involves water.
The following assumes that the scope of the emergency will permit
effective response.  Use caution in flooded areas that might contain
electrical cables, exposed wiring, circuit-breaker boxes, etc.

A.  IF WATER FROM OVERHEAD:  Protect material from further damage:

    l.  Move if possible to dry location or shelves, using book trucks.
    Do not place materials on floor.  Move material from top shelves to
    lower shelves first. This is practical only for a few volumes, not
    whole ranges.

OR: 2.  Cover books with plastic sheets stored in the library for
emergencies.

B.  IF WATER IS RISING FROM FLOOR:  Move material from the lowest
shelves to higher shelving or higher floors.  Use book trucks to speed
the move.

MILDEW

Secure affected material from human contact.  Place individual items in
plastic bags, if only a few are affected.  If the infestation is large
scale, evacuate people from the area and quarantine the affected
material.


Definition of Emergencies

To Aid In Making a Preliminary Decision On the Nature of the Emergency


   1. MINOR:    Minor emergencies are those which involve fewer than 100
   items and which staff and/or the Preservation Department can handle
   without outside experts.  The Preservation Department Chief will
   contact staff necessary for salvage.  The Collections Emergency
   Response Team will not be necessary.


   2. MODERATE: Moderate emergencies to collections are those which
   involve fewer than 1000 items, or where physical damage is likely to
   be more severe, and where help or expertise  from outside the
   Libraries is likely.  The Emergency Call List will be followed as far
   as the Preservation Department Chief feels is necessary.  Assistance
   of the Collections Emergency Response Team may or may not be
   necessary.

   3. MAJOR:    Major emergencies to collections are those which involve
   more than 1000 items, where physical damage is severe, and where
   expertise and assistance outside the University will be required.
   The Emergency Call List will be followed completely.  Assistance of
   the Collections Emergency Response Team will be necessary.  Major
   emergencies are divided into two levels: non-catastrophic and
   catastrophic.  Guidelines for action in both cases follow.


NOTE: Because of their unique qualities or individual value, damage to
      only a few materials from rare or special collections could result
      in a major emergency.


Part 8. Guidelines for Handling Minor Emergencies

DEALING WITH DAMAGED MATERIALS

1.  Wet Material

Once the source of water is stopped, and if only a small amount of
material is wet, the following activity can be carried out until
Preservation Department assistance arrives. If you cannot handle the
amount of wet material present, wait for Preservation assistance.  In
all cases, contact the Preservation Department as soon as possible.

    A.  Books - put newspapers or paper towels on table. Interleave
    every ten pages of the book with paper towel if possible; interleave
    books with coated paper between every page.  Stand book upright; fan
    book open if possible, do not force it.  Turn a fan directly on the
    book.  Change paper towel when it becomes saturated.

OR  B.  Books -  freeze until the Preservation Department can be
reached.  Freezing prevents swelling and mildew.  Books may be placed in
plastic bags prior to freezing.  Small freezers may be found in the
Green Library Staff Room refrigerator, and the refrigerator in the
corridor near the Mailroom in Green.  Green also has a blast freezer
facility; contact the Preservation Department Chief (5-1140) for use in
emergency response.

C.  Manuscripts - Do not separate, as paper tears easily when wet.
Carefully remove from boxes in stacks.  Place on paper towels and direct
fan at wet material.  As manuscripts on top begin to dry, separate from
stack.  Partially dry single manuscripts can be hung on a line to dry,
or laid flat on paper towels or drying racks.

D.  Photographic Prints - Clean in fresh, cold water.  Interleave with
paper towel to remove excess moisture.  Hang on lines to dry.  If large
amounts of photographic prints are wet, they may be frozen.
Preservation assistance is necessary within the first 6 to 10 hours.
Non-paper-based prints may have to be sent to a professional
photographic laboratory for salvage--contact the Preservation Department
immediately.

E.  Microforms, Slides, Motion Picture Film, Negatives Do not remove
from any paper containers if containers provide identification
information.   Keep in cold, clean water.  Preservation assistance is
necessary within the first 6 to 10 hours.  DO NOT AIR DRY.

F.  Video Tapes, Magnetic Tapes - Preservation assistance is immediately
necessary.  If only one tape is wet, it can be unrolled and spread out
to air dry.  Wet tapes must be d.
ried within 24 hours.  Consider possible
replacement of wet tapes instead of drying.  DO NOT FREEZE.

G.  Computer Media - Wet paper tapes and cards should be treated as
described in A, B, or C above.  Wet magnetic tapes or disks should be
treated as described in F above.  Wet floppy disks should be removed
from paper containers to air dry.  Optical and video disks should be
dried as are vinyl sound recordings--see H below.  Contact the
Preservation Department if unsure about the media, and consider the
possibility of replacement instead of drying.

    H.  Sound Recordings - Disks should be removed from jackets and
wiped dry with a clean, soft, untreated cloth (cheese cloth).  Be
careful not to disturb any paper labels on the disk.  Place the disk on
paper towels or soft cloth to air dry paper labels.  The wet jacket
should be freeze-dried or vacuum-dried (air-drying would probably result
in the development of mold inside the jacket).  If the recording is on
tape, see F above.  If the recording is pre-1950 or a non-vinyl format,
contact the Preservati Department for assistance.

2.  Mildew

If material is not wet, place it in a plastic bag and seal. Route to the
Preservation Department for fumigation.  If wet, mildewed material
should be placed in a plastic bag and frozen.  Do not, however, place it
in a freezer with food.

3.  Insects

Place material in a plastic bag and seal.  Hand deliver to the
Preservation Department for fumigation - DO NOT MAIL.

See the section on HANDLING DAMAGED MATERIAL for more information on
handling different formats of library material.


Part 9. Guidelines for Handling Moderate and Level I (non-catastrophic)
    Major Emergencies

Moderate emergencies involve fewer than 1000 items.  Level I Major
emergencies involve more than 1000 items.  Both imply severe damage to
SUL collections but are not catastrophic to buildings, campus, or
region.  It is assumed that phone lines are not down, and
communications and transportation are not difficult.  Directions or
REPORTING EMERGENCY and EMERGENCY PROCEDURES--UNTIL HELP ARRIVES may be
followed by the library or department.

The following guidelines are for the Preservation Department Chief and
the Collections Emergency Response Team.  C.E.R.T should be familiar
with Peter Waters' Procedures for the Salvage of Water Damaged Library
Materials, and Disasters: Prevention and Coping, SUL, 1980.  In general,
the Preservation Department Chief directs and coordinates the recovery,
and C.E.R.T leads recovery efforts.  If the Preservation Department
Chief is not available, a substitute should be assigned to assume this
role.

For Mildew infestations, see the section under HANDLING DAMAGED LIBRARY
MATERIALS for response procedures.

1.  Obtain as complete information as possible about the problem.

2.  Ascertain who has been called.

3.  Follow the Emergency Call List, as appropriate.  Make sure the
insurance company is notified.

4.  Make on-site assessment of problem--be aware of hazards.

5.  If there is a flood or water damage, be sure facilities staff is
notified and dealing with it.  Turn off the heat, open windows,
ventilate the building.  If needed (and safe), turn on the
air-conditioning.  Remove and/or vacuum wet carpets to reduce humidity.

6.  Call the Collections Emergency Response Team (it may not be
necessary to call the entire C.E.R.T for moderate emergencies).

7.  Arrange for security of collections if necessary.

8.  Retire with C.E.R.T to plan.

a. Assign one person to make calls and obtain supplies.
b. Assign one person to obtain additional library staff.
    c. Assign one person to take pictures.
d. Assign one person to talk to news reporters.
    e. Assign people to supervise work crews.
    f. Keep records of expenses, names of volunteers, and hours worked
        by everyone.


9.  Call Emergency Trailers if necessary (NOTE: activated only by the
Head of Building Operations, Preservation Department Chief, Director for
Administrative Services, or their designated replacements).

10. Help cover, remove material.  Use priorities indicated in the second
part of the Manual.  If dealing with wet material, remove those
materials least able to withstand water as soon as possible (coated
paper, photographs, magnetic tapes, computer software, microfilm, film,
slides).

11. Carry through appropriate action for immediate salvage.  Work crews
should be organized and given clear instructions.  Crews will be
supervised by members of C.E.R.T.  Necessary tasks may include: folding
and taping boxes, cutting 12" to 18" sheets of freezer wrap, moving
supplies to packers, packing damaged materials, marking boxes and
keeping records of contents of each, moving packed boxes (via book
trucks) to freezers, pallets, trucks.

See the following sections on HANDLING DAMAGED MATERIAL and and
PREPARING WET MATERIALS FOR FREEZING.

12. Be sure exposed, unharmed material is protected; cover unharmed
material with plastic sheeting prior to moving damaged material through
unharmed areas.

13. Keep record of expenses, volunteers, hours worked.

14. Arrange rest periods, refreshments, and relief workers.

15. Once material is stabilized (properly stored or frozen), plan and
carry through the restoration phase (see the section on PLANS FOR
RECOVERY).

16. Fumigate materials and/or building if necessary.

17. Return materials to collections.

18. Extend thanks.


Part 10. Suggestions for Handling Level II - Catastrophic - Major
    Emergencies

A Level II major emergency assumes phone lines are down, communications
are poor, buildings and many collections are affected. There will
undoubtedly be much material which is lost.  Recovery will be
appropriate only after human needs are attended to and buildings are
declared safe for entry.  A great deal of on-site, common sense
decision-making will have to be done.  It is likely recovery efforts for
libraries may not be possible for several days or weeks.  When possible,
the Preservation Department e.g., Preservation Staff, and C.E.R.T. will
try to meet on campus to plan for recovery.  But others may be called
upon to do this.  The following are points and priorities to consider:

    1.  If in doubt, do not enter the building.  Safety for people is
        the highest priority.

    2.  Assess damage to all libraries as possible.  Note where water,
        fire, and contamination is worst.

    3.  Use C.E.R.T members to head groups of volunteers to save
        materials on several sites at once.  Assign a Director of
        Recovery if Preservation Department Chief is absent.  (Head of
        the Conservation Workshop, Facilities Services Department Chief,
        or a member of C.E.R.T).

    4.  If possible, consider priorities lists.

    5.  If possible, cover, save undamaged items first.  Use makeshift
        covers such as lumber, pieces of building, etc. to protect
        materials.

    6.  Place materials on makeshift pallets to air and/or stay dry.

    7.  If weather is nice, lay damp books out to dry in sunshine.  But
        be prepared to protect them in inclement weather.

    8.  Concentrate on practical salvage, work from best condition to
        worst.

    9.  Provide security if possible - especially for rare materials.

    10. Look for other available sites for storing materials, either on
        campus or nearby.  Keep track of what goes where.  Boxes and
        other supplies may be available from sources on campus as listed
        in supplies section.

    11.  Use Peter Waters' booklet Procedures for the Salvage of
         Water-Damaged Library Material as a source.

Part 11. Handling Damaged Library Materials

Water-damaged Materials -- General

    1.  Almost all library emergencies will involve water damage --
        burst pipes, roof leaks, fire sprinkler malfunctions, fire
        response, storm damage to roofs or windows, earthquakes.
        Because mildew may begin to develop within 48 hours, knowing how
        to respond correctly to water-damage is very important.  Above
        all, common sense and a calm and thoughtful approach are the
        best response.

    2.  ALL materials (film, sound recordings, books, manuscripts,
        photographs, etc.) are very fragile when wet and require extreme
        care in handling.

    3.  See Peter Waters' Procedures for Salvaging Water-Damaged Library
        Materials.

Water-damaged Materials -- Books and/or Paper

    1.  All material made of paper will swell when wet if exposed to
        air. If large numbers are under water, consider bringing them
        out only as they can be handled.

    2.  All paper-based materials will mildew in air within 48 hours if
        the temperature is above 65 degrees Fahrenheit and relative
        humidity is above 65%.

    3.  Avoid forcing wet books open or separating stacks of wet
        documents.  Freeze if possible.  If not, air dry in as cool, and
        dry an environment as possible with good air circulation.  Books
        with coated paper must be interleaved between every leaf for
        air-drying; books on non-coated paper may be interleaved every
        few leaves.  Be aware of books with coated plates and non-coated
        text paper in the same volume.

    4.  Use care to keep loose covers and pages with the appropriate
        textblock.  Loose covers or pages should, however, be treated
        separately if they cannot be immediately matched.  They can be
        matched to texts during restoration efforts, although not
        easily. Save all parts of damaged rare and unique materials.

    5.  See the following section on "Preparing Wet Material for
        Freezing".

    6.  With modest quantities, single sheets and parts of books can be
        hung in fresh air on ropes or clotheslines to dry.

Water-damaged Materials - Photographic Prints and Negatives

    1.  If a small number of prints/negatives have been wetted, rinse
        with clean, cold water and air-dry as soon as possible.

    2.  Keep immersion time for all photographs to a minimum.  For most
        prints and negatives, 72 hours is the maximum length of safe
        immersion. However, prints fixed with a non-hardening fixer will
        be destroyed if soaked for that long.  Wet collodion glass plate
        negatives, ambrotypes, and tintypes will generally be destroyed
        by even brief immersion in water (some may be saved if air-dried
        within 24 hours).

    3.  Warm water (room temperature or higher) will speed
        deterioration. If intentionally immersed in water (for cleaning
        or to control drying), the water should be cold.  If flooded by
        warm water, move prints to cold water or freeze as soon as
        possible.

    4.  If photographs cannot be air-dried immediately, they should be
        frozen within 72 hours of wetting.  If frozen, they should be
        thawed and air-dried as possible.  If too many prints are
        damaged, they may be freeze-dried in a vacuum chamber, although
        air-drying is preferable.

    5.  PHOTOGRAPHS SHOULD NEVER BE FROZEN--THAWED--VACUUM-DRIED
        (although they may be freeze-dried in a vacuum chamber).

    6.  Wet collodion glass plate negatives, tintypes, and ambrotypes
        should never be freeze-dried.

    7.  Black-and-white silver gelatin materials, depending on the type
        of paper used for printing and the use of a hardening vs.
        non-hardening fixer, deteriorate at different rates when soaked.
        Prints fixed with non-hardening fixers deteriorate faster.  All
        can be air-dried with a minimum loss of surface gloss.
        Freeze-drying may cause gelatin to mottle, although freezing
        itself does not damage water-soaked photographs.

        Salt prints, albumen prints, and collodio-chloride prints can be
        air-dried or frozen--thawed--air-dried or freeze-dried
        (preference in that order).

    8.  Color photographs also deteriorate at different rates depending
        on the development process.  In some cases dyes may diffuse
        after being immersed in water for only a short time.  Hence
        immersion time should be minimal.  Air-drying is recommended.
        Freezing--thawing--air-drying should be done for large
        quantities.

    9.  Freeze-drying in a vacuum chamber is recommended for photograph
        albums (however, do not vacuum-dry these albums).

Water-damaged Materials -- Microforms, Slides, Motion Picture Film

    1.  DO NOT DRY WET FILM.  Clean if necessary in cold water.  Keep
        wet film soaking in clean cold water.  Contact and ship to a
        reliable agency (such as Kodak) for reprocessing as soon as
        possible.

    2.  The emulsion on all film products can be damaged if wetted.  The
        longer the film is wet, the less likelihood there is of
        recovery. However, drying of the film in improperly equipped
        situations will also destroy film.  EXPERT ADVICE IS REQUIRED.

    3.  If wet film cannot be sent to a processing facility immediately,
        immerse it in a clear cold solution of water and 1% formaldehyde
        (the latter will decrease the emulsion-softening effect of
        water).

    4.  Microfilm/fiche should be soaked in their containers.  Do not
        separate film from its container until adequate means for
        transferring identification are established.

    5.  Processing facilities will re-process wet film as if it were
        new. Film which air dries without the appropriate processing
        baths and drying procedure will be unusable; emulsion will peel
        off and/or stick to other layers of wound film.  It has been
        possible to salvage some wetted-and-dried silver halide
        microfilm, although the process is complex and time-consuming
        (see H. Klein's "Microfilm Resuscitation" in the Journal of
        Micrographics, v.9, no.6 (July 1976), p.299-3.
03).

    6.  Microfilm has been frozen--thawed--air-dried and it has been
        frozen--vacuum-dried (from the Meyer flood).  Contact Kodak or
        other reliable sources prior to freezing.

    7.  Consider the possibility of replacement of damaged film as a
        less expensive alternative to salvage.

Water-damaged Materials -- Video and Magnetic Tapes

    1.  Wet video and magnetic tapes should be air-dried within 24
    hours.

    2.  DO NOT FREEZE VIDEO AND MAGNETIC TAPES

    3.  Tapes must be unrolled to air dry.  Care should be taken to
        avoid scratches, tears, dust and dirt.

    4.  Contact the manufacturers of the wet tape for further
        instructions on salvage.  Barbara Sawka may also be able to
        provide some assistance (3-9312).

    5.  Consider the possibility of replacement of damaged material as
        less expensive and time-consuming than salvage.

Water-damaged Materials-- Sound Recording Disks

    1.  Vinyl disks should be removed from jackets and wiped dry with a
       clean, soft, untreated cloth (e.g., cheese cloth).  Be careful
       not to disturb any of the paper labels on the disk.

    2.  The wet jackets and liners should be freeze-dried or
        vacuum-dried, to prevent the growth of mold inside.

    3.  Pre-1950 and/or non-vinyl recordings (such as shellac disks,
        metal disks, wax disks, or cylinders) are not as uniform in
        composition as vinyl disks.  Expert and immediate advise will be
        necessary for salvage.

    4.  Contact Barbara Sawka (3-9312) for advise.

Burned or Smoke-damaged Materials

    1.  After a fire, material may appear to be unaffected if
        unburnt. However, the high temperatures can cause serious damage
        to items even if far from the fire (melted adhesives or
        plastics, distortion of textblocks, melting of films and tapes).
        Check and carefully handle all materials on-site.

    2.  Damaged photographs, manuscripts or art can be supported on
        strong paper or cardboard to prevent further damage or loss.

    3.  It may be possible to reduce the odor and damage caused by
        smoke; check with a conservator.

    4.  Charred edges of texts can be trimmed, if necessary, making
        texts usable.

    5.  Soot may be removed by wiping damaged material with a clean, dry
        cloth.  If stains are stubborn, a conservator may need to apply
        solvents.  If soot has collected on the head, tail, or fore-edge
        of a textblock, be careful that it is not pushed in between
        pages as wiping clean.

Chemical Damage

    1.  If you are unsure about chemical damage or exposure, do not
        handle materials or breathe fumes.  Evacuate building and call
        for assistance (Health and Safety at 3-0448 and/or 9-911).

    2.  Consult with Preservation Department Chief prior to recovery
        effort. Be aware of hazards.

Mud or Sewage-damaged Materials

    1.  Handle with plastic gloves - especially if sewage is involved.
        Consult with Health and Safety if concerned about contamination.

    2.  If clean water is available, rinse gently, but do not scrub to
        cleanse, let drain, then freeze or air dry.

    3.  If there is no water available, freeze or air dry, but label as
        contaminated.

Mildew  -- Books and Paper

    1.  Identification:  Most often identified by odor and the
        appearance of web-like structures and powdery clusters of
        spores. It creates stains of various colors and it makes paper
        soft and weak.  Mold prefers starch-filled cloth to other
        bookcloths.  It develops on books and paper in conditions of
        high humidity and temperature.  Wet books/paper will mildew
        within 48 hours if stored in conditions of 65 degrees F and 65%
        relative humidity or higher.

    2.  Action:

        A. Contact Health and Safety (3-0448) to determine if the mold
            represents a health hazard.  Those individuals who are
            allergic to mold, who are taking steroids, have chronic
            respiratory problems, have diabetes, or are pregnant should
            avoid the infected area until it is deemed safe.

        B.  Quarantine the infected area.  Do not remove materials from
            the area or put new materials in the area.

        C.  Decrease humidity.  Use fans to circulate air.  Decrease
            temperature.  Use dehumidifiers.  Open doors and windows if
            conditions permit (i.e., if there is lower humidity
            outside).

        D.  Take daily readings of temperature and humidity in infected
            area. Use hygrothermographs as possible.

        E.  Use a floor-plan to note areas of infestation, and intensity
            of infestation if possible.

        F.  Contact a mycologist or fumigation expert to determine the
            type of mold and treatment alternatives.  Treatment
            alternatives may include:

            i.   Hand-wiping books with disinfectant.  Estimate 1 to 1.5
                 minutes per book for treatment.

            ii.  Blast-freeze.  Green's freezer can hold approximately
                 200 books.

            iii. A vacuum-chamber, using a chemical fumigant such as
                 ethylene oxide combined with Freon or carbon dioxide.

            iv.  On-site chemical fogging.  A highly-qualified
                 exterminator is necessary.  Make sure the company has
                 experience with mold extermination.

        G.  The environment needs to be stabilized in conjunction with
            fumigation.  Determine and alleviate cause of mold.

        H.  A wet-dry vacuum can be used to remove visible mold growths.
            The vacuum tank should be filled with a solution of sodium
            hypochloride (over 10%) to kill the mold vacuumed into the
            tank.

        I.  Floors and shelves may need to be cleaned with a
        disinfectant..


        J.  Tag books treated for mold for future checking.

        K.  Contact outside consultants as necessary

    3.  Articles:  1) "Suggestions on Employing an Exterminator," CAN,
        no. 25, April 1986.  2) S. Turner, "Mold: the silent enemy," New
        Library Scene (LBI), v. 4, no. 4, August 1985.

Mildew -- Microforms and Film

    1.  Fungus grows on the emulsion surface or back of film in humid
        conditions.  It can cause permanent damage by distorting
        emulsion and eventual chemical breakdown (gelatin will become
        sticky and readily soluble in water).

    2.  DO NOT USE WATER OR WATER SOLUTIONS TO REMOVE MILDEW.  It will
        lead to disintegration of the image.

    3.  Clean film with a soft cloth moistened with film-cleaning
        liquid.

Mildew -- Sound Recordings

    1.  Mildew will cause pitting in vinyl sound recordings and could
        destroy tapes.

    2.  Vinyl sound recordings should be cleaned with a disk cleaner and
        thoroughly dried prior to reshelving.  Tapes may be
        unsalvageable; contact the manufacturer for advice.

Preparing Wet Materials for Freezing

    See Appendix D for a description of preparation procedures for
    materials to be placed in SUL's Wei T`o (blast) freezer.

    1.  Do not freeze film products (photographs, negatives, slides,
        microforms, motion picture film) without consideration of
        procedures and consultation with experts.

    2.  Do not freeze magnetic tape or computer software.

    3.  Handle wet books and manuscripts carefully.

    4.  Do not squeeze, press or force open to remove water.  If there
        is time, let excess water drain away.

    5.  If necessary, shape distorted books gently.  Do not force covers
        closed.

    6.  Check priorities for salvage.  Attend to books with coated paper
        first if there is an opportunity for choice.

    7.  Place freezer wrap or waxed paper loosely around book, blocks of
        books, or stacks of manuscripts.  This prevents sticking and
        icing in the freezer.  There is no need to wrap carefully; time
        is important.

    8.  Place books spine down in a single layer in a box or milk crate.
        Manuscripts may be wrapped and placed in a stack.   Milk crates
        may leave indentations on dried books/manuscripts.

    9.  Keep record of number of books in a box, classification ranges,
        and number the boxes.

    10. If books are removed in order from shelves, a record of that
        order may be useful.

    11. Avoid stacking cardboard cartons more than 3 high; they will
        collapse.

    12. Whenever possible use pallets, pallet movers, and fork lifts.

    13. Freeze, ideally at -20 degrees F or lower.

    14. If distance to freezer is less than a few hours (up to 6), there
        is no need for freezer trucks.

    15. Consult with Preservation Department Chief regarding use of the
        blast freezer in Green.

Part 12. List of Supplies

Local Units:

Local units will be expected to have or have access to a minimum number
of supplies to deal with minor emergencies and to help deal with other
emergencies until help arrives.  These supplies should be kept readily
accessible and replaced immediately when used.

 1.  First Aid supplies
 2.  Plastic bags
 3.  Plastic sheeting (1 to 2 rolls at least)
 4.  Zippy cutters or scissors
 5.  Paper towels or hand towels (several packages at least)
 6.  Mops, buckets, brooms
 7.  Floor squeegees
 8.  Book trucks
 9.  Fans (at least 2)
10.  ABC or Halon fire extinguishers
11.  Notepads, clipboards, pencils, waterproof marking pens, masking
        tape.

Green Library Supply Room:

 1.  Hand trucks
 2.  Cardboard boxes, large tape dispenser for sealing boxes
 3.  Note paper (pads), marking pens
 4.  Fans, extension cords (Note, these are not currently
         maintained as an emergency supply item).
 5.  Gloves
 6.  Rope
 7.  First Aid Supplies
 8.  Flashlights
 9.  Plastic bags
10.  Assorted tools, manual pallet mover
11.  Polaroid Camera
12.  Hygrothermograph

Green Library Preservation Department:

 1.  Polyethylene sheeting, 2 rolls
 2.  Zippy cutters, 2
 3.  Thymol
 4.  Hygrothermographs, 2
 5.  Fans (2) and extension cords
 6.  Plastic bags
 7.  Peter Waters' booklet
 8.  Camera and film
 9.  Wet-dry vacuum

Each of two Emergency Trailers:

Note that these are activated only by the Head, Building Operations, the
Preservation Department Chief, the Director for Administrative Services
or their designated replacements.

 1.  Polyethylene sheeting
 2.  Zippy cutters
 3.  Cardboard cartons
 4.  Tape and dispensers
 5.  Freezer wrap
 6.  Wet-dry vacuum
 7.  Pedestal fans
 8.  Portable generator
 9.  Squeegees, mops, buckets
10.  Flashlight lanterns
11.  Hand trucks
12.  Bump helmets
14.  Clipboards, marking pens
15.  Pike poles
16.  Ropes
17.  Scoop shovels
18.  Wheelbarrows
19.  Incandescent service lights
20.  Gloves

Stanford University:

These supplies can be obtained from the Head of Building Operations, the
Director of Administrative  Services, the Preservation Department Chief,
or their designated substitutes.

 1.  Boxes
 2.  Pallet movers
 3.  Portable pumps
 4.  Forklift.

Services, Business, Consultants


Consulting Firms:

1.  Document Reprocessors, 55 Sutter St., Suite 120, San Francisco CA
        94104 (contact Eric Lundquist) 415-362-1290.

2.  Museum Services, 434 S. 1st St., San Jose, CA 95112, 408-298-9909.

3.  Blackmon Mooring Steamatic Catastrophe, Inc., 1 Summit Ave., Suite
        202, Fort Worth, Texas 76102 (contact Tim Smith, Project
        Manager/Loss Estimator or Larry Wood, Director of
        Operations/Chief Engineer), 800-433-2940 or 817-926-5296.

Freezers:

1.  Wei T'o freezer, Green Library, Preservation Department (Eleanore
        Stewart 3-9304, Walter Henry 5-1140).

2.  Modern Ice & Cold Storage, San Jose - 408-294-2577

3.  See yellow pages: Frozen Food Lockers Rental


Vacuum Chambers for Drying:

Large:

1.  Lockheed Missiles & Space Co., Sunnyvale - contact Leon Davis at
        408-742-8387.

2.  NASA, Mt. View - 415-965-5000


Small:

1.  Document Reprocessors, San Francisco - 415-362-1290

2.  Museum Services, San Jose - 408-298-9909

3.  Mercer Processing, Inc., Palo Alto - 415-322-1827

4.  Blackmon Mooring, Ft. Worth, Texas, 800-433-2940, 817-926-5296

5.  Hoover Archives, Stanford, Judith Fortson-Jones, 3-0141


Chambers (vacuum or freezing), Fumigation:

1.  Document Reprocessors, San Francisco - 415-362-1290

2.  Lowie Museum, Berkeley (Jeff Brown or Dr Norick) 415-642-3681

3.  Museum Services, San Jose - 408-298-9909

4.  Green Library Wei T`o freezer - 5-1140


Freezer Wrap:

1.  Emergency trailers, Stanford - 3-9663, 5-1140

2.  Crown Zellerbach, San Francisco - 415-951-5000

3.  Local grocery stores, e.g. Lucky, Safeway, Co-op

4.  See yellow pages: Paper Dealers


Boxes:

1.  Emergency trailers, Stanford - 3-9663, 5-1140

2.  University Supplies, Stanford - 3-9663

3.  Bekins Moving Co., Palo Alto - 415-327-2550

4.  Local dairies for milk crates -- Peninsula Creamery, Palo Alto -
        415-323-3175

5.  See yellow pages: Boxes or Movers or Moving and Storage

Trucks:

1.  Library vans, Stanford - 3-1122, 3-9663

2.  Hengehold Rental, Palo Alto - 415-494-2444

3.  See yellow pages: Truck Rental

4.  Freezer Trucks: A.  Ryder 2481 O'Toole, San Jose.  408-435-0700 B.
        B.I.T. Leasing, Inc. 35 North Amphlett, San Mateo.  415-344-7192

Consultants, Disaster Experts

1.  Barclay Ogden, Berkeley - 415-642-4946 (W), 415-526-1190 (H)

2.  Judith Fortson-Jones, Hoover  3-0141 (W), 326-6952 (H)

3.  Sally Buchanan, Pittsburgh, PA - 412-486-3508

4.  Linda Ogden, Berkeley - 415-526-1190

5.  Bob Futernick, San Francisco - 415-751-1459

6.  Peter Waters, Library of Congress - 202-287-5634

7.  Don Etherington, ICI, Greensboro, NC - 919-282-0624

8.  Eastman Kodak Processing Labs, Palo Alto - contact Robert Beck at
        415-494-7555, ext. 223.

9.  UCB Photographic Services - 415-642-3883

10. Eastman Kodak Co., Rochester, New York - 716-724-4000

11. Palo Alto Fire Dept. (non-emergency) - 415-329-2184

12. Jeff Brown, Lowie Museum, UCB - 415-642-3681 (for objects
        conservation).


Part 13. Plans for Recovery

Once damaged items are stabilized (such as frozen), it is time to begin
planning for recovery.  Some recovery procedures will need to be
implemented almost immediately, such as salvage of water-damaged film
products or magnetic tapes, and fumigation of buildings or books.  Other
recovery operations will require more planning, such as drying several
thousand wet books.

SUL administrators should set up a committee to look into and determine
appropriate recovery procedures.  Such a committee should include the
Preservation Department Chief, a conservator, Head of Collection
Development and/or appropriate Collection Development staff, Head of
Library/Department which was damaged, Director of Administrative
Services, Director of Technical Services, and Head of Binding and
Finishing.

Since recovery needs vary widely, depending on the type of disaster and
material involved, it is difficult to delineate exact procedures.  Once
damaged items are stabilized, there is usually enough time for
discussion and planning.  Those participating in planning the recovery
phase should familiarize themselves with the following:

The Stanford-Lockheed Meyer Library Flood Report (S. Buchanan, P.
Leighton, L. Davies), SUL, May 1980.

    Disasters: Prevention and Coping, SUL, 1980.

Also, seek the advice of experts.


Part 14. Maintenance and Distribution

The Collections Emergency Response Manual will annually be checked, and
revised as necessary, by the Preservation Department Chief.   The
emergency phone lists will be updated twice per year by the Preservation
Department Chief in conjunction with the Head of Building Operations.
Lists and maps of branch/department salvage priorities shall be updated
every two years.  Technical information shall be reviewed every three
years.  The Preservation Department Chief may convene a taskforce, with
the cooperation of the Preservation Advisory Group, if assistance is
necessary in revision.  When changes are made, all extant copies of the
Manual will be updated in accordance with the distribution list below.
Collections Emergency Response Team members will be appointed by the
Preservation Advisory Group.  A description of C.E.R.T is provided in
Appendix B.  Annual training sessions for C.E.R.T members shall be
conducted through the Preservation Department.

Distribution:

The full manual shall have very limited distribution, with one copy in
the Preservation Department, one copy in the office of the Head of
Building Operations, and a third copy at the home of the Preservation
Department Chief, and a fourth and fifth copy to be kept at the
residences of the Director of Libraries and the Director of Library
Collections.  "Reporting Procedures" (p. 5 of the Manual) shall receive
massive distribution with a copy being kept near all SUL phones.
Detailed actions for minor emergencies (p. 15-16) and guidelines for
procedures to follow until help arrives (p. 13) shall be distributed to
all heads of departments and branch libraries.  The main body of the
full text will be kept on a diskette in the Preservation
Department--this includes the description of procedures as well as
whatever collection priority information can be maintained online
(collection maps probably cannot).  A backup diskette will be kept in
the office of the Director for Technical Services.


Part 15. Appendix B Collections Emergency Response Team

            Collections Emergency Response Team

    The purpose of the Collections Emergency Response Team is to assist
    in coordination of response to emergencies affecting SUL
    collections.  C.E.R.T is directed by the Preservation Department
    Chief (or designated replacement).  Its function is not so much
    physical salvage as it is coordination and supervision of salvage.
    Members receive training through the Preservation Department which
    includes:

        - handling of wet library materials
        - handling of burned or heat-damaged library materials
        - handling materials affected by mildew or insects
        - preparing materials for freezing
        - air-drying books, photographs, manuscripts, etc.
        - using such equipment as a hygrothermograph, fire
               extinguisher, camera
        - organizing work crews
        - assessing damage and recognizing facilities hazards
        - using the Collections Emergency Response Manual,
               including implementation of salvage priorities

    Assistance of C.E.R.T members will be necessary for any major
    emergency.  C.E.R.T members may also be called upon to assist in
    salvage during smaller emergencies if other staff assistance is not
    available. During major emergency response, C.E.R.T member
    activities may include:

        - making calls for supplies and staff
        - taking photographs to document the situation
        - serving as a contact for news media
        - monitoring the environment
        - supervising work crews
        - keeping track of volunteers and expenses
        - obtaining supplies
        - arranging for relief workers and food

Membership on C.E.R.T includes the following positions:  Preservation
Department Chief (to direct response), Catalog Dept. representative (for
appropriate identification of material during response),
Buildings/Facilities representative (to keep the C.E.R.T informed of
facilities status), collection development representative (the contact
person most familiar with the department or library), head of
Conservation Workshop (for technical expertise), an assistant to one of
the Directors (as liaison with med and the Director's Office), and a
representative from Procurement, familiar with and able to obtain
supplies quickly.  C.E.R.T should also include as many interested staff
as possible from throughout the library system who are willing and able
to supervise work crews and handle damaged materials.  The Conservation
Advisory Group will monitor membership on C.E.R.T.


Part 16. Appendix C.  Reporting Line for Emergencies

            Reporting Line for Emergencies

1.  Fire, Chemical spill, Security:

A.  Whoever discovers the problem calls the emergency numbers (911
    and/or 3-0448, Health and Safety).

B.  The Police/Fire Dept. call Operations and Maintenance.

C.  Operations and Maintenance will call the building manager or backup.

D.  The building manager will contact librarian, if necessary

E.  Branch librarian (or building manager in Green) will call the
    Preservation Department Chief if materials are affected.

F.  Preservation Department Chief proceeds as necessary with the
    emergency phone list; branch/dept. head may be asked to contact
    necessary staff.

2.  Water:

A.  Whoever discovers the problem calls Operations and Maintenance
    (3-2281).

B.  Operations and Maintenance will contact the building manager.

C.  Building manager will contact the branch librarian, if necessary.

D.  Branch librarian (or building manager in Green) will call the
    Preservation Department Chief if materials are affected.

E.  Preservation Department Chief proceeds as necessary with the
    emergency phone list; branch/dept. head may be asked to contact
    necessary staff.

Part 17. Appendix D. Freezer Operation

Freezer Operation

The following is a brief description of operating procedures for Green
Library's Wei T'o Freezer.  Procedures are broken down into two parts:
part I is for an extermination (fumigation) cycle, part II is for a
drying cycle.

A more complete manual describing operation of the freezer is available
through the Preservation Department.  Access to the freezer is possible
only through the Preservation Department or the Head of Building
Operations.

THESE PROCEDURES ARE NOT MEANT FOR USE BY THOSE WHO HAVE HAD NO
INTRODUCTION TO FREEZER OPERATION.  Severe damage can result from
improper freezer operation.  Please contact the following for use of the
freezer:

       1. The Preservation Dept.           5-1140 or 3-0394
   AND 2. Connie Brooks                    3-9899
   OR  3. Walter Henry                     5-1140
   OR  4. Eleanore Stewart                 3-0394
   OR  5. Don Intersimone                  3-2016

Miscellaneous Notes

A.  Statistics

                Don't need to keep temperature readings record unless
                you wish to document problems

                Need to keep count of items (estimate if there are too
                many to count)

                Make note of whether cycle is:  a) extermination or
                drying; and b) if extermination cycle, mildew or insect

B.  Notes on controls

        Compartment fans:  source of heat in system.

        Thermocouples:

            1.  Refrigerant gas outlet:  coldest place in system (after
            some days of operation).

            2.  Cold air on top left after it has passed over the
            evaporator.

            3.  Warm air on top left, as it comes up from the chamber,
            before it passes over the evaporator.

            4.  Cold air on top right after it has passed over the
            evaporator.

            5.  Warm air on top right, as it comes up from the chamber,
            before it passes over the evaporator. 6-12.  Place as
            desired; some have to be placed inside the books (or boxes).

        Temperature Controller:

            -Will turn compressor on/on.

            -Normally green and red needles are close, within 5 degrees
            or so.  Red needle is very accurate, green less so.

                -Red:  Compressor turns off when chamber temperature
                rises to this level.

                -Green:  Compressor turns on when chamber temperature
                drops below this level (but it doesn't respond quickly).

            -Measures up at top, in front of evaporator, rather near
            thermocouple #3.

            -This measures in the same area as the high temperature
            alarm measures.  The temperature controller and the high
            temperature alarm reading should be rather close to each
            other and move in tandem.

Part I. Extermination Cycle

I:  Setup:

Items may remain in cartons or plastic bags if desired.

Should be an air space around all objects (within reason). Don't block
path of fans.

II. Begin Cycle

Begin cycles on Tuesdays and Friday, if you wish to run more than one
cycle during a week.  This schedule is necessary because the beginnings
and endings of the various procedures do not occur conveniently during
working hours.

1.  Reset defrost high temperature cutoff (button on inside panel,
press) if you have reason to believe that there may have been a cutoff
during the previous run.

2.  No defrost (make sure all pins are removed).

    3.  Place thermocouples (some should be inside books or cartons).

    4.  Panel Settings:

        Front Panel

            230 v.  ............................    On
            115 v.  ...........................     On
            Defrost/Drain Heater  ..............    Off
            Evaporator Fans  ..................     On
            Fluorescent Lights  ................    Off
            Compressor  .......................     On
            115 v. Outlet  .....................    Off
            Door/Frame Heaters  ...............     On
            Compartment Fans  ..................    Off
            Compartment High Temp. Alarm Silence    On
            Fan Delay Timer  ...................    10 min
            Evaporator Fans Timer  ............     0 min
            Door/Frame Temp Control  ...........    70-80 deg
            Compartment Fans Speed Control  ...     Off
            Temperature Controller
              Red Needle  ................... As low as possible
                Green Needle  ................      -50 deg

            Inside Panel
                High Temp Alarm
                Red Needle  ..................      -30  deg
                 (just for form's sake; not really operative)

            All other inside panel controls Leave as pre-set

III.    Time Estimates: (Sample given with start on Tuesday)

        1.  Put in ca. 11 a.m. Tuesday.  Killing temperature reached
        some time Tuesday night/Wednesday morning.

        2.  Assume killing begins Wednesday a.m. Needs to remain at this
        temperature at least 24 hours.

        3.  Leave it on Wednesday, change nothing.

        4.  Thursday a.m. begin return to room temperature cycle (up to
        24 hours to return, but can be less, depending on conditions,
        load, type of materials, etc.)

        5.  Cycle finished midday (or mid-morning) on Friday.

        (On Friday, can begin another cycle, Monday begin return to room
        temperature, and on Tuesday end cycle and begin again.)

IV.     Return to Room Temperature Procedure (best to start this in the
morning)

1.  Turn defrost/drain heaters on.
        2.  Set defrost (inside panel) for 16 minutes.
        3.  Place pin and turn clock for an immediate defrost.
4.  About an hour after the defrost:

-remove pin (there should be no pins in the time clock)
            -leave evaporator fans  ............    On
            -leave compressor  ..................   On
            -turn defrost/drain heaters  .......    On
            -leave door/frame heaters ...........   On
            -set door/frame temp control to  ...    Maximum
            -compartment fans  ..................   On
-compartment fans speed control  ................   High
-fluorescent lights  ............................   On
            -temperature controller
                red needle    .............. 35 deg
                green needle  .......
........ 30 deg

                (If you are worried about condensation, set temp.
                controller lower <-5/0>. Theoretically, these needles
                aren't moved until the temperature inside the item is in
                the same range as that indicated by the needles; in
                practice, this may take too long.)

5.  Leave it for 4 to 6 hours; then check it for frost. A tiny bit of
frost (barely visible) is not usually a problem.

6.  Check difference between black needle and book temperature (the
latter may be as low as 0).

7.  If no problems, move red and green needles on temperature controller
to 50/55 (or 70/80 if there is no frost). 8.  If there is a problem,
leave the temperature controller as set or lower.

9.  Check before leaving at night (most often, temperature of book will
be in the 40's or 50's).

10. If book temperature is above 40-50, turn everything off and leave
for the night (do not open doors).

11. If book temperature is lower than 40-50, green/red temperature
controller needles can be left for the night as they are, or raised
slightly (see number 15 below).

12. The next morning, turn on power and check temperatures.

13. If not room temperature yet, set:

        evaporator fans  ......................     Override
        compartment fans  ....................      Override
        temperature controller
                red needle  ....................    75 deg
                green needle  .................     80 (slightly above
                room temperature)

compressor  ........................                On
    (but shouldn't be operating; it is just a precaution here)

            lights  .............................   On
            door/frame heaters  ................    On, Maximum
            compartment fans speed  .............   Maximum

14. Should be at room temperature in an hour or two.

15. Alternative to turning freezer off overnight:

-   set temp controller
            red needle  .........................   70 deg
            green needle  ......................    65 deg (i.e. about
            room temperature)

    -   evaporator fans  ......................     Off
    -   lights  ..............................      Off
    -   compartment fans  .....................     On
    -   compartment fans speed  ..............      Minimum
    -   door/frame heaters  ...................     Off
    -   compressor  ..........................      On (but won't be
    operating)
    ALARM CONTROL (inside panel)  ............      RED NEEDLE: 70

16. Next day, continue process of raising temperature of books to room
temperature.

Part II. Drying Cycle.

I.  Miscellaneous Notes

    1.  Record temperatures periodically.

    2.  Fill out SULSTAT form (number of items in drying cycle).

II. Set Up

1.  Books should be clean; flush with clean water if they aren't.

2.  Most wet leather is not salvageable.  If possible, disbind wet
leather-bound volumes and proceed as described below.  If not possible
to disbind, treat the book as described in #4 and #5 below, except place
pellon sheets on both sides of the outside cover, whether next to
plastic sheets or not.  DO NOT FREEZE VELLUM-COVERED BOOKS.

3.  If possible, disbind the book.  Sheets can be dried as are if the
sewing is removed (a weight may be necessary); if the sewing is not
removed, put the uncovered text block between dry binder's board.  Treat
as described below.

4.  Place sheets of pellon between the boards and fly-leaves of each
book; the pellon should stick out about 1" on all open sides.

5.  Place books between plastic boards, 8-10 books, fore-edge to spine,
between 2 boards; secure with rubber band.  Place a sheet of pellon on
the outside of the covers next to the plastic boards.  Straighten books
while placing between the plastic boards.

6.  Stacks of books must be placed in the freezer so that they have air
spaces surrounding them.

7.  With cartons of paper, either remove the papers from the box (a
weight may be needed on top of each stack), or cut the box open.

8.  At this time, there is no special handling of coated paper, besides
a recommendation that coated-paper text blocks not be pressed to remove
excess water.

9.  Place thermocouples so that some are inside books or cartons.  Keep
a record of location for each thermocouple.

10.  Note that the metal racks may leave indentations on dried books.
Use blotting paper and/or plastic sheets to prevent this.

III.    Begin Cycle

        1.  Reset defrost high temperature cutoff (press button on
        inside panel).

        2.  Set clock (on inside panel) for the correct time.

3.  Panel settings are:

-   Temperature Controller
    green needle at -50 degrees Fahrenheit
    red needle as low as possible

                -   Compartment fans speed controls     OFF
                -   230 V   .......................      ON
                -   115 V   .......................      ON
                -   Defrost and drain heaters .....      ON
                -   Evaporator Fans  ..............      ON
                -   Fluorescent lights  ...........     OFF
                -   Compressor  ...................      ON
                -   115 V outlets  ................     OFF
                -   Compartment fans  .............     OFF
                -   Compartment high temperature
                          alarm silence  ..........     OFF
                -   Door and frame temperature
                          control  ................      50 deg
                -   Fan delay timer  ..............      10 minutes
                -   Evaporator fans timer  ........       2 minutes
                -   Compartment fans low
                          temperature cutoff (inside)     0 deg
-   Defrost high temperature
                          cutoff (inside)  .........    140 deg
-   Compartment high temperature
                        red at 80 deg
                        green at -40 d.
eg

4.  Defrost time clock: set one defrost to occur approximately 24 hours
after the beginning of the cycle, for a length of 16 minutes.  You may
have to wait an hour or so after turning on the freezer to place the
defrost pin (so that the defrost cycle doesn't occur immediately).

5.  Items can be frozen and kept frozen until the drying cycle.  If
frozen below 20 degrees F temperature in the chamber will have to be
raised to 20 degrees F to begin the drying cycle.  The drying cycle can,
however, also begin as soon as item-temperature reaches 25 degrees F and
chamber temperature equals 28 degrees F.

IV. Drying Cycle

1.  Chamber and book temperatures should range between 20 degrees F and
30 degrees F (see III.5, above).

2.  Change panel settings to:
Evaporator fans  ....................                   OFF
            Compartment fans  ...................       ON
            Compartment fans speed controls  ....       medium/high
                                                        (2:00 setting)
            Temperature controller:
                green at 20 deg
                red at 25 deg

NB if the compartment is only partially filled, you will have to monitor
the gauges and adjust these settings accordingly (most likely the will
need to be lowered.

3.  Leave the defrost length set at 16 minutes.  Another pin can be
added for a second defrost during a 24 hour period at the beginning of
the drying cycle, when more water is being removed.  The need for a
second defrost depends on how wet the materials are, how many wet
materials are being dried, and how far along the drying cycle is.
Later, when it seems to be no longer necessary, the defrost cycles per
24 hour period can be reduced from 2 to 1.

4.  The drying cycle may take anywhere from a few weeks to several
months (depending on, among other things, amount of wet materials,
degree of wetness, type of wet materials).

5.  Although there is no change in panel settings during the drying
cycle (unless fine tuning is needed), the freezer should be checked
regularly (perhaps once every few days, if all is going well).

V.  Return to Room Temperature

1.  The same procedure as that described under PART I: EXTERMINATION,
section IV can be followed.

2.  Material can also be removed in small batches while frozen.  These
items should be returned to room temperature only under the supervision
of a conservator.  Some condensation will occur and may assist in minor
reshaping of distorted books.  Pages may need to be separated by hand in
some books; hence all material should be carefully inspected once dry,
at room temperature, prior to being returned to the library/department.