University of North Florida/Disaster Plan/Aug 1991
                            DISASTER PLAN
                                of the
                     THOMAS G. CARPENTER LIBRARY
                     UNIVERSITY OF NORTH FLORIDA


        Prepared by the Library Contingency Planning Committee
                    Victoria Thomas Stanton, Chair
                     University of North Florida
                        Jacksonville, Florida
                             August 1991


                          TABLE OF CONTENTS

    I.   INTRODUCTION.
    II.  EMERGENCY NOTIFICATION.
    III. REACTION TO EMERGENCY SITUATION.
    IV.  PREPARING FOR EVACUATION.
    V.   RECOVERY PROCESS.
    VI.  POST-DISASTER PROCESS.
    APPENDIX A : SALVAGE TEAM MEMBERS & RESPONSIBILITIES.
    APPENDIX B : UNF EMERGENCY PHONE NUMBERS.
    APPENDIX C : UNF LIBRARIANS
         (and selected staff willing to be contacted for emergencies)
    APPENDIX D : COLLECTION PRIORITIES - MASTER LIST.
    APPENDIX E : COLLECTION PRIORITIES - DEPARTMENTAL.
    APPENDIX F : SUPPLIES AND SUGGESTED SUPPLIERS NEEDED IN DISASTER.
    APPENDIX G : LIBRARY EMERGENCY SUPPLIES AVAILABLE ON SITE.
    APPENDIX H : RESTORATION COMPANIES.
    APPENDIX I : CONSULTANTS.
    APPENDIX J : DISASTER PREPAREDNESS CONSORTIUM MEMBERS.
    APPENDIX K : EMERGENCY PROCEDURE FOR LOWERING ELEVATORS.
    APPENDIX L : LIFE SAFETY ALARM SYSTEM LOCATIONS.


I.  INTRODUCTION

    This document outlines actions to take in the event of a disaster
    to the UNF Library.  It is hoped that adherence to this plan will
    minimize damage to the collections, and will assist in speedy
    restoration of library service to the UNF community.

    The UNF library's collections cost over $13,000,000.00 for
    purchases made from 1970-1991.  It is estimated that at least 60%
    of the volumes are no longer in print, and the cost to replace
    those that are available would be much higher than the original
    purchase price.  If the collection were damaged, a decision about
    salvaging library volumes would have to be made quickly and
    logically.  It would not only be a credit to the university but
    would effect a savings of time and money to react immediately and
    salvage critical materials.

    The plan requires the cooperation and coordination of several UNF
    departments, as well as the speedy involvement of the library
    staff.  It has been found that in times of distress, a coalition
    of informed, capable and willing participants remains the primary
    component for successful recovery.

    This plan will be updated annually.

    A.  Description of the University.
        The University of North Florida opened for classes in
        1972, and had 8,080 students in 1990/91.  UNF offers
        undergraduate and graduate education, with Master's degrees in
        education, business, computer science, and several Arts and
        Sciences programs, as well as the Education Doctorate.  The
        University has both apartment and dormitory housing on-campus,
        but the majority of the students commute, with the evening
        program busier than the daytime courses.  UNF is a member of
        the State University System, administered by a Board of
        Regents.  For this reason, all insurance coverage is at the
        state level.  UNF buildings, including the Library, are
        self-insured by the State of Florida.  Until a disaster
        strikes, it is unclear how adequately the self-insurance fund
        will cover replacement of library materials, furnishings,
        equipment, and buildings.

        The 1,000 acre campus is located off St. Johns Bluff Road
        South in suburban Jacksonville.  At present, there is one
        entrance road to the campus.  The UNF police are responsible
        for security and traffic management.

    B.  Description of the Collection.
        The UNF Library was founded as the campus was being developed
        in 1970, and now houses over 527,000 volumes.  The 120,000
        square foot library building was completed in 1980, and is a
        concrete block, glass, and brick building.  The building has a
        wet pipe sprinkler system and meets all fire codes in effect
        in 1980.  The Library supports the graduate and undergraduate
        curriculum through hard copy and microformat materials, and
        with approximately 3600 continuation subscriptions.  The print
        collection is augmented by the collection of curriculum and
        audiovisual materials (audio, VHS, 16mm film, computer disks),
        and classical and American music on tapes, records, and
        compact disks.  Special Collections houses the collections of
        Eartha White (a local black humanitarian), and the archives of
        Florida State Senator John E. Mathews, Jr., among other rare
        materials.  The Documents Collection is a selective depository
        for Federal, State, and local documents, and also houses the
        Map Collection.

        Most of the collection includes titles published since
        1970.  Many of the volumes in the library are no longer in
        print.  The library department heads have identified titles in
        their collections that are rare or otherwise irreplaceable.
        These items are considered priority volumes to save and
        restore in the event of a disaster.

    C.  Development of the Plan
        This plan was developed by the UNF Library Contingency
        Planning Committee during 1990/91.  Members of the committee
        were:
               Eileen Brady           Reference Librarian
               Kathleen Cohen         Assistant Director of Libraries
               Geraldine Collins      Head of Circulation Department
               Andrew Farkas          Director of Libraries
               Judy Hiden             Administrative Assistant
               Bob Jones              Head of Public Services Division
               Sarah Philips          Head of Reference Department
               Linda Smith            Head of Cataloging Department
               Vicki Stanton, Chair   Head of Serials Department

        The committee's goals were threefold: (1) to develop a
        disaster plan that would detail preventive measures to
        minimize potential damage; (2) to develop a plan of action for
        stabilizing the Library after a disaster; and  (3) to describe
        methods and equipment for recovery.  The plan includes lists
        of resource people and restoration companies, as well as
        sources of supplies, materials and equipment for salvage
        operations.

        The plan also outlines critical collections to save in the
        event of an emergency.  The Library plan augments the
        University of North Florida Emergency Operations Plan,
        published in  July, 1985.  The plan is written to guide staff
        in disaster recovery.  General preventive maintenance is
        covered in other library documents.

        The committee recognized the need to consult and coordinate
        this plan with several other campus departments.  The
        following people were invaluable in offering their resources
        and expertise:

            Lt. John Anderson, UNF Police
            Charlie Bear, Director, Physical Facilities Department
            Richard Crosby, Assistant Vice-President, Administration
              andPlanning
            Steve Peacock, Director, Purchasing Department

    D.  Copies of the Plan.
        Official copies of the plan are kept by:

            Director of Libraries
            Assistant Director of Libraries
            Division Head, Public Services
            Division Head, Technical Services
            UNF Police Department
            Vice President for Academic Affairs
            Special Collections - UNF Archives

        All Library faculty have been issued a copy of the plan.
        In addition, Library faculty who are on the Salvage Team are
        also expected to have a copy of the plan at their homes, and
        should bring it with them when called to a disaster.


II. EMERGENCY NOTIFICATION.

    In an emergency situation, the UNF Police will be the key
    officials in charge of the campus with the highest ranking police
    officer acting as the Director of the Emergency Operations Center
    (EOC).  The EOC Director will be in constant contact with the
    University President or his designee.  During a campus emergency,
    the University of North Florida Emergency Operation Plan will take
    precedence over the library disaster plan.  In all emergency
    situations, the primary objective is the safety of human lives.
    Salvage and disaster recovery operations will be of secondary
    importance, and will take place only when the building is declared
    safe.

    When a disaster occurs, notify the UNF Police, the Director of
    Libraries, and the Library's Emergency Coordinator.  Refer to the
    list of the Salvage Team members in Appendix A.  The coordinator
    will call other people as needed.

    Fire or Emergency
        Dial ZERO for UNF Police (or ext. 2800).
        The Police will call all Duval County fire, police, and rescue
        units.
        Evacuate building according to the Circulation Department's
        instructions.
        Contact the Library's Emergency Coordinator.

    Water or Electrical Problems
        Notify a supervisor and the Director of Libraries' Office
        (COM 1 or ext. 2553).
        If the library supervisor is not available, call Physical
        Facilities at ext. 2481 or 2482.
        After normal working hours, call Physical Facilities at ext.
        2480 (24 hour phone)
        (If critical, use beeper number for Director of Physical
        Facilities).
        Consult the Library phone list in Appendices A and C for
        additional phone numbers.
        Use judgment to evacuate building (consult with supervisor,
        police, physical facilities).
        Call the Library's Emergency Coordinator.
        If possible, move wet books to book trucks and/or cover ranges
        with plastic sheeting (in Technical Services' storeroom).
        If sprinklers need to be turned off, refer to Section V., B. 4
        (page 9).

    Threats, Security Problems
        Notify supervisor.
        Call the UNF Police at ZERO or ext. 2800.

    Damage to the Collections
        Contact the Library's Emergency Coordinator.  The coordinator
        will assess damage and determine who else should be notified.
        Consult list of Salvage Team members if coordinator is not
        available.


III. REACTION TO EMERGENCY SITUATION.

    A.  Evacuation.
        When the library fire alarm sounds, each individual should:
        1.  Notify patrons in the area to exit the building.
        2.  Turn off all electrical appliances (e.g. coffee pots,
            heaters, hot plates, fans, computers).  Leave lights on.
        3.  Take any library materials that have previously been
            assigned as items to evacuate  (department specific).
        4.  Take all personal belongings, including keys, coats, and
            purses.
        5.  Close but do not lock inside doors.
        6.  Leave the building and wait in a predesignated area for an
            "all clear" message, or for further instructions.

        Designated people in each department should:
        1.  Make sure that exterior doors are closed.
        2.  Assist anyone needing help.  (Campus policy is being
            developed.)
        3.  Check the area for unfamiliar objects (such as packages,
            briefcases, etc.) and bring these to the attention of the
            police.
        4.  Lock outside doors.

        To get official Library instructions, meet at the assigned
        area:
        FIRST FLOOR STAFF:
            Meet near the recycle bin at the end of the drive behind
            the Library.
        SECOND AND THIRD FLOOR STAFF:
            Meet in the parking lot at the end of the bridge west of
            the Library.

        Department heads should check to make sure that everyone in
        their department is safe.  Notify the police if anyone is
        missing or refuses to leave the building.

        Procedures for lowering elevators are in Appendix K.  The
        police or physical facilities are authorized to lower the
        elevators.

        The Director, or his designee, will stay at the second floor,
        front entrance or at the bridge if the building is not
        accessible.  Official messages will come from the Director or
        police officers.

        Once everyone has been evacuated, observe the following:
        1.  Move a safe distance away from the building.
        2.  Honor all police barricades and instructions.
        3.  Stay away from book drop areas.
        4.  Understand that the building is under police control.
            Do not let anyone back in the building unless instructed
            by a police or administration official.
        5.  Do not make public comments on the event.  Refer the press
            and other interested individuals to the police or official
            University spokesperson.  Do not start or disseminate
            rumors.
        6.  Use no radio transmitting equipment.  It might set off a
            detonation device.
        7.  Reflect the same reaction to the event as shown by
            University officials.

    B.  Communications.
        To keep abreast of University events, use the following media:
        1.  If you have access to a pc or a terminal, check PROFS for
            recent messages.
        2.  Call the University Bulletin Board at 646-2660.
        3.  Check local TV stations (Channels 4,12,17) and radio
            stations at the following frequencies (these are the
            stations that University Relations routinely notifies):

                      WOKV     600 AM
                      WPDQ     690 AM

        4.  Civil Defense broadcasts on radio frequencies:

                      WPDQ     690 AM
                      WIVY     102.9 FM

        5.  Notifying Staff.
            If staff must be called at home, each department head will
            be responsible for calling the permanent, OPS, and student
            staff in their department.  Department heads should have
            (at their home) the home phone numbers for all Library
            personnel.


IV. PREPARING FOR EVACUATION

    A.  The Library may have advance warning of an impending disaster
        such as a hurricane.  Preparation should include the
        following:
        1.  Move emergency supplies and equipment to third floor study
            room.
        2.  Check supplies and immediately purchase necessary items.
        3.  Stockpile water and food.
        4.  Move audiovisual items from bottom shelves.
        5.  Cover stacks near doors and windows with plastic.
        6.  Empty book drops.
        7.  Move all PCs and equipment to study rooms or safe areas
            and cover with plastic.
        8.  Move back up disks to safe area, preferably out of the
            building.
        9.  Seal filing cabinets with tape then cover with plastic.

    B.  Consult priority lists to identify critical materials and move
        them if necessary.  The master list of Collection Priorities
        (Appendix D) identifies the most important items to save
        and/or salvage in case of a library-wide disaster.  The
        departmental lists (Appendix E) should be used if damage is
        limited to specific areas of the library.  Use the lists in
        consultation with the Emergency Coordinator and the heads of
        the various Library departments.


V.  RECOVERY PROCESS.

   A.  Evaluation of Damage.
        The recovery process should begin only after an emergency
        situation has been brought under control.  The first concern
        should always be the safety of individuals.  The Library
        Coordinator, Director of Libraries, and the Recovery
        Specialist will tour the building and make an initial
        evaluation of damage.  They will determine whether to convene
        the full Salvage Team (Appendix A), and/or if other people
        should also be notified.

        Physical Facilities will be involved in stabilizing the
        building.  The Emergency Coordinator and Building
        Representative will consult with them on:

        1. Restoring electricity and water
        2. Using emergency power for lighting
        3. Getting HVAC working
        4. Pumping out standing water

        Because items that can be salvaged, regardless of the type of
        disaster, will probably suffer water damage, recovery will
        center on packing wet materials and on drying techniques.

    B.  Building Access.
        1.  Check with UNF Police and Physical Facilities before
            entering the building.  Permission to enter the building
            may need to be obtained from some or all of the following:
                Fire Chief (control of the fire)
                Fire Chief (determining cause of fire)
                Building Inspector
                UNF police
                Director of Safety and Security -  Martin Garris
                Implementation of Emergency Plan - Lt. John Anderson
                  Jacksonville Police
                UNF Administration:
                  President - Adam Herbert
                  Academic Vice President - Ken Martin
                  Risk Management - Richard Crosby
                UNF Library Administration
            The floor plans (Appendix L) may be used by fire and/or
            security personnel.
        2.  Physical Facilities and the UNF Police have the
            necessary keys to the mechanical and electrical rooms.
            LIBRARY PERSONNEL DO NOT HAVE KEYS TO THESE ROOMS.
        3.  Instructions to bring elevators to the first floor
            are in the mechanical rooms.
        4.  Sprinkler shut off valves are located in the southwest
            stairwell of each floor.  Turn the black round handle
            counter-clockwise to turn the water off.  A ladder and a
            screw driver are needed to access the door.  A knife may
            be needed to cut plastic signs off the valve.

    C.  Campus Access.
        If the campus has been closed, or if access is restricted, the
        Recovery Specialist may need to provide a list of the Salvage
        Team members to campus officials.  As people arrive on
        campus, they may be asked to show their driver's licenses and
        staff IDs.  Access may be restricted to daylight hours or
        times when electricity is available.

    D.  Salvage Procedures.
        During an emergency situation, the Emergency Coordinator will
        be in charge of all Library functions.  The Coordinator will
        be acting in consultation with the Director of Libraries and
        other members of the Library Disaster Team.   All staff will
        be expected to participate in library salvage and restoration
        work, performing under the direction of the Emergency
        Coordinator.
        1.  The Emergency Coordinator will establish a command post.
            Phone access should be in an area close to, but not in the
            midst of the disaster.   Access to the command area should
            be controlled.  The Emergency Coordinator will furnish
            floor plans of the Library to Health/Safety and Physical
            Facilities staff as needed.
        2.  The Emergency Coordinator and selected members of the
            Salvage Team will assess damage.  They will:
            a. Do a walk through to get an overview of the problem.
               Do not attempt to start recovery operations.
            b. Decide what efforts can be initiated locally, and what
               services must be contracted out.
            c. Obtain approval from University officials to initiate
               purchase orders and contract outside help.
            d. Determine who is needed to help with recovery efforts
               and make the necessary calls.
            e. Determine what campus supplies are needed and what
               items need to be purchased.
            f. Send Communications Personnel to acquire supplies
               (stockpiles in library, in Physical Facilities, as well
               as items to be purchased).  Acquire necessary tables,
               chairs and lights for the work area.
        3.  The Recovery Specialist and Department Heads will
            develop a plan of action, based on the priority lists.
            They will:
            a. Determine if damaged volumes should be recovered
               or discarded.
            b. Decide if items to be saved should be packed for
               freezing, packed for removal to a drying area, or moved
               to a near-by drying area.
            c. Determine the extent of water damage (dry, slightly
               wet, soaked) and which areas need immediate attention.
            d. Assemble any additional supplies, and initiate
               procedures to acquire and/or purchase necessary items.
        4.  Emergency Coordinator and Building Representative will
            work with Physical Facilities to eliminate hazards and
            stabilize the environment.  They will:
            a. Give immediate attention to pumping out standing
               water and starting drying procedures.  Carpets,
               furniture, and equipment may need to be removed.
               Remember that mold and mildew will begin to grow in 48
               hours.
            b. Turn on air conditioning and use fans and
               dehumidifiers to reduce humidity (if HVAC systems are
               working).
            c. Clear mud and debris from aisles and stairs, and
               install portable generators and lights.
            d. Arrange for protection of undamaged collections
               by covering ranges with plastic, boarding up broken
               windows, or repairing damaged roofs.
            e. Arrange for 24 hour security of the building and
               the collection.
            f. Contact outside vendors for dehumidification and
               salvage work.
        5.  The Building Representative and Area Salvage Coordinators
            will initiate salvage work.
            a. Area Salvage Coordinators will determine where
               materials can be packed, stored, or dried.
            b. Area Salvage Coordinators will assemble supplies and
               set up work areas.
            c. The Building Representative will initiate inquiries for
               food, water, toilet facilities.  The Building
               Representative will set up a first aid and rest area.
               Encourage frequent breaks and arrange for staff to
               rotate jobs to lessen fatigue and boredom.
        6.  The Recovery Specialist will assign Area Salvage
            Coordinators a specific collection for salvage, and a
            Recorder (or assistant).
            a. Area Salvage Coordinators will assemble a work crew.
            b. The Recovery Specialist will establish recovery
               procedures for non-book formats.
        7.  Area Salvage Coordinators will establish work crews, give
            training, and discuss sorting criteria.  Refer to Peter
            Waters' PROCEDURES FOR SALVAGE OF WATER-DAMAGED LIBRARY
            MATERIALS.
            Area Salvage Leaders will demonstrate the following
            techniques as needed, then initiate drying or packing
            routines.
            a. General steps for handling wet books:
               Cover tables with plastic sheeting.
               Do not open wet books or separate single sheets of
               paper.
               Keep books well supported, using two hands.
               Do not try to remove mud or dirt by rubbing.
            b. General steps for air drying:
               Begin clean up of area. Remove mud, glass, debris.
               Initiate record keeping system.
               Separate into three categories:  wet, dry, damp.
               Pack or move via book trucks to dry area.
               Move wet and damp items to drying area (with fans, air
               conditioners, dehumidifiers).
               Unpack wet and damp items for air drying.
               Interleave newsprint in volumes with clay coated
               papers, removing wet newsprint periodically.
               Fan books for quicker drying.
            c. General steps for freeze drying:
               Begin clean up of area.  Remove mud, glass, debris.
               Initiate record keeping system.
               Line inside of box with large plastic bag and
               wrap every other volume in waxed or freezer paper.
               Place flat, or spine down, in milk cartons or
               rigid cartons.
               Tape top of box closed.
               Move boxes to freezer.
        8.  Establish regular meeting times for disaster team and for
            staff and volunteers.  The Disaster Team should meet at
            the beginning and end of everyday to assign tasks and to
            assess the situation.
            A general meeting for all staff should be held every day
            or every other day to give an update on recovery
            operations.

    E.  Supplies
        The supplies listed in Appendix G are stored on the first
        floor of the library in the Technical Services storeroom
        (between the Mailroom and the Serials Department).  They are