Disaster management

• Disaster management
• Emergency Evacuations and Contingency Planning
• In the event of fire or flooding
• Salvage
• Shelving
• Carpets
• Storing the Collection
• Pest Control
• Mould

Disaster management

Each school shall ensure that there are documented emergency and evacuation procedures which are prominently displayed in the school library. School library staff should ensure they know who the school's designated safety officer is. Any problems with the safety conditions of the library, such as vandalism or potential fire hazards should be reported to that officer.

Regular inspections and surveys of the library will reveal inadequacies and potential for damage to occur. A "Faults Book" may be used to encourage library staff, teachers and students to notify defects as soon as they occur.

Emergency Evacuations and Contingency Planning

Prevention of damage and injury is the top priority. However, if an emergency occurs, it is essential that correct procedures are in place. Emergency evacuation procedures should be clear, with precise instructions detailing the action that occupants of the library should take in the event of fire or other emergency. They should be prominently displayed in the library.

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In the event of fire or flooding

Rope off the damaged area if necessary.

If a fire has closed the library, permission to enter the area will be given by the Fire Brigade.

If the library has been damaged by water (e.g. a burst or a leaking pipe) notify the school's designated officer. Do not enter the library until it is declared a safe area as there can be a danger of electrocution, items hidden beneath the water level or slippery floors.

For insurance purposes and disaster evaluation, it would be an idea to photograph or video the damaged area.

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Salvage

The Teacher-Librarian needs to set up a salvage team and select a treatment area with tables or bench space.

In winter turn off the air conditioner or in summer have it set as low as possible. Open windows and doors to keep the air circulating.

Have trolleys, cartons, crates, waxed paper, electric fans, access to donated freezer space, garbage bags, freezer bags, sticky labels, waterproof markers, paper towelling, protective clothing and cleaning materials on hand.

Remove materials from the area and sort materials into:

• Items to return to the shelves
• Items to be air-dried
• Items to be frozen
• Items to be discarded and replaced: Before items to be replaced are discarded, details need to be added to a recording sheet. This sheet should include barcode, call number, title and publication details. This allows for TALIS database maintenance and reordering.
• Items to be discarded and not replaced: Before items not needing replacement are discarded, the barcodes need to be added to a recording sheet so that they can be deleted from TALIS.

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Shelving

• All shelves should be cleaned and disinfected.
• A humidity check should read 47% Relative Humidity + 2% at 20 degrees centigrade.
• Stock should not be re-shelved for at least seven days.

Carpets

A professional assessment will determine whether saturated or damaged carpets need replacing. If carpets can be fanned dry with industrial strength fans then library shelving will need to be removed and book stock packed into boxes for the interim.

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Storing the Collection

• Books should be clean, dry and checked for infestation before packing.
• Plastics should not be used for storage, as they may not allow air circulation. Moisture, trapped inside tightly sealed plastic covers, can result in mildew. Plastics also attract dust as a result of the static electricity generated.
• Boxes need to be strong cardboard, be able to be closed and free from dampness and food odours.
• Smaller boxes are preferable to larger boxes as books are less likely to be damaged by weight and lack of air circulation. They are also easier to carry and store.
• Pack the books lying down or standing upright - not on the spine or front-edge as this can damage the binding. Leave a small space for air circulation.
• Seal each box with packing tape.
• Label each box clearly with the call range of the items inside.
• Store boxes on palettes or blocks not directly on the floor. This aids air circulation and prevents any further moisture absorption from the floor.

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Pest Control

As many library resources are made from a variety of organic materials they are vulnerable to pest infestations. Insecticides can be harmful to human health, can damage paper materials and have little effect on insect eggs. Non-toxic prevention is recommended. Keep library clean, dusted, free from food and vacuumed regularly.

Rodents

To prevent infestation, keep the library clear of foodstuffs. If infestation is evident then clean and disinfect the area. Rodents will simply relocate when the food source is removed.

Silverfish

These insects live on starch, size and paper coatings. Minute black eggs may be noticed on book pages and in the spine. If an infestation is detected remove the affected materials from the library and brush page-by-page. Remove book jacket and brush as eggs can be hidden in dark corners. Surrounding shelf area should be dismantled, moved, wiped clean and the carpets in the vicinity vacuumed thoroughly.

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Mould

Mould is a fungus. Mould spores are carried by air and germinate when conditions such as high humidity, warmth, darkness and stagnant air are present. Infested books are stained, pages can be swollen and smell musty. Be mindful that library staff and borrowers can suffer respiratory problems or have allergic reactions to mould infestations. In the interest of occupational health and safety it is advisable to wear disposable gloves and filtration masks when dealing with mouldy books.

To treat contaminated books remove from the library, dry in the sun as ultra violet rays kill mould, or if weather does not permit, fan dry. Once dry, brush or wipe the book thoroughly. Clean library shelves and surrounding area.

The best means of preventing the spread of mould is to deny the spores the moisture they need to germinate.

• Shelve books in lighter areas where the air circulates.
• Shelve books on inner rather than outer walls.
• Basements can be damp and unsuitable for paper storage.
• Keep to the humidity and temperature standards.
• Remove indoor plants as these harbour spores.
• Inspect the collection for contamination regularly.
• Check the library interior for roof and window leaks, wall cracks and dampness.

For further information on conservation matters

Conservation Advice: State Library of Victoria

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