Disaster Management for Libraries and Archives

Citation

Layzell Ward, P. (2004), "Disaster Management for Libraries and Archives", Library Management, Vol. 25 No. 4/5, pp. 235-236. https://doi.org/10.1108/01435120410533846

Graham Matthews and John Feather are noted for their studies of disaster management and conservation in the UK. They have used their expertise to draw together contributors from Australia, Croatia, Sweden, the UK and the USA to focus on aspects of the topic as they relate to archives and libraries.

Disaster management was not covered in the archives and librarianship curricula until comparatively recently. However the greater frequency of disasters such as floods, fires, earthquakes or the effects of armed conflict around the world means that managers need to be prepared for the unexpected. And as anyone who has had to manage the aftermath of a disaster will indicate – the emotional and psychological damage it inflicts.

Graham Matthews in an introduction notes changes resulting from the use of information and communication technologies, the need to consider insurance, the salvage and treatment of particular media, training, and service continuity. The text aims “to bring together current professional and practical opinions and advice on key aspects of disaster management based on first‐hand experience”. His overview introduces the disaster control plan, risk assessment and management, fire and water, cooperative activity, the human aspects, war, aftermath and recovery and guides to sources of information. So the reader is prepared with a vocabulary and understanding of the totality of the subject, before turning to specific aspects.

Heather Mansell draws on a series of interviews with Australian colleagues to consider the disaster control plan. I like her use of the term “counter‐disaster planning” rather than “disaster‐preparedness” adopted by other writers. She describes the counter‐disaster plan, the development of terms of reference or a policy document as a precursor to the plan, and the financial and managerial implications and resources. In a section focusing on the purpose of the DCP she provides a table showing the roles and responsibilities of a disaster response committee. In developing a plan she reviews the issues including – what will be saved first, salvage plans, insurance, etc. The supporting infrastructure includes supplies and storage. Training is vital. Her moment of truth describes some unexpected happenings. After the event the experience needs to be reviewed and benefit can be gained from co‐operative partnerships.

Alice Cannon of ArtLab Australia reviews the question of risk management starting with its origins, and the risks involved in risk management. The development of a risk management programme is outlined, including the length of time needed, the costs and the main elements. Planning questions are reviewed in detail, the development of criteria, identifying risks ‐what can happen and how and how to assess risks – that should be treated. Risk management for special circumstances includes such points as new buildings, moving collections. A conclusion takes a look into the future.

The papers that follow form a series of case studies that illuminate the points made by Mansell and Cannon. Bill Jackson, Buildings Manager at the National Library of Scotland, demonstrates what can emerge if a 1930s landmark building is assessed for fire safety using the current approaches to analysis. The outcome indicated that book stackage upright supports in the core of the building were supporting the intermediate book stack floors. The intermediate concrete floors were only 65mm thick; a fire in such a book stack could reach 1,000 degrees centigrade within three minutes – and within eight minutes the stacks would collapse. He describes the difficult decisions that had to be made, the action taken, and the fire risk strategy in some detail.

From fire to flooding where Christine Wise discusses the risks and outlines the case for a business continuity plan. Flood prevention methods are reviewed together with insurance and contracts with disaster recovery companies. Disaster recovery, news management, and the impact on staff are discussed. This is followed by a description of a flood at the Fawcett Library – a very special collection on women's history housed at the London Guildhall University.

From the USA Sheryl Davis and Kristen Kern provide an account of the work of co‐operatives which help each other manage disasters. They describe examples of libraries working together which have formal agreements, co‐own disaster supplies, organise training and then discuss why networks can fail. Their chapter contains a number of models that could have application elsewhere.

Maj Klasson considers the psychological aspects based on research evidence gathered after a pyromaniac started a major fire at the Central Town Library in Linköping. She provides a vivid account of its impact on staff and the readers, and action taken after the fire. From interviews she gained an understanding of the action of some members of staff such as repression and not understanding they were vulnerable. The fire started at closing time and some staff continued with their routine work, turning round as they left the building to see it was all ablaze. Others had the sense of time standing still; some felt the loss of their workplace etc. The users were angry and set up a billboard on which they commented on the loss of their library. The issues of debriefing and emotional stress management are covered in some detail – vital information for managers developing a plan.

The experience of conflict in Croatia is described by Kornelija Petr in vivid terms: the impact of shelling, the working conditions, the loss of staff, stock and buildings. But also there is the story of rebuilding the library and information system and the ways by which the librarians worked to meet the increased demands placed on the system during the war. People turn to public libraries at this time, even if they haven't been regular users in the past. And among the many lessons to be learned is that of building design so that you don't have large areas of glass that can cause serious injuries if windows are shattered.

John Creber's chapter describes the phoenix rising from the ashes. He describes the aftermath of a major fire at Norwich Public Library in the UK, how service was continued and recovery took place. The building also housed the local studies collection and the County Record Office. It was a major fire by any standard and there are lessons to be learned by other managers faced with the loss of their building, loss of stock and extensive damage to books, archives, manuscripts and files etc. In one sense the library service was fortunate for it had a print out of its holdings from the night before the fire which yielded a detailed listing of what was on loan and could be checked for what had been lost. Departments that had card catalogues were not so fortunate. Several points stand out in his account. The close working with the parent organisation, the loss adjusters, and the insurance company paid dividends. A commercial library binding and conservation company stepped in to provide advice that saved a large number of items from being discarded. Quick action on obtaining refrigerated trucks and specialist services. And – taking care of the staff and their differing needs at a traumatic time.

The final chapter by Graham Matthews provides a guide to sources of information, and special mention should be made of the bibliographies and sources provided by each contributor.

There is one type disaster that isn't covered in detail – and that the effect of an earthquake. Happening to be in San Francisco some years ago just after the earthquake hit that destroyed the main public library was an awful experience.

This volume does not replace the various detailed texts on counter‐disaster planning, but supplements them. It provides an essential overview and will be of value before planning is commenced, or a plan is revised. It would be a useful way to brief lay members of committees who have to take decisions about plans – they may not fully understand the risks until they have read the experiences described in this book. A great read with some very vivid writing.