Washington and Lee University
School of Law
Library
Emergency Response Plan

 

 

 

Updated July 13, 2005 by John N. Jacob

 

 

Introduction

 

The purpose of this plan is to provide a basic guide for response to emergencies and recovery from disasters affecting the Law Library. This plan complements the disaster response plans maintained by Leyburn Library and University Computing. The UC's plan specifically addresses response to and recovery from computer systems emergencies.

This plan is available online at the Washington and Lee University website. Printed copies of the plan are located in the Law Librarian's office, at the Circulation Desk, in the Powell Archives, and at the homes of the Law Librarian, Associate Law Librarian, and the Archivist.

This disaster plan will be reviewed annually by the Archivist/Law Librarian. In consultation with the Law Librarian, he will update or otherwise revise the policy as needed.

Library staff need to be familiar with the following: operation of the fire alarm panel, operation of the fire extinguishers, location of plastic sheeting for covering books, the emergency numbers list, and evacuation procedures.

 

NOTE: Safety of human life is of paramount concern to the university. If carrying out any of the procedures stated in this manual is likely to result in loss of life or serious injury, employees may refuse to perform these tasks and should leave the building to seek safety.

 

  

 

Response to Emergencies

Response to emergencies is based upon the following priorities:

  1. Most importantly, safeguard human life. In instances such as fire or bomb threats -- when conditions allow -- telephone for help and evacuate others before leaving the building.
  2. Assess and contain any damage to collections when it is possible to do so safely.
  3. Salvage as many library materials as possible, beginning with the irreplaceable materials in the Rare Book Room and the Powell Archives.

 

 

 

Evacuation Procedures

 

NOTE: Safety of human life is of paramount concern to the university. If carrying out any of the procedures stated in this manual is likely to result in loss of life or serious injury, employees may refuse to perform these tasks and should leave the building to seek safety.

During regular business hours, the decision to deploy an evacuation team will be made by the Director or Associate Director of the law library (or in the absence of both, a law librarian) in a fire, major water emergency, bomb threat or other situation in which there is a danger to persons remaining in the building. Outside of business hours, the fire department or Campus Security will determine the necessity of an evacuation and will carry it out.

DO NOT USE THE ELEVATOR: use stairs only.

During a regular business hours, all available library personnel will report to the Circulation Desk on hearing the fire alarm to receive evacuation assignments. If the spread and intensity of the fire allow, they should return here after checking areas which they have been assigned.

During regular business hours, Helen Hartt will be responsible for locating and assisting handicapped persons. If she is not in, Sally Wiant will assign another person.

During regular business hours, Sally Wiant or her designee will alert the Darlene Moore, Head of Faculty Services, to evacuate all areas of the building other than the library.

Be sure that the evacuation team has checked every floor of the library.

 

  

Emergency Telephone Numbers

Type of Service

Firm/Contact Persons

Phone

ALL EMERGENCIES

Regional Consolidated Dispatch System

9+911

Ambulance

Lexington Rescue Squad

463-2112

Fire Dept.

Lexington Fire Dept.

463-2112

Hospital

Stonewall Jackson

462-1200

Police

Lexington Police Dept.

463-2112

Security

W & L Security

8999

 

Emergency beepers

8408

 

Mike Young, Dir. of Security office:

8427

 

home:

463-8051

 

Heating Plant (back-up)

8499

Physical Plant

Scott Beebe

8490

W&L Physicians

Dr. Jane Horton

8401

 

Dr. David Copeland

8401

Poison Control Center

Charlottesville

804-924-5543

 

 

 

 

Law Library Personnel

Name

Office Phone 

Home Phone

Wiant, Sally

8543

463-2402

Doyle, John

8554

464-9285

Bissett, Jack

8546

463-5181

Eisenhauer, Jean

8545

261-2796

Jacob, John

8969

463-9413

Stinson, Judy

8544

463-9734

Coffey, Macy

8541

463-9314

Hartt, Helen

8140

348-5958

Hayes-Falls, Kitty

8548

463-2591

Kasper, Joan

8542

463-5001

Newell, Linda

8553

463-5082

Persinger, Loretta

8550

348-5287

Shotwell, Beverly

8027

463-5468

Janitorial Staff

Janet Mayo

463-6992

Frances Moore

463-1581

Jacqueline Sandidge

261-2009

 

 

Fire

Activate one of the fire alarms (located near all exits), if you observe a fire. If the fire alarm is activated spontaneously or by someone else, do not assume that it is a false alarm. When the alarm sounds, do the following:

  • Identify the location of the activated alarm from the fire alarm panel on the wall above the library circulation desk. Either go yourself or send someone to investigate the area to see if there really is a fire. DO NOT USE THE ELEVATORS.
  • IF THERE IS A FIRE--          
    • Your highest priorities are to ensure your own safety and the safety of others in the building.
    • Use common sense and don't panic. A minor, contained fire (trashcan fire, for example) can be extinguished with the fire extinguishers located on each floor.
    • If a fire cannot be easily and safely extinguished
      Call 9+911 & Campus Security at -8999 and evacuate the building. (See Evacuation Procedures above).
  • FALSE ALARM - NO FIRE
    If there is no fire or if the fire has been extinguished, take the key from the alarm panel and go to Room 349 near the main entrance under the stairs and silence the alarm. (Instructions are in Room 349.) Notify those outside the building that it is safe to re-enter.

 

Water Emergencies

  • If there is a serious leak, broken pipe, or a flooded area in building, call Physical Plant at -8490 and state that you are reporting an emergency water problem. After hours, notify the Campus Security and request that they contact the appropriate Physical Plant staff.
  • If water is leaking from the ceiling, cover the area with plastic sheeting (insert location). Place buckets under leaks. Buckets are located (insert location.)
  • If there is water on the floor, remove books or records from lower shelves/file drawers onto higher shelves or tables well away from standing water. Do not place any material on the floor, even in a seemingly dry area, as the leak may spread.
  • If possible, turn off electrical circuits to the flooded area, and unplug electrical equipment in the area if you can safely do so.
  • If electricity in the building needs to be turned off, call Physical Plant
  • The building needs to be evacuated only in case of major water damage and when structural damage can be expected. The decision to evacuate should be made by the Law Librarian or Associate Law Librarian, who will organize a team to assist in evacuation.

 

Bomb Threats

  • If a bomb threat is received by telephone, activate a fire alarm and notify the Campus Security at -8999, and evacuate the building. During business hours, the evacuation procedures will be set in motion when library personnel report to the circulation desk upon hearing the fire alarm. Also notify campus security if a suspicious object or package is found.

 

Anthrax and Other Biological Agents Via Mail

  • DO NOT PANIC

            Anthrax organisms can cause infection in the skin, gastrointestinal system, or the lungs.  To do, so the organism must be rubbed into abraded skin, swallowed, or inhaled as a fine, aerosolized mist.  Disease can be prevented after exposure to the anthrax spores by early treatment with the appropriate antibiotics.  Anthrax is not spread from one person to another person.

            For anthrax to be effective as a covert agent, it must be aerosolized into very small particles.  This is difficult to do, and requires a great deal of technical skill and special equipment.  If these small particles are inhaled, life-threatening lung infection can occur, but prompt recognition and treatment are effective.

 

  • suspicious Unopened letter or PACKAGE MARKED WITH THREATENING MESSAGE SUCH AS “ANTHRAX”:

            1.         Do not shake or empty the contents of any suspicious envelope or package.

            2.         PLACE the envelope or package in a plastic bag or some other type of container to prevent leakage of contents.

            3.         If you do not have any container, then COVER the envelope or package with anything (e.g., clothing, paper, trash can, etc.) and do not remove this cover.

            4.         Then LEAVE the room and CLOSE the door, or section off the area to prevent others from entering (i.e., keep others away).

            5.         WASH your hands with soap and water to prevent spreading any powder to your face.

            6.         What to do next…

                        Report the incident to local police, and notify Security or an available supervisor.

            7.         LIST all people who were in the room or area when this suspicious letter or package was recognized. Give this list to both the local public health authorities and law enforcement officials for follow-up investigations and advice. 

 

  • Envelope with powder and powder spills out onto surface:

            1.         DO NOT try to CLEAN UP the powder.  COVER the spilled contents immediately with anything (e.g., clothing, paper, trash can, etc.) and do not remove this cover!

            2.         Then LEAVE the room and CLOSE the door, or section off the area to prevent others from entering (i.e., keep others away).

            3.         WASH your hands with soap and water to prevent spreading any powder to your face.

            4.         What to do next…

                        Report the incident to local police, and notify Security or an available supervisor.

            5.         REMOVE heavily contaminated clothing as soon as possible and place in a plastic bag, or some other container that can be sealed.  This clothing bag should be given to the emergency responders for proper  handling.

            6.         SHOWER with soap and water as soon as possible.  Do Not Use Bleach Or Other Disinfectant On Your  Skin.

            7.         If possible, list all people who were in the room or area, especially those who had actual contact with the powder. Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up, and to law enforcement officials for further investigation.

 

  • QUESTION OF ROOM CONTAMINATION BY AEROSOLIZATION:

            For example: small device triggered, warning that air handling system is contaminated, or warning that a  biological agent released in a public space.

            1.         Turn off local fans or ventilation units in the area.

            2.         LEAVE area immediately.

            3.         CLOSE the door, or section off the area to prevent others from entering (i.e., keep others away).

            4.         What to do next…

                        Dial “911” to report the incident to local police and the local FBI field office, and notify Security or an available supervisor.

            5.         SHUT down air handling system in the building, if possible.

            6.         If possible, list all people who were in the room or area. Give this list to both the local public health authorities so that proper instructions can be given for medical follow-up, and to law enforcement officials for further investigation.

 

  • HOW TO IDENTIFY SUSPICIOUS PACKAGES AND LETTERS

 

            Some characteristics of suspicious packages and letters include the following…

 

            Excessive postage

            Handwritten or poorly typed addresses

            Incorrect titles

            Title, but no name

            Misspellings of common words

            Oily stains, discolorations or odor

            No return address

            Excessive weight

            Lopsided or uneven envelope

            Protruding wires or aluminum foil

            Excessive security material such as masking tape, string, etc.

            Visual distractions

            Ticking sound

            Marked with restrictive endorsements, such as “Personal” or “Confidential”

            Shows a city or state in the postmark that does not match the return address

 

 

 

Criminal Behavior

  • Disruptive, threatening, violent, or other criminal behavior (including vandalism) should always be addressed by calling Campus Security at -8999.

 

Tornadoes

Tornadoes may occur in Virginia from March to October. They are not as likely to occur in mountainous regions as in more flat terrain. Tornadoes move rapidly. Most likely, there will be little warning if there is a tornado; consequently, there will be little time to seek shelter.

  • When a tornado occurs, the building should not be evacuated. If possible, persons in the building should move to the lowest level, such as the basement or lower stacks, staying away from windows; or to an inner hallway or small inner room away from windows. DO NOT USE THE ELEVATORS. In the library, stay away from book stacks, since they may collapse.
  • In addition to water damage, walls, ceilings, and shelves may collapse. When structural damage occurs, the person in charge of the over-all building maintenance needs to assess the structural damage and determine when it is safe to enter the building. Then, damage to affected materials needs to be assessed.

Hurricanes

Hurricanes may occur on the Atlantic Coast of Virginia between June and November. Damage from heavy rain and flooding as well as high winds may occur. Hurricanes are slow moving so precautions can be taken before the storm actually strikes.

  • Evacuation -- Because sufficient warning can be given in a hurricane emergency, the building can be evacuated and closed before the hurricane strikes. The following precautions should be made: rare and valuable materials can be moved to a safe place; the power can be turned off; windows should be taped to reduce the danger of flying glass; and doors should be closed. If there are people in the building when the hurricane strikes, they should move to the lowest levels of the building, such as the basement level or the lower stacks and not leave until the storm is over. A battery-powered radio should be available so that weather reports can be monitored.
  • Most damage from a hurricane will be water damage, although there is a possibility of structural damage, broken windows, and collapsed shelving. If there is structural damage, the person in charge of the over-all building maintenance needs to assess the damage and determine when it is safe to enter the building. Then, damage to affected materials needs to be assessed. The recovery operation for library materials may include surveying water damage to books and other library materials, re-shelving, and deciding upon repair of broken windows.

Earthquakes

Earthquakes may occur in Virginia. The danger from earthquakes is caused by what they do to man-made structures--debris falling from damaged buildings, flying glass from broken windows, fires caused by broken gas lines, and flooding due to broken water mains. There is no warning before an earthquake occurs.

  • If an earthquake occurs, do not attempt to evacuate the building. Persons in the building should stay in the inner core of the building away from windows. Shelter should be taken in a doorway, in a narrow corridor, or under a heavy table, desk, or bench. Exits which lead into stairways should not be used because they may have collapsed or be jammed with people. Also, be aware that after-shocks may follow for several hours or days after the earthquake. A battery-powered radio should be available so that instructions concerning the earthquake can be monitored.
  • Damage from an earthquake may include structural damage to the building, collapsed shelving, damage to equipment and furniture, water damage from broken pipes, and fire and/or smoke damage caused by broken gas lines. All damage will need to be assessed by person in charge of building maintenance before re-entering to begin recovery operations.

Recovery and Salvage

For 24 hour emergency consultation, call the Northeast Document Conservation Center
(978) 470-1010, 24 hours a day, seven days a week
Review Damage & Establish Priorities

  • Rapid response is essential for an effective recovery effort. Paper-based collections begin to distort physically immediately after becoming wet. Books swell and distort; paper cockles; inks and pigments run; coated papers begin to adhere.
  • The Law Librarian, Associate Law Librarian, Archivist/Law Librarian, and appropriate department heads or library subject specialists should evaluate damage and establish salvage priorities. Consult Yolanda Merrill, (Washington & Lee University, Leyburn Library) who is the only locally available conservation expert.
  • Archival records, rare books, records vital to the operation of the School of Law, and any other irreplaceable items should receive the first attention.
  • Determine the kind and degree of damage that materials in each location have sustained. Depending on the extent of the disaster, this may be as broad as a room-by-room designation or as narrow as an item-by-item review.
  • Determine whether the salvage operation can be handled by staff or whether a disaster recovery specialist is required. Consult experts as needed.
  • After reviewing the extent of the damage, the Law Librarian, should set up a disaster recovery team and assign personnel as needed.

Handling and Removal of Material


The most common emergencies (fire, flood) involve water damage. If possible, loosely sort materials according to degree of wetness (soaked, damp, dry). Pack like materials together, e.g. damp records in one box, soaked in another etc. See also specific instructions below relating to water damage and fire damage.

  • Materials must be removed from affected areas, either to a salvage/drying area within the building, or to another area on campus. Likely locations are a classroom or gymnasium.
  • Files: Place folders in boxes or milk crates. Place the folders vertically in boxes (standing as they would in a file drawer.) Fill boxes only about 75% full to allow for swelling.
  • Bound Volumes: Load onto metal book trucks, or into boxes or plastic milk crates for transport. Place normal-size volumes in a spine down position. Pack large volumes flat in boxes. If time allows, loosely place sheets of freezer paper or waxed paper around every volume. Boxes should be packed only about 75% full to allow for swelling.
  • To ensure inventory control and for insurance purposes, it is necessary to know the condition and disposition of materials. As materials are removed, a staff member should be assigned to label each container with a brief designation of its contents (by call number range; cabinet/drawer, record group etc.); damage type (wet, dry, smoke etc), and salvage priority; and destination.
  • The Media Center should document the damage and the salvage operations by photography or videotape.

Water Damage



Evaluate the situation and decide whether the materials can be air-dried on-site or if they must be removed to a freezer facility. Refer to list of consultants for outside assistance in evaluating the disaster. If the damaged materials are not too numerous or too thoroughly soaked, air-drying will be a viable option and a drying area will be required. For detailed instructions on procedures to follow see the Northeast Document Conservation Center's Technical Leaflet "Emergency Salvage of Wet Books and Records" (appendix in printed copy of this plan). A summary of key steps is listed below. Consult the complete document for details.

  • Secure a clean, dry environment where the temperature and humidity are as low as possible. The temperature must be below 70 degrees F. and the humidity below 50%, or mold will probably develop and distortion will be extreme. Keep the air moving at all times using fans in the drying area. This will accelerate the drying process and discourage the growth of mold.
  • Books
    • Thoroughly soaked books, and books with coated paper should be frozen as soon as possible. Wrap them loosely in freezer paper or wax paper and pack them flat in boxes, preferably plastic mail crates, for transport to a freezing facility. If they cannot be frozen before they dry, interleave the pages with unprinted newsprint or paper towels. Keep an inventory of books packed and removed to freezer facilities.
    • Wet books with covers intact can be air dried.
    • Interleave every few pages, starting from the back of the book, turning pages carefully. For interleaving, use paper towels or clean, unprinted newsprint. Be careful to avoid interleaving too much or the spine will become concave and the volume distorted.
    • When books are dry but still cool to the touch, they should be closed and laid flat on a table or other horizontal surface, gently formed into the normal shape, with convex spine and concave front edge (if that was their original shape) and held in place with a light weight. Do not stack drying books on top of each other. In no case should books be returned to the shelves until thoroughly dry; otherwise mold may develop, particularly along the gutter margin.
  • Records
    • Air drying is most suitable for small numbers of records that are damp or water damaged only around the edges. If there are hundreds of single pages, or if the water damage is severe, other methods of drying will be more satisfactory and cost-effective.
    • Single leaves can be laid out on tables, floors, and other flat surfaces, protected if necessary by paper towels or clean, unprinted newsprint, or clotheslines may be strung close together and records laid across them for drying.
    • If records are printed on coated paper, they must be separated from one another to prevent them from sticking. This is a tedious process that requires skill and patience. Place a piece of polyester film on the stack of records. Rub it gently down on the top sheet. Then slowly lift the film while at the same time peeling off the top sheet. Hang the polyester film up to dry on a clothesline using clothespins. As the document dries, it will separate from the surface of the film, so it must be monitored carefully. Before it falls, remove it and allow it to finish drying on a flat surface.
    • Once dry, records may be re-housed in clean folders and boxes, or they may be photocopied or reformatted in other ways. Dried records will always occupy more space than ones that have never been water damaged.
  • Microforms and Photographs
    • Microforms subject to water damage should be professionally cleaned and dried within 48-60 hours. It will need to be sent to a processing laboratory. In most cases, the film should not be used again, but a duplicate copy should be made and the damaged one discarded. If the film is dirty/muddy, put in a bucket filled with clean cold water and agitate lightly to removed major dirt deposits. Pack for shipping. If film cannot be salvaged within about 60 hours, it can be frozen.
    • Photographs. For details, see the NEDCC technical leaflet "Emergency Salvage of Wet Photographs" (appendix in the printed copy of this plan). Photographs in water will quickly deteriorate: images can separate from mounts, emulsions can dissolve or stick together, and staining can occur. Mold can grow within 48 hours at 60% RH and 70°F, and it often causes permanent staining and other damage to photographs. For these reasons photographs need to be dried as quickly as possible. If photographs cannot be dried they should be frozen.

Fire Damage

If there is a fire, materials will suffer fire and smoke damage in addition to water damage. It is necessary to consult conservators and other experts listed in this plan. In the absence of professional help, handling of charred items should be avoided if possible, since handling will result in further damage. Rare, archival, or special collections materials must be evaluated by a conservator. For quick local assistance, contact Yolanda Merrill at Leyburn Library, Washington & Lee University.

 

 

Basic Emergency Supplies

Following is a list of supplies, most of which will be in-house supplies, except for large items such as dehumidifiers. This list should be checked once a year by Beth Drawbond to be sure that it is current.

Item

Location

batteries

Library Supplies Cabinets in Rare Book Room

book trucks

Circulation, Technical Services, Reserve, Archives

brooms

Janitors' Closets

buckets

Janitors' Closets

cardboard cartons

Library Mail Room

chemical light sticks

Physical Plant

cleaning compound

Janitors' Closets

crowbar

Physical Plant

dehumidifiers

Physical Plant

disinfectant

Janitors' Closet

duct tape

Media Center

extension cords
(3-wire, grounded, 50 ft.)

Media Center

fans

Rare Book Room & Physical Plant

first aid kits

Circulation Desk & Rare Book Room

flashlights

Departmental Desks

freezer paper

Rare Book Room

generator, portable

Physical Plant

hammer and nails

Physical Plant

hand saw

Physical Plant

hoses, water

Physical Plant

hygrometers

Physical Plant

incandescent work lights

Physical Plant

ladders

Physical Plant

mops

Janitors' Closets

paper towels

Janitors' Closets

pens/pencils

Library Supplies Cabinets

plastic garbage bags

Janitors' Closets & Rare Book Room

plastic milk crates

Physical Plant

plastic sheeting

Reserve Room

plywood

Physical Plant

protective masks, gloves, clothing

Physical Plant

scissors

Rare Book Room Library Supplies Cabinets

shovel

Physical Plant

tape, packing

Mail Room

two-way radios

Physical Plant

unprinted newsprint

use packing paper in Mail Room

water vacuums

Physical Plant

waxed paper

Rare Book Room

 

Experts and Consultants

This is a basic list. A comprehensive list of disaster recovery vendors and consultants is available as an appendix to the printed version of this document, and on the Library of Virginia web site.

  • Library of Virginia (Richmond)
    Contact the State Archivist or Librarian as soon as possible after the disaster occurs. The LVA will provide expert advice, assistance and support, as mandated by the Code of Virginia, Sec. 42.1-91, in coordination with the state Department of Emergency Services.
    (804) 692-3500 (Main Number)
  • Yolanda Merrill
    Conservator, Washington & Lee University Library
    If available, can provide immediate expert assistance.
    Office: 463-8662 Home: 463-6995
  • Northeast Document Conservation Center
    Emergency telephone consultation
    (978) 470-1010, day or night, seven days a week.
    Fax: (978) 475-6021
  • SOLINET Preservation Department
    1-800-999-8558
    404-892-7879 fax
    1438 West Peachtree Street N.W.
    Suite 200
    Atlanta, Georgia     30309-2955
  • Preservation Dept. Alderman Library, University of Virginia
    Alderman Library    , (804) 924-3836 telephone
    (804) 924-3143 fax

 

 

 

 

 

 

Equipment and Services

Following is a list of types of services which may be needed in case of emergency. The list should be checked once a year for accurate names and telephone numbers.

Freezer Space

Miles Kelly
Insitution Foods
P.O. Box 151
Route 631
Buena Vista, VA 24416
261-7451 

Freeze Drying and Fumigation

Eric Lundquist
Document Reprocessors
Middlesex, NY 14507
888-4-DRYING
Fax: 716-554-4114
California Office phone: 800-4-DRYING 

Fumigation

Wrights Extermination Service
2937 Richard Ave. NE
Roanoke, VA
703-345-3350 

 

Mike Snyder
Thurman Clark Exterminating
Route 5, Box 377 on Rte 11N
Lexington, VA 24450
463-9675 

Janitorial Services

Servicemaster of Lexington
119 W.Nelson St.
Lexington, VA 24450
463-4877 

 

American Janitorial Service
207 Bullitt Ave. 3rd St., S.E.
Roanoke, VA
540-343-0101 or 540-343-0909 

Trucking

Bobby Berkstresser
Lee-Hi Trucking
Rt. 5 Box 379 (On Rt. 11N)
Lexington, VA 24450
463-3478 

 

Dennis Engleman
Uhaul - Texaco Station
East Lexington, HWY 11N
463-3842 

Recovery

Rebecca Cesa
BMS CATASTROPHE
303 Arthur Street
Fort Worth, TX 76107
1-800-433-2940
Fax: 817-332-6728 

 

John Hall or Keith Holland
Holland General Contractors
Route 4, Box 157
Lexington, VA 24450
261-7404 

Water Damage Restoration
Allan Britt - Baltimore
or
Tom Hill -Norfolk

Munters Corp. - Moisture Control Services
16 Hunt Road
Amesbury, MA 01913
1-800-I-CAN-DRY (422-6379)
NJ Office: 201-625-7458

 

 

 

 

 

 

 

 

Appendices

Appendix A

Other conservation and disaster recovery resources.

Appendix B

The documents cited below appear as complete documents in the printed version of this plan. They appear as links in the web version.

 Appendix C

Law Library Floor Plans