Original prepared by Daniel Umstead
May 31, 1990
Revised by Charles Russo
Syracuse University Library
January 31, 1994
Updated by Claire Enkosky
Central New York Library Resources Council
September 8, 2011
Introduction
This guide was prepared by the CENTRAL LIBRARY RESOURCES COUNCIL (CLRC) to help libraries and archives in the Central New York Region locate sources of supplies for disaster preparedness and recovery.
It contains only those basic supplies that would be needed during the first critical phase of disaster recovery, when the priority is to remove damaged materials and stabilize the environmental conditions of the affected area.
Some of the materials included in this guide are boxes, protective clothing, and plastic sheeting. There are many other important disaster recovery supplies, such as hygrothermographs and book repair supplies, that were not included in this list, but would be needed as the recovery progresses.
This list is not exhaustive, nor does it constitute an endorsement of the vendors listed. Other sources not listed in this guide should also be located by individual libraries and archives as they prepare their individual source directories. Hardware and camping supply stores and large department stores were not included in this listing, although they are also excellent sources of supplies. It is suggested that libraries and archives contact not only those vendors in their immediate area, but also those in adjoining counties, in order to ensure that services are available following a large-scale disaster.
Although the majority of the products listed in this guide will be purchased during the initial phase of the disaster recovery operation, Disaster Coordinators should have an emergency disaster recovery kit available at all times. This kit should contain the minimum amount of supplies needed to begin emergency salvage operations while the bulk of the recovery supplies are being obtained. The size of the emergency kit will depend upon the size of the library.
In general, emergency kits should contain enough supplies to accommodate at least twelve recovery personnel. This kit should include:
Emergency kits should be accessible at all times, but should not be stored in an area which is a potential disaster site, such as a boiler room or a location near water pipes.
Prompt action following a disaster can save time, money and valuable resources if proper planning has taken place. Identifying sources of supplies for disaster preparedness and recovery should be considered an essential part of a facility’s disaster preparedness plan.
Catalogs are available from some of the companies included in this list.Disaster Coordinators should contact the service representatives from these companies to discuss their particular needs. These companies are very willing to assist libraries in developing their disaster recovery plans.
Emergency phone numbers have not been included in this guide because they change so frequently, often being the home phone of personnel who have since left the company. Disaster Coordinators should seek and maintain emergency numbers and contacts on a semi-annual or annual basis.
Self-explanatory items, such as first aid and medical supplies, fire and water damage restoration services, etc., are not listed in this section, though vendors are included in the guide.
Description Of Materials
Boxes-Corrugated Cardboard
Boxes are essential to a disaster recovery operation. They are used for transporting wet books and documents to a drying area or freezer. Both corrugated cardboard boxes and plastic milk crates can be used during a salvage operation. Plastic milk crates are preferable to corrugated cardboard boxes, but they are difficult to obtain in an emergency situation.
If cardboard boxes are used, library personnel should be careful not to place too many books in the box, since cardboard can become soggy and fall apart when loaded with wet materials.
Many vendors sell “book boxes” which are specifically designed for packing books. If “book boxes” are not available, libraries need to request heavy duty packing boxes.
Boxes-Plastic Crates
Collapsible and non-collapsible plastic (milk) crates are superior to cardboard boxes since they cannot absorb water and collapse when they become wet. Excess water can drain out of the bottom and sides of the crates, and wet materials dry more rapidly during a freeze drying process when placed in plastic milk crates than in cardboard boxes.
They are easier to pack in storage areas than cardboard boxes, since they retain their shape when placed on top of each other.
Plastic crates can be purchased in a variety of colors. This can be helpful during recovery operations, since portions of the collection can be grouped according to color for ease of identification.
Collapsible plastic (milk) crates are preferable to non-collapsible crates, since they can be easily stored when not in use.
Libraries should consider purchasing a limited supply of crates to have available if a disaster should occur, as they may be difficult to obtain in sufficient quantities during or following an emergency. In the event that a library cannot procure sufficient supplies to conduct salvage operations, Byrne Dairy has offered to loan crates until adequate supplies can be obtained
Cleaning And Janitorial Supplies
Cleaning and Janitorial Supply companies are an excellent source of disaster recovery materials. Vendors stock a wide variety of supplies, which include:
Many also rent cleaning equipment, fans, and water removal vacuums. The inventory of each vendor may vary. Disaster Coordinators should contact vendors in order to determine the availability of products and equipment.
Desiccants (Silica Gel)
Desiccants, such as silica gel, are chemically inert materials that attract water vapor, condense it, and hold it through surface absorption and capillary condensation.
They provide an effective means of preventing mold, mildew, and other forms of moisture damage. Desiccants are recommended for storerooms, closets, cabinets, basements, etc
Dry Ice
Dry Ice provides an effective means of temporarily stabilizing water damaged materials until they can be placed in cold storage or dried. Some vendors supply insulated freezer boxes and will advise on the best means of packing books for transport. Library personnel should exercise caution when handling dry ice, as bare hands will freeze directly to its surface. Gloves should be worn whenever dry ice is to be handled.
Freezers
Research has shown that the best method of stabilizing wet library materials is by freezing. This procedure is typically the first step taken before collections are dried. It has been recommended that materials be frozen at a temperature at or below 0 degrees Fahrenheit.
Freezing is advantageous because it retards the further development of mold, kills any insects that may have inhabited the collection, and prevents further significant distortion of the materials. Freezing also has the advantage of stabilizing water soluble inks, dyes, and similar compounds.
Perhaps the most significant advantage of freezing water-damaged materials is that it allows time to assess the total damage and to plan and execute a successful disaster recovery operation. While materials are frozen, the library staff has the opportunity to estimate recovery costs, stabilize environmental conditions, and repair affected areas of the library.
Materials can be left frozen for an indefinite period of time without further damage occurring. The facilities included in this resource guide maintain temperatures at or below 0 degrees Fahrenheit at all times.
Cornell University offers freezer facilities especially designed for short-term cold storage of water-damaged library materials. (See “Miscellaneous”)
Humidity Indicators
There are inexpensive means of measuring humidity in an area following disasters. These methods include humidity indicator cards or papers, small digital hygrothermographs, and psychrometers. Humidity indicator cards or papers change color as the relative humidity of an area changes.
Small battery operated hygrothermographs constantly record temperature and relative humidity, psychrometers are more expensive than indicator cards, but they are also more precise. These types of indicators are suitable for monitoring humidity in an affected area when expensive monitoring equipment is not available.
Light Sticks, Chemical
Chemical light sticks are a source of emergency lighting when electric lights are not available. They are non-toxic, do not require power or a source of ignition to work, and do not produce heat. Two types are currently available: high intensity, and long duration illumination. Although the manufacturer states that the long duration light sticks have a capacity of 8-12 hours, tests have shown that the sticks can remain effective for 17 hours. High intensity light sticks will produce light for 75 minutes. The availability of light sticks is seasonal, and they are difficult to acquire in an emergency situation. Backpacking, camping, and some hardware stores carry a limited supply. They are readily available during the Halloween and summer seasons. Libraries should buy an emergency supply and store them in a cool and dry environment. Their shelf life is approximately four years.
Paper Goods
Absorbent papers are extremely important when air drying water damaged books. They are placed under wet books or interleaved between pages to help absorb excess water. Although newsprint has been typically recommended as a drying source, it is very difficult to obtain in large quantities during an emergency. Lavatory paper towels are as absorbent as newsprint, less expensive, and can be obtained in large quantities from janitorial supply companies in an emergency.
Plastic Sheeting
Plastic sheeting offers the best protection for library stacks, computer terminals, microform readers, card catalogs, etc. from water damage due to fire hoses, leaking pipes, and automatic fire suppression systems during or following a disaster. It is available in a variety of thicknesses and widths and lengths. Most vendors stock 4 and 6 mil (a mil equals 1/1000 of an inch) thicknesses. Plastic sheeting less than 4 mil may not be strong enough to remain intact during the salvage operation, while plastic thicker than 6 mil may be too heavy for one or two people to handle. Rolls of plastic sheeting are either clear or black. Clear plastic is recommended over black, since library personnel can see which materials are under the plastic. Many suppliers do not stock plastic sheeting on a regular basis. Limited amounts (one or two rolls) can typically be purchased from hardware and home improvement centers. Disaster Coordinators should contact vendors to determine the availability of rolls of plastic sheeting before a disaster occurs.
Rental Equipment
Rental companies are sources of equipment that libraries typically would not purchase or own, but may need following a disaster. This equipment may include:
Rental companies stock a limited number of these items; therefore, Disaster Coordinators should contact Rental Managers from each of these companies to determine the availability of equipment. Each of the companies listed have expressed a willingness to assist libraries following a disaster. Many have professional service consultants on staff who can offer advice concerning which equipment will best meet the particular needs of a library during recovery operations.
Though not listed, many village, town, city and county governments, as well as volunteer and professional fire departments often have equipment which may be loaned to a library during an emergency.
Safety Equipment
Safety Equipment Companies are one of the best sources of disaster recovery equipment. These companies stock a large inventory of products which include the following:
