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Recovery of Harvard University Library Collections

Checklist for first response to an emergency.

In the event of an emergency that threatens library collections, take the following steps:

Step 1 – Make sure staff members are safe.

Take appropriate measures to protect the lives and health of all staff members, including your own.

Step 2 – Make a rapid assessment of the emergency situation.

If possible and safe to do so, quickly assess the source of the danger to the collections and the extent of the damage.

Step 3 – Protect the collections from further damage.

If possible and safe to do so, take appropriate steps to protect the collections, e.g., cover them with plastic sheeting.

Step 4 – Notify, or verify notification of, people and programs that are designated to respond in an emergency.

• Library Administration
• Facilities
• Library’s local Emergency Response Team

Step 5 – Notify LCET (Harvard University Library-wide Library Collections Emergency Team).

LCET Cell Phone (617) 240-2500. If you do not receive a response from LCET within 10 minutes, call the University Operations Center (617) 495-5560.

Alternatively, during business hours, call the Weissman Preservation Center, Harvard University Library: (617) 495-8596; or Conservation Services, Harvard College Library (617) 496-2403.

Step 6 – Work with Facilities staff members to stabilize the environment.

• Lower temperature below 65 degrees F
• Lower relative humidity below 35%
• Move air gently through affected areas

Step 7 – Do a comprehensive assessment of damage to the collection(s).

Identify the types of materials damaged, and estimate quantities:

• Bound volumes
• Unbound paper
• Microforms
• Photographic prints and negatives
• Videotape, audio tape
• Motion picture film
• Other

Identify the nature of the damage, e.g., materials might be:

• Damp
• Wet
• Smoke damaged
• Fire damaged
• Dirty
• Contaminated by bacteria or other dangerous substances

Photograph affected areas.

Step 8 – Determine if an outside commercial response service is required.

Library’s administration, in consultation with LCET (HUL-wide Library Collections Emergency Team), determines if the type or amount of collection damage exceeds the Library’s capability to respond.

Step 9 – If an outside service is required, arrange for purchase of services.

Library’s administration contacts the appropriate offices:

• Financial services
• Insurance office

Step 10 – If an outside service is not required, implement salvage activities.

Library’s local Emergency Response Team should, in consultation with LCET (HUL-wide Library Collections Emergency Team):

• Gather supplies
• Remove damaged collections to a safe location
• Salvage damaged items

Step 11 – Keep detailed records.

Record:

• Areas/ranges affected
• Items affected
• Locations of items being salvaged
• Salvage methods