Archive for April, 2010

Step 8 — Start Writing

April 28, 2010

This is another step on the path to creating a disaster plan before MayDay 2010: 

Now is the time to take all the information you’ve gathered about your institution and its holdings, and put that into a plan.  Sample plans are found a variety of places.  Lyrasis offers a “Contents of a Disaster Plan” document summarizing the key points to cover. Conservation Online has a host of plans to adapt for your situation.  dPlan from the Northeast Document Conservation Center is another option with plenty of room for adaptation to your institution’s specific needs.

Just remember that there is no real right or wrong to creating your plan.  The key is to prepare for the unexpected as best you are able given your situation.  Even a little preparation is better than pulling a Scarlett O’Hara — “I’ll think about that tomorrow.”

Read the full entry from the Lyrasis Preservation Field Services Facebook page.

MayDay Disaster Plan Step 7

April 26, 2010

Synposis of Lyrasis Preservation Field Services countdown to MayDay Step 7:

Step 7 is to complete your written plan while working on your resource lists. 

Disaster response and recovery plans need to address every contingency and match individual organizational structures and missions — which makes this a difficult and time consuming step to complete.  The process can quickly overwhelm the people who work in cultural heritage institutions because we juggle so many other tasks.  One of the templates available is PReP, designed by the Council of State Archivists in 2006.  “It was designed to be a concise, easy to use and carry document that would present the vital first response information your staff will need. As they say on their website,  ‘[E]very person having a response-related assignment should carry a PReP with them at all times.’” 

To read more about Step 7, click here.

There are plenty of other plan templates available on the web.  Surely one will work for your institution, at the very least, as a starting point.  Here are just a few of your options:

Preparing Your Institution for Hurricanes from Heritage Preservation

dPlan from NEDCC and Massachusetts Board of Library Commissioners

Building an Emergency Plan : A Guide  for Museums and Other Cultural Institutions from the Getty Conservation Institute.  —grace

AOTUS blog at the National Archives

April 25, 2010

“The Archivist Enters the Blogosphere” by  Jennifer Howard in the Chronicle of Higher Education online April 13, 2010, 04:00 PM ET alerted me to a new online resource that our membership might find helpful.  

The Archivist of the United States (abbreviated AOTUS)  David S. Ferriero has launched a blog,  AOTUS: Collector in Chief  with the tagline “The Archivist’s Take on Transparency, Collaboration, and Participation at the National Archives….”

To read the full article, click here

It should prove interesting and provide plenty of food for thought …

MayDay! Disaster Plan – Step 6

April 23, 2010

If you’ve been following the step-by-step you should be well on your way to creating a disaster plan.  Here is my synopsis of Step 6.

Step 6: Select a Disaster Recovery Team and Bring Together Resource Lists

It is now time to identify your Recovery Team. Who will respond to the emergency or disaster? These will be the people who actually do the recovery, lead volunteers, and set about reclaiming your collection and resuming operations. As you pick your recovery team, think also in terms of the personalities and physical abilities. You may even consider their proximity to your library. Being on the Disaster Recovery Team doesn’t mean that they will do all the work by themselves, but they will need to train and lead others. Another note about the Recovery Team, they need to have the authority to access your facility and make decisions.

This would be an excellent time for you to register for Disaster Recovery Training offered by SC SHRAB. 

Develop Resource lists: Think of this as “who do you need, what do you need and where is it?”

A Communications Plan: “Who do you need in order to respond to an emergency?” This includes the contact information for your chain of authority, your departmental phone trees, and the contact information for your recovery team.

A Vendor List: Look back at your salvage priorities and make sure you identify those vendors that could address your unique collections. Remember, simply putting a vendor on your list does not make them your vendor. Some one in your institution has to make contact with these service providers and talk about the possibility of them working with you.

A Supply List: These are the supplies you will need for recovery.  LYRASIS offers this sample In-house Supply Stockpile Checklist
http://www.lyrasis.org/Preservation/Resources%20and%20Publications/Inhouse%20Supply%20Checklist.aspx. It’s pretty thorough.

Finance Information: Access to financial resources is key to every effective response. You need a way to pay for things.  Check with your administrative office and see if there is a way to modify the purchase order process for cases of emergency. You will also need to inform your insurance company.

Facilities List: Bring together the floor plans of your institution. Identify the locations of security system panels, fire alarms, fire extinguishers, utility shut off valves and any codes or keys necessary for access, shut off and resetting. Don’t forget the computer systems.  Identify where the recovery supplies are stored and any hazardous materials that you may have.

I agree that This is a great deal of information and will take time to accumulate. It will be used in the next steps.

Queen Quet, Chieftess of the Gullah/Geechee Nation

April 22, 2010
Press Release Text (19 April 2010-St. Helena Island, SC, Gullah/Geechee Nation)
Queen Quet, Chieftess and Head-of-State for the Gullah/Geechee Nation celebrated “Queen Quet Week” from April 11-18, 2010.  One of the highlights of this year’s annual celebration was that fact that Queen Quet was the only Gullah/Geechee to receive an invitation from President Barak Obama and his administration to attend the inaugural “White House America’s Great Outdoors Conference.”   

Queen Quet spent two days on Capitol Hill in meetings and events with secretaries and administrators of various United States divisions and agencies including the Department of the Interior, the Department of Agriculture, the Environmental Protection Agency, the Council on Environmental Quality, and Housing and Urban Development.  She also met with several members of the United States Congress as she usually does in reference to the protection and continuation of the Gullah/Geechee culture.
Queen Quet proudly sat on the front row with other dignitaries as United States President Barak Obama addressed those who had been honored by receiving an invitation to this historic event.  She looked on as he signed the “21st Century Strategy for America’s Great Outdoors Memorandum.”    Queen Quet is dedicated to having the leadership of the Gullah/Geechee Nation and the members and supporters of the Gullah/Geechee Sea Island Coalition, which is the premiere organization advocating for the rights of and continuation of the culture of Gullah/Geechees, work to insure the success of this new strategy.   She will be hosting a number of meetings throughout the Gullah/Geechee Nation to engage others in various collaborations to that end.
Queen Quet received the invitation to the White House on April 1st which marked the anniversary of when she became the first Gullah/Geechee to speak on behalf of Gullah/Geechees at the United Nations in Genevé, Switzerland.   She closes the final day of “Queen Quet Week” in preparation for another return visit to the United Nations.  She continues to represent the Gullah/Geechee Nation on the international level.  She is thankful to have an opportunity to work with President Obama’s administration to bring the national and international works back to the grassroots level.  She says, “Tenk Gawd fa disya!  Mi gladdee mi peepol gwine hep mo wid healin de land!”