CAUL Council of Australian University Librarians.


REGIONAL DISASTER PLANNING

CAUL Questionnaire (XNTU 18.10.96)


Thank you for responding to the questionnaire from NTU about Regional Disaster Planning. This questionnaire was also sent to State and National Libraries. The results are summarised and reproduced below.
The overall picture indicates that planning has been spasmodic. Many libraries have internal library disaster plans, but few are involved in regional plans or agreements. This reflects the low occurrence of disasters in our libraries to date. Of the disaster plans that have been implemented, the CAVAL disaster plan model features notably.

Involved in regional/
state/city disaster plans
Institution/library
disaster plan
ACUNoNo
ADFANoNo
ANUNoYes
BONDNoNo
CQUNoYes
CSUNoDraft
DEAKINCAVALunder revision
GRIFFITHin process/Brisbane
City Council
No
JCUYes/Townsville wideYes
LISWANoYes
MONASHCAVALin production
NLANoYes
QUTNoDraft
RMITCAVALYes
SCUNoNo
StateNSWSydney Custodial & Cultural
Institutions Disaster Preparedness Group
Yes
StateSAArtLab, fire and state
disaster authorities
Yes
StateTASNounder development
StateVICNobeing edited
SWINBURNENoDraft
UADELAIDEArtLabNo
UBALLARATCAVALYes
UMELBCAVALYes
UNSWNounder revision
UQLDNoNo
USAArtLabunder development
USQNoNo
USYDNoYes
UWOLLNoNo

Q.1 Are you involved in a regional/state/city disaster plan? If so, could you provide details regarding the other participants and the nature of the plan?


Australian Catholic University
No.

Australian Defence Force Academy
No.

Australian National University
No, ANU has prepared a disaster plan for the Library only.

Bond University
No.

Central Queensland University
No

Charles Sturt University
No

Deakin University
We do not participate in a regional/state/city disaster plan as such. We do however participate in a formal co-operative agreement through CAVAL (Cooperative Association of Victorian Academic Libraries). Their Disaster Management Group arranges for training (the next to be held February 6 & 7, 1997), help in the framing/writing of Disaster Plans for individual libraries, and sells Disaster Bins and Disaster Plans on Disk (for personalising by individual libraries), and generally gives advice when required.

Griffith University
Griffith University is in the process of developing a disaster plan. My understanding is that it will be a university plan with input from the Brisbane City Council.

James Cook University
The University is part of a Townsville-wide disaster plan, but is not really happy with it, as participants have functional rather than geographical roles. The University prefers to be treated as a village.

Library and Information Service of Western Australia
We are not involved in a regional/state/city disaster plan. To our knowledge the only capital city in Australia with such a plan is Canberra.

Monash University
Monash University Library participates in a Disaster Management Group organised through CAVAL (Co-Operative Action by Victorian Academic Libraries).

CAVAL is a consortium of the Victorian University Libraries and the State Library of Victoria which was established in 1978 to enhance the effectiveness of the educational and research activities of its member institutions by continually increasing the excellence of their library services through:

The CAVAL Disaster Management Group was formed in 1986. The three main objectives were to establish disaster plan procedures, to help institutions set up their own disaster plans, and to help co-ordinate these disaster plans. The Group has produced several publications including a disaster manual and a disaster plan kit on disc. Other activities have included fitting out and supply of disaster bins, the running of workshops, and the training of groups within member libraries.

The focus continues to include the compilation and marketing of disaster response plans and bins, and advice to institutions experiencing a disaster. Cooperation between institutions through committee members and attendees at workshops, has also been encouraged. This group has been the only one working in this specific area in Victoria. The broader preservation area is supported by other groups.

The Disaster Management Group is a sub-committee of the CAVAL Council.

Publications
"Disaster in libraries : Prevention and control" ISBN 0 959 32898X. 2nd edition edited by Jeavons Baillie, Judith Doig and Cathie Jilovsky (1994).
This manual provides all the basic information necessary for a library or information centre, whatever its size or location, to prepare itself for the eventuality of a disaster from which recovery of some or all of the damaged material is possible.
"Disaster recovery: A model plan for libraries and information centres" ISBN 0 959 328971 (1993).
Includes a Disaster Recovery Plan on disk with guidelines on how to shape the plan to fit your own particular circumstances. The disk is available in Word for the Macintosh, Word for Windows and Wordperfect formats.
Disaster Bins
The CAVAL assembled disaster bin has been especially kitted out to serve as a first aid kit for paper based collections which have been damaged by water. The bins contain sufficient supplies to begin immediate response in the event of a disaster.
Forthcoming workshops:
"From Chaos to CARM" - a 2 day workshop to be held at the CAVAL CARM Centre on 6th and 7th February 1997
Past successful workshops and seminars:
"Lessons from Leningrad", a 31/2 day workshop held at Deakin University, Geelong in 1989, with 44 participants. "Ballarat is burning", a 2 day workshop held at Ballarat University College, Ballarat in February 1993, with 36 participants. "Mission Mooroolbark", a 2 day workshop, held at the Mooroolbark Campus of Swinburne University of Technology in February, 1995, with 40 participants.
For further information contact:
Cathie Jilovsky
Information Services Manager
EMAIL: cathiej@caval.edu.au
or see the CAVAL homepage at http://www.vicnet.au?~caval/welcome.htm

National Library of Australia
No we are not. The National Library of Australia has just revised its collection disaster plan which forms part of the Library's overall Counter Emergency Plan. However the disaster plan appendices include the following aspects which may be of interest:

An informal arrangement also exists whereby cultural agencies agree to provide emergency collection assistance if required.

Queensland University of Technology
We are not part of a regional or state disaster plan. We are only part of the QUT Disaster Plan.

RMIT
I suspect by know that many people have told you of the existence of the CAVAL Disaster Management Group here in Victoria if not then you may wish to visit their web site at www.vicnet.net.au/~caval

This group runs disaster management planning courses - the next scheduled for feb 1997 and offers assistance and training in putting disaster management plans together. They are to meet again this week on 24 October - if there was anything you would like raised at the meeting I'd be happy to do so on your behalf - I will certainly draw your questionnaire to the Groups attention.

Southern Cross University
No.

State Library of New South Wales
There is currently no such formal plan for Sydney, however, the State Library has since 1982 actively participated in the Sydney Custodial and Cultural Institutions Disaster Preparedness Group. This group's objectives are: the exchange of information on current developments in counter-disaster planning, particularly current best practice; compiling a common list of counter-disaster supplies and equipment held in Sydney institutions; support for each other in times of disaster affecting one or more institutions. Quarterly meetings of the group are held, although these have been less frequent in the last year. The current convenor is Colin Macgregor, Materials Conservation Division, The Australian Museum, College Street, Sydney NSW 2000.

State Library of South Australia
In relation to regional matters, we have begun to liaise with fire and state disaster authorities on the special circumstances that pertain for the Library. ARTLIB, the conservation centre for the State also has a brief to plan for and attend to any disaster situation along North Terrace, where the key cultural institutions are sited. We have found however, that it is important for us to be as self reliant as possible in disaster prevention and preparedness rather than assuming that others will be there to manage the library materials rescue aspect.

State Library of Tasmania
The State Library of Tasmania is not directly involved in a regional, state or city disaster plan. The Library is, however, one of four units within the Department of Education, Community and Cultural Development (the other are the Archives Office of Tasmania, the Tasmanian Museum and Art Gallery and Arts Tasmania) which are approaching the development of Disaster Plans cooperatively.

State Library of Victoria
No, the Library is not. This is in part because we see our greatest risk as being from more local sources, mainly accidents on the site and particularly at present from the exposure to contractors and associated abnormal activity.

In your case where the weather is clearly likely to produce widespread difficulties you would be well advised to embark on drafting a cooperative plan in part, as I have said earlier, to contain the extent to which you are required to contribute towards solving other people's problems.

Swinburne University of Technology
No.

University of Adelaide
We are not involved in any formal regional/State/city disaster plan. However, we have been a partner since 1986 in an agreement with the State Conservation Centre (now ArtLab) and other cultural institutions on North Terrace which has equipped and maintains a central Disaster Store and which organises prevention and control seminars and workshops on disaster planning/preparedness.

The emphasis of the joint venture is on Recovery: in the furnishing of a store for the most likely needed materials in the event of a disaster (fire, water, earthquake) affecting any one or more of the participating institutions; and in preparing and keeping up-to-date a list of facilities and services likely to be called upon in the recovery process (freeze-drying, conservation, storage). ArtLab also maintains a list of the Disaster Preparedness teams for each of the partner institutions.

The other two main components of any disaster plan (Prevention and Response) have been largely left to individual institutions, with occasional training seminars organised by ArtLab to keep team members aware of problems and conversant with relevant experiences and solutions.

From the Prevention point of view it will probably always be necessary to have institution-specific arrangements, involving one's own building and maintenance staff, fire protection arrangements and insurance officers. The Response effort probably needs to be both institution-specific (for small/in-house disasters) and, in the case of more extensive disasters (cyclones, flooding), be combined with the recovery operations in any joint venture with other institutions.

University of Ballarat
Ballarat has a local plan and cooperates on a State level via the CAVAL Disaster Response Group (members include representatives from most Victorian Academic Libraries and the State Library of Victoria).

University of Melbourne
We are not involved in State-wide disaster planning of the sort you are thinking of, ie cyclone, earthquake, tidalwave, nuclear attack, end of the universe, etc. Our preparedness is more of a local kind, ie small flood, fire, insect infestation, vandalism, etc. The Library has input into and access to the plans drawn up by the CAVAL Disaster Management Group.

University of New South Wales
No.

University of Queensland
No.

University of South Australia
Yes, there is a Disaster Preparedness Group for the North terrace Precinct of Libraries and Museums which includes the State Library, Art Gallery, Museum, University of Adelaide Library and University of South Australia Library. The Group is co-ordinated by ArtLab Australia, the State Conservation Centre. There is a store holding resources for use in case of any disaster, to which we all have access. We have a nominee in the Library at each campus on the disaster preparedness team and most of these people have had training from ArtLab.

University of Southern Queensland
No.

University of Sydney
No the University of Sydney is not involved in any formal regional, state or city disaster plan.

University of Wollongong
No.


Q2. Do you have a disaster plan for your own library/institution? If so, could you make a copy available?


Australian Catholic University
No.

Australian Defence Force Academy
No.

Australian National University
The Library's disaster plan is for the Library only, not the University as a whole. It is about fifty pages long, but a copy can be made available if you would like one.

Bond University
No.

Central Queensland University
Yes, but it is slightly out of date.

Charles Sturt University
There is a draft disaster plan for one of our libraries, which has yet to be developed into one applying to all our libraries.

Deakin University
Currently the Disaster Plans for Deakin University Library are being reviewed, and when they are finalised, a copy can be made available. They follow the model on the CAVAL software

Griffith University
We do not have a plan at the Divisional or library level as yet.

James Cook University
The University has an emergency control plan, covering prevention, preparation, response and recovery, under the direction of an emergency coordinator, with fairly dictatorial powers. The library has its own disaster recovery plan. The Library did have joint plans with the local Australian Archives facility but that has now closed.

Library and Information Service of Western Australia
We have a comprehensive disaster recovery plan for our own institution (the Library and Information Service of Western Australia). It is very specific to this institution and its collections and would be of little assistance to you. There are also aspects of it that are highly confidential. There is much in the literature which would provide far better guidance to you. Our plan is revised annually. In addition, the Library of Congress web site has an excellent blow-by-blow description of how to develop a disaster recovery plan. It is the best we know of. Another very good web site for the topic is that of the National Library of Scotland. The SOLINET web site covers disaster recovery planning for universities.

Monash University
The Monash University Library Disaster Plan is in production at present; it is hoped that the plan will be finalised and implemented early in 1997. The plan is based on the CAVAL model mentioned above and will cover all campuses. You would be welcome to a copy once completed.

The University has a project to develop a disaster plan for the institution as a whole, though this may be some time off. Once completed our plan will become a sub-set of that plan.

National Library of Australia
The NLA does have a counter emergency plan which covers the building, human safety and the collection. The building and human safety components are currently under revision to be finalised in early 1997. I am enclosing the Collection Disaster Plan for your information, you may wish to contact our security officer Mr Doug Gale in the new year regarding the outstanding sections of the Counter Emergency Plan.

Queensland University of Technology
The Disaster Recovery Manual is almost completely finalised .. based on the CAVAL "Disaster recovery: a model plan for libraries and information centres"

RMIT
RMIT Libraries has a comprehensive Disaster Recovery Procedure Manual - of course sections of it are very site specific but the more general material could be copied if required by you.

Southern Cross University
No - however we are about to re-form our disaster planning team, under Sue Charik who recently attended the De-dramatising Disasters workshop in Sydney and promises some output by the end of the year. When we have it I will be happy to send you a copy.

State Library of New South Wales
The State Library first developed a comprehensive counter-disaster plan in 1988. The 1992 revised edition has sold more than 300 copies and received favourable reviews in several countries. A complimentary copy of the plan is enclosed. The plan is currently in need of revision to reflect changes in the Library's structure, external environment, and improvements in counter-disaster techniques. A number of these improvements were highlighted at a conference organised by the State Library in 1995, entitled "Redefining disasters: a decade of counter-disaster planning". Proceedings of this conference are available for purchase at $95.) and were well reviewed throughout the world.

State Library of South Australia
The State Library has put considerable effort in to this topic over the past two years.

Attendance at the SLNSW Conference on this topic has helped to highlight other issues apart from the internal management issues. I strongly recommend that you acquire the papers from Alan Howell, Manager of Preservation at SLNSW.

State Library of Tasmania
The State Library's headquarters buildings are jointly occupied with the Archives Office of Tasmania. We are developing a Disaster Plan for these buildings. It should be completed by the end of 1996, at which time we will be happy to make a copy available. It is based largely on the pro forma plan developed and marketed by CAVAL. The State Library is also responsible for the network of city and branch libraries throughout Tasmania. We expect to develop Disaster Plans for these buildings once the plan for the headquarters building is completed.

State Library of Victoria
We do have a plan and I shall provide you with an edited version in due course. At present there is not a version that is suitable for general release. I shall be on three weeks leave from 25.10 - 18.11 (incl.) so it will probably not be till early December that I will get one to you. I would add however that producing a successful plan depends as much on the process of drafting it as the words that appear in it. We are also putting considerable emphasis on training. The Museum who share our site have had one two day work shops to gain an understanding of how the plan would be implemented in the event of a flood. More are planned for both the museum and the Library.

Swinburne University of Technology
We have a draft disaster management plan which has not been ratified by Senior Management. We would, however, be prepared to share this draft plan with you.

Adelaide University
We do not have a Disaster Plan for the Library. Discussions were held as you will recall in 1986-87 and a list of preventive measures compiled. A Disaster Preparedness Team was identified in 1994 and attended a two day workshop run by ArtLab which covered prevention, response and practical recovery procedures. However, as with many of these initiatives, little has been done to implement any formal measures since then.

University of Ballarat
Will arrange to forward a copy of our plan.

University of Queensland
No

University of Melbourne
Yes, we do have a disaster plan for the Library, but it is fragmentary, despite the best efforts of the Conservation Committee (past and present) to bring it all together. However, there is now a proposal for the Ian Potter Conservation Centre to appoint Jeavons Baillie, Chief Conservator at the SLV, to draw up a coordinated disaster plan for all the University Collections - Library, Museum of Art, Grainger, Classics, Archives, etc. - It is only at the suggestion stage at the moment.

University of New South Wales
We are currently revising our disaster recovery plan which was first drawn up in 1987. The revised plan should be available by mid 1997 and we would be happy to provide a copy at that time.

University of South Australia
There is a disaster management plan for the University as a whole. It is under development and incomplete at the moment. It is being developed by the Services Unit of the University, who would be the point of contact should anyone require further information

University of Southern Queensland
No.

University of Sydney
Yes, we do have a disaster manual and it is updated frequently. It can be found on our library staff intranet (Libstaff) which is located at the following URL - http://www.library.usyd.edu.au/staff/ Just click on the heading Disaster Manual in the contents list. Please let me know if you have any problems accessing the document.

University of Wollongong
No.


Addition comments/observations:


Library and Information Service of Western Australia
In addition, the Library of Congress web site has an excellent blow-by-blow description of how to develop a disaster recovery plan. It is the best we know of. Another very good web site for the topic is that of the National Library of Scotland. The SOLINET web site covers disaster recovery planning for universities.

State Library of New South Wales
The State Library is also able to provide counter-disaster services to other cultural institutions through its commercial service Conservation Access. Conservation Access undertakes risk analysis, writes counter-disaster plans, trains staff in counter disaster procedures, and manages the recovery of items from disasters. ... For more information about Conservation Access counter-disaster services please contact Tamara Lavrencic, Conservation Access, State Library of NSW, Macquarie Street, Sydney NSW 2000, telephone (02) 9230 1676, fax (02) 9233 3192, email consacc@ilanet.slnsw.gov.au.

State Library of South Australia
We are also in the process of finalising an awareness program for all staff, and have trained a key team of staff who would be the key disaster recovery group. We would be happy to share our awareness training outline with you when it is completed. The philosophy behind the full training program is that everyone needs to be aware of disaster prevention issues and to be part of any major recovery exercise. Our State Library OHS&W Committee is closely involved in any disaster planning initiatives.

State Library of Victoria
Firstly, unless civil emergency organisations are aware of your existence and understand your role in general in the event of a major catastrophe when your own institution may be relatively undamaged you may find yourself commandeered for accommodation for what are seen as more important activities. In short even if there is no broad city or state plan keeping in touch if only informally with the relevant authorities makes sense.

Secondly, contamination with water that may be septic is often a problem in wide spread flooding with the result that material is condemned to be destroyed. Disaster prevention measures are every bit as important as your response plan. When you say "disaster plan" I am not sure whether you include prevention in you plan as well as response, but I think you should.

University of Ballarat
CAVAL also sell copies of Disaster Recovery : A model plan for Libraries and Information Centres, 1993. ISBN 0 9593289 7 1 ( text and disc ). Contact - Cathie Jilovsky ph : 03 9459 2722 fax 03 9459 2733

University of Southern Queensland
QULOC has just formed a disaster planning group, and I could suggest to the University Librarians that we give it a higher priority. State Library is an observer at QULOC.

University of Wollongong
I have looked at a local plan but have never completed it. We have had some minor disasters due to water leaks and the staff swing into action very quickly and competently but we have never been tested with a major cataclysm. Your email prompted me to order copies of the disaster manuals from CAVAL.


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Last Modified :5/12/96 by : alex.byrne@ntu.edu.au
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