Introduction

Unfortunately, most people in the world view natural disasters with fatalism. They think that nothing can be done about them. This attitude is understandable but wrong. We have to try to change it. There is, in fact, a great deal that can be done to save lives and limit the damage. International Decade for Natural Disaster Reduction On March 3, 1985, an earthquake measuring 7.8 on the Richter scale struck Santiago, Chile. At least 146 people were killed, and more than one million others were...

Appendix D Safety and Welfare Supervisor Job Description

RESPONSIBILITIES Responsible for general safety and welfare of all employees and visitors during emergency operations. REPORTS TO PROTECTIVE SERVICES MANAGER Quickly gathers information and develops initial strategy based on personnel available and the nature of the emergency. Obtains the Safety and Welfare Supervisor's Emergency Supply Kit and a portable radio obtains additional radios as available. Assembles and directs a team of workers, primarily using Security Department personnel and...

Do staff members keep an outofstate emergency contact number on hand in case phone system breakdowns prevent them from

Here are a few good rules of thumb for communicating during an emergency Keep each communication to a minimum. Never give more than three instructions (two are ideal) at a time, and keep them short. Give instructions in writing. This practice results in more efficient communications. Many preparedness experts recommend thoroughly and meticulously recording the entire response, salvage, and recovery phases both for insurance purposes and to benefit the institution in evaluating the effectiveness...

Appendix F Collection Safety Manager Job Description

RESPONSIBILITIES Directs all aspects of emergency operations involving the museum art collections assures that aggressive action is taken for the salvage, preservation, and restoration of the collections. Is responsible for general supervision of technical areas involving art work, including conservation assessment and treatment, transportation and packing activities, storage arrangement, and documentation of movement and treatment. REPORTS TO EMERGENCY PLAN COORDINATOR Quickly gathers...

Outline of Response Procedures and Techniques

In Report 2, you and your team will detail safety and security procedures and techniques for responding to any type of emergency. Instructions must be included for ensuring the safety of people and objects. This includes how to activate the chain of command, handle emergency equipment, and relocate people and or collections. The report must include lists of items, such as emergency supplies and equipment available, on-site as well as off-site. Job descriptions for the safety and security...

Determine emergency evacuation routes

Work with the buildings and maintenance team to determine evacuation routes for emergency situations. The evacuation plan should include two separate means of exit from each floor, including basements an exit plan for every location in each building routes that provide speedy exit, simplicity, access (including disability access), and safety (lighting, no possible obstructions) designation of a safe area where people can gather once they are evacuated a procedure for what to do with staff and...

Consider damage assessment issues

When is it safe to enter the building Who will make the damage assessment How will this assessment be conducted Working with the three other departmental preparedness teams, you and your team will build damage assessment procedures into the response plan. One person must be responsible for assessing the condition of buildings and building systems, including the structural and nonstructural integrity of buildings the functioning of mechanical, electrical, and plumbing systems and the functioning...

And at what point objects should be moved

Generally, the person designated as the collections response team leader will give the go-ahead to move objects, if conditions require. But who may move them and under what circumstances At the Seattle Art Museum, staff members who are authorized to move objects wear blue photo identification badges during work hours. Ifthe emergency happens after hours, the collections leader will authorize blue-badge access to those in charge of evacuating objects. You will have to decide what to do if an...

Equip the preparedness teams with the proper tools and information

You cannot expect everybody who is going to take on the responsibility of formulating a disaster response plan to have been through a disaster. You can provide them with a better understanding of the reality through the available resources, such as publications and presentations by people whose entire profession revolves around preparing for disasters. How do you provide the information the preparedness teams need What information-gathering suggestions can you give to team leaders Do not let...

An Introduction to Emergency Preparedness and Response Planning

It is Thursday night, and you are alone in your office, working late. Deep in thought, you sit at your desk, surrounded by documents concerning next year's budget. Most of the staff has left for the day. The maintenance crew is working in another wing of the museum. The silence is broken by a muffled popping noise, but you do not think anything of it. Unbeknownst to you, an electrical wire has shorted out inside a wall near the main exhibit hall. As you continue preparing the budget report,...

Appendix B Tables of Contents from Emergency Planning Manuals

GETTY CENTER EMERGENCY PLANNING HANDBOOK TABLE OF CONTENTS STAFF EMERGENCY PROCEDURES ORGANIZATIONAL RESPONSE EVACUATION COMMUNICATIONS ORGANIZATION CHART CHECKLISTS FACT SHEETS - Introduction and Index FACT SHEETS - Introduction and Index 2 Data and Telecommunications Systems B.I Table of contents from the Getty Center's Emergency Planning Handbook (J. Paul Getty Trust, Los Angeles, 1997, photocopy).

Assign department preparedness teams to survey the institutions assets and vulnerabilities

After the potential risks and hazards have been identified, the next step is to set priorities in terms of who is vulnerable to injury and what assets are susceptible to damage consider this in relation to each potential hazard or a series of disaster scenarios. The safety and lives of visitors and staff are first priority. Assets include buildings, collections, administrative records, equipment, and furnishings. The EPC can delegate this assignment to the departmental preparedness teams, which...

Emergen cyRelated Organizations

SS Moo 9, Km. 42, Paholyothin Highway P.O. Box 4, Klong Luang, Pathumthani 12120, THAILAND Tel (66 2) S16 S900-10 Fax (66 2) S24 S3S0 E-mail adpc adpc.net Web www.adpc.net Caribbean Disaster Emergency Response Agency (CDERA) Building No. 1 - Manor Lodge Lodge Hill St. Michael, BARBADOS Tel (246) 42S-03S6 Fax (246) 42S-SSS4 E-mail cdera caribsurf.com Web www.cdera.org Tel (613) 944-4S7S or (S00) 830-3118 Federal Emergency Management Agency (FEMA) S00 C Street SW Washington, DC 20472, USA Tel...

Your Role in the Process

Losing data and records in an emergency usually is not a threat to people or to cultural institutions however, some natural history specimens or archaeological shards, for example, may be rendered totally irrelevant without the proper documentation. Data generally ranks far behind protection of life and safety of the collection in the hierarchy of emergency priorities. Because of this, you may consider your team's role in the emergency preparedness process less critical than that of the...

Develop an exemplary fire protection program

Flood alarms are put in after the flood. Fire alarms and sprinklers get put in after fires. How many times have people done things like this after the event They're always closing the door on the barn after the horses are out. Supervisor of conservation Mystic Seaport Museum The NFPA recommends that a fire protection program include the following 5 selection, location, and maintenance of all fire protection equipment and devices indoctrination of all employees in the importance...

Compile information from departmental preparedness teams

Once an emergency situation has stabilized, the recovery process begins. Recovery procedures do not prevent damage that has already occurred instead, they are intended to guide staff through the cleanup process and minimize further damage to objects. These procedures are to be developed by the preparedness teams. Recovery procedures fall into four main areas Collections recovery. Staff should be given step-by-step instructions on what to do to take the institution from the stabilization of...

For the Director

An Introduction to Emergency Preparedness and Response Planning The two chapters that follow are designed to serve as a resource for you, the director, in developing and guiding the emergency preparedness and response program for your institution. Chapter 1 introduces the general requirements of an emergency plan, lists the benefits of an emergency preparedness and response program, and explores four case histories of museums that have developed plans and refined them following either a real...

Address internal communications

Emergency communications procedures begin the moment the response plan goes into effect, but because communication can be greatly reduced for a considerable period of time during an emergency, how will staff and visitors know that the plan has been activated Will an announcement be broadcast over a public address system Will workers use the buddy system to make sure staff and visitors are safe and accounted for Emergencies and disasters often seem to happen at the worst possible time and under...

Evaluate the building and its systems

Damage to objects is often the result of structural damage to the building that houses those objects.1 Yet the severest damage is usually from the fires and flooding that occur if system failures cause broken water, sewer, and fuel lines. Review the facilities with various professionals, such as structural and seismic engineers, architectural conservators, electricians, plumbers, and emergency preparedness experts, who can help you determine the building's integrity and weaknesses. These...

Set guidelines for dealing with the media

Dealing with the media is one of the most critical tasks in an emergency. How your institution responds to a crisis within the first twenty-four hours can have a lasting impact on its public image and relationship with the media. Working with the media both before and after an emergency can turn them into a resource rather than a problem source. The following basic steps will help you, your communications coordinator, and your staff deal wisely with the media. The publications Steal This...

Andor outside shelters

In some emergencies, safe rooms and or outside shelters will be needed to house staff members, visitors, and the collection. As with the temporary emergency command center, the ideal shelter location will vary depending on the type of threat. Work with the buildings and maintenance team to identify and evaluate potential sites. Consult with the collections team to determine shelter needs for objects. Solicit the administration and records team's input in identifying shelter needs for equipment...

Evaluate inventories

Administration departments at most institutions maintain a complete inventory of the institution, including furnishings, equipment, museum store stocks, and library books. The administration and records team is responsible for all emergency preparedness and response considerations concerning these records. To assess the adequacy of the institution's insurance coverage and of insurance reimbursement after an emergency, you need to be able to track assets. This can...

Establish an effective response system

The following tasks will help you craft a simple, detailed, and flexible response plan Task 1 Identify potential safe rooms and or outside shelters. Task 2 Develop the collections response team. Task 3 Set guidelines for moving objects. Task 4 Detail recovery procedures. Task 5 Create lists of staff and resource contact information. Task 6 Create fact sheets and maps. Task 7 Stock emergency supplies and equipment. Task 8 Establish routines to keep the plan viable. Task 9 Identify and implement...

Consider and address additional suggestions and measures

Preparedness measures enable the institution to respond quickly and effectively in an emergency situation and potentially mitigate its damaging effects. Preparedness can actually prevent some emergencies. For example, a well-trained security officer using a nearby fire extinguisher can prevent a wastebas-ket fire from destroying the building. All staff, not just those who have been assigned specific responsibilities in an emergency, should be trained in emergency procedures. Preparedness...

Develop response team job descriptions

In this step, the responsibilities ofteam members must be designated. Give each job a title that accurately describes the chief function of the job. For instance, you may want to assign teams and team leaders to the areas of salvage, stabilization, and supplies. Next, list each team member's duties and responsibilities. Pay special attention to the type and number of duties. Match similar duties (e.g., leadership duties, assistance duties, and physical duties) so that one person is not expected...

Are supplies and equipment available to remove water and debris and to isolate affected areas

Invite local agencies and individuals to participate Do not overlook local or regional services and resources for advice and input. Fire departments, for example, are reservoirs of beneficial information and tips. Make invitations only with the agreement of the museum director and the EPC, which may itself initiate fire department visits. Initial visits should be informal to avoid code violation citations keep in mind, though, that any identified fire hazards must be fixed. The information flow...

Preparing Report 1 Vulnerability and Asset Analysis

In cultural institutions, the consequences of physical damage to the building are often more crucial than the actual damage itself. For example, shingles torn from the roof during a hurricane cost little in time and money to repair, but the damage from wind and rain to precious collections, interior furnishings, collections records, and so forth, can be devastating. How vulnerable is the building (or buildings) and its systems to fire, flood, hurricane, earthquake, and other hazards Your team's...

Is the local utility company aware of the institutions urgent need to have power restored immediately after an emergency

Contrary to public opinion, the media can be a helpful resource rather than the source of problems. In fact, you can use the media to your benefit throughout a disaster and its aftermath. Take advantage of the opportunity during the planning process to publicize your efforts. Doing so lets the public know the institution cares about the safety of its visitors, increases public awareness about emergency preparedness, and helps raise money to pay for protective measures. Here are a few ideas...

Preparedness Manager

The Role of the Emergency Preparedness Manager and the Emergency Preparedness Committee This part, which consists of chapters 3-5, is designed to serve as a resource for the emergency preparedness manager (EPM). The EPM is designated by the director to head the emergency preparedness committee (EPC) and oversee development and implementation of the emergency preparedness and response program. The EPM's primary responsibility is guiding the committee through the information-gathering process...

Suggested Exercise

After your institution's emergency plan is in place, do impromptu tests of various staff members to see if they can follow such instructions as Go to chiller no. 2 and turn the cog, or Go and shut off electricity to the west wing. If they do not know what to do, walk them through the procedure. If they successfully follow the instruction, acknowledge their good work. After Hurricane Hugo devastated the Caribbean and the southeastern seaboard in 1989, the staff of the Barbados Museum and...

How to evacuate computer files do these need to be evacuated if backup files are maintained

While your team may be asked to document response and recovery efforts for the entire institution during execution of the emergency plan, do not forget to keep good written and photographic records of your team activities, as well. Hold regular team meetings as soon as possible to communicate how work is progressing and how to make response and recovery efforts easier and less stressful. After normal operations have resumed following a disaster, subject the emergency plan and the performance of...

Build debriefing and counseling sessions into the plan

Taking care of yourself and your workers will help you better care for the collections after disaster strikes. Depending on the size of the institution, this is an important and time-consuming responsibility that cannot be assumed by the communications coordinator, the ERC, or the EPM. A human resources coordinator should be assigned to this role. Debriefing for all workers participating in the response and recovery effort should take place every day from the beginning of an incident. A...

Document all protection efforts

Document protection procedures as you implement them. The two purposes of documenting are to create a powerful tool for communicating progress in emergency preparedness, and to provide evidence of the implemented protective measures for insurance or legal purposes. Use photographs, videotapes, and written records to document building interiors and exteriors and grounds. Photos should have captions, such as Building before after tree-trimming and Workers replacing roof nails. Videotaped records...

Related mental drills a Alissandra Cummins

Common occurrence Barbados Museum and Historical Society Are you ready to make tough choices A good way to prepare is through mental drills. Mental drills are simple to do and cost nothing but are an important part of the training process. While setting the scene of an emergency, these drills can reveal gaps in the best-laid contingency plans. They also can prompt you to find answers to problems that might never have occurred to you, to the emergency preparedness committee, or to your team...

Appendix E Emergency Response Supply Lists

1 x 3 plastic bandages E.I List of contents for the mobile portable first-aid box from the Getty Center's Emergency Planning Handbook (J. Paul Getty Trust, Los Angeles, 1997, photocopy), Fact Sheets section. E.I List of contents for the mobile portable first-aid box from the Getty Center's Emergency Planning Handbook (J. Paul Getty Trust, Los Angeles, 1997, photocopy), Fact Sheets section. 1. 6 wheeled cart with folding platform and lockable cabinet 1 2. Lock and key for cabinet, with break...

Facultad de Arte Universidad de Chile

Front view of the newly constructed building of the Museo de Arte Popular Americano, Facultad de Arte, Universidad de Chile, Santiago, Chile. Courtesy of the Museo de Arte Popular Americano. Front view of the newly constructed building of the Museo de Arte Popular Americano, Facultad de Arte, Universidad de Chile, Santiago, Chile. Courtesy of the Museo de Arte Popular Americano. Information for this case was provided by conservator Johanna Maria Theile Bruhns, coordinator of the restoration...

Write the emergency plan handbook

Once the EPC has completed a draft of the emergency plan, it should be circulated among staff for comments or discussed at a staff meeting. Feedback from staff at all levels should be considered, as should any fears or expectations, and appropriate revisions should be made as soon as possible. The next step is to use the information in the emergency plan to compile the emergency plan handbook. The Getty Center's Emergency Planning Handbook3 includes the following policy statement from Stephen...

The Role of the Emergency Preparedness Committee

The responsibilities of the EPC include the following Task 2 Identify assets and vulnerabilities. Task 3 Implement preventive measures. Task 4 Implement preparedness measures. Task 6 Develop recovery procedures. The committee's first step is to prepare a report identifying what natural or human-caused emergencies may threaten the institution. The characteristics of the region and the institution's property should be considered in order to determine the likelihood of emergencies and their...

Evaluate housekeeping and maintenance procedures

Cleaning up can lower the fire hazard in a building significantly. Closing the institution for a day and devoting it to clearing out and cleaning up is a step that in itself makes everyone feel good and costs nothing more than possibly rental of a dumpster to remove the rubbish. Conservator and hazard mitigation consultant The best safeguard against building-related emergency situations is a well-managed facility program that includes regular inspection and maintenance and prompt repair and...

Identify and implement appropriate training

What skills and knowledge do security personnel need Training and support are available from many sources, including international and national security organizations, such as the International Committee on Museum Security of the International Council of Museums. Local police, fire, and military are the most immediately available resources. Extensive literature is available for each particular security need, including security officer training, emergency planning, alarms, and access control....

Protect the collections as a whole

A simple and inexpensive prevention measure is to use a day normally closed to the public and devote it to a thorough cleanup. This simple step alone can significantly lower the fire hazard. Cleaning up in itself makes everyone feel good and costs nothing except possibly the rental of a large trash container. It is advisable to consult local authorities on hazardous waste disposal for paint or chemicals prior to this process. Conservator and hazard mitigation consultant You will need to work...

Questions to Consider

If there is an electronic inventory, have you stored a hard-copy printout of the contents of each storage area inside the room, as well as off-site (If electricity is out, a computer cannot generate an inventory list.) Who has access to copies of the collection inventory Are the registration and conservation records up to date Has each object been photographed and have duplicate copies been made Have copies of the inventory been included with the off-site duplicate records Is there an updated...

Require frank afteraction reports

Every encounter with a disaster or an emergency is an opportunity for learning. After-action reports detail actions taken and results observed, providing a useful teaching tool. It is important first to emphasize and praise what went right, then to examine problems encountered or mistakes made. Do not allow these reports to be after-the-fact justifications and defenses of what the response team did rather, they should be a candid assessment of what went on, problems and all. Indicate to team...

Review other documentation

All administrative records need to be evaluated as part of the preparedness process. What documents must staff have in hand during the response and recovery process These documents should be stored in a safe room for easy access in the event of an emergency. What documents must be stored safely but do not necessarily have to be readily available Your documentation analysis should include the following emergency fund records, including signing authorities Work with the buildings and maintenance...

Teach observation techniques

Year-round, emergency-response training for your security or other designated staff is imperative and should include basic fire fighting, first aid, cardiopulmonary resuscitation, utility shutoffs, and emergency collections movement.17 Director of Getty Center Security The J. Paul Getty Trust Security officers are trained to watch for suspicious behavior and threats to security. Every staff member must understand that security is of prime consideration within his or her delegated duties. Staff...

What skills and knowledge are needed

Does everyone on staff know the immediate action to take when the emergency alarm sounds Jerry Podany likes to test his staff's readiness with impromptu drills. He walks in, announces a scenario, and listens to employees call out their actions. If the scenario is an earthquake, a number of people will inevitably discover that they do not fit under their desks because of all the material they have accumulated in that space. In a disaster, after the personal safety of staff...

When was the last time fire department personnel were given a tour of the facility and was their advice sought on

According to the National Fire Protection Assocation,3 an adequate fire safety survey considers at least the following Heating plant. Does it have the capacity to heat the building without overtaxing the system Is it adequately cut off from the rest of the building by walls, floors, and ceiling having the appropriate fire resistance rating with all openings connecting the building to the heating plant properly protected with fire doors If the plant is to be replaced, will the heating capacity...

Where to Start

One of the most effective things we can do to prepare for emergencies is to provide ourselves with training and an increased awareness of disaster response.1 Emergency Planning Handbook To many, fire drills are a joke. Ever since we were young, we have participated in emergency evacuation exercises without really thinking about what would happen in an actual emergency. This passive attitude has become a habit that must be broken. Many people are apathetic toward emergency preparedness and...

Why Communication Is Important

Communication is not just about devices it has to do with how you convey information, whether in writing, visually, or orally. It is also about the subliminal messages conveyed between the lines. And it is about the communications climate you create, as in no concern is too small or the door is always open. Conservator and hazard mitigation consultant An effective communications system is a natural consideration when preparing for emergencies or disasters (Fig. 3). Working closely with the...

The Buildings and Maintenance Team

This chapter addresses the issues involving the buildings, the systems, and their maintenance that must be dealt with as the emergency plan is developed. It is designed to be a resource for you, the leader of the buildings and maintenance team. For an overview of the emergency preparedness and response program, please consult chapters 1-3. For training ideas, see chapter 5. If the building withstands the wind, holds back the water or retains structural integrity during an earthquake if...

Distribute the hazard assessment report

Once the EPC has drafted the hazard assessment report, the committee distributes it to members of the departmental teams. The report gives the teams a clearer understanding of the nature of the potential threats, which in turn encourages them to take the emergency preparedness and response program more seriously. Using the report as a guide, the teams assess the institution's vulnerability in terms of their respective departments collections, administrative processes, infrastructure, or...

Give the preparedness teams a clear mandate of their role

As EPM, make sure members of the preparedness teams have copies of the institution's emergency preparedness policy, the committee's statement of purpose, and the hazard assessment report. In addition to submitting two written reports, the teams are expected to contribute verbally to the emergency plan as well. In carrying out their research assignments, team members will find appropriate help and recommendations in chapters 6-9. The following is an outline of their assignments. Safety and...

Case 1 Barbados Museum and Historical Society

The Barbados Museum and Historical Society, St. Ann's Garrison, St. Michael, Barbados. Courtesy of the Barbados Museum and Historical Society. The Barbados Museum and Historical Society, St. Ann's Garrison, St. Michael, Barbados. Courtesy of the Barbados Museum and Historical Society. Location St. Michael, Barbados, British West Indies Director Alissandra Cummins Area 20,000 square feet (1,860 square meters), including 10,000 square feet (930 square meters) in galleries Collection Archaeology,...

Procedures for Handling Art in an Emergency

I.1 Protection of Art in Emergency Situations from the Seattle Art Museum's Emergency Planning Handbook, rev. ed. (Seattle Seattle Art Museum, 1994). Used by permission. 4. Do not carry a painting by the top of the frame. Carry it with one hand under the frame and one hand to the side, or with a hand on either side of the frame. 5. Hold the frame where it is strongest, never by the fragile gesso decoration. 6. If there appears to be loose paint present, carry the painting flat, painted surface...

Case 3 Mystic Seaport Museum

View of some of Mystic Seaport Museum's buildings and one of the ships in its collection, showing the museum's location on the waterfront in Mystic, Connecticut, which makes it susceptible to seaborne hazards. Courtesy of the Mystic Seaport Museum. Photo Judy Beisler. View of some of Mystic Seaport Museum's buildings and one of the ships in its collection, showing the museum's location on the waterfront in Mystic, Connecticut, which makes it susceptible to seaborne hazards. Courtesy of the...

Who Should Be Trained

Everyone on the staff administrators, curators, docents, security officers, and custodians should be prepared for worst-case scenarios. The importance of involving all staff in emergency training can manifest itself in large and small ways. At the Barbados Museum and Historical Society, a new, untrained custodial worker failed to realize the significance of the mold that was forming around an air-conditioning unit in a room containing historical maps. Only when a trained person saw the mold a...

Case 4 Seattle Art Museum

The Seattle Art Museum, Seattle, Washington, showing Jonathan Borofsky's sculpture, The Hammering Man. Courtesy of the Seattle Art Museum. Photo Susan Dirk. The Seattle Art Museum, Seattle, Washington, showing Jonathan Borofsky's sculpture, The Hammering Man. Courtesy of the Seattle Art Museum. Photo Susan Dirk. Information for this case was provided by Gail Joice, senior deputy director and registrar of the Seattle Art Museum and an adviser in the development of this book. Area 144,000 square...

Emergency Preparedness and Response Training Suggestions

Table 7 lists guidelines for emergency preparedness and response training activities. Consider these guidelines when you plan and when you evaluate training exercises. They will help staff members personally identify with the emergency preparedness and response program. Table 7 Guidelines for Training Activities Table 7 Guidelines for Training Activities Engage the staff and volunteers in discussions and situations in which they confront dilemmas regarding emergency response and emergencies in...