Disaster Prevention

Disaster Prevention refers to steps you can take within your organization to protect your building and collections before a disaster occurs.

• Establish security routines, including an annual building inspection and seasonal maintenance.
• Inspect wiring regularly.
• Inspect roofs and drains regularly.
• Follow local and state fire codes. The presence of fire alarms, smoke detectors, fire extinguishers, and a sprinkler system are strongly recommended for personal safety and collection preservation. Map their locations.
• Select a storage space least vulnerable to fire, flood, and harsh weather patterns.
• Establish and practice fire evacuation and tornado response procedures. Map evacuation routes and designated tornado shelters.
• Install water detectors and alarms. Map their locations.
• Locate water pipes and water shut-off valves. Map their locations.
• Install alarms to prevent intrusion, deliberate, or random violence.
• Install emergency lighting.
• Store records at least 6 inches off the ground.
• Prohibit smoking in storage areas.
• Limit small appliances in the collection storage area.
• Limit unauthorized access to the storage area.
• Limit the number of records a patron may view at one time.
• Consider microfilming records that receive high use, and limit access to the originals which may be stored off-site.
• Check your insurance coverage before a disaster occurs.
• Determine how you will have access to emergency funds: a supply of purchase orders to be used only during an emergency, or a disaster emergency fund.
• Purchase emergency supplies to keep on hand, inventory them regularly, and map their locations.
• Train staff in salvage techniques.
• Label vital and historical records, and create an inventory or locator map that will allow you quick access to these records when needed. Regularly update your finding aids and keep copies off-site.
• Buildings and collections are particularly vulnerable during periods of construction, increase security during these times.
• Improving collection storage areas, when possible, will help prevent disasters and security problems.
• Keep duplicates of your disaster plan, policies, lists, and record inventories off-site.

March 04, 2003