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Risk Assessment and Salvage Guide

2.0 Risk Assessment / Prevention

Aa emergency can take many forms, from the development of mould to an earthquake. The type of emergency likely to strike any particular collection will depend upon its environment, both internal and external, as well as the type of material collected. The most common causes of an emergency are:

  • Flood
  • Fire
  • Biological agents

2.1 Flood

Flooding can be from above, due to burst or cracked pipes or faulty air-conditioning. It can take the form of rising water, from external sources, such as storms, a river bursting it's banks, etc. This kind of flooding is also likely to carry foreign, potentially damaging bodies for example mud, and other debris. Water damage can also result from efforts to extinguish fire, whether it be from internal sprinkler systems, or methods used by emergency services.

2.2 Fire

Fire can result from faulty wiring, electrical appliances, carelessly discarded rags used by painters or workmen, electrical storms and vandalism. Damage resulting from firecan be smoke damage, charring, and water damage.

2.3 Biological Agents

Biological agents can consist of rodent or insect infestation, mould or humans.

Mould can be extremely damaging to collections, and can establish itself rapidly. It forms in areas combining high temperature and high humidity. Following a disaster which resulted in water damage, mould will manifest itself within 48 hours if temperature and humidity in the area are not stabilized. It is generally accepted that temperature should not exceed 70°F or that relative humidity exceed 50%.

Rodents and insects will also be attracted by hot, humid conditions, as they will by cluttered untidy areas, especially where foodstuffs have been discarded, and where refuse remains uncollected.

Problems caused by humans can take a number of forms, from mishandling of material, to theft and vandalism.

2.4 Risk Assessment

While it may seem that many of the events detailed above are apparently beyond human control (such as flooding due to storm, earthquake etc.) there is much that can be done to prevent, detect and minimise damage caused by a potential disaster.

The first part of the plan should concentrate on risk assessment. This is vital in identifying the hazards most likely to affect your institution, and the steps needed to minimise your vulnerability.

Step One: Physical Condition of the Building

The first step in the risk assessment is to liaise with the building supervisor and determine the physical condition of the building:
does it have any structural problems, are gutters and drains operable and free from debris, are pipes, air conditioning systems, etc free from cracks and other damage? Is there a history of leaks, flooding and so forth? The security of the building should be assessed to determine whether there are adequate locks on all doors and entrances, are all windows and skylights equipped with locks, do they need further protection. If problems are discovered a list should be made detailing any maintenance and repair work needed.

Step Two: Geographical Location

The next area for audit should be the geographical location of your building. Is it in an area prone to damaging climactic conditions such as high winds, flooding, etc? Is the building on a slope or in a hollow, are there trees or other objects nearby that could threaten your building. Once any hazards posed by the location of your building have been identified, a list of appropriate actions to minimize their threat should be prepared.

Step Three: Internal Assessment

The building should then be assessed, to determine whether it poses any internal threats to the collection. The temperature and humidity, and any fluctuations in these, should be recorded. Is the collection in a basement and if so is the basement susceptible to flooding? Are there pipes or air conditioning ducts running overhead and if so are there any cracks or other signs of damage. Is there a more suitable area for valuable material? Is the area clean, is smoking permitted in the building, do staff eat or drink in or near the same area as the collection, is refuse stored in an area near to the collection, is there any sign or history of rodent or insect problems? How is the collection stored, is the material on the ground, are bottom shelves far enough from the ground, do books have enough room on the shelves (books when wet will expand, therefore books that are too tightly packed may burst, also damage to spines may occur in normal circumstances, as books are taken from shelves.) Does the public have access to the collection, and if so how, is this monitored, is security aware of all key holders, do staff have identity cards and do they need to present them when accessing the building? If members of the public/researchers are permitted to study material in reading rooms is there a record of the type and amount of material each person takes, are they permitted to bring bags, coats etc. to the reading room?.

Step Four: Formulating a checklist

When your auditing is completed you will have a clearer idea as to the risks facing your collection and the steps you need to take to minimize or eliminate these risks entirely. These steps should be incorporated into a checklist, which should then be incorporated into the daily running of the institution. All staff should be made aware of the checklist and should be assigned particular duties concerning the list. They should also be made aware of the importance of good housekeeping and be encouraged to remove an obstacle or report any problems they encounter, whether or not they occur in their specific department.

The following may form part of your checklist,

  • regular checking of drains, gutters etc, (especially important in Autumn)
  • regular examination of air-conditioning/sprinkler systems. maintain a general awareness for evidence of leaks, dampness etc.
  • ensure no-smoking regulations are in place and enforced.
  • ensure no food / beverages are consumed near collections.
  • ensure refuse is collected regularly, and not stored near collections.
  • ensure daily housekeeping is performed and is thorough.
  • ensure sprinkler systems, alarm systems, detection systems (e.g. Water level detection) are installed and in working order.
  • monitor temperature and relative humidity levels on a regular basis.
  • ensure that materials / rags left by painters / workmen are discarded properly and not left in the building (due to possibility of spontaneous combustion)
  • check for any signs of rodent/insect infestation .
  • ensure that fire-extinguishers are in the appropriate places and in working order, also ensure that the type of extinguisher is appropriate for the area it is stored in.

The following link provides a good example of a comprehensive
checklist: