Preparing for a disaster
Preparing for disaster means having full and proper damage control measures in place and having these measures fully understood and rehearsed not only by owners of heritage objects and/or property but by others that will be involved in the event of disaster. Museums, galleries, heritage centres and owners of historic properties or collectors of art need to be prepared for a disaster.
The purpose of control measures is to limit or reduce damage resulting directly or indirectly from fire and fire fighting operations, explosion, burst pipes and flooding, overflowing tanks, sprinkler system leakage, storms, bombing or vandalism. Being properly prepared and motivated can do much to minimise losses. If measures are put in place, the time it takes to return damaged buildings and their contents to a situation of normality will be greatly reduced.
In addition, these measures can and will help prevent damage and loss to objects, buildings and life.
As a disaster is not a normal occurrence one should be prepared in advance to do as much as possible for the collection and/or historic property. This may mean working as part of a team so that as much as possible can be saved, in a proper manner. Teamwork is essential and this will be put to test when the psychological realisation of what has happened has sunk in. Shock is not unusual in these situations and other members of the team must allow individuals to come to terms with the situation. Proper planning, in advance of a disaster will help each team-member to cope.
Planning means setting up a Disaster Plan and each member of staff should become fully familiarised with this plan. With this advanced plan in place and immediate reactions devised and rehearsed, every staff member should see their role and be able to cope with confidence in a disaster situation.
A fundamental principle to be observed is that all objects should be moved only by trained personnel at all times, even in an emergency, unless the objects are in imminent danger of loss, damage, or destruction.
A Disaster Plan should consist of three stages:
Stage 1. Risk Assessment
Risk assessment undertaken before an incident.
Stage 2. Preparedness, Response & Protection
Responding to and protecting at the time of incident - working to a plan.
Stage 3. Salvage & Reinstatement
During and immediately following protection measures.
The Risk Assessment includes the preparation for the most likely eventualities:
• Fire
• Flood damage of collections in fire fighting or burst pipes
• Infestation
• Explosion
• Robbery
Following the Risk Assessment, a thorough plan of action must be carefully drawn up. It is important that the plan is comprehensive, flexible and simple, but effective. The plan of action must include a set of procedures to be followed in case of an emergency or disaster. These should outline what to do and whom to contact if there is an electrical power failure, a theft or damage to the building or contents, fire alarm, flood, medical emergency, suspicious parcel, terrorist attack etc.
The plan of action must include the following topics:
• A Director of Operations.
• Detailed plans of building and services available.
• Photographic and/or written records of high priority objects or aspects of an historic property.
• Schedule of Responsibilities and Staff Contact.
• Training with regular drills and exercises.
• Disaster response bins or storage room – storing all necessary tools for the salvage and clean- up.
• First Aid Equipment – first aid posts, located at various points within the building.
• Standby arrangements with external personnel – Neighbours, Fire Brigade, The Gardai, County or Urban District Council, Civil Defence, Conservators and Restorers.
• Contact lists.
• Outside contractors – support facilities, freezers etc.
• Emergency sorting area and temporary storage area.
• Alternative accommodation for the collection.
• Planning for emergency transportation.
• Follow-up care of damaged building.
To summarise:
• Designate one person as Emergency Planning Co-ordinator. This person will be the Director of Operations should a crisis happen. Put together an emergency response team and train them adequately. Have regular emergency team meetings. Write a plan to guide staff in dealing with emergencies (awareness, procedures, how to use emergency equipment, turning off services etc).
• Identify possible emergencies that could happen and what damage could be caused consequently. Consider fire, bombs, flood, burst/leaking pipes, infestation, dry/wet rot, and loss of collection and/or buildings.
• Assess the building, collections and equipment. Draw up a list of priority material to be salvaged or protected when disaster strikes.
• Eliminate and/or minimise threats.
• Develop strategies for preventing and responding to emergencies identified. Liase closely with the emergency services.
• Make sure the property has adequate insurance and that the insurance cover is clear on what it will cover.
• Have easy but secure access to building plans.
• Have evacuation procedures in place.
• See that emergency equipment/materials are in place and listed. Are they adequately located, maintained and protected?
• Make a list of external specialists – equipment suppliers, conservators’ etc.
• Detail how objects are to be protected if crisis occurs. Do you have reciprocal arrangements with other museums or similar properties for times of crisis?
• Have procedures in place for response and recovery.
Remember to review the plan regularly and evaluate its effectiveness after an emergency.
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