Disaster Planning – Advanced
For larger organizations that have already developed a solid disaster plan and would like to have a more sophisticated plan in place, these steps will ensure that they are ready to handle a wide range of situations – whether an institutional disaster or a region-wide event.
- Work with local government to work cultural institutions into local emergency response plans
- Develop contacts and/or contracts with recovery vendors
- Formalize partnerships with other nonprofit organizations, vendors or others that will help in an emergency (providing work space, professional services or other assistance)
- Expand list of likely disasters for your facility up to 10 and more fully flesh out the first 3-5
- Create a more in-depth business continuity plan
- Create a list of advanced level supplies and where to acquire them in an emergency
- Focus on mitigation strategies to help prevent disasters, especially fire suppression strategies
- Develop detailed recovery record keeping system
- Do table-top exercises or other drills with staff and first responders
- Building an Emergency Plan: A Guide for Museums and Other Cultural Institutions, an advanced disaster planning guide for museums (free, downloadable pdf from the Getty Conservation Institute): http://www.getty.edu/conservation/publications_resources/pdf_publications/emergency.html
- Disaster Response and Planning for Libraries, an advanced disaster planning guide for libraries (order form from American Library Association): http://www.alastore.ala.org/detail.aspx?ID=3531
- The Secretary of the Interior’s Standards for the Treatment of Historic Properties, for guidance in making repairs to historic buildings (free, downloadable pdf from the National Park Service): http://www.nps.gov/tps/standards/four-treatments/treatment-guidelines.pdf
- Implementing the Incident Command System at the Institutional Level, for creating a response framework that meshes with local emergency responders’ framework (ordering information): http://www.rescuingrecords.com/
- Integrating Historic Property and Cultural Resource Considerations into Hazard Mitigation Planning: State and Local Mitigation Planning How-To Guide (free, downloadable pdf from FEMA): http://www.fema.gov/pdf/fima/386-6_Book.pdf
- Business continuity planning from the Institute for Home Business and Safety: http://www.dioshday.com/2011/OpenForBusiness_new.pdf
- Guide to Navigating Federal Emergency Management Agency and Small Business Administration Disaster Aid for Cultural Institutions: http://www.giarts.org/article/guide-navigating-federal-emergency-management-agency-and-small-business-administration-disas
- Sample vendor contract: http://www.loc.gov/preservation/emergprep/plan/contract.html
- Sample advanced disaster plan from the Minnesota Historical Society: http://www.mnhs.org/preserve/conservation/reports/emergencyplan.pdf
- Sample digital disaster plan from the university of Illinois Paul V. Galvin Library: http://www.heritageforpeace.org/wp-content/uploads/2014/12/DigitalEmergencyPlan-current1.pdf
- Maine Emergency Management Agency Cultural Hazard Analysis
- NEDCC Upkeep Checklist from their Worksheet for Outlining a Disaster Plan
The following Word documents include agendas for meetings to work through the disaster planning process, an overview and who should attend the meeting, things to keep in mind during the meeting, and suggestions and examples that have come out of CERC’s facilitated disaster planning process.
You do not necessarily need to do the meetings in exact order, but for best results the Fire Department Meeting needs to come after Facilities and Collections. Also be aware that a multi-building campus may require more than one Facilities Meeting.
Once you have completed the meetings and compiled the final plan, schedule a final meeting with everyone that was involved to review the plan contents.