Disaster Recovery Plan

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Bernardsville Public Library

Disaster Recovery

Plan

1 Anderson Hill Road

Bernardsville, NJ 07924

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Bernardsville Public Library Disaster Recovery Plan

Disaster Recovery Plan

Immediate Procedure and Contact Information

In case of a disaster (fire, flood, etc.) the first priority is human life, second to salvage materials. Use this plan, but foremost use common sense.

Procedure for all staff

1. Clear the building – use the bullhorn behind the circulation desk to ask all patrons to leave immediately but calmly via the closest exit.

2. Call 911 if it is safe to do so – if not safe pull panic button (if possible) and/or go to nearest safe phone and call 911.

3. Assemble at dumpster and ensure that everyone is accounted for – when fire

department or other emergency personnel arrive, advise them immediately if anyone is missing.

4. Contact the Facilities Manager, Director and Board President.

The Facilities Manager will immediately address initial emergency needs along with the Director and Management Team if possible.

Contacts

Emergencies 911 Police 766-0037 Fire & Rescue Squad 766-1781 Alarms

Fire Alarm: Simplex 1-888-746-7539 Acct. 113-1539 Burgler Alarm: ADT (general) 1-888-246-5637

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Facility Problems Contacts General

Felipe Labastida -- 570-228-6941

Patrick Riley -- Finishing Touches – 908-953-9847

John Dobash – 908-766-1424

Tony Caljean -- All Maintenance – 908-204-9357

Joe Rossi – building consultant -- 201-213-4242 (cell) -- 973-606-0167 (beeper) Alan Rome’s cell phone – 908-581-7224

Alarms

Fire Alarm: Simplex 1-888-746-7539 Acct. 113-1539

Burgler Alarm: ADT (general) 1-888-246-5637

Electricians

Anthony Horning -- Somerset County Electric – 908-766-7152

Basking Ridge Electric – 908-766-1846 Ken Fresella - 908-766-2885

Jerry Maddaluna – 908-725-0819 Plumbers

Russo Brothers – 800- 677-8776

King George Plumbing – 908-754-4773 Norton Sewer - 800-287-7716 Trash Collection Rubinetti - 973-377-3926 Roof CRS – 201-387-1846 Locksmith Kurt’s – 908-879-7310 -- 973- 584-9371 Essex – 908-221-1069 Gutter Cleaning Cleber – 908-482-2492 (cell) -- 201-998-4710 Joel Falko – 908-766-5745 Heating and Cooling

Trane – Tom Scherer/ Peter Zofonte -- 973-887-8800

Trane Emergency – Vicki -- 973-887-8800 x 148

(Tom Sherer cell - 973-703-4133)

(Bob Wood from Ludlow for emergencies-

908-766-3111) Telephone System NovaCom – 908-221-1700 Copiers Armpco - 908-755-8686 Clock Repair Joe Collins - 732-968-5661 Shades

Kay & Sons, Inc - Ralph Smillie - 973-571-0471

Cleaning Emergencies

Dublin Maintenance - 732-868-0560 or 1-888-dublin1

Dave Cullen cell phone 908-903-6153 Crew chief George cell phone 973-725-5556

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Computer Problems Internal Contacts

1. Rosalie Baker – 908-953-9482 2. Karen Brodsky – 732-485-8922 3. Jim Droney – 732-522-2507 Polaris Site Manager: Jamie Kutzuba

1-877-857-1978 ext. 4562 315-634-4536

[email protected]

http://www.polarislibrary.com

New Jersey State Library (Bernardsvillelibrary.org Website, Email): Chuck Marquette -- [email protected] -- 609-292-4163 Case login for rbaker at: helpdesk.jerseyconnect.net

Net Access (Bernardsville.org Website, Email): Tech support: 973-590-5100, Acct: 38221

Comcast (primary Internet Service Provider (cable) – 800-COMCAST or 732-652-2700 Acct number: 01729 231679-01-7

Verizon DSL (secondary Internet Service Provider) 800-567-6789. Our DSL number is 908-766-2464

Repair -- 800-275-2355. Service questions: 800-339-9911.

Report a repair online: https://www22.verizon.com/secure/pages/requestrepair/ To test the FDDA circuit call 800-540-6960 and hit the prompt for maintenance. The following contacts should be advised as appropriate:

Insurance Agent

Hurley Insurance Agency PO Box 7, Far Hills, NJ 07931 908-234-1200 fax: 908-234-9464 Borough Attorney

Jack Pidgeon

600 Alexander Road, Princeton, NJ 08540 [email protected]

609 520-8833 / cell: 609-937-0998 / home 609-799-4960 Borough Contacts

Official Library Contact Allan Rome 908-766-3850 x 126 cell – 908-581-7224 (Evening/Weekend: call police to page 908-766-0037)

(cell: 908-581-7224)

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Environmental Control

The aim is to minimize damage to the collections and building.

1. Do not enter the building or disaster area until it has been declared safe to do so by the building officer, Fire Department or Police. Many hazards may exist, for example standing water may be "live" with electric current.

2. As appropriate:

a. Turn off water mains b. Switch off electric current c. Turn off gas

d. Open or close doors and Story Room windows (which will aid the establishment of a cool, dry environment) or direct emergency services to these points.

Damage Assessment

The Facilities Manager will convene an immediate meeting of available Management Team members to estimate the extent of damage and plan for appropriate action.

1. When it is safe to do so, inspect the disaster area.

2. Do not take hasty action. Reflect, gather advice, and plan the salvage operation. 3. Designate an operations area for salvage and packing. The operations area should be

large, dry, and well ventilated, with tables.

4. Get advice from the department head(s) of the affected collection(s). 5. Estimate the extent of damage.

6. Estimate the salvage needs. 7. Formulate a salvage plan.

Salvage Teams

All Team members will participate in gathering and briefing salvage teams as needed. The aim is to form and instruct work teams to assist in salvage operations.

1. Call for volunteers; use public media if situation requires it. 2. Call temporary services for labor as appropriate.

3. Call local media for news coverage and publicity.

4. Personal safety precautions should be paramount; be aware of liabilities for volunteers entering the hazard area at any time. Check with your insurance carrier.

5. Work shifts should not be longer than two hours with a break for rest and refreshment.

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6. Each person must be instructed in proper procedures before touching any damaged materials.

7. Designate areas for sorting and packing of damaged materials. 8. Assign duties such as

a. Salvage in disaster area

b. Operating back up equipment (pumps, etc.) c. Moving materials out of disaster area

d. Packing and working within operations area.

Disaster Recovery Contacts

 Northeast Documents Conservation Center, Abbott Hall, School Street, Andover, MA, 01810-4099, 617-470-1010 (24-hour service)

 Conservation Center for Art and Historic Artifacts, 264 South 23rd

Street, Philadelphia, PA 19103, 215-545-0613

 Library of Congress, National Preservation Program Office, Washington, D.C, 20540. 202-287-1840, M-F, 8-6

 New Jersey State Archives, 609-292-6062

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Prevention and Preparation Team and Training

a. Team should be composed of at least one administrator able to release funds for

immediate action, collection experts, someone knowledgeable about the building, and the designated preservation or conservation expert.

Karen Brodsky

b. There should also be a designated Public Information Officer, to speak with the media and general public during the critical first hours.

Karen Brodsky

c. One person must be designated the Facilities Manager.

Pat Kennedy-Grant. Madelyn English is the backup Facilities Manager.

The Management Team should familiarize themselves to the hazards and safety equipment of the building:

a. Potential fire, water, and environmental hazards b. Alarm systems

c. Fire extinguishers

d. Shut-off points for water, electricity, and gas (map shown in appendix) e. Location of disaster supplies

f. Location of disaster plans – online at bernardsvillelibrary.org/karen/plan.pdf g. All exits and entrances

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Team members should take part in training sessions on use of fire extinguishers as should the rest of the library's staff.

Each team member, as well as member of the administration, should have two (2) copies of the disaster planning manual, one kept at work and one at home, including an updated list of staff members with contact information.

The Management Team should meet yearly to update the plan and review changes in the plan and personnel of the team and of the library to be sure everyone has the designated training.

Facilities Manager: Pat Kennedy-Grant

Management Team Members: Rosalie Baker, Michaele Casey, Madelyn English, Karen Brodsky Schedule of Management Team Meetings: Annually

Date Last Meeting Held: February 7, 2011

Fire

The aim is to prevent fires or if they do occur to minimize damage to persons and collections. Bernardsville Fire Department 911

Fire & Rescue Squad 766-1781

a. Establish contact so that the fire department knows of the special needs of materials housed in libraries. Make them aware of irreplaceable items and collections including catalogs. Also make them aware of the damage to paper from the water used in fire fighting.

b. Have building inspected.

c. Have fire extinguishing equipment checked. d. Train staff in use of fire extinguishing equipment. e. Have exit doors checked regularly for ease of use.

The Facilities Manager acts as liaison with the local fire department. The Facilities Manager should tour the building with the local fire department's prevention officer.

a. To inspect for fire hazards.

b. To point out unique collections and items, such as the catalog, in need of special handling and protection.

c. The fire officer should discuss with the fire prevention officer how best to protect and salvage items.

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3. Items to be kept on-hand in the library.

4. Arrange for regular inspections of building, fire alarms, and fire fighting equipment.

5. Enforce all existing fire regulations.

6. Store flammable liquids used in the building in locked metal cabinets or storerooms.

7. Keep building clean and free of litter.

8. Check electrical wiring and appliances regularly for safety.

Team members ensure that every staff member knows how to raise the alarm in case of fire. A map showing locations of fire extinguishers, exits and fire alarm pulls is posted around the library and reviewed with each new staff member and volunteer.

Fire Extinguisher Locations: Right of Career Center entrance; left of DVDs shelving; Story Room near kitchen; Book Sale area outside Community Room; Circulation cubby; behind

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There is a fire alarm pull at every exit in the library.

Date of last fire extinguisher training session: February 17, 2011 Date of last fire extinguishers inspection: October 25, 2010

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Flood

The aim is to prevent floods or, if water damage to collections does occur, to minimize it. Regularly inspect building for leaks or signs of water damage or leaks. Keep close check on places identified as hazards and sites of penetration.

Identify potential water hazards, such as a. Heating systems

b. Air conditioning systems c. Water tanks

d. Washrooms and sinks e. Drinking fountains f. Underground streams

g. Nearby streams, lakes, ocean h. Aquariums

i. Fountains, etc. j. Sprinkler system

Schedule for inspection for Water Damage and leaks: Quarterly

Date of last Water Inspection: February 7, 2011 Schedule of Roof Inspections: Twice yearly

Date of last roof inspection: December 6, 2010 Schedule of HVAC System Inspections: Twice yearly

Date of last HVAC System inspection: October 2010 Schedule of inspection for Gutters and Drains: Twice yearly

Date of last Gutter and Drain Inspection: December 2010

Mold and Pests

The aim is to make conditions inhospitable for the support of mold and pest life. Regularly inspect for signs of pests and mold, such as

a. Musty smell

b. Mold bloom on materials c. Egg cases of insects

d. Droppings

e. Nests

f. Tiny piles of "sawdust" on shelves or floor g. Wild life (skunks, snakes, or burrowing animals)

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Keep environmental conditions inhospitable to mold and pest life by keeping temperatures no higher than 70 degrees F and relative humidity no higher than 50%.

a. Keep the library clean and dust free

b. Keep the air circulating, don't let stagnant air pockets develop.

Salvage Priorities

The aim is to maximize the possibility of salvaging irreplaceable collections. Irreplaceable Collections and Their Locations:

 Administration: Personnel files

 Artwork on Display – Community Room  Archives Collection – Local History Room

Salvage Supplies

The aim is to have supplies of salvage and clean up materials on hand to enable salvage operations to begin as soon as it is safe to enter the area after a disaster. An alternate site is preferable for storage of these supplies, in case of total involvement of the building.

If no storage space is available at all, have identified your needs and vendors of the supplies, to approve them for immediate release at a moments notice.

The supplies we have on hand are shown in bold.

a. Air masks (filters)

b. Brooms – staff kitchen

c. Buckets with lids (for salvage of microforms and photographic materials) d. Chemical light sticks

e. Dehumidifiers f. Disinfectant g. Dry ice

h. Emergency funds (petty cash, P.O.'s) i. Fans

j. First aid kits (1) – circ desk/tech services

k. Fishing line - YS

l. Flashlights and batteries – circ desk/YS m. Freezer space – community kitchen

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q. Heavy duty extension cords – ficus closet r. Hydrothermographs

s. Masking tape - YS t. Moisture content meter

u. Mop buckets – janitors closet

v. Mop – janitors closet w. Pallets

x. Paper towels – Cfold towels janitors closet

y. Plastic freezer bags (large size) –Vita cabinet

z. Plastic garbage bags – janitors closet

aa. Plastic milk crates – 5 located in Tech Services

bb. Plastic tarp and painter’s cloth (VITA closet)

cc. Spectrometers

dd. Rolls of freezer paper – VITA closet ee. Rolls of plastic sheeting – VITA closet ff. Rolls of wax paper – VITA closet

gg. Rubber gloves – janitor’s closet

hh. Scissors -

ii. Sealing tape for leaks in pipe (duct tape in Youth Services)

jj. Sponges – VITA closet kk. Squeegees

ll. Transistor radios – YS/ Tech services – boom box

mm. Un-printed newsprint nn. Water pumps

oo. Wet/dry vacuum – Table closet

pp. White blotting paper qq. Work gloves – VITA closet

The Facilities Manager must regularly check the salvage supplies to be sure they are stocked and in working condition.

Location of Supplies: Janitor closet and adjacent storage closet / Supplemental in VITA closet

Schedule for Checking Supplies: Annually

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Recovery

Salvage or Removal, Drying, Packing and Transport of Damaged Material

The aim is to remove material from the disaster area with a minimum of damage; sort and record material according to degree of damage and type of materials and salvage priorities; set up air drying operation; and pack and transport materials to freeze dry and cold storage. Salvage:

a. Salvage is the most critical part of the disaster reaction procedure, and time is very important. Work on materials in order of their salvage priorities.

b. When water penetration is coming from above start at the top and work downward. Books and papers on top shelves will absorb water and swell, jamming themselves tightly in the shelves making them hard to move.

c. When standing or rising water is the cause of damage, material on the bottom shelves must be removed first.

d. Submerged material will not grow mold and need not be immediately removed unless it is being stepped on.

e. Material with water soluble inks or illustrations must be quickly stabilized by freezing to prevent loss of fugitive inks.

f. Work should proceed quickly. Time should NOT be taken by detailed record keeping. A quick note of contents is sufficient.

g. Damp material may be air-dried. Wet material should be packed and frozen. If in doubt whether material is wet or damp, freeze it. Frozen material can be air-dried at a later date.

h. Material on clay-coated paper (slick feeling, shiny paper) should be frozen. If air-dried, it should be interleaved at each page with un-printed newsprint or paper towels; if not the pages will bond together in a solid block.

i. Soil and mud is safer to remove from dry materials. Do not attempt to clean wet materials as these are too fragile to withstand extensive handling.

j. Fire damaged materials are too brittle to attempt cleaning on-site. These cannot withstand extensive handling.

Removal:

a. Removal must be closely supervised by the Management Team members.

b. To remove tightly jammed books from unstable shelves, especially from top shelves, have some workers push against the shelves as others pull the materials out.

c. Use minimal force to pull jammed materials out, adjoining books and boxes will fall out as one is pulled.

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a. Record all items removed from disaster area on damage lists. Use the record keeping materials in the disaster supplies. Record the call numbers, and the box or crate number if the material is to be packed for freezing.

b. Use separate record sheets for each kind of material (i.e., Books, manuscripts, photographs and etc.).

c. Sort material into slight (damp) or heavy (wet) damage categories and record.

d. Each crate or box should be labeled (marking pen) with the number of books and the call number range of the materials inside.

Air Drying:

a. Damp materials should be taken to the operations area for air-drying. If no suitable operations area is available on-site, designate suitable off-site area and transport materials there.

b. Fans and dehumidifiers should be used to increase the airflow and assist in the drying process.

c. To dry, stand damp or wet books upside down, with their covers opened slightly (no more than 45 degrees) on unprinted newsprint. Cover tables with paper and/or plastic sheeting to protect tables.

d. Interleave the books every half inch or so with white blotter paper, white paper towels or unprinted newsprint to speed drying. Change the interleaving as they become damp. Dry interleaving out for reuse.

e. Interleave stacks of unbound and manuscript materials with blotter, towels, or newsprint to speed drying as well.

f. Material is dry when it no longer feels cool to the touch. Check the gutter margin in the middle of a book for dryness. Dryness can also be measured using a humidity meter.

Handling, packing and transporting material to freezer facility:

a. Materials which are opened, distorted or stuck together should be left as is and packed to be frozen.

b. Wet books should be loosely wrapped in freezer or wax paper and boxed for the freezer.

c. Books and files should be boxed standing upright and packed closely enough to help support each other.

d. Books with vellum bindings should be individually wrapped to prevent distortion of the bindings.

e. Manuscript and unbound papers, small maps and etc. should be packed flat in crates or boxes.

f. Volumes too large to fit in crates or boxes should be individually wrapped and laid flat on top of each other on plastic bread trays on the floor of the truck and transported unboxed to the freezer facility.

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g. Large flat materials such as maps may be interleaved with blotting paper and wrapped in a stack and laid on plastic bread trays and transported unboxed to the freezer facility.

h. Framed pictures should be evaluated for either water permeation or interior

condensation and if discovered, should be immediately dismantled. Blotting paper, white felt, or chucks are acceptable for layering of pictures.

i. Load crates or boxes carefully and securely in truck for transport to the freezer facility. Do not stack cardboard boxes with material protruding from their tops. j. After freezing, cold storage facilities may have to be found for the long-term storage

of the frozen materials. Trucks will have to be hired for transport of materials to cold storage facilities. Freezer trucks are necessary only for trips of more than two hours. k. Very wet materials, materials on clay-coated paper, and those with water soluble inks

should be freeze dried using a vacuum freeze-dry techniques with complete sublimation.

l. Materials come out of the freeze-drying process extremely dry and fragile. They must be handled with extreme care and re-humidified before use.

Treatment of damaged microforms and photographs:

a. Water damaged microforms and photographs should be immersed in cold water in buckets with close fitting lids (diaper buckets are ideal), and transported to a film-processing laboratory for conservation.

b. Water damaged photographic materials should be immersed in cold water in their wrappings. If these are not taken to a laboratory as soon as possible they should be removed from their wrappings and washed for at least fifteen minutes in plain, cold running water and laid out flat to air dry, emulsion side up, (on plastic bread trays or other racks or on tables), in a dust free environment.

c. Water damaged glass plate negatives should also be washed in plain, cold running water and laid, emulsion side up, on a flat or inclined surface to dry.

d. Photographic materials require specialized care. Consult a photographic conservator if large and/or valuable collections are damaged.

Treatment of Electronic Media:

a. Hard Disks: Hard disks may not be salvageable, depending on the nature of the damage. Recovering data from a hard disk may require the expertise of a private company. Offsite backups are performed daily.

b. Compact Disks: Handle disks by the outer edges. On recorded side (no writing), working from the center of the disk in a straight line, wipe off with a soft, dry cloth (lint-free is preferable). Use distilled water if available. Do not use cleaners or hair dryer (air dry).

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d. Water damaged floppy disks can have their information salvaged by removing their paper sleeves. The bare disks should be hung up to dry by stringing them up through their center holes on fishing line. When the disks are dry, cut a new blank disk cover off by trimming off about 1/16 of the "write-protect" edge. Slip the dried disks into this sleeve and copy the material onto new disks. Discard the damaged disks. e. Tape cassettes and other tape media will grow mold if wet. Water damaged tapes of

archival value should be wiped clean, using clean soft cloths, and/or Q-tips, and copies. The damaged tapes should be discarded.

Treatment of Mold or Insect Infestation:

a. Mold will set in 48 hours after a water disaster or it may grow under humid conditions causing its own disaster.

b. The only sure cure for mold is an inhospitable climate: low temperatures, not exceeding 70 degrees F, dry relative humidity, not exceeding 50%; and good air circulation.

c. In case of mold out-break during a disaster: 1. Consider replacing the material.

2. If it is not replaceable, freeze the affected material. 3. Air dry or vacuum freeze-dry the affected material. 4. Dry out the building using dehumidifiers.

5. Clean the mold bloom, by dusting.

6. Clean the shelving and room using hospital disinfecting methods.

7. When the shelves and room are dry at 50% humidity, return the materials to the shelves.

Insect attack:

a. Isolate the affected material.

b. Freeze material to -20 degrees for at least 24 hours. c. Thaw the material by air drying methods.

d. Clean the material by dusting.

e. Clean the shelves and room where the material is housed.

f. When everything is dry and the relative humidity of the room is 50% or lower, return the materials to the shelves.

Conservation Plan

The aim is to plan long-term conservation of the damaged materials.

1. Frozen material is stabilized and can remain frozen until recovery plans and conservation plans are in place.

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2. Cost estimates can be made for freeze drying and decisions made on the recovery processes to be used.

3. Both air dried and freeze dried materials must go through conservation treatment before they can be returned to the shelves for use.

4. Freeze dried materials must be re-humidified before use. Materials can be shelved and left to equilibrate to the ambient relative humidity. The time this takes depends upon the degree of moisture in the air. The drier the season the longer the

re-humidification takes. Humidification can be speeded up by the use of humidifiers. 5. All dried materials must be cleaned using soft brushes and inspected for stuck pages,

binding repair needs, or rebinding.

6. Estimate costs of air drying, freeze drying, re-humidifying, cleaning, inspection, repair and rebinding.

7. Contact insurers and negotiate settlements.

8. Formulate recovery plan as space and finances permit.

9. Proceed with conservation work as space and finances permit.

Cleaning and Rehabilitation of Disaster Area

The aim is to restore the building or disaster area to normal use as quickly as possible and avoid mold outbreak as an aftermath of water damage.

1. Repair of major structural or building damage is beyond the scope of this manual. 2. Damaged shelving and furnishing will need to undergo an insurance settlement

process.

3. The relative humidity in the area should be regularly checked and no refurnishing or return of materials should be considered until relative humidity has been returned. for optimal levels, at or below 50%. Dehumidifiers can assist in this process.

4. Good air circulation is an important inhibitor of mold growth. Make whatever changes are required to create or maintain good air circulation.

5. All horizontal surfaces in the area should be cleaned using disinfectant and hospital cleaning methods. No materials should be returned to the shelves until the area is thoroughly dry.

6. Check regularly for mold growth, rust and corrosion in the disaster area for at least a year following the disaster.

7. If water damage resulted in flooding and extreme damage to walls and furnishings, contact a commercial flood recovery company.

8. If materials suffer from smoke and soot damage contact a commercial smoke and soot remover.

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1. Material should be regularly inspected for mold growth for at least one year following the disaster.

2. Freeze dried material must be acclimatized before it can be returned.

3. Examine the shelving and storage of the material to be sure it is adequate and conservationally sound.

4. Oversized material should be shelved flat. 5. Fragile material should be boxed.

6. All containers should be acid-free.

7. Materials should be shelved up-right or on their sides, no fore-edged shelving.

Computer Data Restoration

Regular offsite backups are maintained for the Polaris databases, Director’s documents, financial programs, and website documents. Data restoration may be done at any time.

Plan Maintenance Updating Disaster Plan

The aim is to keep the plan fully workable at all times. 1. Schedule regular updates for the plan.

2. Appoint a member of the Management Team to do the updating.

3. Updates should include all phone numbers and persons' names; new staff members should be included in the updates as appropriate.

Analysis and Improvement

The aim is to improve the plan so that mistakes will not be repeated in future disasters. 1. The Facilities Manager should call a meeting of the Management Team and other

staff involved in the disaster. The successes and failures of the operation should be discussed.

2. The Facilities Manager should write a report of the entire experience including recommended changes and modifications to the plan.

3. The disaster manual and plan should be modified and updated as appropriate. 4. The report and the plan modifications and updates should be distributed to the

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Disaster Recovery Plan

Bernardsville Public Library

Disaster Recovery

Plan

1 Anderson Hill Road

Bernardsville, NJ 07924

Table of Contents

Disaster Recovery Plan