Appendix Five

Main Library and Branch Post-Disaster Staff Allocation Plan

Lancaster Gate Public Library Post-Disaster Staff Allocation Plan

Table of Contents
I Introduction: Business Resumption Priorities
II Library Management Group (LMG)
III Disaster Manager
IV Resumption Tasks

I. Introduction: Business Resumption Priorities

Following an emergency or disaster, the following priorities will prevail:
a. The safety and security of all LGPL employees and patrons, as well as visitors to LGPL sites
b. The safety and security of all LGPL facilities, buildings and physical assets
c. The security, integrity and availability of LGPL’s information technology (IT), including hardware, software, and telecommunications links at all LGPL sites. Within the IT Department, administrative and patron services systems will take precedence over all others for resumption purposes.
d. The security, integrity and availability of LGPL’s paper records and documentation, particularly its vital records.
e. The ongoing provision of service to patrons, at LGPL sites and electronically
f. The restoration of services and facilities damaged or lost during or after an emergency or disaster

II. Library Management Group (LMG)

The Library Management Group comprises:
• Head Librarian
• Assistant Head Librarian
• Area Coordinators
• Manager, IT
• Manager, Human Resources
• Manager, Facilities
• Branch Heads (or delegates, usually senior supervisors)
Note: The above people should be notified of the meeting by mobile. In the event of a disaster, emergency or crisis, some people might not be available. The LMG meeting will proceed without them.

Tasks

• Ensures that LGPL resumption plans are tested and updated regularly
• Recognizes and declares a disaster as required
• Assumes responsibility for managing the overall business resumption process
• Reports directly to the LGPL Board and other stakeholders during the business resumption period
• Approves all media releases and interviews, and elects a single spokesperson to provide information to external bodies including news agencies and government departments
• Approves all substantial library expenditures
• Allocates all resources as required at LGPL sites
• Makes the final decisions regarding the priority of library functions / operations to resume
• With the assistance of civil and government authorities, makes decisions regarding the opening and closure of LGPL sites following a disaster
• Ensures that LGPL branch managers and staff members receive interim reports and a final debriefing about the disaster, its effects on LGPL, and the progress of LGPL’s operational resumption.

III. Disaster Manager

The Disaster Manager assumes his or her roles and responsibilities at the beginning of the resumption phase, and carries out response and resumption tasks until LGPL has resumed a basic level of business, acceptable to the LMG.
Note: He or she should have at least one delegate on site as backup during business hours.

Disaster Manager Tasks

• Works with and reports directly to the LMG
• Coordinates the corporate business resumption process
• Assists in determining the extent of the damage to LGPL assets and facilities
• Assists in the collection and assessment of information for the LMG
• Based on the assessment of information collected, recommends necessary actions to the LMG
• Assists in the recognition and declaration of a disaster
• Assists with the activation of an alternative site or sites
• Provides direction and ad hoc assistance to those employees carrying out business resumption tasks
• Assists with the arrangements for the transportation of employees, equipment and supplies to the alternative site(s)

IV. Resumption Tasks

The LMG will ensure that the following business resumption tasks are carried out in the appropriate departments during the operational resumption phase:
Administration (3 persons required)

Tasks

• Sends and receives messages and information from branches, staff and patrons;
• Records damage assessment data as required, with a digital camera if necessary
• Confirms the ability of branches to open for business, or to remain closed owing to damage and continuing risk
• Assists in the activation of strategic alliances as required
• Deals with miscellaneous administrative problems as they arise during the resumption phase

Requirements

image 3 cellular telephones
image 1 fax line
image 3 workstations with printers
image 200 no. 10 envelopes
image 15 pads of lined paper, 8½ × 11
image 10 ballpoint pens
Financial Services (3 persons required)

Tasks

• Ensures confidentiality, integrity and availability of accounting data and systems
• Reports all lost or unavailable accounting data to the LMG
• Works with IT if required. (Note: IT systems will need substantial testing before they can be fully reactivated, either at their normal site or at an alternative site. Accounting personnel will play a crucial role in post-disaster testing of these systems.)
• Ensures that the LGPL payroll is met

Requirements

image 2 cellular telephones
image 1 fax line
image 3 workstations with printers
image 1,500 cheques
image 2,000 no. 10 envelopes
image 25 pads of lined paper, 8½ × 11
image 50 ballpoint pens
image Blank ledgers
Human Resources (2 persons required)

Tasks

• Sends and receives messages and information regarding post-disaster staff allocation at different sites and in different departments
• Assists in the activation of the 1-800 line, if available: development of a voice message announcing office closures, relocations, staff requirements, and safety advice.
• Allocates staff to various departments and work areas following a disaster
• Receives and allocates volunteer assistance
• Maintains ad hoc records regarding business resumption staff activities, shifts, absenteeism, and casualties
• Provides psychological support and arrange counseling for staff as required

Requirements

image 1 cellular telephone
image 1 fax line
image 1 workstation
image 10 pads of lined paper, 8½ × 11
image 10 ballpoint pens
Facilities Management (3 persons required)

Tasks

• Inspects the Main Library and branches to determine physical damage, particularly to the structure, electrical and HVAC systems, and plumbing
• Works with civil authorities to ensure the safety and accessibility of LGPL sites
• Advises the LMG concerning workplace safety and security matters after a disaster
• Activates strategic alliances for the repair or replacement of building components as required
• Advises LMG concerning the safety and security of LGPL branches, in light of reports from different areas
• Works with branch staff to maintain the security and safety of LGPL branches.
Note: The Facilities Manager’s first priority is the Main Library building and site.

Requirements

image 3 hard hats
image 3 cellular telephones
image 3 heavy duty flashlights
image 3 pairs of work boots
image 3 pairs of heavy-duty gloves
image 12 dust masks
image 3 pairs of goggles
image 1 pair of binoculars
image 1 fax line
image 1 workstation
image 10 pads of lined paper, 8½ × 11
image 10 ballpoint pens
image Digital camera (Note: Cellular phones containing digital cameras will suffice for LGPL’s emergency purposes)
image Access to all first aid kits and emergency cabinets
image Access to all LGPL facilities and their technology storage areas, including electrical rooms and IT areas
Information Technology (IT) (3 persons required)

Tasks

• Sends and receives messages and information to and from vendors, particularly those supplying hardware and telecommunications support. (Note: The first operational priority for IT are the administrative and patron services systems and their ongoing security, integrity and availability)
• Provides support to cellular phone users
• Preserves and has available all vital systems inventories and documentation
• Assesses damage to hardware, software and telecommunications links
• Assesses data losses
• Provides and activates workstations as required for business resumption
• Trouble-shoots for operators of workstations
• Activates IT in alternative sites as required
• Provides access to backup data as required
• Activates the 1-800 line (if available) with the assistance of the Human Resources Department

Requirements

image A fully functional alternative site, with emergency supplies and communications options. (Note: This alternative site should be capable of full activation—power, systems set-up—within two hours.)
image Transportation between the Main Library and the alternative site(s). If travel is necessary, a strategic alliance should be arranged to transport IT personnel. Note: In the event of a regional emergency, air travel might be restricted or unavailable for several days. Alternative travel arrangements will have to be made: with bus companies, etc.
image An up-to-date set of LGPL’s IT systems documentation, including configurations, network diagrams, and inventories
image 3 workstations
image 4 cellular telephones
image 10 pads of lined paper, 8½ × 11
image 10 ballpoint pens
Main Library services (3 persons required)

Tasks

• Sends and receives messages and information from LMG
• Safeguards collections as much as possible
• Notes any significant losses to collections and other assets
• Communicates with branches as required
• Updates the LMG regularly regarding matters affecting Main Library services to patrons
• Assists in reassuring patrons regarding any closure of library facilities

Requirements

image 3 cellular telephones
image 1 fax line
image Access to external news sources, preferably through laptops or other portable IT
image 5 pads of lined paper, 8½ × 11
image 5 ballpoint pens
Branch Operations (at least 2 persons per branch)
Note: All branch employees at a branch site during a disaster may contribute to resumption efforts)
After an emergency or disaster, each branch personnel should perform the following tasks:
• Inspects the branch building and site for damage, and reports damage to the LMG and Disaster Manager. (See Damage Assessment Form.)
• Makes decision to close the branch if damage is serious enough to endanger employees, patrons or visitors to the branch
• Works with civil authorities as required to shut down the branch if necessary
• Posts appropriate signage in the event that the branch must be closed
• If the branch can remain open, ensures that signage indicates that the branch is open for business
• Ensures security of the branch at all times
• Performs basic cleanup as required.
Note: Use caution when working with or around broken glass, faulty wiring, unstable heavy furniture, and leaky plumbing. Refer to LGPL’s emergency response brochure.)

Requirements

image Access to the branch first aid kit and emergency cabinet
image 2 pairs of work gloves
image 6 dust masks
image 2 cellular telephones
image 1 fax line
image 1 workstation
image 2 pads of lined paper, 8½ × 11
image 5 ballpoint pens
image 2 flashlights and spare batteries
image Battery-operated radio for news updates and situation reports
image Emergency signage: “Temporarily Closed,” “Open,” etc. A supply of poster boards, felt pens and heavy tape is recommended.
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