Flood protection
Avoiding the wrong mix
Abstract
Water has always been a threat to library assets. The 2013 flood in Calgary, Alberta caused substantial damage to the community, and reminded librarians across North America of the risk to their institutions. Essential steps to protect libraries from flooding include risk identification, mitigation, the development of strategic alliances and safety measures, and the compilation of a postdisaster resumption plan. A sample tabletop exercise is included.
Water and books don’t mix. Nor do water and any other library asset. Hence librarians are wise to note that water can make an entrance in many different ways. It can seep into a library basement through a leaky pipe, or drip onto stacks from a crack in the roof. During a rainstorm, it can pour through a window or skylight that somebody forgot to close. Or it can surge into a library during a flood from a river or other overflowing natural source, and cause extraordinary damage.
Generations of librarians began their study of library history with a consideration of the Library of Alexandria and its destruction by fire, which has always been a serious risk. Currently, however, water cause of far more losses in North American libraries and other information institutions. Ironically, many librarians rely on sprinkler systems to protect themselves and their collections from fire, only to discover that sprinklers can wreak havoc when they trigger accidentally, owing to a mechanical fault. Thus what is intended to protect our assets can also destroy them. And even if we are constantly vigilant, there are occasions when, despite the best intentions and preparations, we cannot prevent significant losses. Along with large earthquakes and high winds, flooding by rivers and other large bodies of water can present librarians with profoundly challenging circumstances.
In 2013, Calgary’s huge flood made librarians across North America acknowledge the possibility of a similar catastrophe in their own localities. Calgary will need years to recover, both physically and psychologically. Government sources and the insurance industry have predicted losses of more than $5 billion. A noteworthy aspect of the media coverage of Calgary’s tragedy is that it did not travel far. While Canadian media concentrated on the plight of Calgary’s citizens for weeks, American, Asian, and European coverage was cursory and short-lived, if not negligible.
“In fact, monster floods are increasingly frequent,” says Paul, an environmental engineer who has worked in Toronto and Vancouver. “With climate change, we can expect flooding in urban areas in the foreseeable future. With big floods occurring more often, the media will focus on those that result in high casualty figures, with hundreds or thousands of fatalities. The good news in Calgary is that while physical damage was significant, few people died. You’ll hear about floods in Asia that kill thousands.”
Paul does not dismiss the possibility of floods in North America even more destructive than the one that struck Calgary. He believes that, since so many of our communities have developed near bodies of water, we must accept that our vital institutions and infrastructure are at risk. But he insists that there are effective methods to protect our libraries.
“Libraries are vulnerable,” he says, “but there are good ways to prevent losses, or to reduce them in a situation involving a force majeure, that is, a set of circumstances that are simply too great, too devastating for us to ward off. You can prevent water ingress from a leaky roof by inspecting the roof and making sure that it doesn’t leak. But some floods are so severe that you can’t stop them. They overflow dykes and submerge entire urban areas. In such cases, libraries might be damaged, but if they have mitigated flood risks properly, they will not lose nearly as much as other institutions and they will be back in operation a lot faster.”
How can you prepare your library for all forms of water ingress and flooding, from the smallest plumbing leak to a major flood that submerges entire buildings? There are 6 essential steps of preparation.
30.1 Step 1: Identify the risks and their sources
Take nothing for granted. Consider the plumbing—including sprinkler systems—and its overall condition. Have there been leaks in the past? And what about roofing, gutters, and drainage systems? Has there been any evidence of leaks?
“Many cases of water damage start small,” says Mitchell, a Vancouver carpenter and plumbing contractor. “Sometimes you’ll see a small brown stain on a ceiling or wall. It could be from condensation, but it might also be due to a tiny leak in a pipe—a leak that could become larger over time. Such stains should be examined carefully to make sure that they don’t get worse in future. Often a small leak will lead to a rupture, and then you’ll see all sorts of interior damage—and for librarians that means wet books and other items. Fact is, that kind of disaster is preventable, as long as librarians tell their property managers the location and extent of the problem when they first detect it.”
Outside library buildings, other mechanical and technological risks prevail. Water mains can burst under streets. Sewers can back up. Dams, dykes, and reservoirs can fail. Meanwhile, the old building next door to your branch has been poorly maintained. It is not only a firetrap, but also a potential source of uncontrolled water, which could flow from a burst pipe into the street, and end up flooding your basement and main floor.
Most North American cities and towns are located near bodies of water such as lakes and rivers. Coastal cities must contend with oceans and their high tides, storm surges, and tsunamis. Bodies of water might not flood often, but when they do, a catastrophe such as Calgary’s is possible. Consider the history of those bodies of water in or near your community. Even if there are no floods on record, do not discount the possibility that the gentle stream that flows so scenically near your site cannot break its banks and damage your assets. Many of the world’s largest rivers formed from gentle, scenic streams. All bodies of water should be noted for your risk management purposes.
30.2 Step 2: Mitigate the risks as much as possible
You cannot stop a tsunami or heavy rains, but you can make sure that your roof is in good condition, and that your drains will function properly during heavy precipitation. And—a key point during a flood that causes a power outage—review your data backup procedures. Do not assume that the systems librarians have taken care of everything. Ask them how your library’s vital data are backed up, and how often. Ask them where the backup media are stored, and whether those media are tested to ensure that they are not deteriorating. Finally, ask them whether those media are accessible after a disaster.
“These days, the Cloud is used to back up data,” says Cheryl, a corporate librarian in Vancouver. “That’s an acceptable solution, as long as you’re comfortable with current Cloud security protocols. Many special librarians and records managers aren’t. There are too many concerns about data theft and misuse. For vital, mission-critical data, old-fashioned digital media are often preferred to the Cloud. As long as those media are available after a big flood, your library will be fine.”
Another mitigatory measure is to avoid storing valuable collections and other materials in basements and top floors. These levels are frequently the first to sustain water damage during severe weather and floods. Such a measure may not be feasible in libraries that are short of space, but in many cases, the most valuable items can be removed from risky areas and stored elsewhere, with no loss of accessibility or security.
Mitigation is an ongoing process, and you should regularly seek opportunities to decrease the risk of water damage in your library by moving assets away from exposed areas.
30.3 Step 3: Develop and maintain strategic alliances
The first alliances that you form should be with other institutions—including other libraries and information organizations—that might assist you if your site is flooded. Why not exchange data from your technical services department with another library located in a different part of your city or region? (These days, you can exchange data with a library on another continent.)
“You can also make arrangements with other libraries for remote siting of operations,” says Darryl, a cataloguer who has written a disaster plan for his library in Winnipeg. “If your public branch is under water, you might be able to set up offices in a local college library. You needn’t rely solely on libraries, however. Local churches, malls, and community centers might be able to offer your staff a temporary workplace in the event of a flood. Before you rent trailers—an expensive solution—ask property managers in your community if they have a place for you to come. You’ll be surprised how many people will agree to help out a library.”
Another essential alliance for any library is with what in current parlance is called “a moisture control vendor” or MCV. One of the more prominent MCVs operating worldwide is Belfor, whose emergency crews have dealt with thousands of floods, from the largest regional events to those limited to a single room. It is prudent to contact your MCV before a flood or any other disaster occurs, to inform their emergency managers about your particular concerns during any future flood. When the MCV’s staffers learn about your site and assets, they will have a better idea about how to respond to rising water in your basement or a drenched collection of reference resources on your mezzanine.
“Phoning an MCV out of the blue after a flood in your library is not the best way to deal with water damage,” says Darryl. “Forewarned is forearmed. Besides, arranging an alliance with a vendor before things get wet should not cost you anything. The vendor will appreciate the prior notice, and you’ll know whom to call if the river breaks its banks.”
Many libraries have loose arrangements with external conservators, who are expected to arrive at a library and to preserve its water-damaged items. Often such arrangements are too loose to be effective. Including a conservator’s name and telephone number in your in-house emergency services directory will not guarantee that the conservator will be available to help you after a flood. (She might have her own damp basement to worry about!) It is best to make firm emergency conservation plans with conservators who are prepared to travel to your site as soon as possible after water damage has occurred. Your MCV or your insurers might be able to advise you regarding available conservators in your area.
Remember that while your library’s in-house emergency conservation procedures look good on paper, putting them into practice following a flood can be difficult or, in some instances, impossible. Libraries that maintain realistic alliances with external conservators can have a higher level of success in saving damp assets.
30.4 Step 4: Develop flood safety procedures for employees
The purpose of any safety procedures is to keep employees (and others on-site) safe during a flood. You do not require a voluminous safety (or emergency response) plan. Be brief. Your flood safety procedures can include points such as the following:
• Try to determine the source of the water: burst pipe or water main, local river or lake, roof leak, or faulty sprinkler.
• Turn off the water main if the source of water is faulty plumbing.
• Do not walk through water. Avoid contact with floodwater—which might be polluted and toxic—as much as possible.
• Avoid wet electrical outlets, wiring, terminals, and appliances.
• Do not attempt to boot up damp computer hardware.
• Contact the facilities manager as soon as possible.
• Expect a power outage. Keep flashlights handy.
• Do not open the library or begin clean-up until electrical outlets and wiring have been given a safety inspection.
• In the event of a site closure, post signs advising patrons to return items to other branches, etc.
Ideally these procedures should be distributed to all employees. Posting them on a website and assuming that everyone has reviewed them is insufficient. Handing out and reviewing a sheet of instructions during training and testing sessions is more effective.
30.5 Step 5: Develop training and testing programs for employees
Plans and procedures on paper will not protect you unless employees know their contents. Employees can learn what they need to know through training that might include brief presentations by local emergency responders, tabletop exercises, Q&A sessions, and webinars. Testing can include evacuation drills and rehearsals of emergency site closures and the secure removal of the most valuable assets (e.g., the rarest books, manuscripts, and artworks).
“The more you test your procedures, the better prepared you’ll be,” says Don, a Toronto academic librarian who acts as the fire warden for his building. “Frankly, any paper or website is useless unless people have actually carried out the instructions in a test. You’ll find that most staff members will welcome the opportunity to perform a walk-through, and they’ll let you know what they think of different procedures. Comments from staff members during tests can be more helpful than the advice of external experts. Staffers know the site better.”
30.6 Step 6: Develop a postdisaster or operational resumption plan
Your final step is to plan for post-flood circumstances. Your aim should be to resume operations as soon as possible after your site has passed a safety inspection. Contents of an operational resumption plan can include the following sections:
• Damage assessment procedures
• Emergency communications and PR
• Insurance issues
• Emergency travel procedures
• Site closure and reopening procedures
• Strategic alliance activation procedures
• Clean-up and waste removal activities
• Primary conservation activities
• Staff allocation and emergency succession
• Emergency volunteer policy
• Normalization procedures
• Training, testing, and audit procedures.
The previous 5 steps will provide much of the material that you will need to formulate an operational resumption plan. As with other planning components, it needn’t be a large document. Many of the more practical resumption plans are no more than 30 pages. Note that larger the plan, the less likely it is to be read, the more difficult it is to put into effect, and the less useful it will be when water finds its way into your library.
Water mixes with so many things to support us, and to make our lives enjoyable. With soil, to produce crops. With small boats and big ships, to take us all over the world. With hot summer days at the cottage, where we can cool off in the lake. But if lakes start to rise and rivers burst their banks, we need something to protect us and our libraries. Something more than scotch and water, which might be nothing more than a desperate remedy. Something such as a plan. Start one now.
30.7 Generic tabletop exercise: flooding at a large library
At 11:45 p.m., a pipe bursts on the main floor of your building, and ~ 1500 gallons pour onto the floor and throughout your department’s work areas and stacks. Carpets, furniture, books, and wiring are soaked. The flood is not discovered until 6:15 a.m. the next day.
30.7.1 Casualties
Arriving early, one employee slips and falls in a stairwell and sprains his ankle. He lies in the staff entrance for 30 min before he is discovered.
30.7.2 Damage
• Drenched carpets and underlays, which emit an unpleasant odor within 3 h.
• Soaked wiring, which increase the risk of fire and computer hardware malfunction.
• Soaked ceilings and wall cavities, which emit an unpleasant odor within 8 h.
• Wet books—thousands of them.
• Wet artwork, posters, and ornaments mounted on walls.
30.7.3 Crisis potential
• A roving TV reporter hears about the flood while having coffee at a nearby cafeteria. She arrives in the library and looks for an interview. She calls for a camera crew. The resulting story: “Before leaky condos, there were library floods. There still are. Here’s what happened to a branch of the local library, and all because of a burst pipe. What are they going to do with those wet computers, those soggy books?”
30.7.4 Your tasks
1. Refer to the library’s emergency plan. Make a list of the first steps that you would take to resume business in your water-damaged work areas. (Take 15 min.)
2. Write a schedule with realistic time estimates for the steps that you have listed in 1 (15 min).
3. Your staff members are told to resume business at the remote site. Make lists of:
• the basic operations that you will be able to conduct within 48 h from the remote site (e.g., communicating with external businesses and key contacts, issuing bulletins, and taking delivery of items)
• the equipment that you will need to offer the basic services listed above
• persons and organizations that you must contact as soon as possible regarding library service issues. (This part of the exercise will be limited to 45 min.)