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Disaster is unfortunate. Hazards of the Disaster can be avoided by a comprehensive, systematic, emergency-preparedness program. Disaster planning program provides a means for recognizing and preventing risks effectively to emergencies. All professionals know that small scale emergencies can be contained if Disaster Planning staff reacts quickly. Damage can be limited even in the face of a large-scale disaster. For example in an institutions that focused on disaster preparedness several years before they were hit by hurricane Hugo. Many of those institutions sustained only minor damage because they were able to put their early warning procedures into operation.

Disaster planning is complex. The entire process is efficient if it is assigned the disaster planner for the institution and is perhaps assisted by a planning team. The Disaster Planning should establish a timetable for the scope and goals of the plan, which will depend largely on the risks faced by the institution. Consider man-made disasters such as power outages, sprinkler discharges, fuel or water supply failures, chemical spills, arson, bomb threats, or other such problems. Within the building, fire protection systems, electrical systems, plumbing, and environmental systems are of primary concern. Are there enough fire extinguishers, and are they regularly inspected? Does the building have fire alarms and a fire-suppression system? Are they well maintained? Are they monitored twenty-four hours a day? Are fire exits blocked? How old is the wiring? Is it overloaded? Are electrical appliances unplugged at night? Is auxiliary power available if needed? Are water pipes in good shape? Are there water detectors, and do they work? Are there any problems with the climate-control system?

You may have already thought of many other questions, and you should create a risk-assessment checklist of your own. It is also important to determine the vulnerability of the objects within the collections. What types of materials are included? Are they easily damaged? Are they particularly susceptible to certain types of damage such as moisture, fire, breakage, and the like?

Other actions that reduce building include maintaining a collection inventory, improving collection storage, and following good security and housekeeping procedures. Disaster planning should not take place in a vacuum. To work effectively, it must be integrated into the routine operating procedures of the institution. In fact, you will probably find that in planning for disasters you will also be working toward the accomplishment of other goals.

For example, a properly functioning climate-control system will prevent fluctuations in temperature and relative humidity, resulting in a better preservation environment and a longer life for all collections. At the same time, this prevents disasters such as water leaks from air-handling units. Similarly, if an institution surveys its collections and creates an inventory for disaster planning, a corollary benefit is better access to the collections for researchers and staff. Remember three important characteristics of an effective disaster plan: comprehensiveness, simplicity, and flexibility. The plan needs address all types of emergencies and disasters that institution is likely to face. It should include plans for both immediate response and long-term salvage and data recovery efforts.

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