Charge
The Library Collections Emergency Team (LCET) coordinates and develops policy and documentation for disaster response that affect library collections. LCET is comprised of stakeholders from across CUL, representing library collections and collections stewards, Library Executive Group (LEG), Facilities, DCS, and others as appropriate.
Temporary Contextual Information
In response to recent water emergency events, issues were surfaced regarding how CUL effectively works together to communicate and respond to collections emergencies. The response to a water event at FAL last Spring was very effective and was able to be handled locally, but led to the creation and establishment of a rapid response structure that involves preferred vendor services, a PO for the preferred vendor, and the authority to make a call to said vendor in the event of a collections disaster of a qualifying size, e.g. number of effected items/collections as determined by Director of Digitization and Conservation Services (DCS).
The recent debriefing meeting about the Annex surfaced many issues that need to be documented, coordinated, and governed. The issues that were surfaced speak to the ongoing need for coordinated, scheduled review of existing documentation and the development of a community of practice, one responsible for awareness and communication on how to respond to a disaster of any size at CUL.
Goals
CUL collections stewards and stakeholders would have up-to-date operational information on how to respond in the event of an emergency, creating efficiencies and transparency as to the response process. This includes the following:
- Review and development of available documentation as to disaster response, including rapid response process
- Update documented roles and responsibilities in the event of an emergency
- Lines of communication
- Project/incident manager
- Clear channels of communication from LCET to related stakeholders
- Coordination of all unit disaster plans and information
- Regularly scheduled review of all CUL disaster plans
- Development of a 1-page document on response that can be posted anywhere
- Establish quarterly annual meetings to review existing documentation, assign updates and tasks for members as appropriate, review work done for group, and share any updates from facilities, including potential things to be aware of, e.g. construction projects that are upcoming or ongoing.
CUL collections stewards and stakeholders would have up to date operational information on how to respond in the event of an emergency, creating efficiencies and transparency as to the response process.
PROJECT DELIVERABLES AND MILESTONES (as approved by LEG) | ||
Name | Description | Approximate Date |
Discrete task, event, or product | A brief description of the task, event, or product, team member responsible (if known). | General date deliverable is expected (e.g., June 20XX) |
Establish central web presence for rapid response | CUL website, with emergency contacts listed; currently in Conservation’s open Confluence website, not indexed by Google and hard to find | September 2021 |
Review existing documentation | Review all existing disaster response documentation, including annual renewal of PO and preferred vendor status annually. | Ongoing |
Develop standard process for Library Annex Freezer | For emergencies and for non-emergency use; clarify roles and responsibilities, including any associated fees for use in non-emergency situations | Fall 2021 |
Review and discuss environment and storage conditions of materials across CUL | Environmental data, housing and storage of materials in stacks and at Annex | Ongoing, as needed |
Library communications of plan and plan updates | Establish annual communications schedule to CU-LIB and organize special events to build awareness across CUL | Fall 2021; when appropriate |
???? |
|
|
Cost Estimate, Responsibilities of Ownership and Funding
PROJECT ROLES
Describe the roles and responsibilities of everyone necessary to the success of the project. Include both members of the team as well as others who may consult on, approve, or support elements of the project (e.g., Assessment, Facilities, CUL-IT, CIT).
Role on Project | Designated Person or Team (if known) | Responsibilities/Effort |
Project/Committee Sponsor(s) | Ezra Delaney & Tamar Evangelstia-Dougherty
| Approve committee work, add information as relevant, represent LEG perspective and concerns |
Co-convener | Tre Berney | Coordinate work between meetings, including tasks as determined by LCET; coordinate ongoing review of library disaster plans, including updated or changing information |
Co-convener | Michele Hamill | Coordinate work between meetings, including tasks as determined by LCET; coordinate ongoing review of library disaster plans, including updated or changing information |
LCET Stakeholder | Andy Horbal | Represent Library Annex and performs tasks as needed/assigned |
LCET Stakeholder | Jon Ladley | Represent CUL Facilities and performs tasks as needed/assigned |
LCET Stakeholder | Anne Sauer | Represent RMC and performs tasks as needed/assigned |
LCET Stakeholder | Bonna Boettcher | Represent OKU and performs tasks as needed/assigned |
LCET Stakeholder | Kizer Walker | Represent CUL Collections and performs tasks as needed/assigned |
LCET Stakeholder | Adam Chandler | Represent LTS and performs tasks as needed/assigned |
LCET Stakeholder | Michael Cook | Represent Mann and performs tasks as needed/assigned |
LCET Stakeholder | Curtis Lyons | Represent ILR and Kheel and performs tasks as needed/assigned |