ࡱ> KMJ @ 3%bjbj)) ":KzKzM  8,$"2JJ"lR"T"T"T"T"T"T"$$RW&x"999x""9R"9R"" h^!> `L R""0" +'1+' ^!+'^! x"x"$ 2 (2 DATE: June 11, 2007 TO: Tanner Wray RUSA/STARS Chair Margaret Ellingson RUSA/STARS Vice-Chair FROM: Sarah McHone-Chase Chair, RUSA/STARS Task Force on Resource-Sharing Response to Natural Disasters RE: RUSA/STARS Task Force on Resource-Sharing Response to Natural Disasters Final Report Scope The charge of the RUSA STARS Task Force on Resource-Sharing Response to Natural Disasters is to make recommendations as to what are appropriate resource-sharing responses to libraries and library collections affected by natural or man-made disasters. Specifically, we seek to suggest suitable communication channels and processes to assist affected libraries. This document is meant to outline a library-to-library response, and recommendations made here are in terms of service, and not policy. Resource-sharing activities referred to in this document include such services as interlibrary loan, document delivery, consortial/remote circulation, access services, courier services, and other shared library services. Definition of Disaster A disaster is any circumstance that significantly damages a library and/or its collections and that interrupts the services of that library. It may involve flooding/water damage, fire/smoke damage, mold, tornado/hurricane/wind damage, earthquake damage, damage to the structure of a library, or factors such as war or terrorism. The nature of a disaster that may affect a library is difficult to predict in terms of the type of disaster and its damage, and also in terms of when it might strike. It is therefore difficult for libraries to effectively prepare for a disaster. Regardless of the disaster, as the library begins its recovery effort, resource sharing is an important avenue to ensure the continuity of service. Recommendations for Responding Libraries After a disaster has occurred at a library, responding libraries should wait to be contacted by the affected institution(s), or designee(s), so as to not add to the stress of the recovery effort. Once contacted, the responding library may be asked for assistance with resource-sharing equipment or service needs, including such actions as: Providing direct assistance in the rescue of damaged or potentially damaged materials; Providing needed rescue supplies for materials; Extending due dates for materials lent to the affected institution(s) or their patrons; Allowing more time for billing matters to be resolved; Sharing electronic and print collections/resources and allowing the affected librarys users access to these collections/resources (possibly without charge); Increasing and being more flexible in providing interlibrary loan and consortial circulation services; Bookmobile services; and Books by mail. Preparation before a Disaster Every library should already have an up-to-date disaster plan that at the very least includes current contact information for essential personnel, the identity and contact information for an assigned Recovery Coordinator, and the identity and contact information for an assigned Communications Manager. In terms of resource-sharing needs, libraries should lay out in their disaster planning documents what partnerships and agreements they have with other libraries. Resource-sharing agreements with consortial relations and expectations for consortia during a disaster should be explicitly defined. If such agreements do not already exist, libraries should consider forming them. Also, libraries should consider developing a formal relationship with a library or related institution in another region to possibly act as a back-up of important information and/or act as a conduit for communicating to other libraries after a disaster. Departments/divisions that participate in resource sharing should either write out their own disaster plan or ensure that their institutions disaster plans address resource sharing concerns within the larger document. Should a librarys collections become damaged or inaccessible, resource sharing can help ensure the continuity of library services that is essential during disaster recovery. The resource sharing disaster plan should address topics such as: where resource-sharing operations might relocate after a disaster; how requests would be received and processed; how materials will be delivered to users; what technology and equipment needs are; how staff might be redistributed to ensure efficient service; institutions to be contacted for assistance in providing essential services; institutions to be contacted to get the word out about the disaster; OCLC symbol and contact information for OCLC representative; and contact information for courier services. Proposed Channels of Communication Getting the word out about a disaster that has affected a library can be difficult: electricity may not be available, computer and phone lines may be inaccessible, and mail/delivery/courier routes may be disrupted, especially if a disaster affects multiple libraries within a region. In this latter case, consortial operations may be interrupted. It is very unlikely that using only one method of communicating to the resource-sharing community about a disaster will be effective. It is advisable for a library to employ several methods of communication to ensure that the word about a disaster reaches all institutions that would need to know. Examples of possible communication methods include: posting messages to resource sharing listservs, such as ILL-L, Circplus, stars-l, and others; telephone trees arranged with consortia and partner libraries; a toll-free number that could be created for the purposes of getting the disaster word out; the creation of wikis or other web pages; news releases; word-of-mouth. Resource-Sharing Information to be Communicated by Affected Libraries After a library is affected by a disaster, resource-sharing operations may have specific needs to be communicated to the library community. For example: new address information, if applicable; equipment needs (computers, fax machines, scanners, etc.); staff needs; dates for service to be suspended; service needs (such as due-date extensions, needs for storage space, formation of new/different courier routes, etc.). Conclusion Resource sharing is one of the most important components to disaster recovery. Responding libraries are encouraged to be receptive to the resource-sharing needs of disaster-affected institutions. Libraries are strongly urged to form resource-sharing agreements with other institutions and develop contingency plans before a disaster occurs at their institution. Departments that deal with resource-sharing concerns should ensure that their potential needs after a disaster are adequately addressed in a disaster plan. After a disaster, affected institutions should employ a variety of methods to get the word out about their disaster and their needs. RUSA/STARS Task Force on Resource-Sharing Response to Natural Disasters: Sarah McHone-Chase, Chair (2007), Thomas Delaney (Chair, 2006-2007), DeeDee Acosta, Susan Corzon, Mary Cahill, and Ken Carriveau.  Please see the American Libraries Association website Disaster Preparedness and Recovery for resources for writing an institutional disaster plan.  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