Emergency Plan Template
Disclaimer
The information in this document is based on the current understanding of the issues presented. It does not necessarily apply in all situations, nor do any represented activities ensure complete protection as described. Although reasonable efforts have been made to ensure that the information is accurate and up to date, the publisher, Canadian Conservation Institute (CCI), does not provide any guarantee with respect to this information, nor does it assume any liability for any loss, claim or demand arising directly or indirectly from any use of or reliance upon the information. CCI does not endorse or make any representations about any products, services or materials detailed in this document or on external websites referenced in this document; these products, services or materials are, therefore, used at your own risk.
Alternative format
- Download a fillable version of the Emergency Plan Template as a Word document (211 KB).
On this page
- Introduction
- Instructions
- Emergency response team
- Immediate response procedures
- All-hazards incident management procedures
- All-hazards procedures by type of incident
- Procedures for all incidents
- Procedures for when the media is involved
- Procedures for when the incident requires closure of the building
- Procedures for when the incident results in damage to collections and/or property
- Procedures for when the response takes longer than a few hours
- Procedures for when the building is inaccessible for hours or days
- Procedures for when the building remains inaccessible for weeks or months
- Procedures for when the building remains inaccessible during a community-wide emergency
- All-hazard procedures by role within the incident management team
- Response lead (two-person team)
- Response lead (three or five-person team)
- Logistics lead (three-person team)
- Logistics lead (five-person team)
- Facility lead (five-person team)
- Collections lead
- Collections assistant (five-person team)
- Director or CEO of the institution (if not a member of the incident management team)
- All-hazards procedures by type of incident
- Collections response strategies
- Emergency supplies and equipment
- Training plan
- Updating the emergency plan
- Appendices
- Appendix 1: Floor plans
- Appendix 2: Initial damage assessment – Building or property damage
- Appendix 3: Initial damage assessment – Health and safety hazards
- Appendix 4: Initial damage assessment – Overall collection damage
- Appendix 5: Initial damage assessment – Overall type and degree of collection damage
- Appendix 6: Salvage planning checklist
- Appendix 7: Salvage planning form
- Appendix 8: Salvage priorities list
- Appendix 9: Location tracking form
- Appendix 10: Salvage record form
Introduction
The Canadian Conservation Institute (CCI) created this template to make it easier for heritage institutions to prepare an emergency plan to protect their collections. The template indicates the type of information that any emergency plan should include and provides generic text that may suit the needs of many kinds of heritage institutions. The template is designed to be used with the Emergency Response Planning Manual and the associated worksheets.
If you are starting an emergency preparedness and response program from scratch, you may wish to adopt and customize this template. If you already have an emergency plan, you may find ways to improve it by comparing your plan to this template. A good emergency plan need not be identical to this template. Ultimately, your emergency plan should reflect the unique needs and circumstances of your institution.
Instructions
To use this template, download the Word document. The text below summarizes the content of the template but not its form. You may wish to use the entire template or copy sections into an existing emergency plan document. Add heading styles to the document so that you can easily create a table of contents. Insert a footer with page numbers, so that the document will function in print as well as electronic format. Add a title page that includes your institution’s name, a title and the date of the current version. Feel free to personalize the fonts and arrangement of the document to match other institutional documents.
Within the text of the template, further instructions are given in square brackets. Once you have completed each section, delete this text from your plan.
In this template, we use the word “object” to indicate collection objects of any kind. As you edit the template, you may wish to replace this word with terms that better fit your collection, such as “artifacts,” “artworks,” “archival records” or “natural history specimens.”
Emergency response team
This section of the Word template is composed of a series of tables to capture the names and contact information of anyone within the institution and in the community who could assist with response to emergencies. Roles and services that could be included are listed below and can be edited in the Word document as needed.
Incident management team
The members of the incident management team will lead the emergency response for the institution. They will be assisted by other staff, volunteers and advisors.
In the Word document table, record the names and phone numbers (work and cell) for each incident management team lead and alternate:
- Response lead
- Response alternate
- Logistics lead
- Logistics alternate
- Facilities lead
- Facilities alternate
- Collections lead
- Collections alternate
- Collections assistant
- Collections assistant alternate
Staff and volunteer call lists
These lists include people who are not on the incident management team but who could assist with response to emergencies as advisors or workers. When calling people after hours, find out how long it will take each person to arrive on the scene. Ask volunteers how much time they will be able to give to the response effort.
In the Word document tables, record the name and phone numbers for each person. For staff, include the job title and function or department, such as the following:
- Facilities
- Security
- Finance
- Human resources
- Curatorial
- Collections management
For volunteers, note any specific skills or constraints that might affect their ability to contribute. For external advisors, list their role or expertise.
Emergency contacts
In the Word document tables, record the name and phone numbers for each service or person.
First responders
Include first responders whose will respond to calls to 911:
- Police
- Fire services
- Ambulance
Utilities and building services
List the company, contact name and phone number for utilities and building services, such as the following:
- Power
- Water
- Gas
- Facilities maintenance
- Heating, ventilation and air-conditioning (HVAC)
- Security system
- Telecommunications
- Information technology
Emergency management organizations
Record the contact information for local and regional emergency management organizations, such as the following:
- The municipal emergency management office
- The provincial emergency management office
Insurance and risk management
List the company, contact name and phone number for insurance and risk management services, such as the following:
- Property insurance
- Collections insurance
Health and safety
List the company, contact name and phone number for health and safety services, such as the following:
- Occupational health
- Structural engineering
- Mould identification
- Air quality testing
- Hazardous waste management
Emergency recovery contacts
In the Word document tables, list the company, contact name and phone number for each service or person who could contribute to emergency recovery.
Conservators
Include the names and phone numbers for conservators from outside of your institution who have the expertise to treat the types of objects in your collection, such as the following:
- Conservators at the Canadian Conservation Institute: 1-866-998-3721 (24 hours)
- Paper conservators
- Paintings conservators
- Objects conservators
Building restoration
List the company, contact name and phone number for building restoration services.
Document and data recovery
List the company, contact name and phone number for companies that provide the following services:
- Document recovery
- Audio tape recovery
- Video tape recovery
- Motion picture film recovery
Trades
List the company, contact name and phone number for local tradespeople, such as the following:
- Electrician
- Elevator servicing
- HVAC engineer
- Locksmith
- Painter
- Plumber
Moving or transport services
List the company, contact name and phone number for moving or transport services, such as the following:
- Fine art transport
- Local movers
Off-site space (temporary workspace and storage)
List the company, contact name and phone number for companies that can provide off-site storage or workspace, such as the following:
- Sub-zero (freezer) storage
- Warehouse storage
- Office space
Immediate response procedures
In the Word document, edit the text of the procedures, delete those that are unnecessary and add additional ones as needed.
Evacuation – All staff and visitors
Proceed as follows upon hearing an alarm or evacuation order:
- Remain calm.
- Advise people nearby to evacuate using the nearest exit.
- Secure material that is confidential or vulnerable to theft or damage and switch off all non-essential equipment, if the threat is not imminent.
- Close doors and windows as you leave, if the threat is not imminent.
- Evacuate the area or building immediately. Keep moving.
- Assist anyone requiring help.
- Do not use elevators.
- Meet at [insert designated assembly area] well away from the building.
- Wait for further instructions.
Evacuation – Floor sweepers
Floor sweepers are the people responsible for checking all areas of a building to inform occupants that an evacuation is underway.
Proceed as follows upon hearing an alarm or evacuation order:
- Remain calm.
- Advise people nearby to evacuate using the nearest exit.
- Secure sensitive material and switch off all non-essential equipment, if the threat is not imminent.
- Sweep through designated spaces to ensure all people have evacuated.
- Close doors and windows as you leave, if the threat is not imminent.
- Assist anyone requiring help.
- Evacuate the area or building. Keep moving.
- Do not use elevators.
- Meet at [insert designated assembly area] well away from the building.
- Account for all persons.
- Communicate with first responders and relay information to personnel and visitors.
Shelter-in-place
Proceed as follows for a shelter-in-place:
- Initiate a shelter-in-place when it is unsafe to leave the building due to a hazard such as severe weather, chemical leak or civil disruption.
- Announce the shelter-in-place to staff and visitors: [indicate who is responsible and how this is done].
- Close windows and doors.
- Gather in an interior space away from windows that provides protection from the exterior hazard and that is free from interior hazards: [insert interior shelter locations].
- Seal off the building to protect it from outdoor air contaminants: turn off HVAC systems and seal the shelter’s doors or windows with damp towels or plastic sheeting and adhesive tape.
- Monitor for further updates from authorities: [indicate who is responsible].
- Remain in shelter-in-place mode until authorities indicate it is safe to come out.
- Announce the lifting of the shelter-in-place: [indicate who is responsible and how this is done].
Lockdown
Proceed as follows for a lockdown:
- Initiate a lockdown when there is a threat of violence.
- Announce the lockdown to staff and visitors: [indicate who is responsible and how this is done].
- Lock exterior doors if the threat is outside and if safe to do so: [indicate who is responsible].
- Seek shelter inside a room; lock the door and barricade it.
- Turn off the lights.
- Stay away from windows where you may be seen; close all windows and curtains, if possible.
- Lie flat on the floor or take cover out of sight.
- Silence cell phones or other devices that make noise and could draw an intruder’s attention.
- Keep calm and quiet.
- Wait for official notice to resume normal activities.
Extended closure
Proceed as follows in case of an extended closure:
- Initiate extended closure procedures when normal operations must be suspended for an indefinite period due to evacuation orders (hurricane, wildland fire), pandemic lockdown or equivalent.
- Make sure that all doors and windows are properly closed and locked.
- Check that the security alarm and fire protection systems are working properly.
- Move objects vulnerable to theft or damage from exhibition galleries or workspaces to collection storage or another secure location.
- Secure valuables, such as cash boxes and electronic equipment, and put away vital records.
- Turn off the lights or block daylight in collection spaces, except for security lighting, to limit the effects of light and ultraviolet (UV) radiation.
- Decrease the air exchange rate to minimize outside air and provide a more stable, less dusty environment in collection spaces.
- Drop the temperature set point a few degrees if this can be done without increasing the risk of mould to slow degradation rates, reduce pest activity and save on heating costs.
- Turn off and unplug non-essential electrical equipment or equipment that is prone to malfunction or leaks.
- Raise collections off the floor and cover them with plastic sheeting in areas prone to leaks.
- Drain plumbing if there is a risk of freezing.
- Remove food from gift shops, cafés and offices unless it is stored in reliable refrigeration or freezer units to curb rodents.
- Remove all food waste and garbage to outside receptacles.
- Replace sticky traps prior to closing and monitor them monthly, if possible.
- Keep drains from drying out by running or pouring water in them periodically to prevent sewer fly and cockroach infestations as well as to suppress sewer gas ingress.
- Review building maintenance tasks and ensure that essential projects are completed prior to closure.
- Conduct regular inspections inside and outside the building, if possible, to identify problems and initiate corrective action.
- Maintain walkways and landscaping to demonstrate that the building is being monitored.
Fire
Proceed as follows if you find a fire:
- Extinguish the fire only if safe to do so, or if it is necessary to clear a path to your exit.
- Activate the nearest fire alarm.
- Evacuate the building. Do not use elevators.
- Close doors and windows as you leave if the threat is not imminent.
- Call 911 and/or security and state:
- the nature of the fire
- its location
- your name
- if a museum collection is in jeopardy
Power failure or shutdown
Proceed as follows in case of power failure or shutdown:
- Turn off all non-essential equipment.
- Open any blinds or curtains to increase available light.
- Cover any objects vulnerable to sudden environmental changes.
- Proceed to an area with emergency lighting.
- Wait for further instructions.
- Evacuate the building if instructed to do so.
Water leak
Proceed as follows if you find a water leak:
- Do not enter the area in presence of live wires or wet power outlets.
- Alert the facility lead or maintenance staff and ask for assistance.
- Locate the source of the water leak if this can be done safely and easily.
- Cut off the water if it is safe to do so.
- Contain the leak with buckets or absorbent materials.
- Move adjacent objects to a safe area, if necessary.
- Protect the objects that cannot be moved with polyethylene sheeting, if necessary.
- Remove accumulated water and wet materials to reduce the relative humidity (RH) level.
Flood
Proceed as follows if there is a flood watch:
- Monitor the situation by following the news for updates.
- Prepare to evacuate if directed to do so by local emergency authorities.
Proceed as follows if major flooding is likely:
- Move collections to higher ground or evacuate them to a safe building (time permitting).
- Disconnect all non-essential electrical equipment.
- Block water entry with sandbags.
Earthquake
Proceed as follows if there is an earthquake:
- Stay indoors. Do not run outside.
- Take cover under any solid furniture or supported archway or crouch down against an inside wall.
- Avoid exterior doorways, windows, glass partitions, mirrors, bookcases, tall furniture and light fixtures.
- Protect the back of your neck, head and face.
- Lock wheelchair wheels, if in a wheelchair.
Severe weather
Proceed as follows if a weather watch is issued:
- Monitor the situation by following the news for updates.
Proceed as follows if a weather warning (severe storm, hurricane, tornado) is issued:
- Advise others by broadcasting an alert and/or notifying those nearby.
If severe winds are imminent, initiate a shelter-in-place:
- Take cover in an inner room or hallway or under a sturdy piece of furniture.
- Avoid windows. Close blinds and drapes.
- Protect your head and neck with your arms.
Hurricane
Proceed as follows if a hurricane warning is issued:
- Monitor the situation by following the news for updates.
- Prepare to evacuate upon direction of the local authorities.
- Board up windows or protect them with storm shutters.
- Secure outdoor objects and non-collection items.
- Move collections away from the windows or from locations vulnerable to flooding.
- Evacuate when advised to do so, following routes specified by officials.
- Do not return to the building until permitted to do so by authorities.
Wildland fire
Proceed as follows if a wildland fire warning is issued:
- Monitor the situation by following the news for updates.
- Prepare to evacuate upon direction of the local authorities.
- Move vital records and high priority objects if time permits and safe to do so.
- Lock storage spaces and filing cabinets.
- Close and lock windows and doors.
- Remove combustible materials from around the building.
- Turn off exterior air intake and gas.
- Turn on interior and exterior lights.
- Hose down external walls beginning with the side facing the fire, if safe to do so, or activate exterior sprinklers.
- Evacuate when advised to do so, following routes specified by officials.
- Do not return to the building until permitted to do so by authorities.
Criminal acts
Proceed as follows in case of criminal acts:
- Do not attempt to apprehend an intruder or perpetrator.
- Report the threat immediately to [insert contact name].
- Call 911 if appropriate.
- Do not touch anything.
- Record details in an incident report form.
Serious injury or illness
Proceed as follows in case of serious injury or illness:
- Call security or 911 and state:
- the nature of the incident (age, condition of patient)
- its location (building, floor, room number)
- your name
- Keep the patient in place if safe, and create a private, quiet space.
- Remain with the patient until help arrives.
- Perform first aid, if qualified or summon a trained first aider.
- Inform responders, upon arrival, of the details of the incident.
- Record the details in an accident report form.
All-hazards incident management procedures
All-hazards procedures by type of incident
In the tables in this section of the Word template, indicate the role name of the team member or members responsible for each all-hazard procedure listed. Edit, add or delete procedures as necessary.
Procedures for all incidents
- Be informed of the incident.
- Call 911 when lives are at risk.
- Evacuate the building, if necessary.
- Tell incident management team members to meet at a designated assembly point.
- Liaise with first responders, when necessary.
- Secure access to the affected area if not done by first responders.
- Manage recovery finances.
- Document the overall incident.
- Prepare an incident report.
- Meet after the incident to discuss the response and recommend improvements to the emergency plan or other procedures.
- Update the emergency plan, when necessary.
Procedures for when the media is involved
- Decide whether to contact the media.
- Respond to the media, when necessary.
Procedures for when the incident requires closure of the building
- Inform visitors and staff of the closure of the building.
- Contract qualified personnel to determine when the building is safe to enter.
Procedures for when the incident results in damage to collections and/or property
- Contact the insurance company.
- Procure the necessary personal protective equipment (PPE).
- Assess and document the extent and nature of damage or loss to collections.
- Direct actions to limit further collection damage.
- Assess and document the extent and nature of damage to the building and/or site.
- Direct actions to limit damage to property.
- Order necessary supplies and equipment.
- Stabilize the building environment.
- Manage the salvage and recovery of affected collections.
- Track the movement of collections, when necessary.
- Manage the repair of property.
- Work with the insurance adjuster.
Procedures for when the response takes longer than a few hours
- Meet [insert how often] to review progress.
- Assemble and manage work crews.
- Provide food and refreshments for crews.
Procedures for when the building is inaccessible for hours or days
- Establish an off-site command post.
- Create a plan for collections salvage and recovery to be carried out when the building becomes accessible again.
- Assemble PPE to be used when the building becomes accessible again.
- Assemble the necessary equipment and supplies to be used when the building becomes accessible again.
Procedures for when the building remains inaccessible for weeks or months
- Establish alternate workspaces.
- Find alternate temporary storage for collections.
Procedures for when the building remains inaccessible during a community-wide emergency
- Liaise with emergency measures officials and monitor the community emergency response for the institution.
- Establish a communications network to keep all staff informed of the status of the institution and to remain informed of the personal impact of the emergency on staff.
- Schedule periodic incident management team meetings to develop institutional response strategies to be implemented when the building becomes accessible again.
- Source supplies and equipment, and establish a depot outside of the community, if necessary.
All-hazard procedures by role within the incident management team
In the Word document, delete unnecessary roles. Edit procedures to match those in the tables by type of incident as described above. Edit role names, if necessary.
Response lead (two-person team)
Proceed as follows for all incidents:
- Be informed of the incident.
- Call 911 when lives are at risk.
- Manage building evacuation, if necessary.
- Tell incident management team members to meet at a designated assembly point.
- Liaise with first responders.
- Secure access to the affected area if not done by first responders.
- Inform visitors and staff of the closure of the building, if necessary.
- Decide whether to contact the media and respond to them, when necessary.
- Meet with the incident management team regularly to review progress.
- Manage recovery finances.
- [List specific emergency hiring and procurement protocol.]
- Document the incident.
- Prepare an incident report.
- Meet with the incident management team after the incident to discuss the response and recommend improvements to the emergency plan.
- Update the emergency plan.
Proceed as follows for community-wide emergencies:
- Liaise with emergency measures officials and monitor the community emergency response for the institution.
- Establish a communications network to keep all staff informed of the status of the institution and to remain informed of the personal impact of the emergency on staff.
- Schedule periodic incident management team meetings to develop institutional response strategies before the building becomes accessible again.
Proceed as follows when collections and/or property are damaged:
- Establish an off-site command post, if necessary.
- Contract qualified personnel to determine when the building is safe to enter, when necessary.
- Contact the insurance company.
- Procure the necessary PPE.
- Assess and document the extent and nature of damage or loss to collections with the collections lead.
- Assess and document the extent and nature of damage to the building and/or site.
- Direct actions to limit damage to property.
- Order necessary supplies and equipment.
- Stabilize the building environment.
- Manage the repair of property.
- Work with the insurance adjuster.
- Assemble and manage work crews.
- Provide food and refreshments for crews if the response takes longer than a few hours.
- Establish alternate workspaces, if necessary.
- Source supplies and equipment and establish a depot outside of the community, if necessary
- Find alternate temporary storage for collections, if necessary.
Response lead (three or five-person team)
Proceed as follows for all incidents:
- Be informed of the incident.
- Call 911 when lives are at risk.
- Tell incident management team members to meet at a designated assembly point.
- Liaise with first responders.
- Inform visitors and staff of the closure of the building, if necessary.
- Decide whether to contact the media and respond them, when necessary.
- Meet with the incident management team regularly to review progress.
- Meet with the incident management team after the incident to discuss the response and recommend improvements to the emergency plan.
Proceed as follows for community-wide emergencies:
- Liaise with emergency officials and monitor the community emergency response for the institution.
- Establish a communications network to keep all staff informed of the status of the institution and to remain informed of the personal impact of the emergency on staff.
- Schedule periodic incident management team meetings to develop institutional response strategies to be implemented when the building becomes accessible again.
Proceed as follows when collections and/or property are damaged:
- Establish an off-site command post, if necessary.
- Assess the extent and nature of damage or loss to collections with the collections lead.
- Assemble and manage work crews.
Logistics lead (three-person team)
Proceed as follows for all incidents:
- Manage building evacuation, if necessary.
- Secure access to the affected area if not done by first responders.
- Meet with the incident management team regularly to review progress.
- Manage recovery finances.
- [List any specific emergency hiring and procurement protocol.]
- Document the incident.
- Prepare an incident report.
- Meet with the incident management team after the incident to discuss the response and recommend improvements to the emergency plan.
- Update the emergency plan.
Proceed as follows when property is damaged:
- Contract qualified personnel to determine when the building is safe to enter, when necessary.
- Contact the insurance company.
- Procure the necessary PPE.
- Assess and document the extent and nature of damage to the building and/or site.
- Direct actions to limit damage to property.
- Order necessary supplies and equipment.
- Stabilize the building environment.
- Manage the repair of property.
- Work with insurance adjuster.
- Provide food and refreshments for crews if the response takes longer than a few hours.
- Establish alternate workspaces, if necessary.
- Source supplies and equipment, and establish a depot outside of the community, if necessary
- Find alternate temporary storage for collections, if necessary.
Logistics lead (five-person team)
Proceed as follows for all incidents:
- Meet with the incident management team regularly to review progress.
- Manage recovery finances.
- [List any specific emergency hiring and procurement protocol.]
- Document the incident.
- Prepare an incident report.
- Meet with the incident management team after the incident to discuss the response and recommend improvements to the emergency plan.
- Update the emergency plan.
Proceed as follows when the incident causes damage to property:
- Contact the insurance company.
- Procure the necessary PPE.
- Order necessary supplies and equipment.
- Work with the insurance adjuster.
- Provide food and refreshments for crews, if the response takes longer than a few hours.
- Establish alternate workspaces, if necessary.
- Find alternate temporary storage for collections, if necessary.
Proceed as follows for community-wide emergencies:
- Establish a supplies depot outside of the community, if necessary.
Facility lead (five-person team)
Proceed as follows for all incidents:
- Manage building evacuation, if necessary.
- Secure access to the affected area if not done by first responders.
- Meet with the incident management team regularly to review progress.
- Meet with the incident management team after the incident to discuss the response and recommend improvements to the emergency plan.
Proceed as follows when property is damaged:
- Contract qualified personnel to determine when the building is safe to enter, when necessary.
- Assess and document the extent and nature of damage to the building and/or site.
- Direct actions to limit damage to property.
- Stabilize the building environment.
- Manage the repair of property.
Collections lead
Proceed as follows for all incidents:
- Meet with the incident management team regularly to review progress.
- Meet with the incident management team after the incident to discuss the response and recommend improvements to the emergency plan.
Proceed as follows when collections are damaged:
- Assess and document the extent and nature of damage or loss to collections with the response lead.
- Direct actions to limit further damage to the collection.
- Plan for collections salvage and recovery in advance when the building remains inaccessible.
- Manage the salvage and recovery of affected collections.
- Track the movement of collections.
Collections assistant (five-person team)
Proceed as follows for all incidents:
- Meet with the incident management team regularly to review progress.
- Meet with the incident management team after the incident to discuss the response and recommend improvements to the emergency plan.
Proceed as follows when collections are damaged:
- Assist with limiting further collection damage.
- Assist with planning for collections salvage and recovery in advance when the building remains inaccessible.
- Assist with the salvage and recovery of affected collections.
- Track the movement of collections.
Director or CEO of the institution (if not a member of the incident management team)
- Declare an emergency with the response lead.
- Make major decisions at all stages of an emergency, from response to recovery, in consultation with the incident management team and with senior management.
- Authorize major emergency expenses and activate mutual aid agreements.
- Remain in communication with the response lead.
- Receive updated reports from the response lead.
- Communicate or liaise with the board of trustees.
- Manage normal business resumption.
Collections response strategies
This section of the template includes text for general strategies related to collections response. The text in the Word document can be used as is, edited, if needed, or replaced with information from another model. Edit role names, if necessary.
The following procedures are to be used as guidelines for responding to an emergency when collections are directly affected. The collections lead will manage all collections evacuation, salvage and recovery efforts. Other collections and conservation experts will be consulted as required.
Collections evacuation, salvage and recovery will be conducted in a manner that does not put the health and safety of any persons at risk. Appropriate PPE will be provided.
Re-entry check
Proceed as follows when the emergency has required evacuation and may have resulted in building damage:
- Check that all who were in the building are accounted for.
- Ensure that you have permission to re-enter from the responsible authorities.
- Confirm that utilities are safe to use or have been turned off.
- Determine whether there is standing water present in the building.
- Determine whether any passages are blocked or obstructed.
- Make sure you have a buddy (never enter alone).
- Use the appropriate PPE.
- Establish a means of communication.
- Gather tools for quick documentation (paper or form, pencil, camera, extra batteries).
- Understand that the objective is to document the extent and nature of damage, not to initiate salvage.
Initial damage assessment
When an emergency is likely to affect collections, damage will be assessed prior to developing a salvage plan. When the area is safe to enter, overall damage to the collection will be assessed initially by the response lead and the collections lead.
- Document the nature of the emergency.
- Define the area directly affected and at risk of further damage.
- Determine the degree of access.
- Document overall damage to the building and display and storage fittings.
- Assess the environment in affected spaces (RH, temperature, ventilation, exposure).
- Determine the types of collection damage.
- Determine the extent of collection damage.
- Estimate the number and types of objects affected.
Damage will be documented using:
- notes; use the initial damage assessment forms (Appendices 2 to 5) [insert the title of an alternate form, if necessary].
- photographs
- annotated maps; use Appendix 1: Floor plans.
Preparation for salvage
Once the overall stabilization needs of the collections are understood, the collections lead will manage the planning and implementation of collections salvage:
- Direct actions to limit further damage to the collections immediately, if necessary.
- Determine which salvage procedures are needed for collections stabilization (consult Appendix 6: Salvage planning checklist for a high-level salvage actions planning checklist).
- Draft a salvage action plan, accounting for salvage priorities; use Appendix 7: Salvage planning form.
- Set up temporary work and storage spaces that that support the required salvage procedures and meet the following minimum criteria:
- [List the criteria used to choose locations for collections salvage and recovery.]
- Select off-site spaces, if necessary, choosing from those listed under “Emergency recovery contacts,” if possible.
- Assemble necessary supplies and equipment, including PPE.
- Assign team leaders to supervise distinct work sites.
- Decide who will be responsible for salvage documentation and what methods they will use.
- Establish clear reporting relationships and communication procedures for salvage teams.
- Train salvage workers.
- Coordinate salvage activities within the overall response through the incident management team.
Initial planning may begin before the initial damage assessment if the building remains inaccessible.
Salvage procedures
Triage
The goal of an emergency collections salvage plan is to preserve as much collection value as possible. When more than a few objects are affected, salvage actions will be organized to give precedence to those of higher value.
Proceed as follows when it is possible to move objects safely to prevent damage:
- Evacuate priority objects to a safe location in or away from the building.
Proceed as follows when an emergency affects many objects of both high and average value, and all objects are equally accessible:
- Stabilize or evacuate priority objects from affected areas first.
- Assess the condition of priority objects, even if they are outside the affected area.
- Separate objects by type and degree of damage; isolate mouldy objects.
Proceed as follows when the incident obstructs access to objects:
- Plan salvage to account for both object value and vulnerability to further damage if treatment is delayed.
- Deal with objects that are essentially stable later.
- Designate objects that are not salvageable for deaccessioning and disposal.
Proceed as follows when an emergency threatens the preservation of vital institutional records:
- Salvage vital records (collection, research and institutional records) that are not duplicated and stored off site.
Consult Appendix 8: Salvage priorities list for the current list of priority objects and collections.
Protecting collections
Proceed as follows when an emergency puts collections at risk of further damage:
- Contain or block the hazard.
- Protect unaffected collections at risk:
- Cover unaffected collections in need of protection.
- Protect objects in situ, when necessary.
- Move objects to a safe location.
- Raise objects off the floor.
- Stabilize the environment in collection spaces:
- Monitor RH and temperature.
- Remove standing water and wet materials.
- Lower the RH if higher than 65% using conventional or low-grain refrigerant dehumidifiers.
- Bring temperature back to normal levels.
- Adjust ventilation to limit the effects of the emergency:
- Increase air flow in wet or damp spaces to speed drying; open doors and windows, install fans or air movers, increase the air exchange rate.
- Isolate spaces affected by smoke: close HVAC dampers and interior doors to block the spread of smoke, and open exterior doors or windows to ventilate affected spaces.
- Isolate spaces affected by mould.
- Use air filtration to reduce high levels of particulates (smoke, dust).
- Close air intakes, doors and windows in the event of power outage to slow changes in the interior environment.
- Provide back-up power.
Documenting collections
During salvage and recovery, document the condition, treatment and movement of collections as follows:
- Document all movement of collections; use Appendix 9: Location tracking form [insert title of alternate form, if applicable].
- Document object condition and stabilization treatment; use Appendix 10: Salvage record form [insert title of alternate form, if applicable].
- Photodocument objects as they are salvaged.
- Number objects and label boxes, as necessary.
Moving collections
Proceed as follows when advance notice is given for an emergency such as a [select those that are appropriate: hurricane, overland flood or wildland fire]:
- Evacuate objects from their normal location, when necessary to prevent damage.
- Move objects to a safer location within the same room or building when possible.
- Move objects to an off-site location, when necessary.
- Select temporary storage locations that meet the minimum criteria listed under “Preparation for salvage.”
- Document the movement of objects; use Appendix 9: Location tracking form when possible.
Proceed as follows when collections need to be moved:
- Move objects only when necessary to prevent further damage or for salvage treatment.
- Move objects to other secure spaces that are under the institution’s control within the same building, whenever possible.
- Only [select who, add others, if necessary] staff, trained staff, trained professionals, first responders, institutional volunteers and community volunteers will move objects.
- Use techniques that provide support and that are appropriate for the objects and their condition.
- Keep labels and annotated storage enclosures with objects.
- Move objects with their storage supports or enclosures when these are in good condition and provide adequate support.
- Discard storage materials that are in poor condition before moving objects.
- Document the movement of objects; use Appendix 9: Location tracking form when possible.
Proceed as follows when objects are moved out of an affected building:
- Move objects to other secure spaces within a building that is part of the institution, whenever possible.
- Select third party space(s), when necessary, that meet the minimum criteria listed under “Preparation for salvage.”
- Select off-site spaces listed under “Emergency recovery contacts,” if possible
- Document the movement of objects; use Appendix 9: Location tracking form when possible.
Any movement of collections will meet the following requirements of our insurance policy:
- [List policy restrictions].
Packing collections
Proceed as follows when collections must be moved out of the building:
- Move objects in their storage boxes or containers when these are in good condition and still provide adequate support.
- Pack objects carefully using appropriate containers or supports to prevent further damage.
- Choose methods that minimize further loss and facilitate recovery.
- Sort objects by degree of damage and treatment needs.
- Interleave or separate contents, if necessary.
- Clearly label boxes and containers to facilitate later retrieval and to distinguish packed objects from non-collection items and garbage.
Buying time
Proceed as follows when objects or records damaged by water cannot be safely stabilized due to their number, their material properties or a lack of space:
- Pack or wrap and freeze objects that are not damaged by freezing as soon as possible.
- Freeze objects that cannot be safely air dried.
- Freeze objects that that could be air dried and are not damaged by freezing as soon as possible if they number more than [enter 200 or provide the highest number of objects that can be safely dried within 48 to 72 hours].
- Freeze mouldy objects to permit safe cleaning later.
- Do not freeze [edit the list to include only those in your collection] daguerreotypes, tintypes, wet plate collodion glass negatives, ambrotypes, pannotypes, gilded or illuminated manuscripts, paintings, painted textiles, beadwork, bone, ivory, antler, horn, shell, ceramics, glass, stone and paleontological specimens.
- Rinse or clean wet, soiled objects before freezing, if appropriate and feasible.
- Keep already saturated objects wet in clean, cold water for no more than 48 hours in total before they are dried, or packed and frozen, if safe to do so.
- Keeping objects wet is suitable for [edit to include only those in your collection] many photographic materials, audio and video tapes, motion picture film, optical discs, magnetic disks and coated paper.
Salvage cleaning of collections
Proceed as follows when objects or records are soiled by dirty or muddy water or by soot:
- Consult a conservator before cleaning.
- If possible, delay cleaning until after all objects have been stabilized, so that treatments can be better managed and, if possible, done by conservators.
- Avoid cleaning objects that could be easily damaged.
- Rinse or clean with water only objects that are saturated and that have stable surfaces.
- Work close to the salvage site when feasible, to limit contamination of other areas.
- Use effective techniques that cause no further damage.
Salvage drying of wet collections
Proceed as follows when objects or records are damaged by water:
- Consult a conservator before drying objects that are highly vulnerable to damage by water.
- Rinse or clean wet, soiled objects before drying, if appropriate and feasible.
- Remove excess water by draining objects or their enclosures, and by blotting wet, stable surfaces with clean absorbent paper, cloths or sponges.
- Use effective drying techniques that cause no further damage.
- Air-dry objects immediately if they are damaged by water or cannot be frozen. Adjust the speed of drying to prevent additional damage.
- Use vacuum freeze-drying if objects number more than [enter 200 or provide the highest number of objects that can be safely dried within 48 to 72 hours] for [edit list to include only those in your collection] paper, coated paper, parchment, vellum, books and certain photographic records (silver gelatin negatives and prints, dry glass plate negatives, colour prints, negatives and slides).
- Do not vacuum freeze-dry [edit list to include only those in your collection] paintings, audiovisual media, wet collodion glass plate negatives and any material that should not be frozen.
Conservation treatment of objects
Proceed as follows when stabilized objects or records may not be ready for use or exhibition:
- Schedule conservation treatments, when feasible and necessary.
- Consider immediate treatment if more effective and if funds are available.
Rehousing collections
Proceed as follows when storage or display supports and enclosures are damaged:
- Examine for possible damage all supports and enclosures, including storage boxes, folders, sleeves and other enclosures, encapsulation materials, storage and display mounts, frames, storage shelving, cabinets, racks and display cases.
- Clean, repair or discard damaged storage or display supports and enclosures as soon as it is safe to do so.
- Replace them immediately with equivalent products, if possible.
- Provide temporary enclosures or support using safe products, if necessary.
Temporary storage of collections
Proceed as follows when evacuated or stabilized objects cannot be returned to their previous storage or display location for some time:
- Choose space for temporary storage that meets the minimum criteria listed under “Preparation for salvage.”
- Outfit temporary storage space with safe collections storage fittings that can be reused in permanent storage later, if possible.
- Return objects to permanent storage as soon as possible.
Deaccessioning severely damaged objects
Proceed as follows when objects or records are so severely damaged that they are not salvageable:
- Consult with conservators on treatment possibilities before any decision to deaccession objects.
- Discuss options with insurance company representatives.
- When fewer than [enter the maximum number of objects that can be stored safely during salvage and recovery] objects are damaged beyond saving, stabilize or isolate the objects, then document and deaccession them following normal protocol as described in the policy on deaccessioning.
- When more than [enter the minimum number of objects that makes short-term storage infeasible] objects are damaged beyond saving or when space to store such objects is not available, photograph the objects and dispose of them immediately in a controlled manner. Deaccessioning will follow disposal, as described in the policy on deaccessioning.
- When loss is total, follow normal deaccessioning protocol as described in the policy on deaccessioning.
Emergency supplies and equipment
This section of the Word template is composed of a series of tables that list supplies and equipment that are very useful when responding to emergencies. In the Word document, edit details or insert additional items as needed. For each item, identify at least one vendor category and add contact information to the “Emergency supplies and equipment suppliers” table that follows the supplies and equipment tables. For items that will be kept on hand, record the location where supplies and equipment are stored under “Stock location” in the Word document tables.
Health and safety
Clothing and personal protective equipment
The table on clothing and PPE includes the following items and suppliers:
- Disposable coveralls
- Industrial supplies distributors
- Workwear suppliers
- Disposable gloves (rubber, latex or nitrile)
- Industrial supplies distributors
- Lab or medical equipment suppliers
- N95/100 disposable particulate respirators
- Hardware stores
- Safety shoes or boots
- Industrial supplies distributors
- Workwear suppliers
First aid
The table on first aid includes the following items and suppliers:
- First aid kit
- Pharmacies
- Sanitizer or alcohol hand wipes
- Pharmacies
Project management
Communication
The table on communication includes the following items and suppliers:
- Battery-operated radio with extra batteries
- Electronics stores
- Hardware stores
- Cellular phones
- Electronics stores
Security and access control
The table on security and access control includes the following items and suppliers:
- Caution tape
- Building materials suppliers
- Hardware stores
- Door wedges
- Hardware stores
- Industrial supplies distributors
Workspace
The table on workspace includes the following items and suppliers:
- Folding tables
- Hardware stores
- Industrial supplies distributors
- Plastic tarp
- Building materials suppliers
- Hardware stores
- Shipping container
- Storage or moving companies
Protection and restoration of the building
Climate control and monitoring
The table on climate control and monitoring includes the following items and suppliers:
- Air movers
- Disaster remediation companies
- Data-loggers
- Archival materials suppliers
- Lab or medical equipment suppliers
- Portable dehumidifiers and humidifiers
- Disaster remediation companies
- Hardware stores
- Portable fans (table, floor)
- Building materials suppliers
- Hardware stores
Hazard protection
The table on hazard protection includes the following items and suppliers:
- Absorbent pads, pillows, socks
- Disaster remediation companies
- Industrial supplies distributors
- Polyethylene sheeting
- Building materials suppliers
- Hardware stores
Remediation
The table on remediation includes the following list of items and suppliers:
- Brooms, mops or squeegees
- Hardware stores
- Buckets
- Hardware stores
- Dumpster
- Specialty product suppliers
- Extension cords (grounded)
- Building materials suppliers
- Office supply stores
- Flashlights (waterproof, spark-proof)
- Hardware stores
- Garbage bins and bags
- Hardware stores
- Industrial wet-dry vacuum cleaner
- Building materials suppliers
- Industrial supplies distributors
- Ladders
- Building materials suppliers
- Soot or chemical sponges
- Conservation materials suppliers
- Disaster remediation companies
- Sump pumps
- Building materials suppliers
- Toolbox
- Building materials suppliers
- Hardware stores
- Wipes (rags, sponges, etc.)
- Building materials suppliers
- Industrial supplies distributors
Collections salvage and recovery
Protecting collections during salvage
The table on protecting collections includes the following items and suppliers:
- Absorbent pads, pillows, socks
- Disaster remediation companies
- Industrial supplies distributors
- Polyethylene sheeting
- Building materials suppliers
- Hardware stores
Documenting collections during salvage
The table on documenting collections includes the following items and suppliers:
- Camera (cell phone) and accessories
- Electronics stores
- Clipboards
- Office supply stores
- Collection database
- Specialty product suppliers
- Felt-tip, waterproof markers
- Office supply stores
- Laptop or computer
- Electronics stores
- Paper pads
- Office supply stores
- Paper tags with string
- Industrial supplies distributors
- Office supply stores
- Pens, pencils
- Office supply stores
Maintain an up-to-date inventory of the collection to support documentation when responding to emergencies that affect collections.
Packing and moving collections during salvage
The table on packing and moving collections includes the following items and suppliers:
- Archival storage boxes
- Archival materials suppliers
- Bubble wrap
- Industrial supplies distributors
- Office supply stores
- Cardboard boxes
- Moving supply stores
- Office supply stores
- Garbage bags
- Grocery stores
- Hardware stores
- Packing tape
- Hardware stores
- Office supply stores
- Padded or interlocking dollies
- Industrial supplies distributors
- Plastic storage bins and totes
- Hardware stores
- Polyethylene sheeting
- Building materials suppliers
- Hardware stores
- Resealable plastic bags
- Grocery stores
- Hardware stores
- Truck, van or car
- Vehicle rental agencies
- Tuck or sheathing tape
- Building materials suppliers
- Unprinted newsprint
- Art supply stores
- Office supply stores
- Utility cart
- Industrial supplies distributors
- Utility knives and extra blades
- Building materials suppliers
- Hardware stores
Buying time during salvage
The table on buying time includes the following items and suppliers:
- Chest or upright freezer
- Household goods stores
- Freezer truck
- Disaster remediation companies
- Specialty product suppliers
Salvage cleaning
The table on salvage cleaning includes the following items and suppliers:
- Corrugated plastic sheets
- Specialty product suppliers
- Garden pump sprayers
- Hardware stores
- Household sponges
- Hardware stores
- Paintbrushes
- Building materials suppliers
- Hardware stores
- Plastic storage bins and totes
- Hardware stores
- Soot or chemical sponges
- Conservation materials suppliers
- Disaster remediation companies
- Vacuum cleaner with high efficiency particulate air (HEPA) filters
- Specialty product suppliers
Salvage drying
The table on salvage drying includes the following items and suppliers:
- Blotting paper
- Archival materials suppliers
- Art supply stores
- Cleanroom wipes (for example, TEK Wipe, Texwipe)
- Industrial supplies distributors
- Lab or medical equipment suppliers
- Fans (table, floor)
- Hardware stores
- Disaster remediation companies
- Microfiber towels
- Hardware stores
- Polyethylene sheeting
- Building materials suppliers
- Hardware stores
- Scissors
- Office supply stores
- Straightedge
- Office supply stores
- Utility knives and extra blades
- Building materials suppliers
- Hardware stores
- Vacuum freeze dryer
- Disaster remediation companies
- Specialty product suppliers
Suppliers of emergency supplies and equipment
In the “List of suppliers” table in the Word template, record the names of one or more companies, their phone number and website address, and any useful notes on specific supplies and equipment sold or useful ordering details for each supplier category, including:
- Archival materials suppliers
- Art supply stores
- Building materials suppliers
- Conservation materials suppliers
- Disaster remediation companies
- Electronics stores
- Fabric stores
- Grocery stores
- Hardware stores
- Household goods stores
- Industrial supplies distributors
- Lab or medical equipment suppliers
- Moving supply stores
- Office supply stores
- Outdoor gear suppliers
- Pharmacies
- Photographic equipment suppliers
- Specialty product suppliers
- Storage or moving companies
- Workwear suppliers
Stocked supplies and equipment
Emergency supplies kit
In the Word template, create a list of items from the emergency supplies and equipment tables above that are stocked on site in emergency kits. Indicate the location of the kit and the amount or number of each item stocked in the kit. Use the last column in the table for annual inventory checks.
General supplies and equipment
In the Word template, create a list of items from the emergency supplies and equipment tables above that you have or will stock on site by storage location. Indicate the amount or number stocked. Use the last column in the table for annual inventory checks.
Training plan
In the Word template, insert a short paragraph indicating the type and frequency of training that will be provided to the incident management team and to other staff and volunteers who could assist with response to emergencies.
Updating the emergency plan
In the Word template, insert a short paragraph indicating how often the emergency plan will be updated, by what date, by whom and who approves the revision. Also state that the plan will be reviewed and updated after any major emergencies.
Appendices
Appendix 1: Floor plans
Insert your institution’s floor plans here in the Word template. Indicate the location of evacuation routes, “sweeper” zones, meeting points, utility shut-offs, fire alarm pulls, extinguishers and first aid kits on the plans.
Appendix 2: Initial damage assessment – Building or property damage
Four tables are provided in the Word template to be used as checklists for documenting the severity of damage or hazards, whether imminent, minor or major during an initial damage assessment. Modify each table as needed or insert an alternate form. At the top of each form, you would record the nature of the emergency, the building in which it occurs, the location within the building, the date and time this information was recorded and the initials of the person filling it out.
The first checklist is for documenting property damage, including the following:
- Dripping or pouring water
- Deep, standing water
- Wet floors
- Muddy floors
- Plumbing or mechanical issue
- Damp or high humidity
- No power
- No heating or cooling
- Compromised security
- Roof damage
- Broken windows
- Exposure to elements
- Objects on floor
- Objects under rubble
- Damage to display cases
- Damage to storage units
- Collapse of ceilings or building fixtures
- Structural collapse
- Limited access
- Smoke odour
- Soot
- Charred or burnt objects
Appendix 3: Initial damage assessment – Health and safety hazards
The second checklist is for documenting health and safety hazards, including the following:
- Slippery floors
- Poor visibility
- Breakage or debris
- Overhead risks
- Contaminated water or sewage
- Mould
- Soot
- Dust
- Asbestos
- Lead
- Mercury
- Chemicals, chemical spill
- Polychlorinated biphenyls (PCBs)
- Radioactive materials
- Ammunition or explosives
- Compressed gases
- Hydrocarbon contamination
- Batteries
- Gas-powered equipment
- Extreme cold, hot, humidity
- Excessive noise
- Pests
Appendix 4: Initial damage assessment – Overall collection damage
The third checklist is for documenting overall collection damage. In addition to severity, the form captures the collection categories affected and whether salvage priorities are affected for the following types of damage:
- Damp objects
- Partly wet objects
- Soaking wet or immersed objects
- Stains
- Muddy or soiled objects
- Tide lines
- Mould
- Corrosion or flash rusting
- Delamination
- Lifting or flaking paint
- Breakage
- Structural damage
- Objects on floor
- Objects under rubble
- Smoke odour
- Soot-covered objects
- Charred objects
- Melted objects
- Burnt objects
Appendix 5: Initial damage assessment – Overall type and degree of collection damage
The fourth checklist is for documenting the overall type and degree of collection damage. In addition to severity, the form captures the presence of salvage priorities as well as the number or percentage of objects affected by water, fire or soot, or physical damage by the following collection categories (or a similar list suitable for your institution):
- Archaeological objects
- Audiovisual media
- Books
- Digital media
- Furniture
- Glass and ceramics
- Leather, hide and fur
- Metals
- Natural history
- Paintings
- Paper
- Photographic materials
- Plastics
- Sculpture
- Textiles
- Wooden objects
Appendix 6: Salvage planning checklist
This table in the Word template is a checklist that can be used to determine which emergency response actions are needed to stabilize and recover collections. It provides space to record how this might be done. The table includes the following response actions and criteria:
- Triage
- More than a few objects are affected.
- Objects affected vary in heritage value.
- Objects are damaged to different degrees.
- Objects affected require different salvage measures.
- Protect
- Collection spaces are or may be affected.
- Objects are not yet all affected.
- RH in collection spaces is over 70%.
- Storage enclosures or display cases are unstable.
- The building structure is or may be damaged.
- Document
- Collection spaces are affected.
- Objects are affected.
- Objects will be moved.
- Objects will receive salvage or recovery treatment.
- Move
- Portable objects are or may be affected.
- Salvage and recovery treatments are best done in other spaces or off site.
- Storage enclosures or display cases need repair or replacement.
- Building repair may damage collections.
- The building structure is damaged.
- Pack
- Objects will be frozen.
- Drying needs to be prevented while objects are moved for treatment.
- Objects will be moved off site.
- Buy Time
- Too many objects are wet and at risk of mould to permit timely stabilization.
- Objects would benefit from controlled cleaning and drying later.
- Methods of buying time will not damage affected objects.
- Clean
- Objects are soiled by mud or soot.
- Not cleaning will make mud or soot more difficult to remove later.
- Cleaning at the incident site facilitates other salvage measures.
- Cleaning at the incident site can limit spread of contaminated dirt.
- Dry
- Objects are damp or wet.
- Not all objects can be frozen to buy time.
- Store
- Objects need to be evacuated.
- Collection storage needs repair.
- The building is damaged or destroyed.
- Rehouse
- Storage support or enclosures are damaged.
- Display mounts are damaged.
- Treat
- Heritage value may not be recovered without immediate conservation treatment.
- Stabilized objects cannot be displayed or used.
- Discard
- Objects are severely damaged.
- Objects have lost their heritage value.
- Resources to permit conservation treatment are lacking.
Appendix 7: Salvage planning form
This table in the Word template can be used to draft a salvage action plan. Specific tasks for each of the response actions listed in Appendix 6: Salvage planning checklist are categorized as “First tasks,” “Next tasks,” “Later tasks” and “Recovery tasks.”
Appendix 8: Salvage priorities list
This table in the Word template lists objects or small collections that are considered salvage priorities for your institution. For each collection or object, the following information is recorded:
- Accession number
- Current location(s)
- Whether the collection or object is an evacuation or salvage priority
- Notes on handling
Appendix 9: Location tracking form
This table in the Word template can be used to track object location during an emergency response. For each object, the following information is recorded:
- Identification number
- Original location
- New location
- Box number
- Shipment number
Appendix 10: Salvage record form
This table in the Word template can be used to document the actions required for specific objects. For each object, the following information is recorded:
- Identification number
- The type and degree of damage
- The action required
- Whether the object is a salvage priority (yes or no)