About the Emergency Plan
Originally Created by the Lexington Area Conservation Cooperative and Yolanda Merrill
A Project Funded by a 1989 Title III LSCA Grant
Last update: August 2016 by Alston Cobourn, Tom Camden, Elizabeth Teaff
Staff and student employees in the University Library should be familiar with the following:
- emergency numbers list
- fire extinguisher use and locations
- location of recovery supplies
- evacuation procedures
A disaster in a library may occur at any time. For this very reason it is necessary for a library to have a plan which will describe what to do in a particular emergency, whom to contact, and how to recover from that disaster. Hard copies of the Emergency Plan are in the Leyburn Library administrative office and at the Information Desk.
This Emergency Plan will be revised and updated once a year. After each revision and update, the plan will be circulated to the entire staff.
For general emergency response information refer to the Washington and Lee University Emergency Management Plan
Emergency Telephone Numbers
|ALL EMERGENCIES||Regional Consolidated Dispatch System||9-911 (on campus)|
911 (off campus)
|Hospital||Carillion Stonewall Jackson||9-458-3300 (on campus)|
540-458-3300 (off campus)
|Security||W & L Security Dispatch||8999 (on campus)|
540-458-8999 (off campus)
|Ethan Kipnes||Director of Public Safety||8427 (on campus)|
540-458-8427 (off campus)
|Facilities Management||8357 or 8490* (on campus)|
540-458-8357 or 540-458-8490* (off campus)
*after 5 pm on weekdays or on weekends call Public Safety
|W&L Physicians||8401 (on campus)|
540-458-8401 (off campus)
|American Association of Poison Centers||9-1-800-222-1222 (on campus)|
1-800-222-1222 (off campus)
When an emergency occurs after normal business hours (after 5 pm on weekdays or on weekends), the staff member at the Leyburn Information Desk should call the appropriate authorities:
- Fire Department
- Public Safety
- Access Services Staff members
University Library Phone Tree (Password Protected)
University Library Reponse Evacuation Team
The buildings (Leyburn and/or Telford Libraries) need to be evacuated in case of fire, major water damage, and/or when structural damage can be expected. During evacuation, elevators should not be used. Evacuation team (listed in chart below) reports to Stemmons Plaza after going to area of responsibility.
When an evacuation is necessary during regular business hours (8:30 am to 4:30 pm, Monday-Friday), the following staff are responsible to evacuate these areas:
|Evacuation Team Members||Location to Evacuate|
|Laura Hewett/ Elizabeth Teaff||Stay at Information desk and call appropriate authorities|
|Jamie Kiriakos/ John Tombarge||Main floor|
|Judi Rhodes/ John White||Innovation Lab (Main Floor)|
|Seth Goodhart||Lower Level 1|
|Tom Camden/ Lisa McCown||Special Collections and Boatwright Room (Lower Level 1)|
|Mackenzie Brooks||Lower Level 2|
|Dick Grefe/Carol Blair||Lower Level 3|
|Jeff Barry/ Tony Murray||Lower Level 4|
|Mary Abdoney||Telford Science Library|
- Don’t use the elevators during emergencies. Use nearest exit and staircase if necessary.
- Don’t try to extinguish the fire while evacuating the building.
Important Materials: Evacuation Priorities
The following materials are evacuation priorities after the immediate emergency has passed:
Main Level: Files in Administrative Office M43
Lower Level 1: Old George (Spec.Coll reading room); George Washington Portrait (Staircase); University Artwork (all floors)
Lower Level 1: Special Collections Vault
- Lee Collection
- Washington Collection
- Board of Trustees Records
Response to General Emergency Situations
In the event of a suspicious person or object/package, notify Public Safety at 8999 (on campus) or 540-458-8999 (off campus)
Response to Fire, Natural Disasters, and Water Emergencies
When smoke or fire is detected or reported, do the following in the order given:
- Dial 9-911 (on campus) to alert the Lexington Fire Department
- Dial 8999 (on campus) to alert Public Safety
- EVACUATE THE BUILDING
Tornadoes may occur in Virginia from March to October. They are not as likely to occur in mountainous regions as in more flat terrain. These violent windstorms are recognizable by the twisting funnel-shaped cloud which points downward from the base of a cloud bank and touches ground for periods of up to 20 minutes. Tornadoes move rapidly. Most likely, there will be little warning if there is a tornado; consequently, there will be little time to seek shelter.
Tornado Evacuation Procedures
If a tornado occurs, do not evacuate the building. If possible, persons in the building should move to the lowest level, such as the lower stacks, staying away from windows, or to an inner hallway or small inner room away from windows. Shelter should not be sought in large halls because the roof may collapse. All persons will need to seek their own protection, staying as close to the floor as possible and getting under heavy furniture, such as tables, if possible.
Hurricane Evacuation Procedures
If sufficient warning is given in a hurricane emergency, the building can be evacuated and closed before the hurricane strikes. The following precautions should be made: rare and valuable materials can be moved to a safe place; the power can be turned off; windows should be taped to reduce the danger of flying glass; and doors should be closed. If there are people in the building when the hurricane strikes, they should move to the lowest levels of the building, such as the basement level or the lower stacks and not leave until the storm is over. A battery-powered radio should be available from Facilities Management so that weather reports can be monitored. For further information on evacuation, see the Evacuation Team section.
Earthquake Evacuation Procedures
When an earthquake happens, the building should not be evacuated. Persons in the building should stay in the inner core of the building away from windows. Shelter should be taken in a doorway, in a narrow corridor, or under a heavy table, desk, or bench. Also, be aware that after-shocks may follow for several hours or days after the earthquake. A battery-powered radio should be available from Facilities Management, so that instructions concerning the earthquake can be monitored. For further information on evacuation, see the Evacuation Team section.
In the event of a water emergency, many supplies may be need from the Emergency Supply Closet, which is located in the cupboards by the University Librarian’s Office (M43, Main Floor). Some supplies live elsewhere and their locations are noted on the Emergency Supplies List
- If there is a broken pipe, a roof leak, or a flood, call Public Safety at 8999 (on campus) or 540-458-8999 (off campus).
- If water is leaking from the ceiling, cover the area with plastic sheeting (in Emergency Supply closet). Place plastic buckets (in Janitorial Closet) under leaks.
- If there is water on the floor, remove books from lower shelves onto higher shelves or onto vacant shelves on the walls away from where water is standing. Empty book trucks from the Lower Level 1 hallway may also be used for this purpose.
- Unplug any electrical equipment in the area, unless the outlet is submerged, or you would need to stand in water to do so.
- If electricity in the building needs to be turned off, call Public Safety at 8999 (on campus) or 540-458-8999 (off campus).
The building needs to be evacuated only in case of major water damage and when structural damage can be expected. The decision to evacuate should be made by the head of the library, and the Evacuation Team will organize the evacuation. The team leader (staff member at the Leyburn Information Desk) should coordinate all activities related to the evacuation, including notification of police and/or fire departments, and supervision of other key evacuation personnel. During evacuation, elevators should not be used.For further information on evacuation, see the Evacuation Team section.
Recovery Information for Natural Disasters and Water Damage
Recovery and Recovery Resources
In addition to water damage to materials, walls, ceilings, and shelves may collapse. When such structural damage occurs, the person in charge of the over-all building maintenance needs to assess the structural damage and determine when it is safe to enter the building. Then, damage to affected materials needs to be assessed. The recovery operation for library materials may include reshelving, evaluating damage and deciding upon repair, and making decisions on individual items by subject specialists.
Salvage of Wet Materials
- Books: Dry damp or slightly wet books by sitting them open on one end with pages fanned out and use fans to circulate air. For books that are slightly wet, intersperse blotter paper between the pages, and change this paper periodically. This method is not recommended for books with coated (slick) pages.
- Photographs: Spread the photographs out to dry, face up, laying them flat on an absorbent material such as blotters, unprinted newsprint, paper towels, or a clean cloth. Do not touch the wet emulsions. Weight down photographs evenly on edges to prevent curling.
- Audiovisual materials: Should be laid on absorbent material such as blotters, unprinted newsprint, paper towels, or a clean cloth.
Do not freeze these materials.
Freeze Drying is the preferred method for Special Collections materials except as noted for specific kinds of materials below.
- Books: Books that are more wet, should be frozen and freeze dried (mostly likely with a vendor). The temperature in the freezer must be maintained at or below -10° F. Books and stacks of records should be restrained between unprinted, clean corrugated board wrapped with a strong elastic band to help reduce cockling. Place wrapped books in milk or postal crates spine down. Do not layer books. Try to realign distorted books because books will come out of freezing in the same shape as they entered it. However, do not force them back into shape as this may cause more damage.
- Photographs: Freeze photographs if they are stuck together or they are stuck to their frames or glass. Do not freeze wet daguerreotypes, tintypes, ambrotypes.
See the Northeast Document Conservation Center (NEDCC)’s Preservation Leaflets for more detailed information.
Recovery Information for Rodents, Insects and Mold
Rodents and Insects
If there is evidence of rodent or insect infestation, the infested material should be isolated from the rest of the collection. Possible locations include the loading dock area of Leyburn Library and other non-carpeted rooms on campus. The type and extent of infestation should be identified. Contact the LYRASIS Preservation Office for further instructions at 800-999-8558.
For more information on pest management read this NEDCC document: Integrated Pest Management.
Moldy Books and Paper
If there is evidence of mold and/or mildew, the affected materials should be removed from the collection. The Head of Special Collections should determine if the materials should undergo remediation activities.
For more information read this NEDCC document: Emergency Salvage of Moldy Books and Paper.
Recovery Information for Specific Library Collections
The staff listed below will make decisions on how to proceed for their particular collections if they have been affected by a disaster. The Collection Management Committee will make decisions about all other collections, including Reference, Government Documents, and Current and Bound and Periodicals.
- Media and Computer Hardware (John White/Jason Mickel)
- Exhibit material on the Main Floor of Leyburn (Emily Cook)
- Special Collections & Archives (Tom Camden)
Recovery Information for Library Systems
Summon Discovery Layer (Proquest): Summon is a web-scale discovery service used to access a library’s academic content. It provides a single search box for finding items in a library’s collection including: books, e-books, journals, academic databases, multimedia items and materials from Special Collections. It offers the ability to use filters to refine searches by restricting results to facets such as date range, subject area, or content type. (Contact: Jason Mickel)
The Library Catalog: Serves both the University and Law Libraries. We purchased it from Innovative Interfaces in 1991 as a “turnkey” system. We pay Innovative a yearly software and hardware maintenance fee. The catalog contains MARC cataloging records along with circulation, acquisitions, and check-in information that we enter locally. The catalog’s server has been housed in the server room at Tucker Hall since the summer of 2008. In October 2009 we installed Innovative’s Enterprise Backup API product. This allows full backups of the catalog to be performed on a daily basis over the network by ITS rather than doing backups via tape. This takes the responsibility for Annie system backups out of the hands of the library staff and Innovative and places it in the hands of the ITS staff. Annie is backed up 7 days a week over a secure medium that is regularly archived by ITS. Datasafe in Roanoke is the company used by ITS for off-site storage. (Contacts: Jason Mickel, Jef McCreery)
Innovative Interfaces has a standard group escrow agreement with Iron Mountain, and Washington and Lee University is signed up as a beneficiary, with annual renewal paid by the university. This arrangement, optional for the university, entitles the university to the source code of the Millennium system in the event anything outlined in the agreement arises – primarily bankruptcy or going out of business. (Contact: Carol Blair)
ILLIAD: Vital data on Illiad includes the Microsoft SQL databases used by the Illiad ILL system, as well as the customized web interface pages. This data is backed up via automated process to a centrally-accessible directory, from which it is backed up to tape by university computing. (Contacts: Jason Mickel; Elizabeth Teaff; Pat Harris)
Library Website: Vital data on this server includes the entirety of the library website and the MySQL databases for various applications that run on the box. These are backed up via automated process to a central directory, and from there are also backed up to tape over the network. Everyone working on this box is expected to have their own personal backups of any work they are doing. (Contacts: Jason Mickel; Jef McCreery)
***All servers are housed in ITS.
Recovery Services and Consultants
Following is a list of types of services and consultants which may be needed as a part of recovery from a fire or water disaster. The list should be checked once a year for accurate names and telephone numbers.
- (On Campus) Director of W&L Auxiliary Services 540-548-8197
- (Off Campus) Library of Virginia Director, Records Management Services 804-692-3600
Freeze Drying and Fumigation
- Document Reprocessors Middlesex, NY 14507 800-437-9464
- Fumigation Wrights Extermination Service 2937 Richard Ave. NE Roanoke, VA 540-345-3350
- T.W. Clark Local Pest Control 2468 N. Lee Highway Lexington, VA 24450 540-463-9675
- American Janitorial Service 5120 Peter’s Creek Road Roanoke, VA 24019 540-366-4004
- Servicemaster Clean of Lexington 521 South Main St. Lexington, VA 24450 540-463-4877
- Lee-Hi Trucking 2516 N. Lee Highway Lexington, VA 24450 540-463-3478
- Penske Truck Rental 101 Memorial Ln Lexington, VA 24450 540-462-6047
- Dennis Engleman Uhaul-Texaco Station East Lexington, HWY 11 N 540-463-3842
- Munters Corp. – Moisture Control Services 540 Woodlake Circle, Ste. C. Chesapeake, Va 23320 1-800-686-8377
- Tom Head BMS CATASTROPHE 303 Arthur Street Fort Worth, TX 76107 1-800-433-2940
- John Hall or Keith Holland Holland General Contractors 80 Forge Road Lexington, VA 24450 540-261-5151
- Northeast Document Conservation Center 100 Brickstone Square Andover, MA 01810 978-470-1010 (email: email@example.com)
- LYRASIS Preservation Services. [We are a member of this library network] 800-999-8558
- Preservation Officer University of Virginia Alderman Library Charlottesville, VA 22903 434-924-1055
Recovery Funds and Supplies
Contact Library Administration at 540-458-8642 if emergency purchases need to be made.
Following is a list of supplies, most of which will be in-house supplies, except for large items such as dehumidifiers. This list should be checked once a year. For additional supplies call the Library Administration Office at 540-458-8642.
|Emergency Supplies Closet||Cupboard # 8 outside University Librarian suite, Main Floor Leyburn|
|Library Supplies Closet||Cupboard #2 and #6 outside University Librarian suite, Main Floor Leyburn|
|Janitorial Room||Lower Level 1 — mailroom area|
|batteries||Emergency Supplies Closet|
|book trucks||Hallway leading to Mailroom; Collection Services; Information Desk|
|cardboard cartons||Collection Services; Mailroom|
|chemical light sticks||Facilities Management|
|cleaning compound||Janitorial Room|
|duct tape||Emergency Supplies Closet|
|extension cords||Library Supplies Closet #6|
|3-wire, grounded, 50’ extension cords||Janitorial Room|
|first aid kits||Information Desk, Special Collections, & Student Health (540) 458-8401|
|freezer paper||Emergency Supplies Closet|
|generator, portable||Facilities Management|
|hammer and nails||Facilities Management|
|hand saw||Facilities Management|
|hoses, water||Facilities Management|
|incandescent work lights||Facilities Management|
|paper towels||Janitorial Room; Staff Lounge Closet, Emergency Supplies Closet|
|pens/pencils||Library Supplies Closet #2|
|plastic garbage bags||Janitorial Room; Emergency Supplies Closet|
|plastic milk crates||Facilities Management|
|plastic sheeting||Emergency Supplies Closet|
|protective masks, gloves, clothing||Facilities Management, Special Collections- masks|
|scissors||Emergency Supplies Closet|
|tape, packing paper||Mailroom|
|two-way radios||Facilities Management|
|water vacuums||Facilities Management|
|waxed paper||Emergency Supplies Closet|