Investing in Prevention: Collections Emergency Training at the Harvard Library

Abstract

Harvard University’s network of over seventy libraries experiences an average of ten collection emergencies each year. To prevent collection loss, reduce staff stress, and improve recovery outcomes, we have created broad-based emergency training for library staff at all levels. Our dynamic and comprehensive training program supports a centralized response team that is highly effective, and a community of library staff who are comfortable with initial response procedures and emergency planning. Bi-annual intensive, hands-on training consists of a mock water emergency with a variety of de-accessioned collection materials in which participants learn first-hand how to be aware of their own safety, communicate to initiate response action, take preemptive action to prevent further damage, and set up a salvage operation. Other training components include a collections emergency preparedness bench-marking workshop for library administrators and managers, hands-on collections salvage for curators and collection managers, format-specific identification and salvage for staff working with audiovisual materials, a one-hour basic emergency training for student workers, and tabletop exercises for local emergency teams to practice their emergency plans. Harvard Library Preservation Services staff coordinate the training sessions, and have created a number of publicly available resources to complement the training. We collaborate with a number of Harvard groups to ensure that sound best practices are employed, that communication and roles are as clear as possible, and that everyone is at the table to improve the content of the training. Library managers contribute deep understanding of the collection priorities and library staff needs. Harvard’s operations and facilities staff help us understand building response methods and how they coordinate emergency responders and contractors. Environmental health and safety staff inform best practices for safe emergency response. And everyone shares wisdom gained through experience, both the successes and the lessons learned. We hope this paper will allow other emergency teams to benefit from our mistakes and discoveries.