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A Disaster Recovery Plan for the Australian National Herbarium

4. RECOVERY

Recovery involves the initial clean up of the affected area(s), the salvaging of materials involving sorting into categories according to treatment needs and the treatment of those materials in the short term (stabilisation of materials). The longer-term restoration of materials is detailed in Section 5 Restoration & Rehabilitation.

Recovery should commence as soon as possible after the emergency situation has been stabilised. If the Fire Brigade, Police or SES has attended, permission must be given by those authorities to enter the premises.

The Collections Recovery Coordinator and Salvage Controller(s) should enter the premises first, but below are some important points that all staff should note before commencing the recovery process.

4.1 Important Principles for All Recovery Staff

4.2 Role of Collections Recovery Coordinator

(Deputy Director – Science and Information (ANBG), Director of CPBR (CSIRO))

After responding to a report of an emergency with the actions outlined in Reaction (section 3) and when it is safe to do so (i.e. after declared so by emergency services, if in attendance) attend to the following tasks:

4.3 Role of Photographer

(Nominated by Collections Recovery Coordinator)

A photographic record of events should be made for our own records and to substantiate any insurance claim.

A person will be nominated by the Collections Recovery Co-ordinator to:

4.4 Role of Facilities Coordinator

(Collections Coordinator and/or the Curation Coordinator (CSIRO), herbarium technician (ANBG))

The Facilities Coordinator(s) is responsible for ensuring the Recovery Teams have the equipment they need to clean, salvage and stabilise collection materials, including organising treatment facilities as required.

The facilities coordinator should refer to sections 2.2.3 and 2.2.4 of this plan on Recovery Work Areas and Supply of Equipment and Materials.

The Facilities Coordinator(s) may need to perform the following tasks:

Recovery Treatment Facilities

 

Warm air-drying space may be required for wet fungal specimens (from the ANBG site) in the short term and ultimately for any wet vascular plant specimens being treated after initial refrigeration.

Fungi are usually dried in the ANBG dehydrator, a small unit of nested trays, however this will be too small to treat more than just a few affected fungal specimens. The ANU Botany and Zoology Department may have some such dehydrators that could be borrowed, but greater capacity may still be required. The dryer in the preparation room on Level 1 at the CSIRO site is usually run at a setting too high for fungi. If the heat on this dryer is turned right down it can be used to dry wet fungal specimens. There are also ovens in the labs at the CSIRO site, but the same considerations about temperature apply -low temperature heating with high air flow is ideal. Alternatively, or possibly in addition to these options, a large scale dehydrator could be assembled using wire racks (such as those in the cryptogam preparation room at the ANBG site), in conjunction with commercially hired blow dryers. Wire racks should be fairly easily acquired at the time of the disaster if existing racks are insufficient (more space to set dehydrators up in, may also be required).

Liaise with Salvage Controller about extent of need for equipment. Organise equipment as needed, such as:

Identify a Refreshments Area and organise refreshments – especially fresh drinking water.

After the initial clean up and evacuation of collection materials has been completed, assess the extent of damage to the building, furniture and fittings and plan the rehabilitation of the site (see Restoration and Rehabilitation, Section 5).

4.5 Role of Salvage Controller(s)

(Library/Collections Managers)

In cooperation with the other Salvage coordinator(s), direct and coordinate the activities of the recovery teams in the following activities:

If a Conservator is in attendance the Salvage Controller(s) may wish to confirm that the procedures for treating material given in this Plan are appropriate for the given situation at the time of the emergency. Any recommended changes to procedure should be communicated to the recovery team members.

The Salvage Controllers should:

The Salvage Controller should provide guidance on sorting materials into treatment categories, according to the guidelines given for their collection area (sections 4.8 – 4.11), ensuring materials receive the most appropriate treatment for their condition.

The Salvage Controller may decide to:

The Salvage Controller should liaise with Facilities Coordinator about:

Once material has all been stabilised, in consultation with the Collections Recovery Coordinator and the Facilities Coordinator, plan the longer-term restoration of the materials and the ultimate return of materials to the Herbarium site.

4.6 Role of Conservator

(A professional conservator may be recommended by DISACT)

Provide advice on-site to help the Salvage Controller(s) and recovery teams in sorting material.

Carry out any urgent specialised conservation work on individual items.

Assist the Salvage Controller(s) to assess the damage to the Collection and provide an estimate of monetary value for insurance purposes.

4.7 Role of Recovery Team

4.7.1 General Recovery Procedures - Relevant to all Collection Locations

Under the supervision of the Salvage Controller(s), the Recovery Team(s) will conduct the following tasks:

General Clean Up Procedures

General Salvage Procedure

Deal with Collection materials in the following order:

However, if the disaster involves fire, many items are likely to be unrecoverable due to charring. In such circumstances the least damaged material should be salvaged first, from the highest priority areas (i.e. from locations housing Items of Priority Salvage status, the floor and anything lying in water).

When removing material from shelving and cupboards, remove items from the top shelves first to avoid the shelving or cupboards becoming top heavy and falling over.

General Sorting Procedure

Collection materials should be sorted into categories according to their treatment needs.

Generally, material that is mouldy, or wet, should be frozen to arrest the growth of mould or prevent mould from forming on wet materials until such time as there is space and expertise available to treat these materials properly.

Some items should not be frozen, however, such as artworks, photographic materials and some botanical specimens (if avoidable). These should be either air-dried immediately, warm air-dried immediately or given professional treatment. Sorting and stabilising procedures specific to each Collection area are given in sections 4.8 – 4.11.

In some instances materials may be too extensively damaged to recover. The Salvage Controller must be consulted before any materials are deemed unrecoverable. A record must be kept of any casualties.

General Procedure for Packing and Documenting Removal of Collection Materials

Prepare material for transport to treatment areas according to the following procedures:

Stabilisation Procedure - Materials to be Frozen

Speed is essential: do not allow material to dry out.

Allow excess water to drain from the material but do not press materials to remove water.

Do not try to remove mould from wet material, as it will smear.

Clearly mark any mouldy material as being such.

Botanical specimens
Books
Stacks of paper

4.8 RECOVERY PROCEDURES FOR ANBG HERBARIUM

The ANBG Herbarium Collections are located on Level 1 of the Botany Building, as marked on the site map and floor plans given in Appendix B.

Collection materials present:

Botanical specimens (vascular plants and cryptogams), paper catalogue cards and some books.

Items for Priority Salvage and Treatment:

Type specimens are located in two filing cabinets in the centre of the Herbarium (draped in plastic). There is also one column of types housed in the compactus’, labelled with a sign saying ‘Types’; it is the eastern bay of the central stationary unit of the southern row of compactus (the row closest to the Herbarium entrance).

Sorting Materials into Treatment Categories

Materials should be sorted according to their immediate treatment needs, into the following categories:

Treatment needs should be assessed on a case-by-case basis in consultation with the Salvage Controller and using the criteria set out in Table 4.1(next page) for guidance.

Muddy materials

Generally, mud should only be removed when the material is completely dried. If the mud is already dry the item can be treated as physically damaged for sorting purposes; if the mud is wet the item should be treated as any other wet item.

Contaminated materials

Items that are contaminated by sewage or fire retardants should be dealt with immediately as they pose a hazard to occupational health and safety. Protective clothing and gloves must be worn at all times when handling contaminated materials. Ideally any materials contaminated by sewage or fire retardants should be washed in clean water. However, if materials are water-soluble or paper based, washing may not be appropriate. In such cases, contaminated items should be contained in plastic bags, secured with rubber bands and clearly labelled as contaminated (with the type of contamination specified). If wet, contaminated material should be frozen for treatment at a later date by a conservator. If dry, once the item is contained in plastic bags it can be treated as physically damaged items.

Stabilisation Procedure – Cryptogam Specimens to be Air-dried or Warm Air-Dried

The procedure for drying small numbers of wet cryptogam specimens at the time of the disaster is the same as that used to dry cryptogam specimens after initial freezing. This method is given in section 5.3 (Restoration Procedures- Treatment of Frozen Materials, Wet Cryptogam Specimens).

Transporting materials to treatment facilities

Transport materials to treatment facilities/ recovery areas at locations to be advised by Facilities Coordinator or Salvage Controller at the time of the emergency.

Table 4. 1 Recommended treatment for collection materials of the ANBG Herbarium. Materials should be sorted into treatment categories depending on the condition of the item (type of damage). If condition of an item falls under more than one category, treat for the condition with the greatest urgency.

 

Condition of damaged item

Undamaged

(dry)

Physically damaged

(dry)

Smoke damaged

(dry)

Muddy

Contaminated

Wet

Mouldy

Urgency status:

Urgency low

(condition stable)

Dry muddy items:
Urgency low

Damp or wet muddy items:
Urgency high

Urgency HIGH

(contaminated materials should be dealt with promptly especially if wet)

Urgency HIGH

(condition actively deteriorating)

 

MAXIMUM Urgency

(condition actively deteriorating)

Books & Paper Catalogue Cards

May need to:

  • remove from site for temporary storage; or
  • leave in situ.

May need to:

  • remove from site for temporary storage;
  • aerate; or
  • leave in situ.

If mud has dried – treat item as physically damaged.

If mud is still wet – treat item as wet.

Contain in two plastic bags Ψ; clearly label as contaminated. Freeze if wet,

or, if dry – treat as ‘physically damaged’.

Freeze

Vascular plant specimens

Cryptogam specimens

(excluding fungi)

Freeze if large-scale disaster*, otherwise air-dry immediately.

May be un-recoverable ƒ . If in doubt, air-dry if small scale**, otherwise freeze and assess later.

Fungal specimens

Freeze if large-scale disaster*, otherwise warm-air-dry immediately.

May be un-recoverable ƒ . If in doubt, warm-air-dry if small scale disaster**, otherwise freeze and assess later.

Ψ Protective clothing and gloves must be worn at all times when handling contaminated materials.
* Large-scale disaster in this context is defined as involving more cryptogam specimens than can be processed for drying in one day (the number will depend on personnel and resource availability at the time of the disaster).
** Small scale disaster = the number of affected cryptogam specimens are few enough to process for drying in one day.
ƒ The Salvage Controller must be consulted before any specimens are condemned. A record must be kept of any casualties.

4.9 RECOVERY PROCEDURES FOR CSIRO HERBARIUM

The CSIRO Herbarium Collections are located in compactus in two rooms on Level 1 and one room on Level 2 marked on the site map and floor plans given in Appendix B. Specimens may also be located in the mounting area, the preparation room, the loans area and in people’s offices.

Collection materials present:

Vascular plant specimens and some books.

Items for Priority Salvage and Treatment:

Type specimens located in the ‘Type room’, Level 1 (see floor plan in Appendix B). Eucalypt Types are located in the main collection, in Building 502A (Level 1, northern compactus ). Orchid Types are located in the main collection, in Building 502A (Level 2, southern compactus ). There may also be some type specimens in the loans section of the compactus in Building 502 and in people’s offices.

Sorting Materials into Treatment Categories

Materials should be sorted according to their immediate treatment needs, into the following categories:

Treatment needs should be assessed on a case-by-case basis in consultation with the Salvage Controller and using the criteria set out in Table 4.2 (next page) for guidance.

Muddy materials

Generally, mud should only be removed when the material is completely dried. If the mud is already dry the item can be treated as physically damaged; if the mud is wet the item should be treated as any other wet item.

Contaminated materials

Items that are contaminated by sewage or fire retardants should be dealt with immediately as they pose a hazard to occupational health and safety. Protective clothing and gloves must be worn at all times when handling contaminated materials. Ideally any materials contaminated by sewage or fire retardants should be washed in clean water. However, if materials are water-soluble or paper based washing may not be appropriate. In such cases, contaminated items should be contained in plastic bags, secured with rubber bands and clearly labelled as contaminated (with the type of contamination specified). If wet, contaminated material should be frozen for treatment at a later date by a conservator. If dry, once the item is contained in plastic bags it can be treated as a physically damaged item.

Transporting materials to treatment facilities

Transport materials to treatment facilities/ recovery areas at locations to be advised by Facilities Coordinator or Salvage Controller at the time of the emergency.

Table 4. 2 Recommended treatment for collection materials of the CSIRO Herbarium. Materials should be sorted into treatment categories depending on the condition of the item (type of damage). If condition of an item falls under more than one category, treat for the condition with the greatest urgency.

 

Condition of damaged item

Undamaged

(dry)

Physically damaged

(dry)

Smoke damaged

(dry)

Muddy

Contaminated

Wet

Mouldy

Urgency status:

Urgency low

(condition stable)

Dry muddy items:

Urgency low .

Damp or wet muddy items:

Urgency high

Urgency HIGH (contaminated materials should be dealt with promptly especially if wet)

Urgency HIGH (condition actively deteriorating)

 

MAXIMUM Urgency (condition actively deteriorating)

Books

 

May need to:

  • remove from site for temporary storage; or
  • leave in situ.

May need to:

  • remove from site for temporary storage;
  • aerate; or
  • leave in situ.

If mud has dried – treat item as physically damaged.

If mud is still wet – treat item as wet.

Contain in two plastic bags Ψ; clearly label as contaminated. Freeze if wet,

or, if dry – treat as ‘physically damaged’.

Freeze

Vascular plant specimens

Ψ Protective clothing and gloves must be worn at all times when handling contaminated materials.

 

4.10 RECOVERY PROCEDURES FOR ANBG LIBRARY

The library at the ANBG is on the first floor of the Botany Building. See Appendix B for exact location.

Collection materials present:

Books, journals, pamphlets, large and small format sheet material, artworks (paintings, drawings, prints and photographs), a range of magnetic media (cd’s, videos, DVD’s and audiocassettes) and vascular botanical specimens in the ‘Public Reference Herbarium’.

Items for priority salvage:

All items in Rare Book Room (see floor plan in Appendix B).

Sorting Materials into Treatment Categories

Materials should be sorted according to their immediate treatment needs, into the following categories:

Treatment needs should be assessed on a case-by-case basis in consultation with the Salvage Controller and using the criteria set out in Table 4.3 (next page) for guidance.

Muddy materials

Generally, mud should only be removed when the material is completely dried. If the mud is already dry the item can be treated as physically damaged; if the mud is wet the item should be treated as any other wet item.

Contaminated materials

Items that are contaminated by sewage or fire retardants should be dealt with immediately as they pose a hazard to occupational health and safety. Protective clothing and gloves must be worn at all times when handling contaminated materials. Ideally any materials contaminated by sewage or fire retardants should be washed in clean water. However, if materials are water-soluble or paper based washing may not be appropriate. In such cases, contaminated items should be contained in plastic bags, secured with rubber bands and clearly labelled as contaminated (with the type of contamination specified). If wet, contaminated material should be frozen for treatment at a later date by a conservator. If dry, once the item is contained in plastic bags it can be treated as physically damaged items.

Transporting materials to treatment facilities

Transport materials to treatment facilities/ recovery areas at locations to be advised by Facilities Coordinator or Salvage Controller at the time of the emergency.

Stabilisation Procedure – Air-Drying Artworks and Large Format Material

Dry flat on adsorbent towelling.

Table 4 . 3 Recommended treatment for collection materials of the ANBG & CSIRO Libraries. Materials should be sorted into treatment categories depending on the condition of the item (type of damage). If condition of an item falls under more than one category, treat for the condition with the greatest urgency.

 

Condition of damaged item

Undamaged

(dry)

Physically damaged

(dry)

Smoke damaged

(dry)

Muddy

Contaminated

Wet

Mouldy

Urgency status:

Urgency low

(condition stable)

Dry muddy items:

Urgency low .

Damp or wet muddy items:

Urgency high

Urgency HIGH (contaminated materials should be dealt with promptly especially if wet)

Urgency HIGH (condition actively deteriorating)

 

MAXIMUM Urgency (condition actively deteriorating)

Botanical specimens; books ; journals ; pamphlets ; small format -sheet material ; rolls of large format sheet material*.

May need to:

  • remove from site for temporary storage; or
  • leave in situ.

May need to:

  • remove from site for temporary storage;
  • aerate; or
  • leave in situ.

If mud has dried – treat item as physically damaged.

If mud is still wet – treat item as wet.

Contain in two plastic bags Ψ; clearly label as contaminated. If wet – treat as wet; if dry – treat as ‘physically damaged’.

Freeze

Magnetic media (CD’s, DVD’s, videos and audio-cassettes)

May need to:

  • air-dry; or
  • seek professional treatment

Artwork

(paintings drawings and prints);

Individual large format sheet materials

Lie flat in the designated container (folder, box or drawer).

Wrap in plastic sheeting if possible.

Label as contaminated. Air-dry.

Air-dry

Drain off excess water, do NOT wipe or mop surface. Transport flat in their designated container (eg folder, box or drawer).

Photographs

Seek advice from Photographic Salvage Controller about the need for professional treatment.

Ψ Protective clothing and gloves must be worn at all times when handling contaminated materials.
* If several large format sheets are rolled up together they should be treated differently to single individual large format sheets

4.11 RECOVERY PROCEDURES FOR ANBG PHOTOGRAPHIC UNIT

The Photographic unit is located in the Ellis Rowan building marked on the ANBG site map in Appendix B.

Collection materials:

Black and white negatives and prints, colour negatives and prints, transparencies (slides), original artworks, maps and books.

Items of Priority Salvage:

Original artworks

Sorting Materials into Treatment Categories

Materials should be sorted according to their immediate treatment needs, into the following categories:

Treatment needs should be assessed on a case-by-case basis in consultation with the Salvage Controller and using the criteria set out in Table 4.4 (next page) for guidance.

Muddy materials

Generally, mud should only be removed when the material is completely dried. If the mud is already dry the item can be treated as physically damaged; if the mud is wet the item should be treated as any other wet item.

Contaminated materials

Items that are contaminated by sewage or fire retardants should be dealt with immediately as they pose a hazard to occupational health and safety. Protective clothing and gloves must be worn at all times when handling contaminated materials. Ideally any materials contaminated by sewage or fire retardants should be washed in clean water. However, if materials are water-soluble or paper based washing may not be appropriate. In such cases, contaminated items should be contained in plastic bags, secured with rubber bands and clearly labelled as contaminated (with the type of contamination specified). If wet, contaminated material should be frozen for treatment at a later date by a conservator. If dry, once the item is contained in plastic bags it can be treated as physically damaged items.

Transporting materials to treatment facilities

Transport materials to treatment facilities/ recovery areas at locations to be advised by Facilities Coordinator or Salvage Controller at the time of the emergency.

Table 4. 4 Recommended treatment for collection materials of the ANBG Photographic Unit. Materials should be sorted into treatment categories depending on the condition of the item (type of damage). If condition of an item falls under more than one category, treat for the condition with the greatest urgency.

 

Condition of damaged item

Undamaged

(dry)

Physically damaged

(dry)

Smoke damaged

(dry)

Muddy

Contaminated

Wet

Mouldy

Urgency status:

Urgency low

(condition stable)

Dry muddy items:

Urgency low .

Damp or wet muddy items:

Urgency high

Urgency HIGH (contaminated materials should be dealt with promptly especially if wet)

Urgency HIGH (condition actively deteriorating)

 

MAXIMUM Urgency (condition actively deteriorating)

Photographic materials: negatives, prints and transparencies (slides)

May need to:

  • remove from site for temporary storage; or
  • leave in situ.

May need to:

  • remove from site for temporary storage;
  • aerate; or
  • leave in situ.

If mud has dried – treat item as physically damaged.

If mud is still wet – treat item as wet.

Contain in two plastic bags Ψ; clearly label as contaminated. If wet, treat as wet; if dry, treat as ‘physically damaged’.

Professional treatment may be required

Artwork

i.e. paintings drawings and prints;

Individual large format sheet materials

Lie flat in their designated containers (boxes or drawers).

Wrap in plastic sheeting if possible.

Label as contaminated. Air-dry.

Air-dry

Drain off excess water, do NOT wipe or mop surface. Transport flat in their designated container (eg folder, box or drawer).

Books

 

Contain in two plastic bags Ψ; label as contaminated. If wet, treat as wet; if dry, treat as ‘physically damaged’.

Freeze

Ψ Protective clothing and gloves must be worn at all times when handling contaminated materials.

4.12 RECOVERY PROCEDURES FOR LIVE SPECIMENS IN GROWTH CABINETS

Living specimens are grown in growth chambers in the demountables at the Horticultural Research Cottage at the ANBG and in growth cabinets in the Quarantine Room on Level 1 at CSIRO (locations are marked on floor plans in Appendix B).

In the case of an emergency, the Curator of Cryptogams and any other persons growing live specimens in growth cabinets will need to attend to the needs of specimens. The Salvage Controller for Live Specimens (Curator of Cryptogams) should contact the relevant people as soon as possible.

 


 

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