How to Prepare for the Unexpected: Archival Disaster Response and Recovery Plans

The inherent fragility of archival materials makes them especially vulnerable to damage during disasters. To ensure the safety and preservation of these collections, archives must develop a comprehensive disaster response and recovery plan tailored to their unique needs. A well-crafted plan mitigates risks, safeguards materials, and guides staff in responding to emergencies. 

Archives safeguard our collective memory, but unexpected events like floods, fires, earthquakes, or system failures can strike at any time. Preparing in advance with a structured response and recovery strategy is essential to minimizing loss and ensuring the long-term preservation of archival holdings. 

A disaster response and recovery plan typically includes conducting a thorough risk assessment, assembling a trained disaster response team, establishing clear emergency procedures, and preparing a disaster response kit. Each plays a critical role in protecting archival collections and supporting an effective response to emergencies. 

Conduct a Risk Assessment to Understand Threats to Archival Collections

Prepare for unexpected events by conducting a thorough risk assessment. This process identifies potential natural and manufactured hazards that could affect an archival storage facility and the collections housed within. 

Begin by evaluating the geographic location of the archive and determining the likelihood of natural disasters such as floods, earthquakes, hurricanes, or tornadoes. For example, a facility near a river or coastal area might be more susceptible to water damage, while archives in seismically active zones should prioritize earthquake preparedness. 

Consider internal risks to archival materials that could lead to emergencies. Electrical malfunctions, HVAC failures, water leaks, and fire hazards are common threats in archival settings. Review the physical infrastructure of the building, paying attention to vulnerable areas such as storage rooms, basements, and attics.  

Consult a professional risk assessor or local emergency management experts to gain an external perspective on potential vulnerabilities if possible. The findings from this assessment will inform the development of targeted strategies to prevent, respond to, and recover from disasters. 

Establish Procedures for Staff Emergency Response

Once risks have been identified, the next step is to develop emergency procedures that outline how staff should respond to different types of disasters. Emergency procedures should be clearly defined and accessible to all personnel.  

Create step-by-step instructions detailing the necessary actions to protect human life and the collections for each identified risk. Procedures should cover the initial response to emergencies (such as evacuation or shelter-in-place orders) and the steps to stabilize collections in the immediate aftermath.  

Assign specific roles and responsibilities to staff members to ensure that everyone understands their duties during an emergency. For example, one person might be designated to shut down electrical systems during a fire, while another might be responsible for coordinating with emergency responders.   

Conduct regular training sessions and drills to ensure staff are familiar with these procedures and can perform their roles under pressure. Keeping a copy of the emergency procedures in easily accessible locations, such as the front desk, staff offices, and online intranet platforms, ensures that everyone can reference the plan quickly during an emergency. 

Assemble a Disaster Response Team for your Archives

A well-prepared disaster response team is critical to the success of an emergency plan. This team should include staff members from various departments within the archive, such as archivists, conservators, facility managers, and security personnel. The team should be led by a designated disaster response coordinator responsible for overseeing the implementation of the emergency plan and serving as the main point of contact during a crisis. 

Team members should be trained in first aid, emergency response techniques, and handling damaged archival materials properly. Crosstrain personnel so that they can support one another’s roles if needed. Establish communication channels within the team and practice using them regularly. Consider partnering with external resources for complex or large-scale emergencies, such as local emergency management agencies, neighboring cultural institutions, or disaster recovery firms.  

Create and Maintain a Disaster Response Kit for Archives

A disaster response kit contains essential supplies for emergencies. Tailor the kit to the risks identified during the assessment and include items such as plastic sheeting, gloves, absorbent materials, fans, dehumidifiers for water damage, fire extinguishers, and smoke detectors for fire prevention. Emergency lighting, first aid supplies, and tools (e.g., screwdrivers and hammers) should also be part of the kit to assist with immediate stabilization efforts. 

Store the kit in a secure, central location easily accessible to the disaster response team. Review the contents regularly and restock as needed. In addition to physical supplies, maintain a list of emergency contacts, including staff members, local emergency services, insurance providers, and disaster recovery specialists. 

Protect Critical Records

Securing offsite backups for archives with digital collections is critical to any disaster response plan. Regularly back up all digital records and store these backups in a separate, secure location that is not susceptible to the same risks as the primary facility. Cloud-based storage solutions or partnerships with remote data centers are viable options for safeguarding digital information. 

Implement additional digital security measures, such as data encryption and password protection, to prevent unauthorized access during and after a disaster. Establish procedures for how to access and restore digital records in the event of damage to the primary systems. 

Communicate and Coordinate

During a disaster, communication is essential for ensuring the safety of personnel and the protection of collections. Establish internal communication channels to disseminate information quickly, such as email lists, phone trees, or messaging apps. Designate a spokesperson responsible for communicating with external parties, such as emergency responders, the media, and the public. 

Create templates for emergency notifications that can be quickly adapted to specific situations, ensuring that all communications are consistent and accurate. Update contact lists and keep them accessible to all relevant personnel. 

Develop a Long-Term Recovery Strategy

While immediate response actions are crucial, it is equally important to plan for long-term recovery. Establish a process for assessing and documenting damage, prioritizing collections for treatment, and coordinating with conservation professionals for restoration efforts.  

Regularly review and update the disaster response and recovery plan to reflect changes in staffing, facility infrastructure, and emerging risks. By preparing for the unexpected and maintaining an initiative-taking approach to disaster management, archival institutions can protect their invaluable collections and serve as stewards of cultural heritage.