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for disasters � covering the many and varied aspects of contingency planning, and is clearly set out with lots of
checklists for action.
For disaster preparedness in general see Hughes, 1999; Kahn, 1998; M cIntyre, 19 96; Og den, 1999. For
guidelines on disaster preparedness see Murray, 1991; Fröjd et al., 1997; Thom as, 1987 . For handbooks or manuals
see Balloffet et al., 1992; Fortson, 1992; Huskamp Peterson, 1993; Morris, 1986; Trinkaus-Randall, 1995. For other
literature on disasters and disaster preparedness see Banerjee, 1997; Ezennia, 1995; Kumekpor et al., 1994;
Mathieson, 1986.
Several aspects of disasters that are of interest to the archival world will be discussed below. Fire and water cause
the most recurrent damage to an archival building. Some of the measures to prevent such catastrophes will be
reviewed. Disaster planning is a fundamental prec aution no arc hive can do without. Such a program me should
consist of prevention, preparedness, response and recovery. Commonly disasters are divided into natural disasters
and man-made disasters. The following disasters are looked upon as natural disasters: tropical cyclones, forest fires,
earthquakes, volcanoes, floods, and landslides. Some of these can also be caused by human behaviour e.g. forest
fires or floodings due to deforestation. W ar, theft, neglect and vandalism are considered the major man-made
disasters. To predict, to prevent and to prepare for all these calamities that can affect archives, libraries and museums
it is imperative that work is undertaken on a global scale. Some of the p rogramm es in international cooperation are
mentioned in the last chapter.
6.2 Disaster Planning
Disasters are inevitable, but deaths from disasters are not. The challenge is to minimise their impact, to predict or
even to prevent them . Disasters have a powerful and growing effect on the world. Yet the re is little or no
comprehension of their nature and scale, and the degree of suffering they inflict (IFRC, 2001).
Most of the time a library or an archive disaster is an unexpected event, which puts collections at risk. No
institution can be excluded from or is immune to the possibility. Disaster planning, or counter disaster planning as
it is sometimes called, is a matter of basic security for libraries and archives, their staff and their collections. It is
considered to be an essential part of any preservation programme to be implemented by all archives, libraries and
museums. A formal written plan enables an institution to respo nd efficiently and quickly to an emergency, and to
minimise damage to the building and its contents (Brandt-Grau, 2000).
It is common knowledge that too few institutions have an up-to-date disaster plan. Sensible prevention is the
backbone of disaster pre paredness. By developing such a plan, however, archivists are not only better prepared to
cope with an emergency, they are able to eliminate many potential hazards through the process of assessing the
situation, the collections, and the repository both internally and externally (Trinkaus-Randall, 1995).
A counter disaster plan is little more than common sense – it is a document, which describes the procedures
devised to prevent and prepare for disasters, and those proposed to recover from disasters when they occur. The
responsibility for performing these tasks is allocated to various staff members. After the plan is ready and
implemented it needs to be maintained regularly. It is of major importance that the layout of the plan is very clear
and explained step by step (Lyall, 1997).
It is also important to note that the disaster terminology can be confusing. In the view of NASA, preparedness
refers to the activities, programmes and systems developed prior to an emergency; response refers to organisations
that are responsible for taking actions before, during and after the onset of a major disaster that will end the
emergency and limit damage; recovery refers to programmes that provide longer-term assistance; mitigation refers
to the physical preparations prior to a disaster. Thus in the production of a disaster plan several phases can be
distinguished:
• Prevention;
• Preparedness;
• Response;
• Recovery.
In the outline of the plan there is recommended action for all four phases, but prevention is the best protection
against disaster, natural or man-made (Brandt-Grau, 2000).
Today, all kinds of means are available to prepare properly for any disaster, man-made or natural. At the NASA-
LTP website many organisations are listed that concern themselves with disasters in some way, among them relief
agencies, research institutions and disaster management programmes. Together they publish a huge amount of advice
on all conceivable disasters and many of them are accessible free on the internet. The conservation-related websites
of NARA, SOLINET, CoOL and even FEMA should also be checked.
An overwhelming number of articles and books have been published on disaster planning. Indeed, so much has been
written that most conservators do not know where to start. Unfortunately, the majority of the literature covers the
situation in industrialised countries. For bibliographies see Fortson, 1992, which includes literature on recovery,
and the bibliography published by Archives Library and Information C enter Bibliography (C hurchville, 1990). A
recent volume of the Journal of the American Institute for Conservation is entirely dedicated to disaster
preparedness, response and recovery (JAIC, 2000). In addition to the literature mentioned in the introduction of this
chapter see Barton et al., 1985; Buchanan, 1988; Dorge et al., 1999; Fakhfakh, 1995; Fox, 1996 and 2000; James,
1994; Lyall, 1995; Kenjo, 1997 and 2000; Obokoh, 1989; Shukor, 19 95; Smithson ian Institute Office of Risk
Mana gemen t, 1993. For disaster planning especially in Africa see Alegbeleye, 1993 and for staff management during
a disaster see Reinsch, 1993.
6.2.1 Prevention