Libraries and Disaster Recovery

Libraries and Disaster Recovery LIS 760 International Librarianship Nancy Jansen December 10, 2011

As keepers of not only books, but of historical documents and artifact holders of their communities, libraries must take a look at their response to and preparation for disasters. Disasters can be both an act of nature and man-made. The war in Iraq is an example of a man-made catastrophe. The invasion of Iraq by the United States and Britain in 2003 was disastrous to their libraries, museums, and cultural heritage. This occurred on top of the fact that their cultural institutions had never fully recovered from prior wars. The Hague Convention for the Protection of Cultural Property in the Event of Armed Conflict was created to protect the country s cultural property during war to prohibit, prevent, and stop any form of theft, pillage, and acts of vandalism directed against cultural property (which includes libraries). The Hague Convention states that damage to cultural property belonging to any people whatsoever means damage to the cultural heritage of all mankind, since each people makes its contribution to the culture of the world. The Hague Convention is often ignored and overlooked. During the war, libraries in Iraq were looted and burnt. Basements where documents were stored were deliberately flooded. Guards of rare manuscripts were shot; the manuscripts then either stolen or incinerated. The looting and destruction included library furniture, fixtures, computers, copiers, and other equipment. A wealth of Iraq s heritage was lost. The Iraqi National Library and Archives originally contained twelve million documents, a large book collection, and the largest collection of Arabic newspapers. Although they tried to save their collections, only about forty percent of their books and a small portion of documents were saved by placing them in a room welded shut with a steel door. All documents from 1958 to the present were destroyed by fire. A collection of periodicals and documents on microfilm from 1920 1958 are gone. Documents stored in a Jansen_December_11_2011 1

basement for safe keeping were deliberately flooded. Those they tried to salvage contained extensive mold growth. The Central al-awgaf Library is the oldest heritage institution in Iraq. It contained 45,000 rare printed books, including 6,000 in Ottoman script. Only 5,250 books survived a fire that not only completely destroyed the rare materials, but also destroyed the equipment and building itself. Many, many libraries and cultural institutions were looted and burned. Valuable manuscripts, documents, books, and other collections were destroyed or are missing. It is estimated that the loss in Iraq of books, manuscripts, and periodicals exceeds ten million dollars. Buildings, their fixtures, computers, furniture all gone. How do you rebuild and recover from the loss of heritage and knowledge? Countries around the world have come to Iraq s aid. The Czech Republic donated digital microfilm machines and scanners, and has trained Iraqi library staff in conservation methods. Qatar has pledged 15 million in reconstruction aid. OCLC and Ebsco have provided online bibliographies and full-text databases. Britain provided microfilm and microfiche reproductions of lost manuscripts, rare books, and Iraqi records. Japanese and Italian non-government organizations have donated computers and furniture. Others have promised monetary aid the Library of Congress, UNESCO, and the World Health Organization. In some rare situations, a plea to the public has returned items missing from collections. Libraries world-wide must commit to offer their services to the Iraqi library community. Dialogue within the library profession must include the impact of political and military events on their work. Library professionals have a professional and ethical duty to protect collections Jansen_December_11_2011 2

and to work towards a more secure future for the world s libraries through advocacy, scholarly cooperation, and a shared commitment to ethical preservation. 1 The Iraqi National Library and Archives today keeps sectarian divisions out of their building. They want to foster a sense of national pride among their employees and community. Pictures of politicians and tribal leaders are banned from the building, as are deep discussions of religion and political policy. Saad Eskander, the director of The House of Books and Documents in Iraq, states that it is a political job to liberalize you national library it is building Iraq. Barriers were removed that prevented leftwing books all books are now available to the public. Eskander believes that libraries mission is not secondary to political reform, but a central strategy to building a new Iraq. Libraries need to bridge the division of sects by providing symbols of common historical memory. To build a new Iraq, you have to have access to the right information. Iraq cannot be built if you distort history or write history according to ideology. We must shed new light on our history and reconsider our past. 2 The war has opened an opportunity for a new society in a new state libraries around the world can help the libraries in Iraq with the information they need to succeed and support their citizens. The devastation of Hurricane Katrina was compounded by shoddy levee construction and improper maintenance. Libraries suffered severe flood damage, vandalism, and mold on collections, furniture, and computers. They have had staff layoffs and many are opened for limited hours. It took weeks to locate staff members a mistake that will not be repeated. Databases are now being created that include off-work email addresses, cell phone numbers, and 1 O Shea, Anne, Under Threat: Libraries in Iraq, Feliciter, Issue #4 (2003): 199. (accessed November 17, 2011). 2 Eskander, Saad, Iraq s Library Struggles to Rise from the Ashes, The Guardian, http://www/guardian.co.uk/world/2004/dec/21/education.books/print (accessed November 17, 2011). Jansen_December_11_2011 3

next-of-kin contact information. Libraries affected by Katrina are also experiencing unexpected retirements, resignations, grief, and post traumatic stress among their employees. Libraries affected by Katrina and the flooding have also received support from other libraries and organizations, which include the American Library Association, The Bill & Melinda Gates Foundation, and the Bush-Clinton Katrina Fund. Non-governmental organizations have contributed computers and other equipment. Libraries throughout the nation have adopted recovering library branches and have provided support to many affected libraries (including a bookmobile from Waukegan, Illinois!). Contributions have also been received from corporations, individuals, and publishers. Money promised from FEMA is still pending. The libraries in the New Orleans metropolitan area have exemplified the mission of a public library. Nearly every one of them was impacted by flood waters and Katrina s winds, but the libraries played an important and immediate role in the aftermath of this disaster. They provided their communities access to information and the internet for various needs: Locating and interacting with missing, evacuated, and displaced family members and friends Downloading and aiding in filling out FEMA forms and insurance claims News and updates on the conditions of evacuated communities Information on individuals homes and places of work The libraries in the New Orleans metropolitan area are planning in order to be prepared for future disasters and emergency situations. They have plans to replace employees desktops with laptops so they can be removed in the case of emergencies. They will use flash drives to store and carry files. Emergency websites are being created to allow access to digital resources. Jansen_December_11_2011 4

They are installing shut-off valves on all drains that enter their buildings. Transformers and generators are being raised at least three feet higher off the ground. The response of the libraries in the wake of Katrina has created a new perception of public libraries a center for information of all types. This crisis brought in a new group of library patrons who had never used a library before. The libraries have become a community resource for disaster recovery, and need to become a resource for disaster preparedness. The role of the public library before, during, and after emergencies should include: Community Preparation Emergency preparedness guides, disaster preparedness workshops, volunteer coordination programs Providing Emergency Information Answering phone calls and email questions, creating community contact centers, addressing inquiries from around the world regarding the conditions of the area Running and Staffing Shelters Using library and other community buildings Distributing Supplies Meals, water, tarps, bug spray, etc. Providing hook-ups to recharge electronics. Letting people use the library refrigerator for food and medication. Caring for Community Members in Need Assisting in completing FEMA and insurance forms, caring for the elderly and those with special needs, working as translators, establishing temporary libraries in shelters or through bookmobiles Assisting Relief Organizations Assist with duties, allow them access to the internet and phones, providing a meeting place for organization representatives to meet with residents Jansen_December_11_2011 5

There are many organizations that donate and participate in library disaster recovery and relief. The Prince Claus Fund for Culture and Development has a program Cultural Emergency Response - that aids in protecting and recovering culture, even in situations restricted by war and political or religious practices. IFLA sponsors relief funds for various disaster areas. They also have resources available for libraries regarding preventing the loss of collections and on collection preservation. One example of aid these organizations provide is the partnership of IFLA and the Prince Claus Fund to set up a treatment center in Haiti where damaged archive and library materials can be cleaned, preserved, catalogued and digitalized. The Blue Shield s mission is to protect the world s cultural heritage threatened by armed conflict and natural or man-made disasters. This international organization requests its members to support libraries in disaster areas and assist in assessing the damage to their cultural heritage and subsequent recovery, restoration, and repair measures. The Blue Shield feels cultural heritage is a basic need that is necessary to restore a sense of normality and enables people to move forward. Cultural heritage is fundamental in rebuilding the identity, dignity, and hope of communities following disasters. The American Library Association s International Relations Office is a conduit for libraries and citizens of the United States to support and donate to libraries in need after disasters. Besides the monetary relief funds they sponsor, ALA has other programs such as Adopt a Library, Volunteer Coordination, and Disaster Preparedness Resources. UNESCO contributes to relief and reconstruction in post-disaster situations in the fields of education, science, culture, and communication. The organization supplies technical assistance and advisory services that assess damages and losses. UNESCO supports national authorities, international partners, and professional society organizations in long-term sustainable Jansen_December_11_2011 6

reconstruction and disaster risk reduction. UNESCO focuses on five operational strengths: Education in Emergencies and Reconstruction; Natural Disaster Risk Reduction; Culture and World Heritage in Emergency Situations; Media in Conflict and Post-Conflict Situations; and Gender Dynamics of Conflict, Peace-building, and Reconstruction. Libraries Without Borders supports education in disaster affected areas by providing children, students, and adults access to well-equipped, up-to-date, efficient libraries. This organization offers aid in the form of sheltering, restoring, and digitalizing archives and manuscripts. They rebuild infrastructures and support libraries and educational institutions, giving books to rebuild destroyed or lost collections. The Special Library Association (SLA) created a Task Force on Natural Disasters. This task force investigated ways in which library professionals could apply their skills and competencies to assist in relief, recovery, and reconstruction. SLA has created a communication tool called IPANDA.net (Information Professionals Alliance on Natural Disasters and Accidents) which is supported by a network of volunteers. IPANDA is a forum to exchange information between library professionals those involved in relief and recovery efforts, and those that want to support them, including providing assistance to relief workers. SLA and this team of volunteer library professionals have compiled information on organizations, Web sites, collections, and other resources to use in disaster response. Some issues they also cover relate to after the disaster has passed health care if living in temporary shelters, building design for reconstruction, psychological counseling, environmental issues, transportation, and infrastructure issues. Today, libraries must become prepared for potential disasters, as well as be ready to support libraries around the world recovering from disasters. Most of the organizations Jansen_December_11_2011 7

mentioned in this paper have information available regarding disaster preparedness and how to assist other libraries, as well as training materials and courses covering planning for and recovering from disasters. Libraries throughout the world must now be proactively involved in their communities disaster recovery and emergency planning. Clear roles need to be defined for providing relief and recovery. Libraries and their staff should participate in community preparedness training and drills. Care should be taken to protect the technology infrastructure of libraries. Library professionals and researchers need to consider the roles that libraries were able to fill in their communities in times of genuine crisis, what they mean for the education of future librarians, training of current librarians, and advocacy for library funding, coordination with other government agencies, relationships with individual patrons, and relationships with entire communities. 3 Libraries may need to consider creating marketing and development positions to support this task building the case for funding to support disaster prevention and recovery. They will need to consider subsidizing their income with funding from outside sources to supplement budgets that do not contain funding for disaster recovery. Libraries must have an internal disaster recovery plan that includes business continuity throughout the length of the disaster and recovery. The plans should support three components preparation, mitigation, and recovery. The preparation or planning stage is done when all library staff are calm and decisions can be made in a rational manner. Potential hazards should be identified. Floor plans should be created that show - the locations of specific collections, fire alarms, fire escapes, emergency exits, and fire extinguishers. Responsibilities must be defined, documented, and assigned. Insurance and funding related to damage or loss should be reviewed 3 Jaeger, P.T., L.A. Langa, C.R. McClure, and J. C. Bertot, The 2004 and 2005 Gulf Coast Hurricanes: Evolving Roles and Lessons Learned for Public Libraries in Disaster Preparedness and Community Services, The Haworth Press, Inc., (2006), http://plq.haworthpress.com (accessed November, 17, 2011). Jansen_December_11_2011 8

and updated as necessary. Training of staff needs to occur, and repeated periodically to keep the plan current and fresh in their minds. This training must include both how to react and respond during an emergency or disaster, and how to recover services and restore damaged materials. If properly prepared, mitigation during and after the disaster will be less stressful and the road to recovery will be quicker. Taken as a whole, a disaster response plan is essential to the continuation of the institution, retention of patrons, and fast and efficient resumption of services to patrons and staff. 4 Libraries should consider partnering with other community services, such as shelters or churches. The more supports a library has in its immediate reach, the sturdier it will stand, regardless of how hard or which way the wind blows. Combining forces also broadens access to individuals in a community, seriously increasing the impact a library can have on helping everyone else get back on their feet. 5 Any restoration plan will require both government (local, federal, or national) and library leadership support, and may require international assistance. Libraries can play a prominent role within their community by fueling recovery by building their patrons technology skills, assisting in entrepreneurial activities, and providing relevant resources. The importance of protecting cultural resource from damage and loss transcends borders, languages, and time. Many of the treasures held by libraries and other cultural institutions have served students and scholars for decades even centuries and their continued benefit to the academic and cultural spheres they serve is dependent upon their effective 4 Kahn, Miriam B., Disaster Response and Planning for Libraries, Second Edition (American Library Association, 2003): 3. 5 Kuzyk, Raya, Continuity Planning is the New Mantra in Disaster Planning, Helping to Keep Key Services Alive Library Journal, 3/15/2007 (accessed November, 20, 2011) Jansen_December_11_2011 9

stewardship by professionals dedicated to their protection. 6 The roles of the library and library professionals, as well as other cultural institutions and their employees must become proactive, not reactive in their support of their communities and the preservation of materials and cultural heritage. They must work toward promoting and facilitating emergency preparedness and emergency response through networking, information sharing, increased awareness, and encouragement of disaster planning, and training. 6 Thinking Outside the Borders: Library Leadership in a World Community (Mortenson Center for International Library Programs, 2008): 98. Jansen_December_11_2011 10

Bibliography ALA International Relations Office, http://www.ala.org/ala/aboutala/offices/iro/index.cfm, American Library Association, Web. 17 Nov. 2011. Developing Libraries Across the Country, http://www.librarieswithoutborders.org/?p=209, Libraries Without Borders, Web. 20 Nov. 2011. Dickerson, Lon, Capitalizing on a Disaster to Create Quality Services: Some Lessons from Hurricane Katrina. Public Library Quarterly 26 (2007): 101-115. Haworth Press Inc. Ebsco. Web. 17 Nov. 2011. English, Sandy, Iraq s Libraries: What Recovery from A National Disaster Beyond Imagination? World Socialist Web Site, 17 Sep. 2005. Web. 20 Nov. 2011. IFLA s Involvement in Haiti Reconstruction Efforts During 2010. http://www.ifla.org/en/news/ifla-s-involvement-in-haiti-reconstruction-efforts-during-2010, IFLA, Web. 17 Nov. 2011. Jaeger, Langa, McClure, Bertot, The 2004 and 2005 Gulf Coast Hurricanes: Evolving Roles and Lessons Learned for Public Libraries in Disaster Preparedness and Community Services. Hawthorn Press, Inc. Ebsco. Web. 20 Nov. 2011. Kahn, Miriam B., Disaster Response and Planning for Libraries, Second Edition. Chicago: American Library Association, 2003. Kuzyk, Raya, Continuity Planning is the New Mantra in Disaster Planning, Helping to Keep Key Services Alive. Library Journal, 15 Mar. 2007. Web. 20 Nov. 2011. McCarthy, Rory, Iraq s Library Struggles to Rise from the Ashes. The Guardian, 21 Dec. 2004. Web. 17 Nov. 2011. McMullen, Troy, After Looting, Burning, Iraqi Archive Makes Comeback. Library Times International, 2008. ProQuest. Web. 17 Nov. 2011. O Shea, Anne, Under Threat: Libraries in Iraq. Feliciter 4 (2003): 199-202. Ebsco. Web. 17 Nov. 2011. The Prince Claus Fund, http://www.princeclausfund.org/en/activities/tefaf-and-the-prince-clausfund-provide-first-aid-to-cultural-heritage.html, Web. 17 Nov. 2011. Jansen_December_11_2011 11

Bibliography (continued) Robertson, Davenport, SLA s Response to Natural Disasters. Information Outlook 9.10 (2005): 20-26. ProQuest. Web. 17 Nov. 2011. Skinner, Robert E., Nor Any Drop to Drink : New Orleans Libraries in the Aftermath of Hurricane Katrina. Hawthorn Press, Inc. Ebsco. Web. 20 Nov. 2011. SLA Hurricane Response, http://www.sla.org/content/resources/disasterrelief/index.cfm, Special Library Association, Web 20 Nov. 2011. Thinking Outside the Borders: Library Leadership in a World Community. Urbana- Champaign, Ill.: Mortenson Center for International Library Programs at the University of Illinois, 2008. Jansen_December_11_2011 12