Sample Emergency Procedures 

This document outlines only the essential procedures and information people need to know when initially responding to an emergency or disaster.  It’s purposefully short so that it can be kept readily available – near phones, in cars, at homes. Because it’s short and can be developed in a day, it’s a perfect activity for MayDay.

In many cases, this information should reference more complete policies, procedures, and emergency preparedness plans.  If you don’t yet have those policies, procedures, or plans, the information and procedures in this document can be a good starting point.  You might want to determine which supporting documents you need to create first and set deadlines to finish them as part of your MayDay activities.

You should carefully review this document before adopting it.  Some of the suggested procedures may not be appropriate for all institutions.  Information intended to help you customize this form appears in italics.  Italicized portions are not intended for the final version that is distributed to your staff.

In addition to this document, you may also want to obtain copies of the Emergency Response and Salvage Wheel, available from Heritage Preservation (https://www.heritagepreservation.org/catalog/Wheel1.htm).  The Wheel includes information about things you can do if you have advance warning (such as a hurricane), assessing damage to and stabilizing collections, and practical tips for different kinds of collections. Heritage Preservation has also released Field Guide to Emergency Response, a lengthier companion to the Wheel.  For more information about the Field Guide, see http://www.heritagepreservation.org/NEWS/FieldGuideann.htm.

EMERGENCY PROCEDURES
(VERSION 1.0)
[Watch for subsequent revisions based on your suggestions.]

UPDATED: [Date]
Please read this guide thoroughly before an emergency occurs. 
Be familiar with your emergency response team members.
Verify these procedures every MayDay (May 1).

Emergency Phone Numbers
	
	Non-Emergency	Emergency	
Police 	9 + 555-1234	9+911	
Fire	9 + 555-1234	9+911	
Ambulance 		9+911	
Paramedic			
Physician or Nurse			
Poison Control			

Be sure to note if it’s necessary to dial 9 for an outside line when dialing 911. In addition to direct-dial extensions for use within the building, be sure to include the full number (with area code in metro areas with several area codes).  Don’t expect people to rely on memory when under stress.

Emergency Response Team

Home and personal mobile phone numbers are to be used only as a last resort. Home and mobile phone numbers are confidential and may be given out only to officials in public safety agencies.

	Primary Number	Secondary Number(s)	
Security
[Name]	5-6789 (555-555-6789)	555-555-6789 (home)
555-555-5678 (mobile)	
Building Manager
[Name]	5-6789 (555-555-6789)	555-555-6789 (home)
555-555-5678 (mobile)	
Safety Coordinator
[Name]			
	Alternate 1
	[Name]			
	Alternate 2
	[Name]			
Medical Assistance
[Name]			
Floor Warden 1
[Name]			
Floor Warden 2
[Name]			
Floor Warden 3
[Name]			
Floor Warden 4
[Name]			
Conservator
[Name]			
Risk Manager
[Name]			
Insurance Agent
[Name]			

If your institution’s telephone and email systems are down, you’ll want other options for contacting people. Consider including personal mobile phone numbers and personal email accounts on commercial ISPs such as AOL or Cox.  While this level of disaster may be unlikely, having this information is particularly useful if one should occur.

Consider including the names and phone numbers of staff members at other institutions who may be able to provide advice or assistance immediately.  Many state libraries and archives, as well as libraries and archives in universities, have specialized staff who will be happy to help.

Fire
	
In case of fire alarm:
1.	Evacuate staff and patrons from the building. Always and immediately evacuate the building in case of an alarm; do not wait to find out if it’s a false alarm.
2.	Do not reenter the building until given an “all clear” from security or emergency management officials [or name or title of person responsible for making this decision]. 

If you discover a fire:
1.	Get everyone to a safe area away from the fire.
2.	Call 911 and report the location of the fire.
3.	Activate fire alarms. 
4.	Notify the [receptionist or title of appropriate individual] so that he or she can direct first responders to the right location.
5.	Small fires:  Use fire extinguishers, but only if it is safe to do so.
6.	Large fires:  Get out of the building. 
7.	All fires, large or small, must be reported to [name, phone].

Evacuation

Staff Assembly Area	[identify location here]	

1.	If possible, use the buddy system, working in pairs.
2.	If safe, secure vital records and shut down electrical equipment.
3.	Inform patrons and guests that the building must be evacuated.
4.	Proceed to the nearest, safe exit.
	-	Do not use elevators.
	-	Stay low to the ground if there is smoke.
	-	If the door is hot or if smoke is visible, do not open the door. Use another exit.
	-	Close doors as you exit to help contain fire and smoke.
5.	Do not attempt to save possessions at the risk of personal injury.
6.	Floor Wardens:  To the extent that it is safe, walk through your designated area, checking for any people who have not evacuated.
7.	Assemble at [name of designated assembly area].
8.	Supervisors:  Tally all personnel in the assembly area.  Work with staff to identify any individuals who were at work but who are not in the assembly area and may still be in the building.
9.	Do not re-enter the building until authorized by supervisors.

If trapped in a room:
1.	Place cloth material under and around a door to prevent smoke from entering.
2.	Close as many doors as possible between you and the fire.
3.	Stay low to the ground to avoid inhaling smoke.
4.	Try to signal your location through a window.
5.	If you have a cell phone, call [number].

Disabled individuals:
Always involve individuals with disabilities in their own evacuation because they are best informed about their disabilities and how best to move them out of a building in an emergency.  Ensure that these individuals always have someone with them.

Individuals with mobility impairments who cannot evacuate the building without assistance should be taken to an area of refuge (often the landing of an exit stairwell enclosed by a fire door) where they can be rescued by the fire department. 

Individuals who are visually impaired may need assistance to go through areas that they don’t typically use.  If they need your assistance, explain where you are going, any obstacles, and the direction in which you are about to turn. When you reach the staff assembly area, orient the individual to the surrounding area. 

Medical Emergencies

1.	If an individual needs medical attention, yell for help, then call 911.
2.	If an individual needs CPR, contact [name, phone of staff member trained in CPR].
3.	Notify the [receptionist or title of appropriate individual] so that he or she can direct first responders to the right location.
4.	Do not move the individual unless essential to protect life. If necessary to prevent shock, keep the individual warm and elevate lower extremities if possible.
5.	Control any heavy bleeding using direct pressure on the wound.

After-Hours Emergencies

If you are at home and learn of an emergency or disaster at work, call [supervisor or contact person] before coming in to work. 

News Media

1.	To avoid misinformation, all inquiries from the news media should be directed to a public information officer or to the highest ranking individual available.

2.	Home phone numbers are confidential. They may be given to emergency management officials, but may not to be given to the media. 

	Contacts
(Name, title)	W:
H:	
(Name, title)	W:
H:	
(Name, title)	W:
H:	

MayDay
MayDay(May 1) is the one day each year on which the entire archives profession is encouraged to focus attention on emergency preparedness so that it doesn’t constantly take second place to more pressing demands.  MayDay is not about public awareness. Rather, it is a call for everyone working with cultural materials to take personal and professional responsibility for emergency preparedness.  Some activities can be done individually. Others require institutional coordination, but those institutional efforts need someone – everyone – to promote institutional participation.

Management: 
1.	Ensure that all information in the printed procedures is up to date.
2.	Conduct basic emergency preparedness exercises, such as those suggested in the list of ideas for MayDay activities: http://www2.archivists.org/initiatives/mayday/ideas-for-mayday-activities. 

All Staff:
1.	Read and re-familiarize yourself with these procedures. Ask questions about anything you do not understand.
2.	Be able to identify two emergency exit paths.
3.	Locate the fire alarms closest to your work area(s).