None of us wants to contemplate disasters, yet proper preparation is essential for all institutions. Whether you are safeguarding artifacts in a museum or preserving valuable documents in a cultural institution, a proactive and well-structured disaster preparedness plan is key to reducing risk and protecting collections.
Why a Step-by-Step Plan Matters
A clear, step-by-step plan is critical to protecting your collections. More than a list of emergency supplies, it should also encourage collaboration across departments and staff roles. Including different perspectives helps your team anticipate a wider range of possible disaster scenarios.
CRAFTING YOUR DISASTER PLAN
Your disaster plan should be written, shared and easy to access. Distribute copies to all responsible staff members and keep at least one copy offsite. Include current contact information for key personnel, equipment and emergency services. Also note the locations of essential resources such as freezers, dehumidifiers, air conditioners, trucks and warehouses. Review and update the plan regularly so it remains accurate and effective.
Assessing and Reducing Risks
Begin by identifying potential risks. Is your institution located in a flood-prone or tornado-prone area? Are there aging pipes near storage areas? Once these risks are identified, take steps to reduce or eliminate them whenever possible. Preventive measures can significantly lessen the impact of a disaster.
Prioritizing Your Collection
In an emergency, quick decisions matter. Establish clear priorities for which items to salvage first. This helps your team focus limited time and resources on the most important materials.
Building a Response Team and Support Network
No institution should face a disaster alone. Designate a disaster response team and define each person’s role in advance. Maintain a current list of contacts for staff, equipment and services that may be needed during an emergency. You should also identify outside support networks, such as nearby organizations that can provide assistance.
Planning for Recovery
A disaster preparedness plan should include both response and recovery steps. The response plan should explain what to do during the emergency, while the recovery plan should outline how to restore operations afterward. Together, these plans help your institution respond quickly and recover more effectively.
Training Staff and Reviewing Plans
All staff members should be familiar with the disaster preparedness and response plans. Regular training sessions and emergency drills can help reinforce procedures and reveal areas that need improvement. Periodic review and revision are essential to keep the plan current as staffing, facilities and risks change.
Developing a disaster preparedness plan may not be easy, but it is a responsible and necessary step. Taking these actions can help protect your collections and strengthen your institution’s ability to respond, recover, and remain resilient.
Additional Resources
- Develop a Disaster Preparedness/Emergency Response Plan - American Alliance of Museums (AAM)
- Developing a Disaster Plan - National Park Service
- Natural Disaster Recovery Resources for Museums & Libraries - Institute of Museum and Library Services (IMLS)
- Emergency Management - Library of Congress
- dPlan|ArtsReady
- American Institute for Conservation (AIC)