# Presentation: 739290

## Hospital Libraries

**Backup ****Plans**** for IT, Resources and Services**
**Dena Plaisted**
**Chair, Document Access Services**
**UAMS Library**

## Informal Survey

**Hospital Size**
**	****Ranged from**
**170 Beds**
**1,538 Beds**

## Online Clinical Resources

**All had some type of online resource **
**Ranged from 1 – 4,000**
**	**

**Notes:**
The hospital library with over 4,000 participated in a large consortium.  It was a teaching hospital and based in a large metropolitan area.

## Up-To-Date				
OVID (Books and Journals)
eMedicine
MD Consult
ProQuest
EBSCO
InfoPOEMS
DynaMed
StatRef
AccessMedicine
NEJM and JAMA
MicroMedix

**OVID (Books and Journals)**
**eMedicine**
**MD Consult**
**ProQuest**
**EBSCO**
**InfoPOEMS**
**DynaMed**
**StatRef**
**AccessMedicine**
**NEJM and JAMA**
**MicroMedix**

**Notes:**
This is a sample list of some of the clinical resources reported

## Library Disaster Plan

**Notes:**
The next question was have you developed a Library Disaster Plan?

## Does it include providing access to clinical resources, computers or library servers

**All but one answered “No”**
**Most plans were related to print collections only**

## Is the Library included in the disaster plan for the hospital?

**Yes, but only in regards to staff responsibility**
**Yes, but no specifics regarding continuation of library services**
**Hospital has partnered with out of state hospital for continuation of web services which would include library resources**

**Notes:**
Staff responsibility – where to report for the labor pool

## 
Yes, but only as required by JCAHO

Recently developed a better relationship with IT due to Katrina

Current hospital disaster plan calls for library to serve as overflow morgue

**Yes, but only as required by JCAHO**
**Recently developed a better relationship with IT due to Katrina**
**Current hospital disaster plan calls for library to serve as overflow morgue**

**Other Responses --**

**Notes:**
The IT department had actually covered computers and shelves with plastic wrap during hurricane and moved items to protect them.

## Majority responded –

**Majority responded –**
** **
**No inclusion for library services within IT plan**
**No input requested from Librarian during IT plan development**

## Exception

**Due to past experience with major disaster**
**Library was moved up several floors**
**IT has established plan which includes all hospital services and expects no distribution of services**

**Notes:**
Experienced major flood five years ago.  The Hospital lost $348 million. This lost caused everyone to re-think and plan.  The Librarian serves on the Information Management Team for JCAHO and has been included in the planning.

## Should a disaster occur --

**How do you plan to provide access to clinical resources?**

## Affiliated with Resource Library 

**Affiliated with Resource Library **
** ****Plan to provide ID/Password database access via Citrix server**
** ****Preparing inventory list **
** ****Keep recovery information on flash drive**

**Notes:**
Preparing Inventory List - Lost entire list when IT swapped computers and has to start over.  Original computer was six years old and was donated by a physician

Keep recovery info on flash drive – Lesson learned from fire damage at another location.

## Yes – Partner with out-of-state hospital

 Libraries within city have agreed (in writing) to support each other

 Will use print, if not damaged

 Will network with other libraries within the city or region 

 Plan to contact vendors for support 
Contact information kept on Palm 

** ****Libraries within city have agreed (in writing) to support each other**
** ****Will use print, if not damaged**
** ****Will network with other libraries within the city or region **
** ****Plan to contact vendors for support **
**Contact information kept on Palm **

## Do hospital libraries need an IT plan?

**Hospital primary response will be to provide patient care **
**Patient records**
**Billing information**

**Notes:**
One librarian saw it as not different than any other hospital department or service.

## What can be done?

**Initiate and establish relationship with IT **
**Discuss plans for continuation of clinical resources after the initial disaster**
**Three things to include in discussions:**
**Hardware**
**Programs**
**Data**

**Notes:**
If the library is not a priority – What can be done?
Librarian should initiate contact and ask for a meeting to begin establishing a relationship
Most IT staff do not understand what they library does and what it can do to provide clinical resources after the disaster has passed

Ask them if they have suggestions for your plan and how you can work together as a team

## Hardware/Software

**Keep inventory list **
**Hardware with specs****	**
**Software **
**Online Subscriptions **
**Include needed access info**
**Proxy info and configuration**
**Vendor contact information **
**Include PO #s and other relevant info**

## Other needed info

**Passwords/IDs **
**Talk with IT about allowing someone from library administrative access**
**Administrative passwords/IDs**
**IT department contact info**
**Phone numbers (work, cell, emergency) **
**Email addresses (non-hospital)**

## Data/Software Programs

**Backup on a regular basis**
**Critical information should be done daily**
**Keep backups off-site in safe place**
**Fire safe **
**Another department such as IT or hospital safe**
**At home -- not best but better than none**

## Tips

**Laptop or flash drive with critical information in a secure location  with the following:**
**Vendors Contact Info**
**Passwords/IDs and Authorizations**
**Inventory/Licenses/Contracts/POs**

## Hospital IT contacts info and who is responsible for what?

Library employee emergency contact info

Alternative email addresses for vital contacts

**Library employee emergency contact info**
**Alternative email addresses for vital contacts**

**Include **

## Develop relationship with vendors and asked them about disaster support options 
Consider including in license agreement or contract negotiations

**Consider including in license agreement or contract negotiations**

**Plan ahead**

## 
Create buddy system with libraries in different geographic regions for backup of all essential data

**Create buddy system with libraries in different geographic regions for backup of all essential data**

## 
Cross-train staff for continuation of services 

Empower staff to make decisions if library administration is not available

**Cross-train staff for continuation of services **
**Empower staff to make decisions if library administration is not available**

## Thank You

-  **Are there any questions for the panel?**