# Section 1 The National Archives Business Recovery Plan The National Archives Kew


## Departmental Contingency Plan

# For

 

## Collection Care Department

 

## Recovery Team

 
Departmental Contingency Plan compiled by : Anna Buelow Maria Troupkou November 2005 

## Contents. 1.                **Departmental Contingency Plan** 1.1.              Overview. 1.2. Contingency Plan Activation.

1.2.1.      
Recovery Team. 
1.2.2.       
Recovery Site. 1.3.           
CALL OUT PROCEDURES.   
1.3.1.        
Transportation Arrangements. 
1.3.2.         
Incident Control Centre. 
 
1.4.              RECOVERY ACTIVITIES. 
1.4.1.           Special Recovery Activities. 1.4.2.         
Activity Checklist.    
1.4.3.        
I.T. / B.T. Applications. 
1.4.4.       
External and Internal Business Contacts. 
1.4.5.        
Agency Notification List. 
1.4.6.       
Vital Records. 

## 1.5. Essential Service Suppliers.

 
2.                RECOVERY SITE REQUIREMENTS. 
2.1.               Initial Recovery. 
2.1.1.       
Minimum Requirements. 
 
2.2.            
SUSTAINED RECOVERY. 
2.2.1.       
Normal Operational Requirements.  
2.2.2.        
Sustained Recovery Team. 

## Annex. A. Special Procedures. B.                 Essential Service Suppliers.

 
1. **DEPARTMENTAL CONTINGENCY PLAN** 
1.1.  **OVERVIEW**. 

 
In the event of a disaster affecting the daily business operations of The National Archives, the Business Recovery Plan will be activated along with Departmental Contingency Plans for those departments which are affected by the disaster. Departmental Contingency Plans should cater for the worst case scenario, and should contain all information which would be required for the speedy return to normal operations. The plan should be treated as a flexible document, which should be tailored to suit the needs of your department within the framework outlined. If areas of the plan are not applicable to your department, disregard. If others require expanding, expand. 

 
The Departmental Contingency Plan will require periodic updating. 

1.2   CONTINGENCY PLAN ACTIVATION Activation of The National Archives Business Recovery Plan will be a Management decision and no Departmental Contingency Plan will be initiated until the Business Recovery Team (BRP) issues an instruction to this effect. The Business Recovery Team will then alert the leaders of the Departmental Recovery Teams (DRT). After being contacted by Security, the first action of the Departmental Team Leader is to contact the members of the Recovery Team. If the Team Leader is not available, the Deputy Team Leader will assume responsibility. 

 
 
1.2.1. Departmental Recovery Team. The following members of the department will form the Departmental Recovery Team. The Team Leader and Deputy(ies) are identified against serial numbers 1 to 3. DRT's primary task is to assess the situation and extent of the disaster affecting the department, call forward additional staff and resources as required, and undertake the initial steps in the recovery process. The aim of the DRT is damage limitation, to manage the recovery process and the recovery to normal operations. Serial                                                                             Home                                          First Number                      Name                                         Tel  No                                        Aider 
1. 



2. 



3. 



4. 



5. 



6. 



7. 



8. 



9. 



10.  


11.  


12.  


13.  


14.  


15. 

We are on the Emergency Register for Harwell Drying and Restoration Services (www.harwelldrying.demon.co.uk, Head Office: Bldg 404.13, Harwell, Didcot, Oxfordshire, OX11 0RA, Tel. 

01235 432245, Fax 01235 432246, info@harwell-drying.co.uk).  Even if the office is unsure as to whether their services will be required or not, they have expressed a preference to be notified and put on standby in case they are required. 


 **HARWELL**  
 
01235 434373 (24-hours) 
1.2.2. **Recovery Site.** Your department will be advised as to the location of an alternative recovery site by the Business Recovery Team, as and when your Contingency Plan is activated. The requirements for an alternative recovery location will depend on the nature of the disaster and on your departmental operations.  
 
 
1.3   CALL-OUT PROCEDURES 
 
During **out of office hours**. Security will contact members of the Departmental Recovery Team 
(DRT) as soon as possible after the instruction is issued from the Business Recovery Team (BRT). 

If the emergency occurs **during business hours**, all members of the department are to be assembled, a roll-call taken, and then depending on the nature of the emergency, those staff not required to deal with the emergency told to go home and wait until contacted. 

1.3.1. Transportation Arrangements. Each member of the recovery team will be instructed to report to the Incident Control Centre (ICC), at The National Archives, the location of which will be advised. Transportation will be by public or personal transport, or in extreme circumstances by taxi which can only be authorised by the Business Recovery Team. Any expenses incurred are to be recorded by the individual concerned, and passed to his / her line manager for approval. 

 
1.3.2   Incident Control Centre (ICC) 
 
Within working hours an area within either Q1 or Q2 will be designated as the Incident Control Centre for the management of the recovery process. Information concerning the location of the area and any other information required will be given out over the PA system. If this facility is not functioning, recovery team members will be provided information either by telephone, security staff or by line managers.  
 
 
For a disaster occurring **out of normal working hours**, Recovery Team members should initially report to the main entrance security desk, from where they will be directed to the ICC. In the event of a major disaster which restricts access into any parts of the building, the initial assembly location is to be the public car park at the Ruskin Avenue end. 

1.4.  RECOVERY ACTIVITIES. Following the activation of the Departmental Contingency Plan the Departmental Recovery Team (DRT) will carry out pre-defined activities to recover business functions. A prioritized list of recovery activities is contained in section 1.4.1. The first responsibility of the Recovery Team Leader will be to ascertain the extent of the disaster, and to decide if the recovery can be managed by the Recovery Team or that the departmental recovery process will require additional members of their own or other department to assist. If this is the case then he is to request the assistance of the Business Recovery Team to contact either all or individual members of the department listed in Sustained Recovery Team (via Personnel records, see section 2.2.2.), or additional TNA staff from other areas of the business. 

1.4.1. **Special Recovery Activities.** An emergency which occurs either within or outside of business hours may present special recovery activities to be performed by the Departmental Recovery Team, prior to the start of their departmental recovery process.  These activities are listed below. No activities concerning either readers or visitors who may be present at the time of the emergency are to be considered, other than their safe evacuation from the building.  Arrangements for their belongings and safe removal from site will be managed by the Business Recovery Team and Security. Activity Ser No          Day / Night                                      Special Recovery Activity 

1. The prime concern of the Collection Care Department, in a disaster situation, is to take 
what measures are necessary to salvage or limit the damage to as many of the records as possible.   
2. Initially it will be the responsibility of the first senior member of the departmental 
recovery team on site to start the recovery process after an initial assessment has been 
made. 
3. Secondary will be the recovery process of getting the department back to normal 
operational levels. 

## 1.4.2 Recovery Team Activity Checklist

 
The activity checklist should include in order of priority, the actions and tasks which are required to be carried out by the Department Recovery Team. Tasks listed should be identified as team tasks, or tasks designated to individual members of the recovery team who have specific skills required for the task. As each task is completed, it should be identified as such, so that an update of the recovery process can be provided as required by the Business Recovery Team. 

Ser No                                                                    Activity / Task                                                 
1. Ideally, the recovery process should start with a preliminary assessment of those documents 
in the affected area, designated as being the most valuable or important, identified by the first senior member of staff to come on site. 2. The method and process for assessing and treating damaged material is documented in 
Annex A. 3. Depending on the extent of the disaster it is possible that, in addition to many or all of the 
Collection Care staff being engaged in the document salvage process, staff from Archive Productions Services may be required. These will be contacted through the Head of Archive Production Services, or Estates and Security Department. 
 
4. If the Collection Care Department has been affected by the disaster, it will be the 
responsibility of the Collection Care Administrative Officer to start the process of bringing the department back to normal operational levels.  E.g. making sure computers and essential equipment are working and sufficient disaster material is available, particularly those that may be required for the disaster recovery.  For a full list of materials and equipment suppliers see Annex B. 

 
1.4.3. I.T. / B.T. Applications. Itemise any I.T. or B.T. equipment which is essential to the departmental recovery process, this to include telephones, PCs, printers and software applications: Critical Equipment / Software.                        Qty.        Category                              Application.                                        
Computer  

         1  
   A 
 
 
Word; Excel; Access 
Printer  

         1                 A 
Computer  

         2  
   B 
 
 
Word; Excel; Access 
Printer * 

         2                 B 

 * Printer can be networked. 
The Critical Category symbols and their meaning : A          Essential, must be recovered soonest. B          24 hours. C          72 hours. 
                                                                                   D          When Convenient. - Need access to PRONTO system information. - Information on Collection Care's 'i' drive: 
- Collection Care databases - Collection Care suppliers' list 


- Other networked databases (need to confirm that these have been added to network): 
- Collection Care Finance database - Safe Room Survey database - Safe Room Locations database 
 

- Unfit database 
 
Note. The category selected will depend on how essential an item of equipment is, to the recovery process. For example, Estates and Security Department would require access to telephone services at the earliest opportunity for contacts with suppliers, therefore Category A is appropriate - however a PC would not be as essential, therefore Category C would be more appropriate.    
 
 
1.4.4  Internal/External Contacts 
 
Identify any business contacts or functions, internal or external, which are important / integral to the departmental operations: 
Internal  
Contact & Function.                                                                        Contact Name & Tel No.                                          
Archival Production Services Department for assistance with document salvage - linked with their Departmental Contingency Plan. 

 
External Contact & Function.                                                                        Contact Name & Tel No. 

HARWELL Drying Restoration Services 


01235 434373 

## 1.4.5 Agency Notification List

 
All contact with the Emergency Services, Government Departments and other Statutory Authorities are only to be made by the Business Recovery Team (BRT).  
 
In addition, notification and information concerning the disaster situation will be made by the Business Recovery Team (BRT). Other organisations or agencies which departments have daily business contact with, either with contracted staff, goods or services are to be listed below. Organisation                        Contact                            Tel No                                Remarks NADFAS Volunteers will need to be informed, to ensure that they do not come to the site. At the first instance, notify: 

NADFAS 
 
 
Greater London Area Volunteers Representative 
 
 
Or any other person at 
this telephone number 

The last contact name is for general courtesy/information as she is the liaison for the whole Greater London area. EDITORS  WORKING  ON CENSUS MATERIAL - HO CLASS The editors need to be contacted to prevent them coming into The National Archives (especially as they are undertaking work in the Collection Care Department's Disaster Control Room). 

 

## 

|     |     |
|-----|-----|
|     |     |
|     |     |

## 1.4.6 Vital Records

 Details of all departmental back-up files stored for safe keeping in off site locations, should be easily retrievable during an emergency situation. 

  
The vital records comprise of :     Paper / PC Disc / File / Archive Box / Other. 

Description :   
N/A 

The departmental Vital Records are stored at : 
Address :  
 
N/A 
Contact Name :                                                         Tel No : 
Access. 
The procedure for the retrieval of departmental Vital Records is on the authority of : 
Name :                            N/A                                                                                                                                               

 
1.5. ESSENTIAL SERVICE SUPPLIERS. 

 
Details of essential suppliers / agencies who currently support the department with essential services or supplies, are listed under Conservation/Preservation Materials and Suppliers in ANNEX B. The companies listed below may need to be informed of the emergency, and contacted in order to suspend their activities or actively support the emergency. 

Company Contract Title Tel. Number 

|     |     |     |
|-----|-----|-----|
|     |     |     |
|     |     |     |
|     |     |     |

 

## 2.  Recovery Site Requirements. 2.1. Initial Recovery. Immediately Following The Activation Of The National Archives Business Recovery Plan Which Involves This Department, It May Be Necessary To Relocate The Departmental Operations To A Recovery Site. The Resources Of The Site Will Be Limited And The Department May Need To Exist For A Period Of Time With Limited Resources. 2.1.1. **Minimum Requirements.** The Following Minimum Items Of Equipment Are Required To Enable The Initial Recovery Of The Department At A Recovery Site. Identify Most Critical I.T. And Other Office Equipment To Include Basic Furniture Requirements. Both Photocopy And Telephones Will Be Organised Centrally. Equipment / Type                                        Applications                                                      Qty Tables/Work Surfaces

32 minimum (1 for 
each 
member of the 
department) 
As much table space as possible to ensure that each Conservator has a work bench for emergency conservation work plus additional surfaces for air drying or large work 
 
Chairs 
 
32 
Board chopper 
Cutting of materials 
1 
 
Sinks 
Access to a water supply - if not possible to have sinks, then pipe-work / rubber hosing to connect to portable sink units 
Fans  
For air drying material 
10 
De-humidifiers 
For lowering RH to aid air drying 
5 

## 2.2. **Sustained Recovery** Depending On The Disaster Situation, The Department May Be Required To Operate From The Recovery Site For A Long Period Of Time. In This Situation Additional Equipment May Be Required To Enable The Department To Return To Normal Operations. 2.2.1. Normal Operational Requirements. The Following List Identifies The Equipment Required For The Department To Return To Normal Operation. Size Or                     Model /                         I.T. Equip / Type              Capacity                Manufacturer              Application                 Qty List Of Essential Conservation/Preservation Equipment And Materials (See Annex B) 2.2.2. **Sustained Recovery Team.** The Following Departmental Personnel Are Not Required As Part Of The Initial Recovery Team, But Will Be Additionally Required By The Department, In The Sustained Recovery Mode. Ser No                    Name                                                              Home Tel. No. Other Collection Care Staff May Be Contacted Via Personnel Records.

 
 
_______________________ 

## Annex A.

 

## Special Procedures.

 
Each department may have special procedures which are required for the recovery of their business. These are to be listed, and should include for all special requirements for each individual function. 

Ser No.             Function                                         Procedure / Action / Equipment 

## See Below Small Incident Reaction Procedure All Staff Must Wear Protective Clothing Before Starting Work

 
 
AIR DRYING This is appropriate for small quantities and/or slightly damaged material only, and should be carried out under the supervision of the Collection Care Department.  The area for air-drying should be large, well ventilated and well stocked with tables and drying lines.   The Collection Care Department on the Ground floor of Q2 is the first choice.  (N.B. Make sure that the air conditioning is switched on if the incident occurs at the weekend, to give air-flow).  If no area is available on site, material will need to be packed and transported to a designated area. 

- Use fans and de-humidifiers to assist the drying process, available from Collection Care and Estates and Security Department. 

 
- Stand damp volumes upright and gently fan out their pages. If possible, 
interleave with blotting paper. 
 
- Books printed on coated paper and photographic prints should be interlaced with 
Silicone release paper to prevent blocking.  That is available from Collection Care Department. 
 
- Loose paper sheets should be placed between blotting paper or hung over a 
drying line. 
 
- Parchment membranes should be placed between blotting paper under light 
weights. 
 
- Pendant seals should be supported. 
 
- Change blotting papers regularly. 
 
- Do not attempt to separate material that is stuck together, this is a job for 
Collection Care staff. 

## Instructions For Disaster Control Volunteers On Being Contacted In The Event Of A Disaster 1. In Addition To Being Notified That A Disaster Has Occurred, You Will Also Be Told Where To Report.  This Will Be Known As The "Incident Control Centre".

 2. Get to the Office as quickly as possible.  Staff should use Public Transport 
wherever possible, however in exceptional circumstances a taxi can be authorised by the Head of Department. 3. When sufficient staff have arrived, a briefing will be given by the Recovery Team 
or designated other. 

## All Staff Must Wear Protective Clothing Before Starting Work.

 A Disaster Box containing protective clothing is located in Loading Bay 1, Q1 ground floor.  Protective clothing is also available from the Collection Care Disaster Room, Q2, (Key …).  The contents of these boxes are organized in the attached 
Disaster Control List C. 
All disaster control staff must ensure that they are provided with the necessary protective clothing as soon as they arrive on site.  The first person to arrive will be responsible for issuing protective equipment. 4.  **Make sure you receive the following information:** 
- The nature and location of disaster 
 
- Which team you have been assigned to 
 
- Assessment Area 
 
- Rest Area(s) 
 
- Location of First Aid area 
 
- Information on any areas declared out of bounds 

## Preservation Emergency Supplies All Staff Must Wear Protective Clothing Before Starting Work Red Disaster Boxes Are Stored In Each Repository And In The Library:

 

## Q1 - Opposite Every Entrance To The Repository Areas On Each Floor (Centre Of The Building, In The Basement And Floors 2, 3 And 4, Q1).

 
- in the far end of the Library, Q1 first floor . 
 
- protective clothing is located in loading bay 1, Q1 Ground floor. 
Q2 
 
- in the Collection Care Department on the Ground floor, Q2. 
 
- Collection Care Disaster Room, Q2 Ground floor (Key …). 
 
- near their side entrance in each of the repositories 6c, 7c, and 8c (on the first, 
second and third floor, Q2). 

 
The contents of these sealed boxes (apart from the one in Loading Bay 1) are 
organised in Disaster Control List B.  
 
Both Lists C and B are wall-mounted over the disaster boxes and should be 
updated during annual inspections of the box contents by Archival Production 
Services (APS) staff. 
 
During monthly inspections, APS floor managers should also update the 
additional Disaster Control List A, confirming that the boxes remain sealed when 
not in use, and also that there is an adequate number of stacked collapsible crates 
and foldable disaster tables on site. 
 
Detailed floor plans indicating the locations of all disaster boxes and additional 
equipment, should be mounted on notice-boards above each box, alongside all 
three content lists. 
 
Lists A, B and C are attached below. 
 

 
                                                                                       14

## List A - All Disaster Boxes List B - All Boxes (Apart From Loading Bay 1)

DISASTER CONTROL
LOCATION #
LIST B - ATTACHED ON BOX
BOX CONTENT CHECKLIST (ANNUAL INSPECTIONS)
LOOSE IN BOX
IN BUCKET
Foldable crates (open/closed, total)
4
Sponges
2
1
Safety pins
6
Red & Green Identification Forms (blocks 
of approx. 50 sheets)
Foldable 'Wet-Floor' sign/cone
1
Paper tissue (rolls)
2
1
Graphite Pencils
3
Red & Green Assessment Tags (bundles of 50)
Kit Mop (in 2-4 parts, checked?)
Pre-numbered brown tags (bundles of 50)
1
Bandages (15cm/10cm rolls,  strikethrough accordingly)
6/12
1
China-graph (grease) pencils
2
Bucket 
White Tyvek tags (bundles of 100)
1
1
Pencil sharpeners
1
Cotton tape (rolls, sticker-secured edge)
1
1
Scissors (large/small, total)
2
Polythene sheeting (rolls, 60-100cm wide)
3
1
Cable ties  (bundles of 100, in plastic packet)
Polythene sheets (rolled, 380x408 cm = 153x160 in.)
Metalic tape measure (3m/10ft)
50
1
Polythene bags (sealable, size A, 42x32 
cm = 12x16 in.)
Disposable gloves (M size, in plastic bag)
25
20
Polythene bags (sealable, size B, 51x38 
cm = 20x15 in.)
10
Polythene bags (non-sealable, size C, 
75x51 cm = 29x20 in.)
20
Polythene bags (non-sealable, size D, 
103x77 cm = 40x30 in.)

## Notes

DATE NAME
IN PLASTIC BAG
IN OPEN CRATE
LIGHTING-SIGNALLING 
HANDS + FEET
HEAD
BODY
Disposable gloves (single, size S)
Hazard tape (plain/adhesive, total rolls)
5
150
Fluorescent Yellow waterproof 
trousers (size L)
10
32
Disposable gloves (single, size M)
Electric torches/worklights (working?)
5
350
Fluorescent Yellow waterproof 
trousers (size M)
8
27
15
150
Fluorescent Yellow waterproof 
hooded jackets (size L)
55
Disposable gloves (single, size L)
Push-fit Krypton Light-bulbs (4.8V, 
0.5A, or 3.6V, 0.75A, working? x1 or 
2)
Household gloves (pairs, size S)
1.5V Batteries size **D, LR20** (date 
checked? /4)
24
8
Fluorescent Yellow waterproof 
hooded jackets (size M)
28
Household gloves (pairs, size M)
26
Blue disposable trousers (size L)
5
Household gloves (pairs, size L)
Blue disposable trousers (size M)
5
Heavy-duty gloves (pairs, size S)
Blue disposable hooded vests (size 
L)
5
Heavy-duty gloves (pairs, size M)
2
Blue disposable hooded vests (size 
M)
5
Heavy-duty gloves (pairs, size L)
Fluorescent Yellow Jerkins (size L)
Wellies (pairs, size  7/49)
Fluorescent Yellow Jerkins (size M) 7
Wellies (pairs, size 8/42)
Fluorescent Yellow Jerkins (size S)
Wellies (pairs, size 9/43)
White plastic aprons
20
Wellies (pairs, size 10/44)

## Notes List C - Loading Bay 1

Disposable gloves
Fluorescent Yellow waterproof 
trousers (size L)
Disposable gloves (single, size M)
Fluorescent Yellow waterproof 
trousers (size M)
Fluorescent Yellow waterproof 
hooded jackets (size L)
hooded jackets (size M)
Fluorescent Yellow Jerkins (size M) 3
Safety helmets Head-lights (working?) Screw-cap Light-bulbs (3.5V, 0.2A, 
working? x1)

## General Instructions For Collection Care Staff

 1. Staff should work in pairs (teaming up as each arrives). 2. Disaster supplies should be taken to the assessment area designated by the 
Business Recovery Team or a designated Disaster Co-ordinator.  A decision needs to be made as to whether stocks are sufficient and if not, more supplies need to be collected from the Disaster Control Room/other repositories and/or Collection Care storeroom. 3. Tables need to be moved to assessment area. 4. Twenty-five of each crate (Damp/Unaffected) should be labeled so that they are 
ready. 5. Working in your teams, assess the treatment needed for the material being 
unpacked by Repository staff from the crates or trolleys. 6. One person should unpack boxes or inspect un-boxed documents to assess the 
damage, whilst the other uses the appropriate identification/location forms to record:  
 
- the reference 
 
- crate number 
 
- whether the pieces are damp or unaffected. 

## Instructions For Material Affected In The Educational & Visitors Centre

 
In the event of a disaster affecting the Educational & Visitors Centre (EVC), all 
documents must be removed from their cases and taken to a Secure area.  Liaison 
with Security will be required to de-activate alarms and for the keys to the cases. 
 
General EVC Area 
 
Once the exhibition cases have been unlocked, it is possible to lift the glass covers by 
hand, especially on the smaller cases, but it would be easier to use the "Glass 
suction hand grips" (kept in Collection Care Machine Room [key in XXX]) for the 
larger cases. 
 
The Sanctuary Area 
 
The Sanctuary is protected by a metal shutter, which is closed during Out of Office 
Hours.  The key for this is with XXXXXXXX.  During Office Hours the shutter will 
automatically come down when the alarm is activated (after circa 2 minutes1).  It can 
be raised either by electronic means or by manual means.  The winch key for 
manual lifting is XXXXXX.  If the door has been fire damaged it may need to be 
opened by the Fire Brigade. 
 
N.B.  Please ensure that the shutter is unlocked before attempting to raise it.  If the 
shutter in not unlocked this may result in the bolts bending and the door jamming. 
 
The keys for the exhibition cabinets within the Sanctuary are XXXXXXX. 
 
Summary 
 
- Security to turn off alarms and produce keys 
- Security to unlock shutter 
- Raise shutter either electronically or mechanically (if damaged by heat may need 
    to be opened by Fire Brigade and cutters) 

- Unlock exhibitions cases - Remove items to a secure area - If damaged, follow procedures set out in the following pages, unless it is decided 
that items of particular national importance should be given special attention. 

## Instructions For Material Affected On The Repository Floors 1 If A Fire Occurs Within The Sanctuary Itself The Shutter Will Still Come Down.  The Air Conditioning Vent Will Shut Off From The Rest Of The Building Which **Should** Limit The Amount Of Oxygen Available And Therefore Inhibit The

 
Material affected on the repository floors will be brought to the Collection Care Assessment Area by Repository staff as laid down in their own procedures. It will then be dealt with as described on the following pages. 

## Instructions For Material Affected In Areas Other Than Repositories.

 Where documents are kept in areas other that the Repositories, e.g. Open Office Strong Room, it is the responsibility of the department to contact Collection Care for advice.  A Conservator will come and assess the items and give advice as to whether:- 1. the items can remain where they are; 2. remedial work can be carried out in situ and possibly by the department itself 
(e.g. interleaving with absorbent blotters); 3. the items need to be taken to the Collection Care Assessment Area where they 
will be listed, packaged and sent for freezing. 
# Instructions For Collection Care Staff 1St Team Member

## All Staff Must Wear Protective Clothing Before Starting Work

 
- **Damp pieces** must be removed from boxes and then packed in polythene bags 
with a Tyvek white waterproof label carrying the complete reference, with as little disturbance as possible.  Any items about which there is uncertainty should 
be put aside for inspection by the senior member of the Collection Care team on site. 
 
- **Saturated documents** must be removed from boxes and packed in polythene 
bags with a Tyvek label carrying the complete reference, with as little disturbance as possible. Do not try to separate the individual items or remove any. Damage 
has already been caused to these items and their best hope of survival is by freezing. 
 
- **Unaffected documents** must be removed from boxes (which may be wet and/or 
fire damaged) and packed in polythene bags with a Tyvek label carrying the 
complete reference, with as little disturbance as possible.  These should be placed 
on a trolley and moved to a dry area, and at a suitable point removed from the bags and reboxed.  If there is any doubt about them being damp, then freeze. There is no need to place the documents in a crate, unless there is no suitable location within the building and they will need to be moved off-site. 
 
- Make sure reference labels are placed in a **visible** position in the bag.  Both damp 
and saturated documents must then be placed in the relevant crates with the open end of the bag uppermost.  The crates must be clearly identified before sending for freezing.   
 
- Water damaged bound volumes must be bound with crepe bandages, to prevent 
distortion.  Wind the bandage across the boards from spine to foredge and back, overlapping enough to ensure that the whole area is covered.  Secure with stainless steel safety pins.  They can then be placed in polythene bags.  Volumes accompanied by visible reference labels should be placed spine down, to minimise strain on the text block. 
 
- 
dentified as follows:
The crates must be clearly i
 
- (DAMP) S1, S2, S3, etc.  
 
 RED LABELS an
d, if appropriate: 
- (UNAFFECTED) U1, U2, U3 etc. 
 
 GREEN LABELS.   
 A
ppropriate coloured labels are available for easy identification. 

 

## Instructions For Collection Care Staff 2Nd Team Member All Staff Must Wear Protective Clothing Before Starting Work

 
 
- Use Red and Green identification/location forms to record the condition of the 
damaged material. 
 
- Appropriate labels must also be put on crates, reflecting the nature of the 
contents, e.g. Red (Damp) D1, D2, D3, etc.. 
 
- Fill out the forms, entering the correct document reference and the crate number 
to which it has been assigned. 
 
- Place the document in the crate. 
 
- When the crate is full, or sufficiently full to constitute an adequate load, the top 
copy of the record form must be placed in the crate and the duplicate form retained for future reference.  The marked 'Red' crates should then be loaded onto separate trolleys ready for freezing.  The 'Green' documents should be loaded onto a trolley and taken to a safe area. 

## Instructions For Collection Care Staff Large Documents/Microforms/ Photographic Material All Staff Must Wear Protective Clothing Before Starting Work

- 
 
If possible large maps should be supported on boards, interleaved with blotting paper and polythene sheets and finally wrapped with polythene firmly and secured with str
ing or straps before freezing.  Remember to leave a visible label 
with reference. 
 
An alternative would be to roll maps and wrap in polythene p
- 
rior to being sent 
for freezing.  Remember to leave a visible label with reference. 
- 
  
Microfilm should be immersed in water in polythene buckets with lids before being sent
 to processing laboratories.  Remember to leave a visible label with 
reference. 
 Glass plate negatives MUST NOT be frozen. 
 
•


__________ 
DEPARTMENTAL CONTINGENCY PLAN. 

FOR : ________ COLLECTION CARE 
_____________ 
ANNEX. B. 

# Essential Service Suppliers.

usiness Name / Service                Contact Name                      Tel No.                      FAX No. 

 
B
 
                                                          SEE BELOW