Preparing for the Unimaginable: Emergency Planning for Libraries, Museums, and Archives

With the recent containment of the LA wildfires, now begins the challenging process of assessing the damage and restoring what once was. Unfortunately, many historical sites, libraries, archives, and museums in Southern California have been severely impacted, with countless artifacts lost and buildings destroyed or damaged. Sadly, this is a reality that many communities across the country continue to face, as natural disasters—whether wildfires, hurricanes, floods, or other incidents—threaten lives, homes, and irreplaceable cultural heritage.

In times like these, communities must pull together to aid those in recovery. Yet, while response efforts are crucial, the best way to protect our shared cultural heritage is through proactive emergency planning. A well-structured plan can mean the difference between preserving history and losing it forever.

The State of Emergency Preparedness in U.S. Collecting Institutions

Despite growing awareness of disaster preparedness, many institutions remain vulnerable. According to the 2014 Heritage Health Information Survey:

• 42% of U.S. collecting institutions reported having an emergency/disaster plan (up from 20% in 2004).
• Only 24% of institutions have both an emergency plan and staff trained to execute it.
• 83% have collection records, but just 33% keep a duplicate set off-site.

These statistics highlight the need for greater preparedness across the cultural heritage sector. If disasters are becoming more frequent, institutions must act now.

Why Emergency Planning Is Critical

An emergency preparedness plan provides a roadmap for responding to and recovering from disasters. Its benefits include:

• Protecting Collections and Artifacts – Safeguards valuable historical, cultural, and informational assets from irreversible damage.
• Ensuring Staff and Visitor Safety – Outlines clear procedures to protect people in an emergency.
• Minimizing Operational Downtime – Enables a swift recovery, reducing disruption to services.
• Legal and Financial Protection – Helps institutions comply with safety regulations and avoid costly damages.
• Community Trust and Continuity – Reinforces the institution’s role as a reliable steward of heritage and knowledge.

Who Needs an Emergency Plan?

Any institution that holds valuable or irreplaceable collections should have a disaster preparedness plan, including:

• Public, academic, and special libraries
• Museums and cultural centers
• Archives and records management facilities
• Historical societies and heritage sites
• Religious institutions housing historical records
• Universities with special collections

Even small institutions with limited resources benefit from having a plan, as disasters do not discriminate based on size or funding. The 2005 Heritage Health Index reported that 85% of small institutions, including libraries and museums, lacked emergency plans and trained staff.

How to Create an Emergency Plan

Developing a comprehensive emergency plan involves several key steps:

1. Risk Assessment

• • Identify potential threats (natural, technological, or human-caused).
  • Evaluate vulnerabilities (building structure, security gaps, environmental factors).

2. Develop Response and Recovery Procedures

• • Establish protocols for fire, flood, power outage, or other emergencies.
  • Assign responsibilities to staff members.
  • Determine evacuation routes and emergency contacts.

3. Prioritize Collection Protection

• • Identify high-value or at-risk materials.
  • Implement protective measures such as waterproof storage, climate control, and digital backups.
  • Create an inventory of holdings with detailed documentation.

4. Training and Drills

• • Conduct staff training on emergency procedures.
  • Hold regular drills to test response effectiveness.
  • Keep contact lists and emergency kits updated.

5. Collaboration and Communication

• • Establish relationships with local emergency responders.
  • Partner with similar institutions for mutual aid in case of disaster.
  • Ensure clear internal communication during an emergency.

6. Review and Update Regularly

• • Update the plan annually or as risks evolve.
  • Incorporate lessons learned from drills or past incidents.

What to Do If You Don’t Have a Plan and Disaster Strikes

If an institution does not have an emergency plan in place when disaster hits, immediate action can still help mitigate the damage:

1. Ensure Safety First

• • Evacuate staff and visitors if necessary.
  • Contact emergency responders.

2. Assess Damage (once safe to return)

• • Determine the extent of harm to the building, collections, and infrastructure.
  • Document damage with photos and written records.

3. Secure the Site

• • Prevent further damage by stabilizing the environment (e.g., remove standing water, control temperature, and humidity).
  • Implement basic security measures to prevent theft or additional losses.

4. Salvage What You Can

• • Prioritize recovering the most valuable or irreplaceable materials.
  • Seek expert advice for handling water-damaged or fire-damaged items.

5. Seek Assistance

• • Contact regional preservation organizations or disaster recovery specialists.
  • Apply for emergency funding or insurance claims if applicable.

6. Develop a Future Plan

• • Use the disaster as a learning experience to create a formal emergency response plan.
  • Train staff to prevent similar losses in the future.

A Call to Action for the Preservation Community

With natural disasters becoming more frequent and severe, the preservation community must work together to support institutions in need. Here are ways you can contribute:

1. Support the Heritage Emergency National Task Force (HENTF)

• • Co-sponsored by FEMA and the Smithsonian Institution, HENTF helps museums, archives, and historic sites recover collections damaged by disasters.

Learn more: HENTF

2. Give to the National Disaster Recovery Fund for Archives (NDRFA)

• • The Society of American Archivists Foundation provides critical grants of up to $5,000 to help archives recover from disasters. Your donation ensures that historical records and collections can be preserved and restored in times of crisis.

Give here: NDRFA

3. Donate to the American Library Association (ALA) Disaster Relief Fund

• • This fund supports the rebuilding of libraries affected by disasters. Donations help restore services and assist libraries in their recovery efforts.

Donate here: ALA Disaster Relief Fund

4. Contribute to the California Office of Historic Preservation (OHP)

• • The OHP provides guidance and support to protect and restore historic buildings and landmarks affected by disasters.

More info: California OHP

5. Donate to the American Red Cross

• • The Red Cross provides emergency shelters, food, and relief efforts to communities affected by wildfires and other disasters.

Donate here: American Red Cross

6. Volunteer Your Time

• • Organizations such as the American Red Cross and local heritage groups often need volunteers to assist in shelters, distribute supplies, or aid in collection recovery efforts.

For institutions that do not have an emergency plan, now is the time to act. By prioritizing preparedness and supporting recovery efforts, we can ensure that our cultural heritage remains protected for future generations. If you or your organization has the resources to assist in disaster recovery, consider lending a hand through donations, expertise, or volunteer work.

Our cultural heritage is fragile—but together, we can protect it.

Katherine Chiodo

Katherine is the marketing specialist at The Crowley Company. She is a passionate and dedicated professional who is always looking for ways to improve the company’s marketing efforts. When she’s not at work, Katherine loves to volunteer her time for various charitable causes. She is also an avid reader and enjoys exploring new destinations around the world, immersing herself in different cultures and experiences.