Herding Cats: Collaborating with Multiple Organizations in Preservation and Disaster Planning

“Connecting to Collections: Improving Collections Care Through Statewide Collaboration”Society of American Archivists Annual MeetingSan Diego, CAAugust 9, 2012

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Introduction

Set the groundwork for collaboration over time Include everyone: ▪ Organizations, groups of people, and

agencies▪ Cultural community ▪ Emergency managers ▪ Government agencies (municipal, county,

state)▪ Non-governmental organizations

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Collaborative Activities

Alliance for Response, COSTEP MA, C2C, IPER, COSTEP NE All served as “umbrellas” for diverse

groups Similar goals, different approaches▪ The ability of a group of institutions and/or a

community to prepare for, respond to, and survive a disaster▪ Continuity of government and operations▪ Survival and functionality of cultural resources

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Collaborative Activities

Awareness Work with each other and not at cross-

purposes▪ Include a variety of organizational types▪ Libraries,▪ Archives,▪ Municipal Offices,▪ Museums,▪ State Agencies,▪ Historical Societies,▪ Other cultural resources, ▪ Emergency Management Directors (EMDs)

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Collaborative Activities

The scene of a disaster is NOT the place to exchange business cards. Identify and work with the key players

early on Crucial to being able to access your

institution and collections following a disaster

In Massachusetts, the key players have been: MBLC, MA, NEDCC, MEMA, FEMA

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Meta-Leadership

Basic concept: we all tend to work in our own vertical silos We need to break out of our silos and

work with others from different silos Collaboration across boundaries and

differences▪ Geographic, political, administrative, and

cultural▪ Each state is different, so everyone needs to

focus on what will work in his or her state6

Meta-Leadership

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Meta-Leadership

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Where does C2C fit into all this activity?

Massachusetts preservation survey (2010) built on the knowledge, questions, and audiences of previous surveys Built on the knowledge, questions, and

audiences of previous surveys Targeted libraries (academic, public, and

special), archives, museums, historical societies, historic sites, and municipal offices

Survey was developed with input from multiple types of institutions 9

Where does C2C fit into all this activity?

Survey categories included: Institutional information, staffing,

funding for preservation, collection profile, the building, the environment, fire protection, light, emergency preparedness, security, exhibitions, preservation planning, preservation activities, and training

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Where does C2C fit into all this activity?

The results: Helped determine the approach of our

C2C Implementation grant proposal Showed that many areas need attention in

spite of two decades of statewide preservation activity

Served as an education tool for those who participated

Moved disaster preparedness to the fore for immediate attention

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Where does C2C fit into all this activity?Follow-up activities

Three-year FEMA Hazard Mitigation Grant Program grant awarded in October 2011 ($165,209)

Working with the legislature to establish a special legislative commission to examine the preservation and storage needs of municipal records in the Commonwealth

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Where does C2C fit into all this activity?Follow-up activities (cont’d)

Currently examining ways to provide basic archival administration and records management training to municipal clerks in the near future

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Lessons Learned Meta-leadership and other activities involve

collaboration within and outside of our groups Examples▪ IPER -> the MBLC, Massachusetts Archives, and

Municipal Clerks▪ COSTEP MA –> libraries, archives, municipal clerks,

preservation administrators, academics, museums, FEMA, MEMA, NPS, DOI, etc.

Involves nurturing relationships with all types of organizations and institutions (Never easy!)

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Lessons Learned

Spread awareness of the group and our mission Recruit additional organizations to work

with usKeeping the momentum going

Initially there is lot of enthusiasm, then it fades

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Lessons Learned

EMDs can be a challenge Their primary focus is on 1) saving lives,

2) health and safety, and 3) returning things back to normal▪ Cultural resources are not necessarily on their

radar screen Work closely with them and the cultural

resources in their communities ▪ Without adding to their already hectic

schedules and work load16

Lessons Learned

Provide them with our requirements in the event of a disaster…▪ Cultural Resources Inventory Form

… as well as what we can provide the community (e.g. meeting rooms, internet access, etc.)▪ Develop a Command and Control Structure

within the cultural community to assist in the event of an emergency or disaster

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Command and Control Structure

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Cementing Relationships

Working with multiple organizations eases the way in the event of a disaster Ensures that multiple perspectives are

consideredProvides assistance in risk

assessment and mitigation planning for cultural resources Municipal mitigation plans focus on the

macro Cultural institutions’ risk assessment and

mitigation plans MUST focus on the micro

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Monson Tornado, June 1, 2011

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Monson Tornado, June 1, 2011Previous collaboration allowed for

quick response MBLC was on scene 36 hours after the

tornado to check on the status of the library▪ Identified problem with town hall and records▪ Contacted the MA who had staff on site 72 hours

later to work with the town re its municipal records▪ Worked with Preservation Massachusetts and the

Massachusetts Historical Commission as well as MEMA when addressing historical structures

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Hurricane/Tropical Storm Irene, August 28, 2011Massachusetts went into Preparation H (Hurricane) mode

MBLC sent out weather alerts from NWS and MEMA daily to cultural institutions in MA as the hurricane approached

Hurricane/Tropical Storm Irene, August 28, 2011Much of the communication was on

steps to be taken ahead of the storm Weather updates and storm track

information Clearing gutters and drain pipes, moving

materials off the floor, out of basements, and away from windows

Making connections with the EMD and cultural entities in town

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Hurricane/Tropical Storm Irene, August 28, 2011 Sustained minimal damage in MA

Two libraries with water infiltration and no wet materials▪ Preparation H or just dumb luck?▪ We’ll never know, but early and

continual contacts and information never hurts

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Hurricane/Tropical Storm Irene, August 28, 2011 In New York, the State Archives staff

advised records custodians to move their records when possible Resulted in averting damage or

destruction to many local records Provided information on preparing for

and responding to disasters on their website

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Hurricane/Tropical Storm Irene, August 28, 2011New York State Archives (cont’d)

Had two staff in the state’s Emergency Operations Center (EOC) for weeks

Had a dozen people in the field at various times▪ Could meet people at their facility▪ Provided online advice▪ Assessed the extent of damage that records

suffered Staff in at the Archives directed field

staff to most affected areas 26

Conclusions

Building a base for either collaborative preservation or disaster planning is NEVER easy For cultural resources, collaboration is

CRUCIAL▪ Help each other▪ Work with emergency managers▪ Work across institutional lines

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Conclusions

Cultural Resources might not see the value in preparing▪ “It will not happen to us.”▪ “I do not have the time or the staff to do

preservation or disaster planning.”▪ “I do not know where to begin.”▪ “My collections are not those that need

preservation.” (e.g. public library collections)

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Conclusions

Achieving sustainability involves continual nurturing and drive to reinforce the message Preservation Survey got a lot of

attention Presentations at conferences

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Conclusions

Collaboration is the “Name of the Game.” Without it, little can be accomplished! With it, much can be achieved!

Remember “Perseverance and

commitment go hand-in-hand!”

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Gregor Trinkaus-Randall, MALS, CA, FSAA, FSA ScotPreservation Specialist

President of the Society of American Archivists, 2011-2012Massachusetts Board of Library Commissioners

(617) 725-1860 x 236 gregor.trinkaus-randall@state.ma.us

www.mass.gov/mblc

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