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Emergency Preparedness Planning in Tennessee

Review of past events like Katrina and Rita, assessments, and response plans in Tennessee for emergency preparedness in medical libraries.

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Emergency Preparedness Planning in Tennessee

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  1. Emergency Preparedness Planning in Tennessee Sandy Oelschlegel Director, Preston Medical Library & Learning Resource Center

  2. A Review of Events and Current Status • Katrina and Rita September 2005 • NN/LM Task Force formed 2006 • Ocean Springs meeting of Task Force 2007 • Tennessee assessment results 2007 • THeSLA meeting fall, 2007 • NN/LM National Emergency Preparedness & Response Plan 2008 • TLA meeting 2008

  3. Katrina and Rita -September 2005 • When Katrina and Rita hit there were many hospital and universities libraries affected • Public libraries were also widely affected in every city and town in that region

  4. Hospitals Affected by Katrina • Charity Hospital, New Orleans • Children's Hospital, New Orleans • Community Care Hospital, New Orleans • Kessler Medical Center at Kessler Air Force Base, Biloxi, MS • Kindred Hospital, New Orleans • Louisiana State University Health Sciences Center, New Orleans • Memorial Hospital, Gulfport, MS • Methodist Hospital (Lakeland Medical Center), New Orleans • Methodist Hospital (Pendleton Memorial), New Orleans • Ochsner Clinic Foundation, New Orleans • River Oaks Hospital, New Orleans • St. Charles Specialty Hospital, New Orleans • Slidell Memorial Hospital, Slidell, LA • Tenet Healthcare Hospitals, including Gulf Coast Medical Center, Biloxi, MS; Kenner Regional Medical Center, Kenner, LA; Lindy Boggs Medical Center, New Orleans; Meadowcrest Hospital, Gretna, LA; Memorial Medical Center, New Orleans; NorthShore Regional Medical Center, Slidell, LA • Tulane University Hospital and Clinic, New Orleans • Tulane University, School of Medicine, New Orleans • US Department of Veterans Affairs Hospitals, various locations • West Jefferson Medical Center, Marrero, LA From http://www.mlanet.org/hurricane_katrina.html 2/27/2008

  5. Reactions in Our “Community” • Communication- Are you alright? Where are you? • Ada Seltzer from Rowland Medical Library in Jackson Mississippi served as a touchstone by communicating with RML and SCMLA through lists • NNLM South Central office made room on their blog for SEA region http://nnlm.gov/scr/blog/?p=177 • Help- What do you need? NNLM/SEA & NLM (Beth Wescott) • Docline- routing turned off to affected libraries • New computers were provided • Free borrowing NLM for 18 months -little used • Books? No place to put them please don’t send! • Information Access- Vendors opened up resources to the professionals in that area to ease access problems.

  6. NN/LM Task Force-October 2006 • Formed in 2006 with the following charge : • Identify what plans exist in each state in the Region • Devise or recommend procedures on how Network members notify the RML when disasters or emergencies occur • Determine need for a regional plan • Recommend what information or resources the RML should make available for use by Network members

  7. Ocean Springs Meeting of Task Force • The task force met in Ocean Springs, MS in the heart of some of the hurricane damage.

  8. Ocean Springs Outcomes: Goals • Raise awareness of the need for disaster planning in the region utilizing existing organizations • Identify templates and other resources for developing disaster plans • Stress the need for all libraries in the region to determine essential services in order to establish business continuity plans • Promote and reward MOU development • Establish partnerships with other RMLs and contribute to the national response plan

  9. Tennessee Assessment Results • A survey of all libraries listed in Docline as NNLM members was completed prior to Ocean Springs • Only UTHSC library, UTK responded that they had full plans • Others were relying on their institutions plans • Generally we are not prepared!

  10. Medical Library Locations in Tennessee Yellow= Resource Libraries Red=Other Medical

  11. THeSLA Meeting Fall, 2007 • Dan Wilson spoke on the accomplishments of the NN/LM SE/A Emergency Preparedness Task Force and the goals of the NN/LM National Emergency Preparedness Plan. • Walter Cybulski, Head, Quality Assurance Unit, Preservation, National Library of Medicine, presented “Salvaging Water Damaged Library Collections.” • Dr. Robert H. Latham, Chief of Medicine, Infectious Diseases, St. Thomas Hospital, Nashville, TN, spoke on the avian flu. • Susan Yowell presented “20 Tips for Creating a Successful Disaster Plan.” • Jessica Leming, Solinet, conducted a Solinet preservation class. • Dan Wilson and Susan Yowell discussed the development of MOUs among the THeSLA libraries.

  12. THeSLA Nedra Cook, Ft. Sanders Regional Medical Center, and Jan Haley, St. Thomas Hospital introduce the program. 

  13. TheSLA Walter Cybulski, NLM, presented “Salvaging Water Damaged Library Collections,” and Dan Wilson, University of Virginia Health Sciences Library, presented on the SE/A Emergency Preparedness Task Force and the NN/LM National Emergency Preparedness Plan. 

  14. THeSLA Instructor: Jessica Leming  from Solinet shows how to save our books

  15. Outcomes: Charges THeSLA will be be Working Toward • Encourage all health sciences libraries in Tennessee to write a disaster plan based on the Pocket Response Plan (PReP). • Initiate disaster preparedness discussions with resource libraries in state. • Look into adding an MDConsult subgroup to TENN-SHARE. • Develop a grant for a “disaster information cart.” • Encourage health sciences libraries in Tennessee to make preparedness arrangements with a “buddy” library. • Create a Tennessee disaster related blog on the SE/A web page. • Find out from SOLINET what disaster related resources/services they offer.

  16. NN/LM RAC * Emergency Preparedness Committee • Emergency Preparedness Committee • The RAC Emergency Preparedness Committee is a standing committee of the NN/LM SE/A regional advisory structure. The committee is comprised of a representative from each state in the region, with one person serving as chair and one member serving on the RAC Oversight Committee. The network access coordinator is an ex-officio member of the committee. Committee members will be appointed by the SE/A executive director to a three year term. The committee will meet virtually at least twice a year and will maintain an electronic discussion list to conduct business. *Regional Advisory Committee

  17. NN/LM SE/A RAC Emergency Preparedness Committee • Committee Charge: • The RAC Emergency Preparedness Committee will provide leadership in promoting emergency preparedness, continuity of service and follow-up reporting for events. • Committee members will: • Assist the SE/A with developing and implementing a regional emergency preparedness plan to ensure continuity of service for Network members. • Serve as regional coordinators for emergency preparedness activities in the state: • Promote emergency preparedness in individual libraries and the state. • When necessary, work as part of the regional emergency team to ensure continuation of services and recovery to affected Network members(s) in the state. • Provide the SE/A office with follow-up and reporting of events following a disaster to include a description of the incident, the response, follow-up activities, and lessons learned. • Recommend improvements and new avenues for the SE/A to promote and delivery emergency preparedness/disaster recovery support to Network members.

  18. NN/LM RAC Members Committee Chair Daniel T. Wilson, Assistant Director for Collection Management & AccessUniversity of VirginiaCharles Sequi Caballero, Assistant Librarian III University of Puerto RicoMarcia Epelbaum, Assistant DirectorVanderbilt University*Robert James, Associate Director of Access Services Duke UniversityRichard Nollan, Associate ProfessorUniversity of Tennessee, Memphis *Sandra Oelschlegel, Director University of Tennessee Graduate School of Medicine *Jean L. Siebert, Learning Services CoordinatorWest Virginia UniversityFelicia Yeh, Assistant Director for Collections ManagementUniversity of South CarolinaBeth M. Wescott, ex-officio Network Access CoordinatorNN/LM SE/A Region

  19. The Wiki • http://sea-dp-tf.pbwiki.com/

  20. NN/LM National Emergency & Preparedness Plan Draft Plan

  21. TLA: Panel Discussion Emergency Preparedness and the Role of Information Services Panel Discussion Sandy Oelschlegel, Preston Medical Library; Jan Haley, Saint Thomas Hospital; Nedra Cook, Fort Sanders Hospital; Suresh Ponnappa, East Tennessee State University; Rick Wallace, East Tennessee State University. Sponsored by Special Libraries Section and Tennessee Health Sciences Library Association. When faced with a disaster, whether a local tornado or regional hurricane event, is your library prepared? If the pandemic began tomorrow, could you continue to provide services to your community? What would they need? This panel will discuss strategies to prepare for such events, including individual library disaster planning and community partnerships.

  22. Why Should We Plan for Emergencies? • Fires • Leaking or burst pipes • Leaking roofs • Local power outages • Ice storms

  23. Why Should We Plan for Emergencies? • Tornadoes • Severe storms • Widespread power outages • Terrorist attacks • Oak Ridge radiation or chemical spills • Epidemics

  24. Where Do We Go From Here? • Lets be a “model” state • Start by following Dan Wilson's eight steps to develop a service continuity plan • Look at Dplan which is the recommended template to use for Disaster Planning • Lets talk about how we could help each other in Knoxville- MOUs? • Think of Disaster/Emergency planning as a process, not an event.

  25. Dan Wilson’s & Susan Yowell’s Plan: Service Continuity • Step One: Assess Risks • Step Two: Determine Core Services • Step Three: Remote Access To Core Services • Step Four: Determine Your Core/Unique Resources • Step Five: Create a Salvaging Chart for Your Core/Unique Resources • Step Six: Use a Model to Create Your Disaster Plan • Step Seven: Drill • Step Eight: Review and Update

  26. DPlan • Online disaster-planning template • Prepared by the Northeast Document Conservation Center (NEDCC) and the Massachusetts Board of Library Commissioners (MBLC). • Development was funded by the Institute of Museum and Library Services (IMLS) and the National Center for Preservation Technology and Training (NCPTT).

  27. Memorandum of Understanding A Memorandum of Understanding (MOU) is a mutual aid agreement and a totally voluntary program between cooperating ‘partner’ libraries. The purpose of the MOU is to establish a working relationship between hospital or health system ‘partner’ libraries

  28. Questions? Discussion? • Thank You!

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