Why have we selected it?
Emergency management and disaster preparedness are crucial for preserving archives and historical documents. The manual Emergency Management and Disaster Preparedness: A Manual for Protecting Archives was developed to help archival institutions plan and implement effective strategies for disaster mitigation, response, and recovery.
Disasters such as fires, floods, vandalism, pest infestations, and cyberattacks cause significant material suffering, directly impacting the preservation of documentary heritage. Destruction can occur in various ways, including complete burning, smoke and water damage, loss of artifacts due to theft or vandalism, and deterioration caused by mold or pests. Additionally, digital records may be corrupted or erased due to technological failures, cyber threats, or human negligence, making them inaccessible. Even when documents are recoverable, their integrity and reliability may be compromised, affecting collective memory and historical transparency.
The importance of this manual lies in its practical and comprehensive approach, offering clear guidelines for risk management, response team creation, and contingency planning. In today’s world, where the risks of natural and human-made disasters are increasing, having a structured guide is essential to ensure the protection and recovery of archival collections.
As the authors emphasize,
The disaster plan is, in itself, insurance. It protects irreplaceable assets from destruction and damage in ways that monetary insurance policies cannot do.
This principle highlights the need for every archival institution to develop a robust emergency management plan.
What will you find in this resource?
The manual provides detailed guidelines for creating and implementing disaster management plans, covering all phases of the emergency management cycle:
- Mitigation: Strategies to minimize risks and prevent disasters.
- Preparedness: Developing response plans and training teams.
- Response: Immediate actions to contain damage and protect archival materials.
- Recovery: Procedures to restore operations and recover affected documents.
Risk management involves identifying, assessing, and prioritizing threats, followed by the coordinated application of resources to minimize or eliminate negative impacts. While not all disasters can be prevented, risk analysis enables the implementation of effective measures to reduce their likelihood and mitigate their effects. Prevention aims to completely eliminate threats when possible, such as storing documents in appropriate conditions to avoid environmental damage. Mitigation, on the other hand, seeks to lessen the impact of unavoidable disasters, for example, by using protective boxes for documents, which can delay damage in the event of a fire. These efforts are essential to ensuring the safety of archival collections, protecting identities, and preserving institutional memory.
In addition to practical guidelines for mitigation, response, and recovery, the manual also emphasizes the importance of documentation and continuous learning from disaster experiences. After any incident, it is crucial to record details of the damage, actions taken, and challenges faced, ensuring that mistakes are not repeated and that response strategies are improved. The manual recommends creating a disaster journal, where each event is documented, making it easier to review and update emergency plans. This approach not only enhances institutional resilience but also strengthens the ability of teams to handle future emergencies more efficiently and in a more coordinated manner.
Furthermore, the manual includes checklists, sample forms, and practical examples to assist institutions in tailoring the content to their specific needs.
The central message of the manual is clear: Even small incidents, such as a leaking pipe, can result in the loss of valuable documents. A quick and effective response is essential to minimize damage and costs.
Discover the Resource Here
To access the full manual and deepen your knowledge of emergency management and disaster preparedness for archives, refer to Emergency Management and Disaster Preparedness: A Manual for Protecting Archives.
Stay tuned! See you next time with more insights.
Moises Rockembach
Editorial Manager – Resource of the Month
International Council on Archives
