AIC's 53rd Annual Meeting

In August 2024, University of Arizona Libraries' Special Collections faced a water leak that damaged book and archival collections across two floors. The decision was made to close Special Collections for two weeks, allowing the department to focus on the remediation of damaged materials and spaces. Thanks to remarkable teamwork and opportune timing, all affected materials were successfully salvaged. The incident underscored both the strengths of our collective response and areas where our emergency preparedness could be improved.

Clear and timely communication proved essential during the emergency response and recovery. Daily posters with tasks and instructions helped the salvaging team adapt to shifting priorities. Bi-daily meetings played a pivotal role in maintaining communication and monitoring progress, allowing the team to work together effectively in the fast-paced recovery process. Ensuring staff wellbeing throughout the process—with check-ins, meals, music, and breaks—kept the team motivated and capable of sustaining the long hours required. However, standardized, pre-written initial messages calling an emergency and outlining required level of response could have prevented early confusion and hesitation, leading to a more streamlined initial response.

Since most affected materials were archival in nature, dissociation posed a significant risk during initial response and salvaging efforts. Within the first hour of discovering the leak, a dual documentation system was developed, to track affected items as they were relocated and unpacked. The same documentation was used to track progress during drying, checking, and rehousing. A flagging system to record damages and actions was developed in the following days, but a pre-established log form would have further reduced confusion and saved time as the salvaging process unfolded.

Affected materials were laid out to dry within three hours upon discovery of the leak. Assessment of levels of wetness, replacement of identifiers for collection materials, and removal of wet boxes from the recovery spaces were completed on the first day. Dehumidifiers were installed and interleaving of affected materials started immediately. The team acted quickly but carefully, never jeopardizing safety or materials. However, dry materials were not removed from the affected storage areas on the first day, leading to additional damage on the second day, further straining available resources. Furthermore, some pockets of wetness in the building went unnoticed for several days, highlighting the need for a more thorough and comprehensive approach from the incident management team.

The team’s willingness to help was a major strength, but the event highlighted areas for improvement in leadership and coordination. Establishing a clearer chain of command and designating team leads for specific tasks would have improved efficiency. Regular staff training in emergency response and leadership is essential to empower individuals to confidently assume roles and responsibilities in such situations, ultimately enhancing future response efforts.

The paper will offer valuable insights and practical tools that conservators and emergency response leads at other organizations can adapt to improve their own preparedness and response efforts. By sharing lessons learned and successful strategies, it aims to help other institutions streamline their communication, documentation, and leadership processes during emergencies.