Yesterday, Tuesday, May 5, we convened a meeting at our library to review our pandemic plans and conduct a brief table-top exercise. The meeting produced some excellent observations and insights, both for successes and things we need to work out. The first half of the meeting was a review of our procedures, based the table (see below in the “Planning for Service Continuity During a Pandemic” post) from our library’s emergency preparedness plan. All the “key players” attended, including: the library’s emergency response coordinator, the library Director, IT manager, web development manager, business manager, head of reference services, collection development manager, database coordinator, ILL supervisor, and Circulation supervisor. All these positions played roles in the planning and in the response exercise. The scenario we used for the table-top exercise: it is 3 PM on a Sunday afternoon, when the University decides to close all the libraries on campus to enact social-distancing measures. The closure is intended to prevent the spread of influenza resulting from a pandemic. What is done immediately? What is done Monday morning? Before beginning the discussion of procedures for this scenario, participants drew slips of paper from a bowl, which designated them as “sick” or “well.” One-third of the participants were designated “sick,” and therefore did not play a role in the exercise. This pointed out the need for back-up in certain key positions.
Some questions arose that might be helpful to others in the planning process, among them:
- can you change the voice mail message on your library’s main phone from your home? who has the authority and the access needed to do this? who is the backup for that person?
- who has current staff home phone number information? is someone responsible for keeping the list upddated, and for distributing it? should lists be given to everyone, or to select people?
- do the appropriate library staff have access to the “Ask a Librarian” chat function from home?
- do you need an official “voice” for providing information about the status of the library? if so, will that person have access to communication channels, such as announcements on your web site?
- can the person responsible for ILL/Document Delivery access resources needed to provide ILL requests to your patrons from home, i.e. is the required software installed on the home computer/laptop?
- is there a provision for emergency access to print materials for affiliated patrons in the event of a patient-care emergency while the library is closed?
- is there an institutional need for designating a way to account for time worked at home by library staff?
Besides refining our procedures and identifying a few areas to be improved, everyone agreed that the meeting/exercise was an excellent way to keep emergency preparedness, and pandemic planning particularly, in our corporate awareness.