03 September 2020
Salvage training during lockdown
This is the second of three blog posts in a series about the British Library’s Salvage Team, and the adjustments made to the Team during the COVID-19 lockdown. In a previous post, my colleague Sarah Hamlyn discussed how our Salvage Team normally operates and shared changes we’ve made during lockdown. Below, I am going to tell you about how our training for the Team has changed.
In order to ensure the Salvage Team is not only up-to-date in their knowledge of our salvage procedures but also confident and capable if they are called out during an incident, regular training for the team is a must. Pre-lockdown, our training programme involved a variety of exercises which touched on a range of aspects related to salvage and emergency preparedness.
When a new member is appointed to the Salvage Team, they go through an induction period with a number of different training exercises. This includes information on how the Salvage Team works, an exercise to get new members used to our salvage phones and the documents on them, a series of exercises that help acquaint us with various areas of the building, and a series of practical exercises so we get a sense of what it’s like to pick up wet collection items, how to freeze items, how to vacuum freeze items, and how to vacuum seal items.
In addition to induction training for new team members, we also implement a regular programme of refresher training for the whole team throughout the year. Some of these exercises follow a very regular pattern. For example, we carry out an exercise prior to the opening of each exhibition, so our team members are familiar with the exhibition itself as well the priority items which need to be salvaged first in the event of an incident.
There are also exercises to refresh our minds about other aspects of salvage. Some recent examples include:
A salvage exercise to remind team members how the phones work – The team was instructed to answer a variety of questions, the answers to which were found in various documents on our phones.
A salvage trolley restock exercise - Team members were given the task of locating one salvage trolley, which tested our navigation skills around the building. We then brought this back to a sorting area, which was set up with a variety of new materials that the salvage trolleys were restocked with. This exercise helped in two ways—it allowed us to replace old salvage materials with new, up-to-date items, and it also gave each team member first-hand knowledge of what each trolley contains. This would help us remember the type of materials found in each trolley.
Salvage exercises in lockdown
Prior to lockdown, we had just appointed a new member to the Salvage Team, and they needed to continue with induction training. So one of the first tasks was to consider how to take training around salvage trolley locations which usually happens on-site, and turn it into an exercise that could be done from home. We ended up utilising the maps and trolley content information that is normally housed on the phones, and stored on the Library’s computer drives in pdf files, and asked questions that could be answered by referencing these documents. This would at least get the team member acquainted with what types of materials are found in our salvage trolleys, and they’d also have a general awareness of where the trolleys were found. In addition, they would be aware that these documents are found on the salvage phones, and if an incident were to occur they could use the phone to help them locate the nearest trolley.
We also knew we needed a way to maintain a regular salvage training programme during lockdown for the whole team. There is risk that without being in the building regularly, you might not only forget what used to be everyday things about the Library, but salvage procedures could be forgotten as well. If you’re called out, you may find yourself feeling even more flustered than usual. Additionally, as mentioned in Sarah’s blog post, our salvage phones which contain guidance on how to respond to an incident were with the people who had them last before lockdown, so this guidance would not be easily accessible for most of us should we be called out. So we decided to create a series of exercises which could be done from Salvage Team members’ homes.
But how to carry out an exercise from home? Well, we utilised what would be readily available to most people: material which is available online, including articles, videos, and eLearning modules.
We decided to send fortnightly exercises that walked the team through all the stages of emergency planning and the salvage process. This started at the very beginning with planning, and we sent the team links to the Museum of London Introduction to Emergency Planning elearning tool and the Collections Trust Emergency planning for collections webpage. We then asked them to answer the following question: In planning for emergencies, it’s recommended to mitigate risks to collections. Can you think of ways we have done this at the Library? Our exercises carried on in that vein, with topics including fire and flood case studies, decision making, and types of damage caused during a salvage incident, with a series of questions being asked relating to the resources in each exercise.
With every two exercises complete, we gathered the team for Zoom meetings. Prior to these meetings, I collated all responses to the exercises, and decided how to present that information in a meeting, starting with simply sharing my screen and going through a Word document and eventually moving to making a more visual PowerPoint presentation. These meetings allowed team members to hear what other people thought and confirmed that on the whole we are considering the same issues. It was also a forum to raise questions and make suggestions.
One highlight for me was a question where we asked people to tell us about incidents they’ve been involved in as well as lessons learnt when responding to these incidents. We got such great insights in these responses that we decided the responses should form their own exercise. This was a great way to share information with fellow team members and learn from one another.
Lessons learnt and next steps
In addition to this being a useful way to continue to train the team and to share knowledge, it was also a useful way for us to consider what might be missing from our plans and from the way the team operates.
Throughout these training sessions, we’ve asked team members what would be useful to have in our own emergency plan and on our salvage phones. This has resulted in a number of suggestions which can indeed be implemented and will only improve our plan and responses to an incident. Some of these suggestions include: more training and involvement across the wider Library, particularly with other teams who would likely be responding to an incident; communicating with Salvage Teams from other institutions to compare notes; and visual aids like flow charts being added to the information stored on our phones. There were also a lot of requests for more team building through things like wash-ups after incidents and off-site exercises to get to know one another better.
The next step is to take all suggestions that have been made and to create an action plan. From there we can start to prioritise items and form our goals for the next year and beyond. We intend to involve the whole Salvage Team in putting together many of these objectives. Being one of the people who puts together training for the Team, I understand just how useful it is to create the training yourself. You form a better understanding of how our policies work, which will hopefully translate into making you a better responder should an incident happen. So by involving the whole team in future training and policy adjustments, we can all become better acquainted with our procedures. Additionally, it gives people ownership over the training they have requested.
Overall this training has been a great way to learn from one another and to also push our own boundaries with regards to what we consider training. We are constantly looking to refresh and improve our training programme—after all, the better trained we are the better responders we will be—and this has shown us that we can adapt and be creative, and come up with exercises that suit not only a variety of learning styles but also a variety of working patterns.
Stay tuned for a blog post from Digitisation Conservator Lizzie, who will be sharing information about the Salvage Team from a perspective of someone who has been somewhat recently inducted.