Dear Colleagues, 

Many thanks to those of you who responded to my posting at the end of July 
concerning the out-of-hours arrangements for responding to fire and 
security alarms. Responses were received from 12 repositories, and the 
results are summarised below.

Attention was drawn to –
 
1.	The significance of disaster preparation training for staff in 
recognising/responding to alarms and the routine testing of alarms.
2.	The importance of a fully co-ordinated staff response and the 
drawing up of a definitive call-out list.
3.	The importance of conservators in planning a disaster response.
4.	Staff safety in accordance with lone-working legislation.

Common issues included the following – 

1.	All repositories who responded had a specific call out list of 
staff members. This list was usually held by the in-house security staff, 
who would contact them in the event of an alarm. In nearly all cases at 
least one member of staff was obliged to be called out. 6 repositories 
specifically stated that a minimum of two persons must attend  - usually 
one member of repository staff with a member of security staff or a 
caretaker.
2.	Mobile phone rotation. 5 repositories had a system whereby a 
mobile phone was rotated around the various names on the list, meaning 
that at least one member of staff was permanently on-call.
3.	The degree of security provided usually depended upon the 
proximity of the repository to the emergency services; a central location 
= close physical links to police/fire brigade and ease of access.
4.	4 out of the 12 repositories used private security companies, in 
tandem with staff response. Only one of those outside firms actually held 
a key. The remaining repositories were linked to the wider building 
security/fire systems.
5.	2 archives had 24-hour manned security. In both cases the 
repositories held archives of significant national importance.

Recognised problems – 

1.	False alarms. In one case (owing to too many false alarms), there 
was no automatic police call-out. This was a noted problem in town 
centres. Just three repositories were automatically patched through to the 
fire station.
2.	In smaller offices, the availability of staff to respond in the 
event of illness/epidemic.
3.	Added pressure on staff, particularly those with an on-call system.

Anticipation of problems – 

1.	In one of the smaller repositories, the responsibility of 
keyholder status was included in the job description.
2.	The use of verified systems to distinguish real from false alarms.
3.	Disaster preparation training for staff in recognising/responding 
to alarms and routine testing of alarms.

Many thanks, 

Liz Ball

Modern Records Unit
Worcestershire County Council
County Hall
Spetchley Road
Worcester
WR5 2NP

Tel: - 01905 766693
Fax: - 01905 766698

E-mail: - [log in to unmask]