Guide to the Records of the Library Flood

Prepared by Karen Spilman; revised by Victoria Lopez-Terrill
Colorado State University Archives and Special Collections
Copyright 2014, 2016 Colorado State University. All rights reserved.
Finding aid encoded in EAD Version 2002 by Karen Spilman and Victoria Lopez-Terrill 2014, 2016.
Creator: Colorado State University. Libraries
Title: Records of the Library Flood
Dates: 1987-2008
Bulk Dates: 1997-2001
Quantity: 10.5 linear feet (7 record cartons)
Identification: ULIF
Abstract: The collection contains materials regarding the damage to Morgan Library and the response of Colorado State University to the flood of July 28, 1997. Materials include contractor contracts, reports on book repair and replacement, memos, emails and meeting minutes of library committees formed to deal with damage to the book and journal collection, book and monetary donations to the library, interlibrary loan, and restoration of the building. Also included are photographs of Morgan Library right after the flood, and VHS recordings of local news channels and CSU media relations on the flood and repair of the library.
Contact Information: Archives and Special Collections
Morgan Library
Colorado State University
Fort Collins, Colorado 80523-1019 USA
Phone: 970-491-1844
Fax: 970-491-1195
Email: library_dl_specialcollections@mail.colostate.edu
URL: https://lib.colostate.edu/archives
Restrictions on Use
Not all of the material in the collection is in the public domain. Researchers are responsible for addressing copyright issues.
This collection is indexed under the following headings in the Colorado State University Libraries online catalog. Researchers seeking materials about related subjects, persons, organizations, or places should search the catalog using these headings.
Subjects:
  • Flood damage -- Colorado -- Fort Collins.
  • Floods -- Colorado -- Fort Collins.
Organizations:
  • Colorado State University.
  • Colorado State University. Libraries.
Special Document Types:
  • Photographs.
  • Slides.
  • Videocassettes.
On July 28, 1997, a severe thunderstorm hit Fort Collins producing between 5" and 10" of rain, depending on location, in six hours. Colorado State University was heavily impacted by the resulting flood waters. Thirty buildings sustained damage, including Morgan Library. A low lying area on the west side of the library allowed water to build up against a temporary plywood construction wall. When the wooden wall collapsed water flowed into the basement of the library, rapidly rising to the 10' ceiling and submerging the book collection, a computer lab, staff offices, and other areas. The basement housed all of the bound periodical collection and part of the book collection, specifically social science, humanities, and science related publications, totaling approximately 430,000 volumes.
Removal of the materials could not take place until two days later - after the area had been pumped out and the vendor chosen to treat the damaged materials had set up a work space. It took fourteen days to pack up and remove all of the damaged volumes from the basement area. By that time mold had developed on most volumes as well as the library shelves, walls, and floors.
Books and periodicals were freeze-dried to remove water and eliminate mold growth. After books were frozen, they were thawed, gently cleaned, and vacuumed. Not all volumes were salvageable. Those with less than 30% damage were repaired by being rebound, having damaged pages replaced with copies, and covers replaced before being returned to the shelves.
The university opened on time for the fall semester on Monday August 25, 1997, and library services were available for students and faculty via the FastFlood ILL service, where requests from CSU were given the highest priority. In addition, a shuttle service was offered to participating academic libraries at the University of Wyoming, University of Denver, University of Northern Colorado, and the University of Colorado where CSU students, faculty, and staff were given borrowing privileges.
To rebuild the collection, the library set up a donation center for books and journals. Approximately 10-15% of the titles donated were found to be exact matches for damaged materials and were added to the collection, along with an additional 5% that were new titles. The remaining donated books and journals were offered to other libraries across the country. Books were also purchased for replacement, including those determined to be most heavily used. Within one year after the flood, over 3,700 individuals, corporations, libraries, and publishers donated gifts of print materials, services, and money to the library. It took until 2004 for recovery and replacement of the damaged materials to be complete.
The Records of the Library Flood consists of documents dated 1987 to 2008, with the bulk falling from 1997 to 2001. The collection contains materials regarding the damage to Morgan Library and the response of Colorado State University to the flood of July 28, 1997. Materials include contracts and correspondence with Boss and Associates, hired to oversee the repair of the collection, technical service records regarding catalog changes to repaired books and journals, photographs of Morgan Library right after the flood, VHS recordings of local news channels and CSU media relations on the flood and repair of the library, and administrative records. The administrative records were created by the library dean's office and include reports on book repair and replacement, memos, emails, and meeting minutes of various library committees, such as the disaster recovery team and gift augmentation project, formed to deal with the flood damage to the book and journal collections, records of book and monetary donations to the library, process and implementation of the interlibrary loan service, and information regarding restoration of Morgan Library.
At the time of the flood, Morgan Library was being renovated and some of the materials in the collection cover the budget and planning for this renovation.
The original contracts with Boss and Associates are marked as confidential, these are open for use with no restrictions.
The collection is arranged in original order.
The collection consists of four series in seven record cartons:
Preferred Citation

Records of the Library Flood, Archives and Special Collections, Colorado State University.

Acquisition

The Records of the Library Flood was transferred to University Archive by Library Administration in 2008, 2012, and 2013. Additional materials were transferred from the Office of External Relations in 2013. Diane Lunde, former Coordinator of Metadata and Preservation Services, donated office documents in 2016.

Processing

Processing was completed in November 2014 and 2016. Materials were rehoused in acid-free folders and boxes, and duplicate copies were weeded.

Related Collections

The 1997 Flood: Newspaper Clippings on the Flood, July 28, 1997 scrapbook is part of Special Collections (call number F784.F6 A17.1998).

University Archives holds additional archival collections of the University Libraries.

Online Materials

Some materials have been digitized and are available through the Colorado State University Libraries website. In the electronic version of this document, direct links appear in context.

Series 1: Boss and Associates, 1997-2001 (1 linear foot)

This series contains contractual paperwork, correspondence and reports of Boss and Associates role in the clean up of the library collection. Materials are organized alphabetically by title. The original contracts with Boss and Associates are marked as confidential, but these are open for use with no restrictions.
Box Folder
1 1 Agreement for book repair and processing services buy-out. 2000-2001.
1 2-4 Damaged book reports. 1998-2001.
1 5 Document processing center. 1997.
1 6 DRS reports. 2000.
1 7 Gift processing center activity reports. 1999-2000.
1 8 Interlibrary loan (ILL). 2000.
1 9-10 Processing plant. 1997-1999.
1 11 Processing plant, Green Hall move. 1998.
1 12 Processing plant meetings. 1997-1998.
1 13 Sampling methodology issue, collections CT. 1997-1999.
1 14 Sampling methodology issue, monitoring total loss. 1999-2001.
1 15 Sampling methodology issue, pilot timeline. 1998-2001.
1 16 Sampling methodology issue, specifications. 1998-2000.


Series 2: Administrative files, 1987-2001 and undated (3.25 linear feet)

This series contains files created and collected by the dean's office covering all aspects of the Library's actions after the flood. Materials include memos, emails, meeting minutes, and reports of library committees; records of donations of books, journals, services, and money to the library; insurance information, and consultant reports. The files are arranged alphabetically.
Box Folder
1 17 $300,000 project. 1987-1990.
1 18 Acceptance of contractor work. 1998.
1 19 Action plans and original plan drafts. 1997.
1 20 Amick storage. 1998.
1 21 ARIEL, miscellaneous. 1997.
1 22 ARIEL service and MOVs. 1993-1998.
1 23 Augmentation project. 1999-2000.
1 24 Bindery and gifts/exchange units. 1997-1999.
1 25 Book restoration processing. 2001.
1 26 Book survey. 1998.
1 27 Bill Boss' plan. undated.
1 28 Budget. 1997-2001.
1 29 Campus memos/PR. 1997.
1 30 Category 2 losses. 1997-1998.
1 31 Category 3 losses. 1998.
1 32 Chemical treatments. 1998.
1 33 Colorado Trust. 1997.
1 34 Consortia (Alliance, ARL, Big 12). 1997.
1 35 Cost estimates. 1997.
1 36 Construction issues - LOA and PDR. 1997.
1 37 Counts of water damaged items. 1998.
1 38 Disaster finance team. 1997-1999.
1 39 Disaster finance team, book repair/replacement status report. 2000.
1 40-42 Disaster finance team meetings. 1998 Spring.
2 1-11 Disaster finance team meetings. 1998 Fall-2001 Spring.
2 12 Disaster insurance (Marsh). 2000.
2 13 Disaster planning committee. 1986-1988, 1994-1997.
2 14 Disaster recovery ad hoc CSU. 1997.
2 15 Disaster recovery preservation project. 2000-2001.
2 16 Disaster recovery processing team. 1997-1999.
2 17 DRS. 1997-1998.
2 18 DRS items released from plant. 1999.
2 19 Donor letters from President Yates. 1998.
2 20 Environmental concerns. 1997.
2 21 Equipment. 1997.
2 22 Faculty materials. 1999.
2 23 FastFlood. 2000.
2 24 Flood letters. 1997-1998.
2 25 Flood plan. 1997.
2 26 Getty Conservation Institute. 1997.
2 27 Gift activity report. 1997-1998.
2 28-29 Gift augmentation project (GAP). 1998-2001.
2 30 Gift giveaway. 1998-2000.
2 31 Gift plan. 1997.
2 32 Gift program. 1997-1999.
2 33 Governor's fund. 1999-2001.
2 34 Inexact gift titles. 1997.
2 35 Insurance. 1998.
2 36-37 Insurance consultants (Jamtgaard). 1999-2000.
2 38 Insurance FEMA. 1997.
2 39 Insurance settlement. 1999.
2 40 Inventory. 1999.
2 41 JSTOR. 1997-2001.
3 1 Library database management position. 1998.
3 2 Library of Congress consultants report. 1997.
3 3 Material safety data sheets. 1991-1998.
3 4 Meeting notes. circa 1997.
3 5 Miscellaneous. 1997.
3 6 Notes. 1997.
3 7 Offers of assistance. 1997.
3 8 Other documents. 1997.
3 9 Page replacement process (ILL). 1999.
3 10 Paper experts report. 1998.
3 11-12 Publicity. 1997-1998.
3 13 RAPID. 2000-2001.
3 14 Recovery accounts. 1999-2000.
3 15 Recovery RAP. 1998.
3 16 Repurchase plan. 1998.
3 17 Restoration. 1997.
3 18 Review and critique. 1997.
3 19 Shuttle service. 1997-1998.
3 20 Silverman, Randy (consultant). 1997-1998.
3 21 6000. 1997-1998.
3 22 Space needs. 1997.
3 23 Subject areas impacted. undated.
3 24 Time and effort. 1997-1998.
3 25 Total loss. 1997-1999.
3 26 Treatment of materials. 1998-1999.
3 27 Vendors. 1997.
3 28 VIP. 1997.
3 29 Web pages. 1998.


Series 3: Technical services, 1997-2008 and undated (2 linear feet)

This series contains materials documenting the role of technical services in the flood clean-up. An accrual to the collection consists of materials collected by Diane Lunde, former Coordinator of Metadata and Preservation Services. The files are arranged alphabetically with the exception of the accrual which appear in a subseries in original order as received. Some of these materials may duplicate documents in the administrative files series, but also include later reports on the final stages of the replacement/treatment of library materials (2003-2005), issues with journal subscriptions, and more detailed reports regarding the gift donation process.
Box Folder
Subseries 3.1: Technical services. 1997-2008 and undated.
This subseries contains materials documenting the role of technical services in the flood clean-up. The files are arranged alphabetically.
1 1 Correspondence. 1970-1973.
3 30-31 Absolute Backorder Service, Inc. 2002.
3 32 Agreement with Boss and Associates. 1997 October 30.
3 33 Boss and Associates. 1998-1999.
3 34 Colorado State University response to OCLC request for proposal. 2001.
3 35 Core critical replacement and activities. 2002.
3 36 Core critical replacement and activities, evaluations. 2002.
3 37 Core critical replacement and activities, pricing worksheet, scope. undated.
3 38 Core critical replacement and activities, reference. 2002.
3 39-40 Core critical repurchase project report. 2003-2005.
3 41-42 Core critical volume replacement. 2001.
3 43 Core critical volume replacement exhibits 1-5. 2001.
3 44 Document processing center. 1997.
3 45 Estimated monograph and serial replacement costs. 1999.
4 1-3 Faxon. 1994-2004.
4 4-5 Faxon cleanup. 2003-2004.
4 6 Flood inventory procedures. 1998.
4 7-8 Flood inventory training. 1998.
4 9-11 Gifts Augmentation Project (GAP). 1998-2002.
4 12 Gifts Augmentation Project glossary, selection, screening, statistics. 2000-2001.
4 13 Gifts Augmentation Project Phase I. 2000.
4 14 Gifts Augmentation Project Phase II. 2001-2002.
4 15 Gifts Augmentation Project screening and selection procedures. 1998-2001.
4 16 Insurance models. undated.
4 17 Insurance, risk management. 1997-2008.
4 18 Inventory. 1998.
4 19 Jamtgaard and Associates. 1999-2000.
4 20 Library project insurance settlement, Phase II. 1999-2001.
4 21 [Monograph and journal timeline and replacement]. 1997-2001.
4 22 News releases and articles, flood. 1997-1998.
5 7 News releases and articles, flood. 1997-1998.
4 23 OCLC service agreement. 2002 April 29.
4 24 Replacement. 1997-1999.
4 25 Replacement and augmentation. 1998-1999.
4 26 Replacement, current awareness, curriculum, and computer science materials. 1998.
4 27-28 RoweCom/Faxon bankruptcy. 1999-2003.
4 29 Technical Services Division annual report 2003-2004. 2004.
4 30 Total loss database. 2000-2001.
4 31 Total loss sampling. 1998-2000.
4 32 Total loss sampling, journals. 1998-2000.
4 33 Total loss sampling, monographs. 1998, undated.
5 1 Total loss sampling, 50 $1500-$5000. 1998.
5 2 Total loss sampling, 40 over $5000. 1998-1999.
5 3 Total loss sampling, 358 sample. 1998-1999.
5 4 Water damage recovery settlement. 1999-2001.
5 5-6 Yankee Book Peddler. 2002.
Subseries 3.2: Diane Lunde records, 1997-2004 and undated.
This subseries contains records kept by Diane Lunde, former Coordinator of Metadata and Preservation Services.
6 1 Finance team. 1997.
6 2-3 Core Critical T & D (Theses and Dissertations) Final Report. 1997.
6 4 Do not process. 1998.
6 5 Plant operation. 1997.
6 6-7 Pilot timeline. 1997-2001.
6 8 Weekly meetings. 1999-2000.
6 9 Mold articles. circa 2000.
6 10 Mold. 1995-1998.
6 11 Steri-Genetics. 1998.
6 12 Odor. 1998.
6 13 Binding. 1998.
6 14 Other disasters. 1997-2003.
6 15 Articles. 1999-2004.
6 16 General. 1997.
6 17 Water damage. circa 2000.
6 18 Restoration. undated.
6 19 Paper condition/Blocked pages. 1998.
6 20 '97 disaster general info. 2000.
6 21 Experts' report. 1998.
6 22 Forms. undated.
6 23 Public survey condition. 1998.
6 24 Audit. 1999.
6 25 Spring. 1998.
6 26 Book review. 1997.
6 27 Collection CT. 2000-2001.
6 28 Curraware Curr./BNA (Boss and Associates). 1997.
6 29 Vendors. undated.
6 30 Augmentation. 2000.
6 31 CPN. 2000.
6 32 Mold - general. 1998.
6 33 Specs timeline. 1998.
7 1 Flood team stats. 2001.
7 2 Mold. 1997.
7 3 TL database - Sage. 2000.
7 4 Diane's stats. 2001.
7 5 Statistics - Plant. 1998.
7 6 Miscellaneous. 1997-2000.
7 7 Ozone. 1997-2002.
7 8 Weekly meetings. 1998.
7 9 DRS stats. 2000.
7 10 Specifications for disaster recovery - general info. 1998.
7 11-12 Specifications for disaster recovery - processing damaged vols. 1998.
7 13 Specifications for disaster recovery - inventory. 1998.
7 14 Summary of specification changes. 1998.
7 15 Processing of gift volumes. 1998.
7 16 Processing in Texas. 1998.
7 17 Core critical volume replacement. 2001.
7 18 Book processing plan. 1997.


Series 4: Audiovisual and miscellany, 1997-2004 and undated (1.25 linear feet)

This series contains VHS tapes of news coverage and official CSU media releases regarding the flood damage to campus and the subsequent recovery, slides and a few photographs of the damage to Morgan Library, as well as materials that were not part of the initial alphabetical runs, such as a flood timeline and brochures.
Box Folder
5 8 Absolute Backorder Service, Inc. 2001.
5 9 Core critical volume replacement appendices. 2001.
5 10 Flood timeline. 1997-1998.
5 11 Lessons from the 1997 Flood Colorado State University Flood, emergency preparedness at colleges and universities, University of Colorado at Colorado Springs. 1998 March 20.
5 12 Media and brochures. 1997-1998.
5 13 Miscellaneous. 1997-2004.
5 14 "The Project at a Glance" [Morgan Library renovation]. undated.
5 15-16 Photographs. 1997, undated.
5 17 Slides. 1998.
5 18 "1997 Flood Impact at Colorado State University," Colorado State University Public Relations Dept. undated. VHS
5 19 "After the Flood," Colorado State University Public and Media Relations Department. undated. VHS VIEW
2 copies
5 20 "Tour of Libraries, Tour of Alumni Center," Colorado State University Office of Instructional Services. undated. VHS
5 21 National Geographic presents "Anatomy of a Flood". undated. DVD
5 22 "The Flood". undated. VHS
5 23 "A Year After the Flood," 9 News. undated. VHS
5 24 "Colorado State - Better Than Ever". 1998 October. VHS
5 25 "1997 Flood at Colorado State". undated. VHS
5 26 Channel 2 News. 1998 July 27. VHS
5 27 Morgan Library dedication, Ch.'s 4, 7, and 9. 1998 September 25. VHS
5 28 Campus TV, ch 25. undated. VHS