The First 72 Hours: Lessons from Disaster Response Across Georgia’s Heritage Institutions

The first three days after a disaster are often the most chaotic — but they’re also the most critical. Cultural institutions across Georgia, from small museums to academic archives, have experienced everything from hurricanes and tornadoes to burst pipes and fires. Georgia Heritage Responders have seen firsthand what makes the biggest difference in those early hours: clear priorities, trained staff, and the right supplies. This post shares real lessons from across the state to help you act fast when it matters most.

Why the First 72 Hours Matter

In any disaster, time is your most valuable resource — and the first 72 hours after an event can shape the success of your institution’s recovery. From hurricanes sweeping up the coast to sudden tornadoes in the north or a pipe bursting in a rural historic house, cultural institutions in Georgia have faced a wide variety of threats.

In those first hours, decisions need to be made quickly: Is the building safe to enter? Are staff accounted for? Has damage been documented? Collections are particularly vulnerable to water, mold, theft, and physical instability in this early window. Acting fast — but acting smart — is critical.

Take, for example, Hurricane Michael in October of 2018. Within hours of the storm's passing through Albany, staff of several museums were on site, working with local emergency management and securing vulnerable storage spaces. Their ability to assess risk, prioritize action, and reach out for help meant they saved their most at-risk collections before mold could take hold.

What We’ve Seen Go Right — and Wrong

Georgia Heritage Responders have heard many stories from members and colleagues. Here’s what we’ve consistently seen:

What goes well:

• Institutions that had up-to-date contact trees and clearly defined roles often jumped into action faster.

• Having a printed disaster plan — with physical copies stored off-site — or cloud based copies that were accessible on a mobile device saved precious time.

• Teams that conducted regular drills or tabletop exercises performed more calmly and confidently.

What causes delays:

• Outdated contact lists slowed down decision-making and notifications.

• Lack of clarity on who had authority to direct contractors, volunteers, or external responders created confusion.

• Buildings were entered before being deemed safe, putting collections — and people — at unnecessary risk.

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Even the best-prepared institutions run into surprises. The difference between chaos and coordination often comes down to training, communication, and having some of the groundwork in place before disaster strikes.

Building a Response Framework Before the Storm

The best time to prepare for a disaster isn’t when you're responding to it — it’s long before. Heritage institutions don’t need to adopt full-scale emergency management systems, but borrowing the basics of the Incident Command System (ICS) — and adapting them to your size and capacity — can go a long way.

Here's a simplified approach:

• Assign key roles in advance (e.g., building lead, collections lead, communications lead).

• Create action cards for these roles that include checklists and contact numbers. Our favorites are these free Pocket Response Plan templates provided by the Council of State Archivists

• Ensure multiple staff are cross-trained to fill those roles in case someone is unavailable.

• Keep your disaster plan brief and accessible — a laminated one-pager, like the Pocket Response Plan linked above is often more useful than a 60-page binder.

• Include external support contacts in your plan: conservators, insurance agents, contractors, etc.

And remember: your people are your first responders. Training your staff and volunteers to recognize risks, know procedures, and remain calm can make the difference between a temporary disruption and a long-term loss.

Graphic: “Your First 72 Hours – At a Glance”

Checklist: “The First 72-Hour Ready List”

Before Disaster Hits:

•  Up-to-date emergency contact list (staff, vendors, responders)

•  Emergency supply kit (PPE, fans, plastic sheeting, etc.)

•  Printed disaster plan available off-site

•  Delegated response roles (e.g., communications, collections triage)

•  Current insurance and inventory documentation

•  External support contacts (Georgia Heritage Responders, conservators)

In the First 72 Hours:

•  Confirm area and building safety before reentry

•  Document all damage (photos, written notes, timestamps)

•  Remove standing water or cover areas if leaking

•  Prioritize and move high-risk collection materials

•  Start communication log for all response actions

•  Notify insurer and state heritage contacts

No institution is immune from disaster — but your preparation can change the outcome. Take time this month to review your 72-hour readiness plan. Georgia Heritage Responders are here to help before, during, and after the storm, and we hope that you'll consider becoming part of our network!