Category: Government, Institutions, and Utilities


519121 Libraries

519122 Archives

Description of Operations:

Libraries are facilities designed for the collection, lending, and use of various types of media, from written material and publications to records, cassette tapes, compact discs (both audio and video), and other videotapes. Libraries often have extensive computer networks used by visitors for internet research. Some libraries have extensive collections of rare or valuable artwork, statuary, manuscripts, or related valuable literary or musical items.

  • Property exposure to fire is limited; however, should a fire start, the potential for loss from fire, smoke, or water damage is very high. Electrical wiring should be up to code and adequate for the library’s use. There should be fire prevention and detection devices. Sprinklers should be chemical-based instead of water-based to limit damage to books and other materials. If lunchrooms, restaurants, or cafeterias are located on the premises, all cooking exposures must be adequately protected and controlled. Book restoration facilities should be part of a continuity plan to clean up damage from smoke, fire, and water in the event of loss. Valuation is a concern as the ability to rebuild with like construction and quality may pose significant problems in buildings with unique architectural features. If bookmobiles are used, there will be an off-premises exposure to loss due to collision and overturn.

  • Crime exposure is from employee dishonesty and money and securities. Employees who are in charge of ordering must not be the same ones who handle disbursements and billings. Background checks should be conducted for employees who handle money or have access to rare books.

  • Inland marine exposure includes computers, fine arts, and valuable papers and records. Fine arts can include statuary, paintings, artifacts, valuable historical documents, rare or historical books, and manuscripts. All of these pose significant risk management concerns as rare items may be irreplaceable. Items should be appraised by qualified, independent experts. Adequate controls must be present to detect and deter fire, vandalism and theft. Computers are another major source of exposure as library records are generally computerized. Records should be duplicated and kept offsite. Computers may also be available to visitors for research purposes. If any items are used or taken off the premises, the exposure to loss increases as these can be damaged in transit or stolen. If the library assumes responsibility for items of others, such as those used for an exhibition, bailees customers coverage should be considered.

  • Occupiers’ Liability exposure is high due to public access to the facility. Public and life safety code compliance is very important. Bookshelves must be stabilized to prevent collapse. Good housekeeping is critical to preventing trips, slips, and falls. Adequate lighting, marked exits and egress are mandatory. Steps must have rails, be well-lit, marked, and in good maintenance and repair. Parking areas should be maintained free of snow and ice. Children’s activities are becoming an important service provided by libraries. If parents do not stay with their children, there must be adequate supervision. Background checks must be conducted on individuals regularly interacting with children. In larger cities, libraries may attract unwanted visitors during operating hours, particularly when there is inclement weather. Security at the facility, as well as in the building, corridors, and any owned parking area, needs to be carefully checked and reviewed.

  • Automobile exposure is normally not a high concern unless a bookmobile or other mobile lending facility is used. If so, training and prior record of drivers, as well as the condition and maintenance of vehicles, are the main items to consider. Backup warning systems should be considered because most bookmobiles operate in areas where children or adults with limited mobility are present. There may be hired Non-owned exposure for employees running errands.

  • Workers compensation exposure is moderate. If there is a bookmobile, there should be regular contact between the bookmobile and the main office. There are lifting exposures in all libraries, so workers should be trained in proper lifting techniques. Good ventilation systems are needed to prevent exposure to dust and other allergens. Security personnel should be trained to deal with unruly patrons.

Minimum recommended Insurance coverage for libraries:

Building, Business Personal Property, Employee Dishonesty, Money and Securities, Computers, Fine Arts, Valuable Papers and Records, General Liability, Cyber Liability, Employee Benefits, Directors and Officers Liability, Umbrella, Hired and Non-owned Auto, Workers Compensation

Other Insurance coverage to consider for libraries:

Business Income and Extra Expense, Computer Fraud, Dishonesty, Disappearance and Destruction, Accounts Receivable, Bailees Customers, Employment Practises Liability, Business Automobile Liability and Physical Damage, Stop Gap Liability