BEFORE YOU BEGIN


dPlan is a free online tool that simplifies the process of writing a disaster plan for your collections. It provides a comprehensive fill-in-the-blank template into which you enter information about your institution. dPlan generates a printed disaster plan specific to your institution.

 

dPlan was developed to assist non-profit organizations that hold cultural collections, such as libraries, archives, historical societies, museums, town clerk offices, and others. We are sorry, but for-profit corporations cannot use dPlan at this time.


dPlan was prepared by Northeast Document Conservation Center (NEDCC) and the Massachusetts Board of Library Commissioners (MBLC). The development of the template was funded by the National Center for Preservation Technology and Training (NCPTT) and the Institute of Museum and Library Services (IMLS).

 

General Tips for Using dPlan

  • Before signing up, explore the Demo but do not use the Demo to create your disaster plan, since that data may be overwritten by others at any time.
  • Find out if anyone else in your institution has created a dPlan account before you begin, to avoid duplication of work and confusion due to multiple accounts.
  • Use only one dPlan account, even if your institution has multiple buildings. You can “clone” your original plan and modify it as needed for multiple facilities.
  • Start with dPlan Lite, which creates a “quick reference” disaster response and recovery plan.
  • Plan for multiple sessions of data entry. Print and use the Data Collection Forms to collect information offline between sessions.
  • Use Plan Management to give additional users access to part or all of your plan. Delegating tasks can speed up data collection and data entry.

Creating an Account
Go to the New User page and enter the information requested. The login for your account must be a valid email address. We suggest using a general email address associated with your institution that does not change frequently. Keep a record of your login and password. Provide email addresses for the primary contact person and an alternate contact person for your dPlan account. All emails from NEDCC regarding your dPlan account will be sent to these email addresses.

 

Click the Submit button at the bottom of the page to submit your account request.Accounts are processed Monday through Friday, and approval may take up to 48 hours.

 

Choosing dPlan in Depth or dPlan Lite
You can access the data you enter into dPlan in two different ways:


dPlan in Depth displays and prints the full version of dPlan, which covers disaster prevention, preparedness, response and recovery. Since the goal of dPlan in Depth is to produce a plan that is comprehensive, data entry requires a significant investment of time.


To switch between dPlan in Depth and dPlan Lite
After you log in, go to the gray menu at the left. Click on Institutional Information, followed by About Your Institution. Under Plan Type in the middle of the page, click on In Depth or Lite, followed by the Submit button at the bottom of the page. The data you enter in dPlan Lite will populate dPlan In Depth, and vice versa, so you never have to re-enter data. Thank you!


Entering Data
Data is entered into a series of Web pages, which are grouped into sections in the Main Menu.

 

dPlan in Depth has seven main sections, with numerous sub-sections:

Institutional Information
Prevention
Response and Recovery
Supplies and Services
Scope and Goals
Staff Training
Distribution/Review/Updating

dPlan Lite has six main sections, with fewer sub-sections:

Institutional Information
Prevention (general facilities information and emergency shut-offs only) Response and Recovery
Supplies and Services
Scope and Goals
Distribution/Review/Updating

Use the links on the Main Menu to move between pages. Each main section will expand to show the sub-pages relating to that section. We recommend working through the pages in sequence, but this is not required. Throughout dPlan, “Tell Me More” buttons link to additional information about the topic(s) being addressed.

The Check My Progress feature on the Main Menu allows you to keep track of which pages you have completed.

 

Data you enter is NOT automatically saved. To save the data you have entered on a page, you MUST click “Save Changes” or “Submit” BEFORE you move on to another page. When entering data on longer pages, we recommend saving your work frequently to guard against accidental loss of data.

 

Viewing, Printing, and Saving a Copy of Your Plan

 

In order to address a potential security issue, as of March 2015 the output system for dPlan has changed. The direct, online conversion to PDF from the output file generated from your information can no longer be supported. Now, the file generated from your output (a LaTeX file) can be downloaded using the Convert and Download link below. Once you have saved the LaTeX file to your desktop, your dPlan can be easily converted to an RTF file using the conversion option listed below. This RTF file can be opened and edited in your word processing program, or converted to PDF, if desired.

 

A LaTeX file is a document preparation system for high-quality typesetting. Click here to visit the LaTeX project site for more information about the LaTeX system.

Step 1. Convert and Download. Please be aware that it may take a moment to generate your plan. In the download window choose Save As and save the file to your computer.

 

Step 2. Convert your LaTeX file to an RTF file using a free, online conversion tool, such as this one: http://www.sciweavers.org/free-online-pdf-converter. On this website scroll down to the conversion window and select I2Rtf to insert the file you downloaded to your desktop and press the Convert button.

 

Step 3. Open the RTF file in your preferred word processing program. At this point, the text can be edited and manipulated, or the document can be saved as a PDF.

 

This output system does not support the downloading of attachments along with the dPlan document. Therefore, the program will no longer accept uploading new appendices.

 

We realize that this maintenance process has been protracted and frustrating for dPlan users, and that the new dPlan output system is not ideal, and we apologize for this. The new method for dPlan document generation is a measure to ensure that you can access and retrieve necessary information while keeping that information secure. We are continuing to explore ways to do a direct conversion to PDF without the additional steps. Beyond this, recognizing that dPlan is about a decade old and technology has continued to develop and improve, we are in the process of planning a complete overhaul to provide a more efficient and streamlined experience. We hope that you share our excitement at this prospect!

 

If you have any questions as you are generating your dPlan, please do not hesitate to contact us at 978-470-1010, or you can email Kim O'Leary at koleary@nedcc.org.

 

Maintaining Your Plan
We strongly recommend that you update your dPlan data every six months, generate an updated plan, and print it. Once you indicate that your plan is complete on dPlan’s Check My Progress page, your institution will be contacted automatically every six months with a reminder to update the information in your plan. All emails regarding your dPlan account will be sent to the login email address and to the primary and alternate contact email addresses.

 

For more detailed information about using dPlan, see the FAQ.

 

Are you ready to proceed? Choose one of these options:


DEMO
To try dPlan
NEW USER
To register as a new user

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dPlan was prepared by Northeast Document Conservation Center (NEDCC) and the Massachusetts Board of Library Commissioners (MBLC). The development of the template was funded by the National Center for Preservation Technology and Training (NCPTT) and the Institute of Museum and Library Services (IMLS).

   dPlan
The Online Disaster-Planning Tool for Cultural and Civic Institutions