Columbia University Health Sciences has been assiduously preparing for Y2K. We have checked our central administrative computers and systems and upgraded our facilities. Information has been posted on a website and also been sent to the Y2K coordinators in each department, institute, and center on how to prepare. Teams have been sent to discuss and help identify potential problems within the departments and individual laboratories. When they have been identified, the information has been communicated to the responsible individuals.

We are now approaching the actual event. This brochure is designed to help you identify last minute preparations that should be taken to protect your laboratory and clinical research experiments and facilities. It is a series of checklists of things you should consider as we countdown to Y2K.

• Make sure you have the latest office automation revisions and updates. If you have questions, please contact the Office of Information Technology Services (x73730).
• Owners of research databases and home grown research programs should make sure date manipulations and data storage have all dates in 4 digit year format, mmddyyyy.
• Remove any non-compliant software programs and databases from computer to disk. (A list of non-compliant laboratory software and equipment items was developed and sent to the appropriate researcher. If you need a copy, please call Ms. Rosemary Ortiz at x77356.)
• Know degree of non-compliance of all equipment and contact companies for "patches" or updates. Information on some software programs and other items can be found on the Web at http://www.ais.columbia.edu/ais/y2k/index.html.
• Do not start experiments that will extend past December 31st.
• Order extra critical supplies that have a long lead time and shelf life.
• Set up a telephone tree to contact laboratory workers or departmental researchers in the event of a Y2K (or other) emergency.
• Set up a telephone tree to contact clinical research workers in event of a Y2K (or other emergency).

• Order extra critical supplies that are relatively stable for delivery by December 15.
• Do not start experiments that will extend past December 31.
• Begin reducing animal stocks to the extent reasonable.
• Order any animals needed. The Institute of Comparative Medicine will not accept deliveries after December 23 until after the New Year. (If for extraordinary reasons a delivery is needed during this period, please contact Dennis Kohn (x73823).)
• Make sure you have a number of extension cords (3 prong, heavy duty, UL labeled).
• Provide Security (x78100) with location and list of equipment you would like checked the morning of January 1, 2000 and the phone number of a contact person. (An identifying label will be available from Security to affix to the equipment to be checked.)
• Check with Facilities Management (x73753 or 77367) to ensure that emergency outlets are working. (Please note: Emergency outlets are the red outlets not the orange outlets.)
• Check with Facilities Management (x 73753 or 77367) if you have critical machines (freezers, refrigerators, CO₂ incubators, etc.) that are not connected to emergency power.
• Check with Environmental Health and Safety (x66780) concerning any potentially hazardous situations that might develop if the power goes out.
• Check with Radiation Safety (x70303) concerning potentially hazardous situations that may develop if the power goes out.

• Do not plan experiments that will cross December 31.
• Have you provided Security (x78100) with location and list of equipment that you would like checked the morning of January 1, 2000 and the phone number of a contact person? (An identifying label will be available from Security to affix to the designated equipment.)
• Provide Security (x78100) with a contact person(s) for your laboratory or clinical research unit. This should correspond to someone at the top of your telephone tree. Make sure Security has the most updated list!
• Wherever possible distribute critical samples/stocks to different storage areas.
• Order extra quantities of critical stocks and distribute in different storage areas.
• Develop a printed list of the names of equipment/supply company representatives.
• Make arrangements with colleagues in other time zones who will experience Y2K earlier than us to notify you if they become aware of any problems.
• Have you ordered any animals needed? The Institute of Comparative Medicine will not accept deliveries after December 23 until after the New Year. (If for extraordinary reasons a delivery is needed during this period, please contact Dennis Kohn (x73823).)
• Delay or expedite scheduled critical research subject appointments around Y2K.
• Order extra supplies of liquid nitrogen or carbon dioxide, other critical gases, and dry ice.

• Do not plan any crossover experiments.
• Order extra stocks of critical supplies.
• Analyze as many samples as possible before Y2K; especially those involving radiation counters such as liquid scintillation counters.
• Remove any non-compliant software programs and databases from computer to disk.
• REMEMBER: While fume hoods, tissue culture hoods, biological safety cabinets, incubators, and cold rooms are not generally date sensitive, the materials in them may be affected in the event of the loss of electricity.
• Have you contacted Facilities Management (x73753 or 77367) if you have critical machines (freezers, refrigerators, CO₂ incubators, etc.) that are not connected to emergency power?
• Have you contacted Environmental Health and Safety (x66780) concerning any potentially hazardous situations that may be created if the power goes out?
• Have you contacted Radiation Safety (x70303) concerning potentially hazardous situations that may be created if the power goes out?
• Have you provided Security (x78100) with a contact person(s) for your laboratory or clinical research unit. This should correspond to someone at the top of your telephone tree. Make sure Security has the most updated list!
• Start making copies of critical computer files and store in an off-site location.
• Identify someone to check your laboratory or clinical research area on January 1.
• Replenish stocks of bottled water.
• Develop a set of "standards" to test suspect systems. Run and collect data before and after Y2K.

• Make at least one full back-up of any critical computer operating systems and programs and store off-site.
• Copy any critical computer files (grant proposals, manuscripts, or presentations in preparation, etc.).
• Make printed copies (within reason) of critical files or databases.
• Shut down your computers and systems by December 31.
• Check that you have adequate supplies of purified water.
• Turn off any known Y2K non-compliant laboratory equipment or systems.
• Turn off any non-essential laboratory or clinic equipment or systems.
• If you hear from colleagues in different time zones about Y2K problems, please inform Security (x78100).
• Provide Security (x78100) with the names of staff who are expected to be in the facility at midnight of December 31.
• HAVE A GREAT NEW YEAR’S EVE!!

• The Health Sciences will have extra staff on duty and the Emergency Management Team on-campus to coordinate the response to any problems.
• Dry Ice will be stockpiled in the lobbies of the P&S and Hammer buildings. Liquid Nitrogen will be available in the P&S/Black Receiving area.
• The Emergency Operations Center will be activated.
• Facilities Management and Security will check equipment identified by researchers as critical and contact them if a problem exists.
• Emergency power will be available to all floors of the Hammer, Black, P&S, Berrie and Lasker buildings.
• Emergency power to research floors of Vanderbilt, if needed, will be provided through emergency generators serving the P&S building.
• Efforts will be coordinated with the Hospital to ensure emergency power availability to the Eye Institute Annex.
• A spare emergency generator will be available which could be relocated to serve any area as needed.
• Fire Alarm Systems are Y2K compliant based upon contractor statements.
• Emergency stairwell lighting will be operational if needed.
• Check the Y2K Hotline (x77300) or the CPMC Homepage on the Web (http://cpmcnet.columbia.edu) for bulletins on the status of University/Health Sciences Campus systems, including the animal facilities.
• Check freezers, refrigerators, incubators, environmental chambers, and other critical equipment. Contact Facilities Management at (73753 or 77367) with any problems.

• Turn computer systems on.
• Check any scheduling programs.
• Verify as many computer programs as possible by running previously run "standards" and checking new results against old.
• Check automatic date stamps on equipment and handle, if necessary.
• Notify Richard Sohn (x74191 or rjs6@columbia.edu) of any serious equipment/system problems.