1/6/2020 1 Disaster Preparedness & Recovery Amanda Rindler Local Government Records Archivist Ohio History Connection‐State Archives What is a Disaster Plan Policies, procedures, and information that direct the appropriate actions to recover from and mitigate the impact of an unexpected interruption of operations, whether natural or man‐made. (SAA Glossary) Prevention • Action of stopping something from happening or arising Preparation • Action or process of making ready Definitions 1 2 3
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Records Disaster Preparedness - Ohio Township Association · Developing a Disaster Plan 1. Identify Team Members 2. Identify Potential Disasters 2. Identify Vital Records 3. Develop
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Disaster Preparedness & Recovery
Amanda RindlerLocal Government Records Archivist
Ohio History Connection‐State Archives
What is a Disaster Plan
Policies, procedures, and information that direct the appropriate actions to recover from and mitigate the impact of an unexpected interruption of operations, whether natural or man‐made. (SAA Glossary)
Prevention• Action of stopping something from happening or arising
Preparation• Action or process of making ready
Definitions
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Preservation• The act of keeping from harm, injury, decay, or destruction, especially through noninvasive treatment.
Conservation• The repair or stabilization of materials through chemical or physical treatment to ensure that they survive in their original form as long as possible
Developing a Disaster Plan
1. Identify Team Members2. Identify Potential Disasters2. Identify Vital Records3. Develop methods and procedures to safeguard records4. Establish action plan for recovery
Disaster Response Team
• Director• Archivist or Disaster Recovery Consultant
• Records Personnel• Facilities Director• IT Staff• Public Safety Personnel
• Public Affairs
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Identify Potential Disasters
Flooding
Fire
Earthquake
Wind
Snow/Ice
Epidemic
Vermin/Insects
Power Failure
HVAC Failure
Hardware /Software Failure
Explosion
Gas Leaks
Data Entry Error
Improper Handling
Unauthorized Access
Vandalism/Theft
Sabotage
Civil Disorder
Essential records that are needed to meet operational responsibilities in emergencies or disaster conditions, or protect legal and financial rights
Identify Vital Records
Types of Vital Records
Emergency Operating Records
Legal, Financial, & Rights, Health & Safety
Documentation of Information Systems
Needed to resume or continue operations
Unique, Irreplaceable
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Create Vital Records List
Develop Methods & Procedures to Safeguard Records
• Keep records storage areas clean and orderly
• Inspect Regularly• No Food or Drink• No Smoking• Security• Integrated Pest Management
• Duplication and Dispersal
Proper Records Storage
• Limit Light and Dust• Avoid Leaky Basements and Attics
• Metal shelving• Standard size boxes• Fire alarms and extinguishers
• Temperature and Humidity Controls
• (cool, dry, consistent)
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Temperature and Humidity Controls
Temperature (°F)(+ or ‐ 2°)
Relative Humidity(+ or ‐ 3%)
Combined records and user areas
70° (max) 30‐45%
Dedicated storage area
65° (max) 30‐45%
National Information Standards Organization (NISO) report: Environmental Guidelines for the Storage of Paper Records, 1995https://groups.niso.org/publications/tr/tr01.pdf
Filing Records
Filing Records
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Storing Electronic Records
STORAGE CONDITIONS• Limit Light and Dust• (Cool, Dry, Consistent)• No Food/Drink• Caution with Magnetic Fields
• Buy Quality Media• Protect Exposed Media• Store vertical in Original Cases
• Utilities• Local EMA• Conservation/Preservation Assistance
• Temporary Storage/Drying Space• Local Freezer Facility
Freezing
• Can “buy time” to make decisions• Inhibits mold growth
Working with Vendors
• Consult local/regional networks for recommendations (CARMA and LGR listserv)
• Be clear about needs• Ask questions and ask for details• Document everything with photos• Request sample of their work• Sign agreement/contract that specifies treatments
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Salvage Priorities
• Vital Records• Historical/Scholarly Importance
• Financial Value• Central to Mission• Irreplaceable• Staff/Personnel Records