Disaster Preparedness:

1
Disaster Preparedness

• Are We Ready?

2
Indiana Snapshot

• The data presented here is from the first
  comprehensive records survey conducted in
  Indiana. The survey was conducted by the Indiana
  SHRAB in 2006-07.

3
Indiana Snapshot
4
Indiana Snapshot
5
Disaster Planning Steps

• 1. Identify and assign responsibility
  (committees, task forces, or teams) -
  planning - response - recovery 2. Train
  members of the committees, task forces, or teams
• 3. Conduct a risk analysis - identify
  potential building problems - survey fire
  protection policies and equipment - assess
  ability to protect people - evaluate potential
  for damage from natural disasters
• 4. Establish goals and a timetable
• 5. Develop a reporting schedule and reporting
  lines

• 6. Evaluate records and assign priorities
• 7. Identify potential sources of damage
• 8. Assess prevention and protection needs -
  stockpile supplies and equipment - replenish
  when necessary
• 9. Review fiscal implications
• 10. Prepare the plan
• 11. Distribute the plan - train - drill
• 12. Evaluate the plan and update it regularly

6
Identification Types of Records To Protect

• Accounts-receivable records
• Social security records
• Payroll records
• Criminal Records and Court Documents
• Retirement records
• Insurance records
• Any records relating to contracts, entitlement,
  leases, or obligations whose loss would pose a
  significant risk to the legal and financial
  rights of the Federal Government or persons
  directly affected by its actions
• System documentation for any electronic
  information systems designated as records needed
  to protect rights.
• This list is not inclusive.

7
Disaster Prevention

• Monitoring of Temperature/Humidity Control
  Equipment
• Safe Storage of Records
• Fire Prevention
• Monitoring for Water Leaks
• Flood Plain Designation
• Evacuations Plans and Emergency Lights

8
Protection of Materials

• Redundancy, Scanning Microfilm
• Redundancy ensures Recovery
• Microfilming for Permanence (500 Years)
• Digital Scanning
• Short Term Records
• Accessibility
• Both
• Allows the most accessibility and easiest
  recovery
• Ensures permanent safety of the Records

9
Safe Storage of Records

• Records should not to be stored less than 6
  inches from ceilings or suspended lights or 18
  inches from sprinkler heads.
• Records should not be stored in contact with
  electrical or fire alarm systems or where they
  will obstruct any exit, access panel, air
  conditioning duct, or fire extinguisher.
• Any roof leaks or signs of the presence of
  rodents or insects should be rectified.
• Keep Records in climate controlled or low
  variance areas and away from potential water
  damage.

10
Recovery

• Preparation is the key to Recovery
• Establish a recovery priority list
• Know potential vendors and resources to enlist
  that are reliable and experienced.
• Regional cooperative response groups and
  partnerships

11
The Process Is Never Complete!

• After analysis, create ideal time frames
• Run tests with dummy data to ensure system
  success
• Keep testing periodically to ensure reliability
  and expertise if the need arises

12
Things to Do

• Emergency Numbers
• List of Permanent Employees and Their Home Phone
  Numbers
• Shelter Plan
• Priority Records to Be Salvaged
• Emergency Equipment and Supplies on Hand
• Resource People and Institutions

13
Resources Contact Information

• Council of State Archivists
• www.statearchivists.org
• www.statearchivists.org/prepare/framework/prep.ht
  m
• Indiana Commission on Public Records
• www.IN.gov/icpr
• [phone]
• National Archives Records Administration
• www.archives.gov/records-mgmt/vital-records/recov
  ery.html