David W. Carmicheal

1
Emergency PreparednessWhat to do before
disaster strikes

• David W. Carmicheal
• Director, The Georgia Archives
• Chair, IPER Advisory Board

2
Purpose

• Brief overview of IPER
• What are Essential Records?
• Why does it matter to you?
• What can you do about it?
• Discussion

3
September 7, 2005
4

• The Council of State Archivists responded with
• Assistance
• Assessment
• Action plan
• and concluded that

5
Paper and electronic records are at risk
6
from many sources
7
Led to
8

• Principal partners

Council of State Archivists
Federal Emergency Management Agency
National Archives and Records Administration

• Train state and local governments to
• Identify essential records
• Protect essential records
• Include them in COOP plans

9
What are Essential Records?
10
What are Essential Records?
11
What are Essential Records?
12
What are Essential Records?
13
What are Essential Records?
14
What are Essential Records?
15
Why should it matter to the CIO?

• You produce essential records.
• Primarily, you produce records that
• are necessary to continue your own operations
• would require massive effort to reconstruct

16
Why should it matter to the CIO?

• Every agency you serve produces essential
  records.
• You manage records for agencies that
• protect the life, health, safety of citizens
• enable the agency to continue operating
• enable agencies to respond to emergencies.

17
Why should it matter to the CIO?

• You can provide the services and expertise your
  agencies need in order to secure their essential
  records.
• You may not own the records, but the agencies
  cant fulfill their obligations without your
  help.
• You understand business continuity better than
  most agencies (because of data center planning
  youve done).
• Technology is part of the solution for every
  agency.

18
Protecting essential records is

• an enterprise-wide concern
• a horizontal process that cuts across vertical
  lines of agencies and functions

19
So what should you do?

• Put your own mask on first
• Identify your own agencys essential records

• What records do we need to respond to an
  emergency?
• Emergency response plan/phone numbers
• Emergency contracts
• Delegations of authority
• What records do we need to continue operating?

20
So what should you do?

• Help agencies prioritize
• Electronic records are easier to back up.
• Give higher priority to digitization projects
  that involve essential records.

?

• Make essential records part of your enterprise
  planning and approval process.
• Find out whether new systems will produce
  essential records have plans been included to
  safeguard them?

21
So what should you do?

• By helping agencies identify their essential
  records, you help prioritize your own response to
  a disaster.
• Which systems are needed for initial response?
• Which systems are needed for continuity?

?
22
Where do you find help?

• Your state archives/records program
• Your state emergency management agency
• The IPER project

23
Contact

• David W. Carmicheal, Director
• The Georgia Archives
• 5800 Jonesboro Rd
• Morrow, GA 30260
• 678-364-3714
• dcarmicheal_at_sos.ga.gov