disaster preparedness and recovery...records disaster •a records disaster is “a sudden and ......
TRANSCRIPT
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DISASTER PREPAREDNESS AND RECOVERY
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RECORDS DISASTER
• A Records Disaster is “a sudden and
unexpected event which results in loss of
records or information essential to a local
governments continued operation”.
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KATRINA
• MADE US RE-ACCESS RECORDS
PROTECTION
• FEMA AND OTHER EMERGENCY
MANAGEMENT OFFICIALS
• NO COMMUNICATION BETWEEN
RECORDS AGENCY AND EMS
• NATION-WIDE DISASTER PLAN FOR
RECORDS
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RECORDS DISASTER PLANNING
• Consequences of not being prepared can be
significant and expensive.
• 107 Courthouse Disasters
– Fire and Floods
– Loss of Records in Most Cases
– Records cannot be replaced
• Most recent disaster
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WHY ARE RECORDS IMPORTANT?
• PROTECTS AND DOCUMENTS LEGAL RIGHTS OR INTERESTS OF COUNTY GOVERNMENT AGENCIES.
• PROTECTS AND DOCUMENTS THE RIGHTS OR OBLIGATIONS OF CITIZENS.
• NEEDED TO CONDUCT EMERGENCY OPERATIONS
• NEEDED TO RESUME OPERATIONS
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EFFECTS OF A RECORDS DISASTER
• LOSS OF CONTINUITY OF BUSINESS
• LOSS OF REVENUE
• LOSS OF SERVICES TO THE PUBLIC
• LOSS OF HISTORY
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CONTINUITY OF BUSINESS
• HOW DO WE START OVER?
• DO WE KNOW WHAT IS OWED TO US?
• CAN WE PROVIDE SERVICES?
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PUBLIC OFFICES
• COUNTY CLERK’S RECORDS
• SHERIFF’S RECORDS
• PVA’S RECORDS
• FISCAL COURT RECORDS
• MUNICIPAL RECORDS
• SCHOOL RECORDS
• PUBLIC WORKS
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COUNTY CLERK’S OFFICE
• VAULT
• VERY FEW TRUE VAULTS
• RECORDS
• LAND RECORDS
• MARRIAGE RECORDS
• PROBATE RECORDS
• PLATS
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RECORDS DISASTER PLAN
• PREPARING A PLAN
• CONDUCT A RISK ANALYSIS
• IDENTIFY EXISTING PROCEDURES
• IDENTIFY NEEDED PROCEDURES
• ALLOCATE RESPONSIBILITIES
• DEVELOP RESPONSE AND RECOVERY PROCEDURES
• INCLUDE FIRST RESPONDERS
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A PRACTICAL PLAN
• PREPAREDNESS
– PREVENTION/PROTECTION
• VITAL RECORDS IDENTIFICATION AND
PROTECTION
• RECOVERY PROCEDURES
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DISASTER PREPAREDNESS
• DETERMINE EXISTING RISKS TO RECORDS
• COMPLETE A SITE SURVEY – INSIDE AND OUT
• IS SECURITY SUFFICIENT?
• DETERMINE VULNERABLE AREAS
• MITIGATE RISKS – DO SOMETHING BEFORE IT HITS
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DISASTER PREPAREDNESS
• KNOW THE STRUCTURAL BREAKDOWN
HISTORY OF STRUCTURES
• PAST PROBLEMS AND REPAIRS
• START WITH THE ROOF AND WORK DOWN
• LOOK CLOSELY AT RECORDS STORAGE
AREAS
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DISASTER PREPAREDNES
• WATER SUPPLY CONTROLS?
• ELECTRICITY CONTROLS?
• COMPUTER SERVERS/INSTALLATION?
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DISASTER PREPAREDNESS
• LIST OF RECOVERY VENDORS
• INSURANCE COVERAGE?
– REPLACEMENT INSURANCE
– RECOVERY INSURANCE
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DISASTER PREPAREDNESS
• EMERGENCY NUMBERS
– FIRE
– POLICE
– EMS
• CERTAIN EQUIPMENT AT HAND
– FLASHLIGHTS ETC
• DESIGNATE A PERSON TO BE IN
CHARGE
• FORM A RESPONSE TEAM
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VITAL RECORDS
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WHAT MAKES A RECORD VITAL?
• VITAL RECORDS CONTAIN INFO THAT IS
ESSENTIAL TO:
– OPERATE DURING A DISASTER
– RESUME AND CONTINUE BUSINESS
– RE-ESTABLISH THE LEGAL, FINANCIAL AND/OR
FUNCTIONAL STATUS OF THE COUNTY
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EMERGENCY OPERATING RECORDS
• EXAMPLES– DISASTER PLAN
– DELEGATIONS OF AUTHORITY
– BUILDING PLANS
– COMPUTER SYSTEM DOCUMENTATION
– VITAL RECORDS INVENTORIES
– RECORDS INVENTORIES
– RECORDS LOCATIONS
– EQUIPMENT INVENTORIES
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LEGAL AND FINANCIAL RIGHTS RECORDS
• RECORDS NEEDED TO RE-CREATE
LEGAL/FINANCIAL OPERATIONS
• RECORDS NEEDED TO SAFEGUARD THE
INTERESTS OF THE COUNTY,
EMPLOYEES AND THE PUBLIC
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EXAMPLES
• ACCOUNTS RECEIVABLE
• PAYROLL, SOCIAL SECURITY AND RETIREMENT
• DEEDS, LEASES, CONTRACTS, INSURANCE, LICENSES
• LICENSING AND COMPLIANCE-UNIQUE LEGAL RECORDS
• OBLIGATIONS
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VITAL RECORDS
• MAKE A LIST OF ALL VITAL RECORDS
• LOCATION OF VITAL RECORDS
• STORE THE LIST OFF SITE
• GIVE THE LIST TO THE APPROPRIATE PEOPLE
• SECURE THESE RECORDS– ELECTRONIC OFF SITE
– PAPER DISPERSAL
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VITAL RECORDS PROTECTION
• SECURITY MICROFILM
• BACKUP ELECTRONIC/DIGITAL RECORDS
• OFFSITE STORAGE
• DUPLICATION
• DISPERSAL
• HOW YOU PROTECT VITAL RECORDS SHOULD
BE DONE THE SAME WAY ALL THE TIME AND
THE WAY YOU DO IT MUST BE DOCUMENTED.
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STATE ARCHIVES CAN HELP!
• WRITE A DISASTER PREPAREDNESS AND
RECOVERY PLAN
• WRITE A VITAL RECORDS PROTECTION PLAN
• WORK WITH EMS AND FIRST RESPONDERS
• MORE TRAINING
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CONTACT INFORMATION
KENTUCKY DEPARTMENT FOR
LIBRARIES AND ARCHIVES
Trace Kirkwood
Phone: 270-991-5195
www.kdla.ky.gov