If you Google Disaster Recovery, you will get approximately 47,700,000 hits.

DISASTER RECOVERY

If you Google Disaster Recovery, you will get approximately 47,700,000 hits.

Disaster Planning and Prevention are the keys to Disaster Recovery. Those who forget the past are condemned to repeat it. Those who fail to plan, plan to fail. Disasters don t wait around until you re ready to handle them. It s not if, it s when.

Steps to Disaster Recovery 1. Identify and inventory your records. 2. Have a master list of locations. 3. Make duplicate copies of inventory and locations. Important store the lists in multiple locations. 4. Prioritize the order of recovery before the disaster strikes.

Steps to Disaster Recovery 5. Have multiple copies of your recovery plan stored in multiple locations along with your inventory and locations. 6. Consider what format the records are in. The cloud is a good place to store records. 7. Have a Plan, practice the plan. Change the plan as conditions and formats change.

Steps to Disaster Recovery 1. Recognize that there are only 2 types of disasters. a. Natural b. Manmade Steps can be taken to mitigate both types of disasters, but planning is necessary.

Natural Disasters 1. Weather Relateda. Hurricane b. Tornado c. Thunderstorm/Windstorm/Microburst d. Wildfire e. Flood f.

2. Geologicala. Earthquake b. Volcano c. Sinkhole d.

Planning for weather related disasters. a. Hurricane #1 threat in Florida 1. Don t wait until hurricane season to start planning. 2. Make everyone aware of the plan. 3. Practice the plan. 4. Update the plan.

Hurricane Plan 1. Identify the risk level. a. Coastal County 1. Storm surge 2. Wind 3. Rain b. Inland County 1. Wind 2. Rain

2. Decide on your response. a. Ride it out. b. Evacuate. 3. Prepare a. Waterproof. b. Move above flood level. c. Remove to secure location. 4. Delegate authority who is in charge before, during and after the emergency.

Other Weather Disasters Tornado Unpredictable, hard to plan for. Too dangerous to ride out unless you re in a hardened building. Thunderstorm/Windstorm/Microburst Unpredictable, usually of short duration, most often the best choice is to ride it out in the most secure area.

Wildfire Don t build in fire prone areas. Flood Don t build in flood prone areas. Other

Geological Disasters Earthquake Florida is not an active earthquake zone currently. Volcano No history of volcanism in Florida Sinkhole Likely. Florida lies atop Karst limestone formations. Sinkholes can be minor, causing foundations to settle, or major, capable of swallowing whole buildings. Prevention Have Ground Penetrating Radar survey prior to building.

Manmade Disasters 1. Neglect 2. Vandalism 3. Terrorism

Neglect 1. Poor or non existent maintenance 2. Failure to maintain infrastructure. 3. Failure to perform required inspection and replacement. a. Fire suppression system b. Fire alarm/notification 4. Failure to maintain proper pest control.

Vandalism 1. Don t locate in isolated or crime prone areas. 2. Have security, active or passive in place. 3. Control access.

Terrorism 1. Impossible to predict. 2. Evaluate likelihood of terrorist threat. 3. Disperse records. 4. Control access.

RECOVERY 1. People come first! a. Assemble staff at a safe location. b. Assign duties based on your plan. c. Coordinate with emergency and building officials. d. Determine risks no records are worth endangering staff.

2. Stabilize the building and environment. 3. Establish a command center. 4. Document. 5. Prioritize. 6. Assess extent of damage and feasibility of recovery. 7. Determine if there are undamaged duplicates. 8. Salvage and restore based on the nature of the records.

Prioritize 1. Is the record historically or legally significant? 2. Is there a duplicate/backup copy? 3. Has the record reached or is near to reaching the statutory retention period? 4. Does the cost of restoration exceed the value of the record?

Locate and recognize critical controls. 1. Fire/Entry Alarm Controls 2. Electrical Panels 3. Fire suppression cutoffs 4. Utility cutoffs 5. Other?

Fire Alarm Control Panel

Circuit Breaker Panel

Fire sprinkler cutoff

Websites FEMA www.fema.gov/ National Archives & Records Administration www.archives.gov/ ARMA www.arma.org/ Association for Image and Information Management www.aiim.org/ Florida Records Management Association www.frma.org/ Division of Library and Information Services http://dos.myflorida.com/library archives/records management/ Heritage Preservation, Inc. (Emergency Response & Salvage Wheel) www.heritagepreservation.org