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DESCRIPTION

Emergency management for records and information should be a planned approach for the prevention of records and information loss, preparedness and response to the emergency events affecting records and information, and recovery of records and information and necessary processes for business continuity following the event. 

As the first of these phases, the prevention phase includes the activities necessary to lower the probability of an emergency becoming a records and information disaster.  The prevention phase involves three major steps – establishing a vital records program, completing risk management processes, and developing a disaster prevention plan.  The recovery phase includes the implementation of short-term activities that restore vital records and information to minimal operating procedures and practices.  This phase includes assessing damage, stabilization and salvage techniques, restoration of the record and information, and resumption of operations.

This seminar will discuss:

• The elements of a vital records protection program and the processes to effectively establish a vital records program;
• The concept of disaster prevention and the tasks necessary to develop and implement a ‘disaster prevention plan’ for records and information
• The elements of records and information recovery and the tasks necessary to restore records and information following a disaster

CONTENT SUMMARY

• Disaster Recovery Plan including types of disasters, critical functions, elements of a plan and creation and testing.
• Vital Records Program including identification and protection methods, sites etc.
• Planning a vital records program, including regulations and identification of vital records
• Discussion of vendors, human impact, and disaster-related information technology issues
• Group session involving hands-on records recovery exercises including recovery techniques such as salvaging water-damaged records

SCHEDULE

Day 1 : Establishing a Vital Records Plan

This day-long presentation will discuss the elements of a vital records protection program including identifying vital records, assigning program responsibilities, risk management processes, selecting protection methods and remote storage, preparing a vital records schedule, and establishing procedures. Using sample case studies, the participants will participate in a “virtual” site survey to learn how to recognize potential hazards and risks to records and information, and will use the results, along with case study material, to prepare a vital records schedule.

Day 2 :Morning - Developing the Disaster Prevention Plan

The presentation will discuss the elements and preparation of the Disaster Prevention Plan, including implementation of the corrective and preventive measures identified for the protection of the records and information, and establishment of the emergency response procedures. Using the materials completed on Day 1, the participants will develop a sample Disaster Prevention Plan. Afternoon - Recovery of Records and Information This presentation will discuss the elements of records and information recovery and the tasks necessary to restore records and information following a disaster, including damage assessment, stabilization, salvage, restoration, and resumption of operations.

DELIVERABLES

The seminar is based in part on material in the publication “Emergency Management for Records and Information Management Programs” --Virginia A. Jones, CRM and Kris Keyes (ARMA International: 2000).

Lecturer :Virginia A Jones

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