Disaster planning and management Small public offices information briefing December 2004

Briefing objectives Describe the main stages in disaster management Identify major causes of disasters Explain the benefits of assessing risks to records and recordkeeping systems Develop an outline disaster plan

Aspects of disaster management Planning Prevention Response Recovery

Standard on counter disaster strategies for records and recordkeeping systems Risk assessment –Identify and prioritise Counter disaster planning –Outline response to a disaster Vital records protection –Identify, document and protect

Planning tips Plan for records as part of wider business continuity planning Think about risks to other offices in shared premises Pool resources with neighbouring organisations Establish offsite backups (not in same building) – maybe in branch offices Identify and protect those records you need to operate during a disaster, as well as to recover from one

Prevention Take action to minimise risks identified in planning stage Ongoing facilities maintenance program Establish business rules and procedures for records management Review storage facilities Test your plan!

Response – Less haste, more speed [1] Detecting a disaster Health and safety comes first! Access the disaster plan Assign roles Assess damage Secure the site Document the disaster scene (photos)

Response – Less haste, more speed [2] Identify priorities for salvage (vital records first) Get access to advice on preservation and handling of affected records (in the plan, from external experts) Supplies on hand – disaster bins

Recovery – putting your plans into action Don’t panic Identify what needs to be done to: – prevent further damage, and – salvage records Brief recovery team and assign roles Clean and repair records storage facilities Feed the troops… keep up morale

Further resources Standard and guidelines on counter disaster strategies for records and recordkeeping Sydney Curatorial and Custodians Disaster Preparedness Group State Records –Government Recordkeeping –Conservation