State and Local Records Management DISASTER PLANNING Presented By State and Local Records Management Division Texas State Library and Archives Commission

State and Local Records Management Agenda l Overview l Statutory Requirements l Risk Management & Analysis l Prevention Measures l The Disaster Recovery Plan l Reactive Measures l Other Resources

State and Local Records Management Overview l Proactive Measures l The Disaster Recovery Plan l Reactive Measures

State and Local Records Management Statutory Requirements l Legal Obligations l Definitions

State and Local Records Management Prerequisites l Information = Asset l Identifying Risk l Vital/Essential Records l Retention/Control Schedule

State and Local Records Management Managing Risk Types of Actions Involved l Environmental l Physical l Personnel l Information Security l Preparedness

State and Local Records Management Risk Analysis and Assessment l Definition l Key Elements l Methods

State and Local Records Management Determine Your Risk Index l Probability X Effect = Risk Index –Major Risk = Index of 40 or Higher –Serious Risk = Index of

State and Local Records Management Categorize Your Risk l Severity l Cause l Affected Area

State and Local Records Management Prevention Measures for Water/Flood Damage l Survey the Workplace l Communicate Observations l Develop Rules and Procedures

State and Local Records Management Identify Protective Measures l Fire –Establish preventive measures to mitigate damages due to electrical defects, arson, smoking, construction, or combustibles in contact with hot surfaces.

State and Local Records Management Vital Records Protection l Physical Protection l Duplication and Dispersal

State and Local Records Management Losses Caused By Industrial Espionage – 7% Losses Caused By Malicious Acts By Outsiders - 18% Losses Caused By Malicious Acts By Insiders - 31% Ernst & Young LLP, Information Security Survey: Companies That Experienced Information Losses Due To Security Failures and Other Disasters in the Past 2 Years – 52% Losses Caused By Natural Disasters - 24%

State and Local Records Management Off-Site Storage Considerations l Facility l Environmental Controls l Fire Control System l Personnel Practices l Records Control Procedures l Vault Protection

State and Local Records Management l Definition l Objectives The Disaster Recovery Plan

State and Local Records Management Disaster Recovery Plan Key Elements l Policy, Goals and Objectives l Activation l Organization l Information Distribution l Disaster Reactions l Training l Review and Revision

State and Local Records Management Recovery Process l Notify Authorities/Recovery Teams l Assess Damage l Stabilize Environment

State and Local Records Management Implement Recovery Plan l Establish Priorities l Relocate Operations l Retrieve Vital Records l Salvage Other Records

State and Local Records Management Recovery Terminology l Interleaving l Freezing l Air Drying l Vacuum Freeze Drying l Vacuum Thermal Drying

State and Local Records Management For Records Beyond Salvage l Identify Destroyed Records l Document Disposition l Verify Destruction

State and Local Records Management Resources to Assist with Disaster Planning l Management, Staff, Vendors l DPS Emergency Management l State Contract for Disaster Planning l Helpful Information

State and Local Records Management Disaster Recovery Kit l Essential Supplies l Contents Should Not be Used for Routine Activities

State and Local Records Management Other Information l Disaster Planning Web sites

State and Local Records Management Need More Information l Call your Information Analyst (512) Austin