1. Emergency Preparedness: What to do before disaster strikes
David W. Carmicheal
Director, The Georgia Archives
Chair, IPER Advisory Board

2. Purpose: Brief overview of IPER What are Essential Records?
Why does it matter to you?
What can you do about it?
Discussion

3. September 7, 2005

4. The Council of State Archivists responded with
Assistance
Assessment
Action plan
and concluded that

5. Paper and electronic records are at risk…

6. …from many sources

7. Led to

8. Principal partners: Train state and local governments to
Council of State Archivists
Federal Emergency Management Agency
National Archives and Records Administration
Train state and local governments to
Identify essential records
Protect essential records
Include them in COOP plans

9. What are Essential Records?

10. What are Essential Records?

11. What are Essential Records?

12. What are Essential Records?

13. What are Essential Records?

14. What are Essential Records?

15. Why should it matter to the CIO?
You produce essential records.
Primarily, you produce records that:
are necessary to continue your own operations
would require massive effort to reconstruct

16. Why should it matter to the CIO?
Every agency you serve produces essential records.
You manage records for agencies that:
protect the life, health, safety of citizens;
enable the agency to continue operating;
enable agencies to respond to emergencies.

17. Why should it matter to the CIO?
You can provide the services and expertise your agencies need in order to secure their essential records.
You may not own the records, but the agencies can’t fulfill their obligations without your help.
You understand business continuity better than most agencies (because of data center planning you’ve done).
Technology is part of the solution for every agency.

18. Protecting essential records is
an enterprise-wide concern
a horizontal process that cuts across vertical lines of agencies and functions

19. So what should you do? Put your own mask on first
Identify your own agency’s essential records
What records do we need to respond to an emergency?
Emergency response plan/phone numbers
Emergency contracts
Delegations of authority
What records do we need to continue operating?

20.  So what should you do? Help agencies prioritize
Electronic records are easier to back up.
Give higher priority to digitization projects that involve essential records. 
Make essential records part of your enterprise planning and approval process.
Find out whether new systems will produce essential records; have plans been included to safeguard them?

21. So what should you do?
By helping agencies identify their essential records, you help prioritize your own response to a disaster.
Which systems are needed for initial response?
Which systems are needed for continuity? 

22. Where do you find help? Your state archives/records program
Your state emergency management agency
The IPER project

23. Contact
David W. Carmicheal, Director The Georgia Archives 5800 Jonesboro Rd Morrow, GA