1. National Archives and Records Administration, 2002 1 Preparing for the Unexpected ESSENTIAL ELEMENTS: ANALYSIS

2. National Archives and Records Administration, 2002 2 ESSENTIAL ELEMENTS: ANALYSIS  Planning  Analysis  Implementation A good program has 3 steps:

3. National Archives and Records Administration, 2002 3  Identify records supporting agency core missions  business plans and mission statements  Y2K and COOP plans  records schedules and inventories ESSENTIAL ELEMENTS ANALYSIS: IDENTIFICATION Identify vital records

4. National Archives and Records Administration, 2002 4  Determine the relative value of supporting records. ESSENTIAL ELEMENTS ANALYSIS: IDENTIFICATION vital useful important

5. National Archives and Records Administration, 2002 5 ESSENTIAL ELEMENTS ANALYSIS: IDENTIFICATION (NARA Staff Photo)

6. National Archives and Records Administration, 2002 6

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8. 8 ESSENTIAL ELEMENTS ANALYSIS: IDENTIFICATION  Vital Records description  name and inclusive dates  information content  volume of records  arrangement  frequency of use or retrieval  physical format

9. National Archives and Records Administration, 2002 9 ESSENTIAL ELEMENTS ANALYSIS: IDENTIFICATION  Vital Records inventory  Description of the records, including media  Update cycle  Specific location of original and duplicates  When the records are needed following an emergency or disaster (recovery priority)  Protection method

10. National Archives and Records Administration, 2002 10  Evaluate potential hazards to operations and records.  What are your assets?  What are your risks?  How do you rate these risks? ESSENTIAL ELEMENTS ANALYSIS: ASSESSMENT

11. National Archives and Records Administration, 2002 11 ESSENTIAL ELEMENTS ANALYSIS: ASSESSMENT 1. Most severe conceivable; national scope 2. Severe localized natural disaster 3. Destruction of major building; working hours 4. Destruction of major building; nonwork hours 5. One or two functions affected 6. Subfunction affected 7. Lost document What are your risks?

12. National Archives and Records Administration, 2002 12 ESSENTIAL ELEMENTS ANALYSIS: ASSESSMENT How do you rate these risks? 0 100% Likelihood ImpactImpact Meteor strike Water damage on flood plain

13. National Archives and Records Administration, 2002 13 Archives II Main lobby, 2001 (NARA Staff Photo)

14. National Archives and Records Administration, 2002 14  Select protection methods  vital = highest priority  important = secondary priority  useful = lowest priority ESSENTIAL ELEMENTS ANALYSIS: PROTECTION

15. National Archives and Records Administration, 2002 15  All Federal records have value  Value determines level of protection in the face of an emergency or disaster  Special media considerations  computer equipment and data  microform and audiovisual ESSENTIAL ELEMENTS ANALYSIS: PROTECTION

16. National Archives and Records Administration, 2002 16  Prevention  implement computer security requirements  use copies, not originals  review material leaving premises  remove trash and other clutter ESSENTIAL ELEMENTS ANALYSIS: PROTECTION

17. National Archives and Records Administration, 2002 17 ESSENTIAL ELEMENTS ANALYSIS: PROTECTION  Protection considerations  suitability for record media  cycle of update  need for accessibility  cost-effectiveness

18. National Archives and Records Administration, 2002 18  Dispersal  On-site options ESSENTIAL ELEMENTS ANALYSIS: PROTECTION Headquarters office Personnel Finance Information Systems Library Fire resistant filing cabinet Central file room Vital Records building

19. National Archives and Records Administration, 2002 19  Off-site options ESSENTIAL ELEMENTS ANALYSIS: PROTECTION Headquarters office NARA records center Commercial storage Hot site Cold site Agency owned and operated facility Regional office Regional office

20. National Archives and Records Administration, 2002 20 ESSENTIAL ELEMENTS ANALYSIS: RECOVERY

21. National Archives and Records Administration, 2002 21 ESSENTIAL ELEMENTS ANALYSIS: RECOVERY  Create a Recovery Packet  Records disaster team list  Expert and vendor list  Vital records inventory with precise locations, protection methods, and priorities  File cabinet or room keys  Alternate worksite site location and access requirements (including keys or keycards)

22. National Archives and Records Administration, 2002 22 ESSENTIAL ELEMENTS ANALYSIS: RECOVERY  Assess records condition  Contact records disaster team members  Contact restoration experts or vendors  Arrange for emergency supplies and equipment

23. National Archives and Records Administration, 2002 23 CHECKLIST: ANALYSIS  Identify Vital Records  Conduct a Risk Assessment  Select Protection Methods  Create Recovery Packet  Test the Plan

24. National Archives and Records Administration, 2002 24 QUESTIONS Archives II Preservation Lab, 2001 (NARA Staff Photo)