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IDENTIFYING ESSENTIAL RECORDS

IDENTIFYING ESSENTIAL RECORDS. Jerrianne Kolby. Discussion Topics. Define essential. Agency Functions. Supporting Functions. Discussion Item One – Define essential records. Discussion Item Two -- Identify the key functions of your agency.

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IDENTIFYING ESSENTIAL RECORDS

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  1. IDENTIFYING ESSENTIAL RECORDS Jerrianne Kolby

  2. Discussion Topics Define essential Agency Functions Supporting Functions Discussion Item One – Define essential records Discussion Item Two -- Identify the key functions of your agency Discussion Item Four – Questions to ask if still unclear Discussion Item Three – – Identify essential records that support your functions Questions

  3. Essential Record (Vital Record) Definition ESSENTIAL RECORDS Records that are necessary for the resumption of government operations. Essential records are a critical part of the continuity of operations (COOP) planning and response. Records that will be needed within 72 hours after an emergency and, although it may be costly and difficult, CAN be reconstructed or replaced from other sources.

  4. Agency Functions Identify the Key Functions of your agency-Example • Admin • Public Information • Finance • Special Projects • Community Outreach • Community Support • Mitigation and Recovery • Operations • Logistics • Training and Exercise

  5. Support Functions Identify essential records that support each function Three Phases • Non-incident period • During an incident or disaster recovery event • Bring agency up and running

  6. Questions What to ask if still unclear • What is the agency’s mission? • Do you have legal statutes for existing and responsibilities? • What records exist to facilitate response? Maps, building plans, plans • Records that demonstrate potential hazards? Chemicals or toxic materials • What about personnel and payroll ? • Are contracts or MOUs used? • Is proof of training applicable of your staff/community? • Is there a need for • mitigation, preparedness, • and recovery data?

  7. Summary Define essential Agency Functions Supporting Functions Discussion Item One – Define essential records Discussion Item Two -- Identify the key functions of your agency Discussion Item Four – Questions to ask if still unclear Discussion Item Three – – Identify essential records that support your functions Questions

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