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Who’s on First?. Establishing a Viable Vital Records Program. Presented by: Leslie Malek National Archives & Records Administration Greater Northwest Regional ARMA Conference April 7, 2008. Scenario. “The Big One” No power, no heat or A/C, water dripping, injuries

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who s on first

Who’s on First?

Establishing a Viable Vital Records Program

Presented by:

Leslie Malek

National Archives & Records Administration

Greater Northwest Regional ARMA Conference

April 7, 2008

scenario
Scenario
  • “The Big One”
    • No power, no heat or A/C, water dripping, injuries
    • Computers damaged & down
    • File cabinets inaccessible and damaged
      • Flat files w/maps & drawings
      • Textual files
      • Microfilm
slide3
EVACUATE

IMMEDIATELY!

what do you do
What do YOU do?
  • Who’s on First?
    • Who gives the order?
    • When?
    • To whom do you report and where?
    • What do you do if someone’s injured?
    • Who do you call?
  • WHO’S IN CHARGE?
how do you know
How do you know?
  • Vital Records
    • Disaster Plan
    • COOP (Government)
    • Vital Records Plan
what s on second
What’s on Second…
  • What are Vital Records?
    • Emergency Operating Records
      • What’s needed immediately to get your company/agency through the emergency
    • Legal & Financial Rights Records
      • Protect assets, including personnel
      • Protect customers/stakeholders, e.g., contractor trade secrets, etc.
      • Protect others affected by your organization’s actions (particularly true w/Government)
ok but what are they
OK, but what are they?
  • Emergency Operating Records Examples:
    • Call lists
      • Emergency services (usu. 9-1-1)
      • Personnel
      • Records Center
    • Evacuation plans
    • Facility layouts & blueprints
ok but what are they8
OK, but what are they?
  • Legal & Financial Rights Records:
    • Accounts payable & receivable
    • Contracts
    • Official personnel files
    • Legal documents:
      • Leases
      • Deeds
      • Rights of entry/rights of way
      • Permits
what s first
What’s First?
  • Identify
    • What are the vital records in each organization?
  • Inventory
    • Categorize (EOR v. L&FR)
    • Where located (include path names for ER)
what s first cont
What’s First? (Cont.)
  • Risk Assessment
    • What happens if we don’t have the records/information we need?
      • Prioritize
    • What are the risks to the records/information?
  • Protection Method
    • Duplication
    • Dispersal
i don t know s on third
I Don’t Know’s on Third
  • Get on the team!
    • Disaster recovery planning
  • I have a plan!
    • Who has responsibility/access
    • What the records are
    • Where they are stored
    • Why they’re kept
    • When they’re needed
    • How to retrieve them
the plan
The Plan
  • Keep it simple! (KIS)
    • Narrative annex to Disaster Plan
    • Flip chart for “Doomsday”
  • Answer the questions
    • Purpose statement (Why?)
    • Responsibilities (Who?)
      • For example:
        • Who calls the Records Center?
        • Who can access the records?
        • Who decides the restoration vendor is needed?
the plan cont
The Plan (Cont.)
  • The Records (What?)
    • Prioritized Inventory
      • EOR first
      • Where located/person responsible (Where?)
      • Salvage
  • When Plan is Activated (When?)
  • Method to Retrieve (How?)
    • Call records center? Alternate site?
    • Drive there? Walk? Bike?
    • What information needed to retrieve?
i don t know
I-Don’t-Know?
  • Train
    • Records staff – all levels
    • Train records staff – all levels
    • Train records staff – all levels
      • How to respond
      • To whom to respond
      • Recovery
train more
Train More…
  • Program/project/technical managers & staff
    • Who to call
    • What they need
    • How to get it
slide16
Test
  • Test the plan
    • Soon after training as possible
    • Tabletop first
  • Disaster Plan exercise
evaluate
Evaluate
  • What worked?
  • What didn’t?
  • After-action report
revise
Revise
  • Living document
    • Update inventory
    • Call lists
    • Training
  • Publish so it’s easy to change
  • Make it easy to access
    • Intranet
    • Flip chart
slide19

Revise

Update

Evaluate

Test