February 2011 Records disaster preparedness and

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1 February 2011 Records disaster preparedness and recovery

2 It will never happen... Disasters are unexpected events with destructive consequences which can be measured by the scale of damage as well as the effect that the incidents create.

3 When disaster strikes Feb 2011 Cyclone Yasi, North Queensland Dec 2010 Jan Queensland floods 2010 Kalgoorlie earthquake, Western Australia 2009 Victorian bushfires 2008 Mackay flood, Queensland 2007 Flooding in Hunter and Central Coast regions, New South Wales 2006 Cyclone Larry, North Queensland 2005 Eyre Peninsula bushfires, South Australia 2003 Canberra bushfires

4 Forgotten records Have you considered all the records?

5 Records are integral Information is the lifeblood of modern business communications, contracts, research data, strategic plans, policy advice, di customer records, payments and receipts. Without records, business grinds to a halt, corporate memory is lost and agencies are vulnerable to a multitude of risks. (NAA, Digital Recordkeeping Guidelines)

6 When disaster strikes

7 Preparing is key t / / t /2011/01/12/

8 Eliminating risk is not luck Counter disaster management strategies yield many benefits for records and recordkeeping systems. They are also essential for achieving i adequate records management practices. (State Records of South Australia, Records Management Disaster Planning)

9 What is disaster preparedness? Planning for the protection of records and records systems from risk; and Ensuring the continuation of business during and immediately after a disaster.

10 Disaster management standards and guidelines AS / ISO 15489: 2002 Information and Documentation: Records Management; National Archives of Australia s Disaster Preparedness Manual for Commonwealth Agencies; Queensland State Archives Disaster Preparedness and Recovery Manual; NSW State Records Guidelines and Standard on Disaster Management; VERS Disaster Recovery Manual; State Records of SA Records Management Disaster Planning Toolkit.

11 Best Practice Guidelines: ISO Records enable organisations to provide continuity in event of disaster (s4); Vital records should be identified as part of the risk analysis process when creating a business continuity plan (s7); The integrity of records should be maintained in event of disaster (s8). Codice 2009

12 Disaster Planning Overview Before a disaster During a disaster After a disaster PreventionP Preparation Response Recovery Assess risks Reduce risks Implementation Monitoring Prioritise collection Protection measures Emergency committee Trainingi i Disaster Response Plan Disaster Recovery Plan

13 Disaster prevention 1. Review history of disasters 2. Identify all risks 3. Rate all risks

14 Potential threats leaks in roofs sprinkler/ electrical malfunction bushfire windstorm Natural Hazards flooding cyclone earthquake and landslide lightning strike rain, hail, sleet Building or part-building collapse Sewer/ stormwater/ drainage failure Structural or building failure Technological Disasters vandalism demonstrations sabotage theft arson Criminal Behaviour chemical or fuel spillage bombing and bomb hoax terrorist attack gas leaks explosion fire Industrial accidents falling object damage Accidental disasters

15 Disaster preparation 1. Identify vital records 2. Protection measures 3. Disaster planning 4. Training

16 Vital records These records are essential for the ongoing business activity of the organisation. The loss of vital records would prevent the organisation from functioning effectively. Vital records are usually associated with an organisation s legal and fiscal matters, such as original i policy documents, etc.

17 Best Practice Guidelines: Standard for the Physical Storage of Commonwealth Records.

18 Have you considered all the records? Various locations of physical records Electronic records Priceless records Backups

19 How far away is far enough?? A map showing Tropical Cyclone Yasi superimposed over the USA / news.com.au

20 Disaster Plans A disaster management plan for records should include: vital records list, including their location and control documentation (i.e. vital records inventory) emergency response team contact t information and chain of command training plan and schedule for the emergency response team emergency contacts list, including back-up resources, tradespeople, materials, equipment, vehicles, and accommodation procedures to review, update, and test the plan.

21 Summary Adhere to good records management practices; Identify and manage vital records; Ensure electronic records and system programs are regularly backed-up; Arrange off-site storage of back-ups; Clearly l document and communicate back-up, restart, t and recovery procedures; and Train users.

22 Resources QSA On-line Disaster Planning and Response Resources Australian War Memorial - salvage advice Australian War Memorial - cleaning soot damaged items Australian War Memorial - bushfire disaster response by Canberra's cultural institutions Australian Institute for the Conservation of Cultural Materials - storing collections in high h bushfire risk areas Centre for Cultural Materials Conservation - bushfire protection for precious possessions Museums Australia - Be Prepared National Film & Sound Archive - fire affected audio National Film & Sound Archive - fire affected photos National Film & Sound Archive - fire affected video

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