Updating Module B4: Disaster Preparedness and Response

Transcription

1 Updating Module B4: Disaster Preparedness and Response ALGIM RM Symposium 2012 Philippa Fogarty, SWIM Ltd

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3 Why Update? The Vital Records and Disaster Recovery Plan module was developed in 2007 Since that time there have been events both large: Numbers of Canterbury region earthquakes since September Magnitude range Number 7.0 and above * 3351 *not all earthquakes in this range have been analysed yet. This table was last updated on July

4 Why Update? And small - Smoke damaged records -Floods - Damage due to inappropriate storage

5 Why Update? On-going advice regarding the salvage of records Additional standards (e.g. Storage Standard, 2007) New thinking on what is a vital record Greater awareness and integration with BCP and IT plans

6 Working Group Jacqueline Davidson, Team Leader Records Management, Auckland Council Phillip Matthews, Team Leader Corporate Information Denise Thompson, Team Leader, Records and Archives

7 Change to Name Was: Vital Records and Disaster Recovery Plans Now: Disaster Preparedness and Response Reason: Reflects the approach of prevention, preparedness and response

8 Change to Format

9 Change to Content Introduction and Overview Clarifies scope paper only Defines interrelationships with other plans Factors to consider (reality check)

10 Change to Content Part One: Preparedness and Prevention This part of the module focuses on what Councils can do to prevent damage occurring to records and minimise damage in the event of disaster.

11 ContentsPart One: Preparedness and Prevention Preparedness projects Identifying a vital record(questions to ask flowcharts) Risk assessment identifying risks and hazards Prevention, protection and recovery strategies (e.g duplication, dispersal, modifying existing practices)

12 Change to Content Part Two: Planning This part focuses on documenting the plan. It includes a sample plan that can be adapted by Council s for their own use.

13 Content: Part Two Planning Methodology and steps for developing the plans

14 Content: Part Two Planning Content and layout of plan Content Policy Statement Activation authority Description This is a concise statement stating possible events covered by the plan and recovery goals and objectives This is also called first response procedures or call hierarchy,which may include details such as who can activate the recovery plan; and policy for the duration and extent of authority. Procedures for declaring an emergency Procedures for contacting staff Who is contacted first in the case of an emergency and who then do they contact. Contact lists Escalation procedures For emergency response personnel and their alternates, with their access information. Procedures for when the emergency response become more than an internal disaster response and when should responsibility be yielded to Civil Defence.

15 Content: Part Two Planning Example Plan

16 Change to Content Part Three: Salvage of Material This part provides detailed information on the salvage of records. It is designed to inform records and information managers of the best practice for salvage which will in turn allow them to confidently deal with damaged material in the event of a disaster.

17 Content: Part Three Salvage of Material Equipment Suppliers Salvage Techniques

18 Change to Content Part Four: Review, Testing and Continuous Improvement. This part focuses on ensuring that the planning and preparation for disasters remains current and relevant

19 ContentPart Four: Review, Testing and Continuous Improvement. Training and Exercises Post incident Review Updating Plans Identification and Evaluation of New Protection Techniques

20 Change to Layout More diagrams, flowcharts and tables

21 Change to Layout More links Less appendices forms embedded into text but designed to be used as stand alone documents

22 Next Steps Final review by working group Publication

23 Questions? Thank you for your time