Suzanne Henderson County Clerk Tarrant County

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2 Suzanne Henderson County Clerk Tarrant County

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4 Flooding of Dallas records office 'catastrophic,' say officials The rupture of an underground eight-inch line sent thousands of gallons of water cascading into the basement of the Dallas County Records Building. WFAA Posted on June 1, 2010 at 7:31 AM Updated Tuesday, Jun 1 at 5:21 PM

5 Broward Courthouse Bank One / The Tower

6 Lawson E. Thomas Courthouse Center Damage at the Lawson E. Thomas Courthouse Center in Miami due to Hurricane Wilma

7 Collin County Connection Volume 7, Issue 5, Sept / October 2009

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10 Tornado hits White County Courthouse Courtesy of the Monticello Herald and Journal

11 Blaze destroys 40% of courthouse BBC news, March 2009

12 Harrison County Courthouse memorial of the last public speech of Jefferson Davis and namesake of courthouse road. Katrina destroyed this facility and scattered artifacts across 4 city blocks.

13 Floods Hurricanes Earthquakes Burst water pipes Deferred maintenance (Leaking roof) Negligence (Fire or mold) Random acts of violence (bomb, sabotage, guns) An effective response will be determined by how well prepared you are to deal with a disaster.

14 Teamwork is vital to the Disaster Recovery Process Designated personnel to ensure everyone has evacuated the building safely Assist the injured Designated location(s) to regroup and determine all personnel are accounted for Roll Call Establish a command post for key personnel as quickly as possible Re-entry In the event of a major disaster, do not re-enter until declared safe by the Fire Marshall, Sheriff, or Police Department.

15 Department/County Information Disaster Assessment Prevention Response and Recovery Supplies and Services Scope and Goals Staff Training Distribution, Review and Updating

16 Phone Numbers (work / cell / home) for all members involved in Disaster planning and recovery Safety Wardens Key Holders Disaster Recovery Team Inventory of Materials stored Archived paper Audio Recording Books Technological storage Microfilm Microfiche, etc

17 Natural Disasters Tornado Lightning Hurricane Earthquake Wildfire Hail Other Industrial/Environmental Water Main Break Sewer system Gas leak Building & Offices Water created by Roof / Skylight Leaks Water bearing equipment (HVAC) Kitchen / Bathrooms nearby Inadequate Climate Control Mold Fire Hazards Coffee Makers Appliances Portable Heaters / Fans Overloaded Electrical & Surge Protectors

18 Outside Forces Pests / Insects Riots / Civil Disturbances Terrorist Attack Hostile intruders (Gunman) Irregular Housecleaning Garbage not removed daily Food and Drink areas

19 Management or Representative Personnel from other departments (facilities, sheriff, etc) Metroplex organizations that provide emergency recovery of records The courthouse in ruins Photo courtesy Bettye Wingate

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21 Establish a Command Post for Disaster Recovery Team Assess the Damage Walking through each area taking notes. (Use pencil as ink can run) Determine type of damage and specific locations Fire, Smoke, Soot, Clean Water, Dirty Water, Heat, Humidity 95% of disasters result in water damaged materials. Work must be done quickly to prevent mold, which develops within hours!

22 Administrative Financial Executive Orders, directives Accounts Receivable Disaster Recovery Plan Money Transactions Operating Systems & General Ledgers documentation for Registers automated systems Grant Information Security Access Codes Any records proving Employee payment Selected payroll information Benefits

23 Major Contracts / Agreements With all amendments Negotiable Instruments Stock Shares Checks Bonds Notes Court Probate Civil Criminal Vital Marriage Birth / Death Assumed Names Military Discharge Real Property

24 CLASS DEFINITION EXAMPLES PROTECTION Class 1: Vital Records essential to the continued life of the business, These records are irreplaceable because they give evidence of legal status, ownership, financial status. Accounts receivable Inventory Contracts Research documentation Creative materials Fire resistant vaults Dispersal Fireproof safes Class 2: Important Records necessary to the continued life of the business. While these records can be replaced or reproduced, this can be done only at considerable cost in time and money. Accounts payable Directives Selected payroll records Safes Vaults Class 3: Useful Records useful to the uninterrupted operation of the business, These records are replaceable, although their loss could cause temporary inconvenience. Bank statements Correspondence File Cabinets Class 4: Non- Essential Records having no present value and which should be destroyed. Requests answered Advertisements Announcements Use, then destroy

25 Allendale County Courthouse Fire (photo by Mickey Smith)

26 The environment must be stabilized to prevent the growth of mold. Ideal conditions for a recovery operation are 65º F and 50% Relative Humidity. Notify facilities and contact the proper restoration company listed on the Emergency Contact Numbers List. Contact Facilities of Equipment needed and Action to be taken until Restoration Company arrives. Potential Equipment may include: 1. Portable generators in case of power failure 2. Pumps to remove large quantities of standing water 3. Fans to circulate air in the damaged area. This may be accomplished by running fans constantly. If possible, they should expel the humid air from the area. Any standing water should be pumped from the area. Extreme caution must be taken, as standing water can conceal hazards. 4. Thermometers, hygrometers, hygrothermographs, and/or sling psychorometers to measure the temperature and humidity. 5. Dehumidifiers can help to lower the humidity, although they usually are only effective in small, enclosed areas, and tend to increase the temperature in a room. They can also freeze up in the lower temperatures required for salvage and recovery operations. Raising the temperature will not lower the humidity. It will only accelerate mold growth. Temperature and humidity should be monitored constantly. 6. Mobile Units

27 Establish Temporary Facilities Cedar Rapids Courthouse (June 2008) Location Management and County Officials will determine the best locale to continue business. Equipment Obtain necessary equipment to operate effectively in interim (phones, computers, etc). The auditor s office can provide an inventory asset list that will be beneficial in determining the operating needs for the affected departments.

28 A number of options are available for treating waterdamaged materials. The choice of treatment will depend upon the extent and type of damage incurred, and the manpower, expertise, and facilities available. Vacuum Freeze Drying safest & most successful, but most expensive. Vacuum Drying Freezing Air-drying

29 SALVAGING PROCEDURES FOR WATER DAMAGED MATERIALS SAMPLE: PAPER Material Priority Handling Precautions Manuscripts, documents and small drawings Freeze or dry within 48 hours Don t separate single sheets Packing Method Interleave between folders and pack in milk crates or cartons Drying Method Air, vacuum, or freeze dry ADDITIONAL MEDIUM PROCEDURES SHOULD BE LISTED IN THE SAME FORMAT: Books Watercolors, and other soluble media Maps; oversize prints and manuscripts Coated papers Framed prints and drawings Immediately freeze or dry Freeze or dry within 48 hours Immediately pack, then freeze or dry within 48 hours Freeze or dry within 48 hours Do not blot Don t separate single sheets Interleave between folders and pack in milk crates or cartons Pack in map drawers, bread trays, flat boxes or poly-covered plywood Keep wet in containers lined with garbage bags Unframe if possible, then pack as for manuscripts or maps above Air or freeze dry Air, Vacuum, or freeze dry Freeze dry only Once unframed and unmated, air or freeze dry Paintings Floppy Diskettes Digital Media Sound & Video Recordings Photographs

30 Enter an area until it has been declared safe. Attempt to open a wet book (one tear costs at least one dollar to mend!). Attempt to close an open book that is swollen. Use mechanical presses on wet materials. Attempt to separate books that are stuck together. Write on wet paper. Use bleaches, detergents, water-soluble fungicides, adhesive tapes (or adhesives of any kind), paper clips, or staples on wet materials. Use colored paper of any kind during salvage and recovery operations. Pack newly-dried materials in boxes or leave them unattended for more than two days.

31 Develop a Pre-Disaster and Post-Recovery Plan Share your plan with everyone (Commissioners and Staff) Copy to a CD, but also keep a hard copy at Home, Office, Automobile, Office Server/Portal When a disaster hits, you don t know where you might be! You will have access to your information quickly so you can respond and SAVE YOUR VALUABLE RECORDS!

32 Enter data into the online template to create a customized disaster plan for your institution. This plan will help you: prevent or mitigate disasters, prepare for the most likely emergencies, respond quickly to minimize damage if disaster strikes, and recover effectively from disaster while continuing to provide services to your community.

33 Top 10 List of Things to Remember About Disaster Planning/Crisis Management (Adapted from 9/18/00 Handout by Barry Glick, Manager-Risk Financing, Port Authority of New York & New Jersey (operator of World Trade Center, New York) 1. Prepare the plan before disaster strikes after is too late. 2. Prioritize critical activities that must continue at all costs, e.g. paying your employees. 3. Get your communications links set up have hard copies of employees names, addresses, phone numbers, and those of suppliers. Keep these copies in multiple locations. Do not rely on computers. 4. Make sure someone or some team is designated and available to make decisions.

34 5. In advance, set up contacts with outside disaster recovery firms. Make arrangements with suppliers: lumber, heavy equipment, office equipment, etc. And what about having to temporarily relocate? Where? 6. Rehearse the plans to the fullest possible extent and then expect the unexpected. 7. Make sure the disaster plan is re-visited periodically, (because: new personnel, new facilities, new technology) 8. Make sure redundant and/or emergency systems (e.g. generators, computer system hot site and cold sites ) are spread out. 9. Keep the press, public, and employees informed. Perception is everything Honesty and openness are critical. 10. Be ready to change your plans: vacations, trips, meetings, etc. Disasters are inconsiderate.

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