DISASTER PLANNING

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DISASTER PLANNING

• Presented By
• State and Local Records Management Division
• Texas State Library and Archives Commission

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Agenda

• Overview
• Statutory Requirements
• Risk Management Analysis
• Prevention Measures
• The Disaster Recovery Plan
• Reactive Measures
• Other Resources

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Overview

• Proactive Measures
• The Disaster Recovery Plan
• Reactive Measures

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Statutory Requirements

• Legal Obligations
• Definitions

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Prerequisites

• Information Asset
• Identifying Risk
• Vital/Essential Records
• Retention/Control Schedule

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Managing Risk

• Types of Actions Involved
• Environmental
• Physical
• Personnel
• Information Security
• Preparedness

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Risk Analysis and Assessment

• Definition
• Key Elements
• Methods

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Determine Your Risk Index

• Probability X Effect Risk Index
• Major Risk Index of 40 or Higher
• Serious Risk Index of 30 - 39

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Categorize Your Risk

• Severity
• Cause
• Affected Area

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Prevention Measures for Water/Flood Damage

• Survey the Workplace
• Communicate Observations
• Develop Rules and Procedures

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Identify Protective Measures

• Fire
• Establish preventive measures to mitigate damages
  due to electrical defects, arson, smoking,
  construction, or combustibles in contact with hot
  surfaces.

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Vital Records Protection

• Physical Protection
• Duplication and Dispersal

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Ernst Young LLP, Information Security Survey
Companies That Experienced Information Losses
Due To Security Failures and Other Disasters in
the Past 2 Years 52
Losses Caused By Malicious Acts By Insiders - 31
Losses Caused By Natural Disasters - 24


Losses Caused By Malicious Acts By Outsiders - 18
Losses Caused By Industrial Espionage 7
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Off-Site Storage Considerations

• Facility
• Environmental Controls
• Fire Control System
• Personnel Practices
• Records Control Procedures
• Vault Protection

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The Disaster Recovery Plan

• Definition
• Objectives

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Disaster Recovery Plan Key Elements

• Policy, Goals and Objectives
• Activation
• Organization

• Information Distribution
• Disaster Reactions
• Training
• Review and Revision

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Recovery Process

• Notify
• Authorities/Recovery Teams
• Assess Damage
• Stabilize Environment

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Implement Recovery Plan

• Establish Priorities
• Relocate Operations
• Retrieve Vital Records
• Salvage Other Records

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Recovery Terminology

• Interleaving
• Freezing
• Air Drying
• Vacuum Freeze Drying
• Vacuum Thermal Drying

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For RecordsBeyond Salvage

• Identify Destroyed Records
• Document Disposition
• Verify Destruction

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Resources to Assistwith Disaster Planning

• Management, Staff, Vendors
• DPS Emergency Management
• State Contract for Disaster Planning
• Helpful Information

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Disaster Recovery Kit

• Essential Supplies
• Contents Should Not be Used for Routine Activities

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Other Information

• Disaster Planning Web sites

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Need More Information

• Call your Information Analyst
• [phone] Austin