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GUIDELINES FOR CREATING AND MAINTAINING A DISASTER PLAN FOR RECORDS
It is that time of the year again when we emphasize disaster preparedness. Have you prepared a Disaster Prevention and Recovery Plan?
A Disaster Plan is a document that details the strategies of the organization to deal with disasters or emergencies. A written plan eliminates panic, assures proper decisions and reduces potential loss if a disaster occurs. Although disasters can occur any time during the year, we are more vulnerable during the ‘hurricane season’ which started on June 1. This is because water causes the greatest danger to records which are very vulnerable to water damage.
areCreating a written Disaster Plan is essential for your Information or Documentation Unit as you have to be prepared for any emergency which might arise. One should also ensure that the Disaster Plan for your records fit into the overall Disaster Plan for your ministry/department/agency if there is one.
If your entity has a disaster preparedness committee, ensure that your unit is represented as the protection of records, although vital to the work of the organization, is often overlooked. If your organization does not have a committee, then lobby for one to be established and ensure that you, the property manager and the information systems manager are members. The role of the property manager is vital as you would have to rely heavily on this officer to carry out the hazard surveys and to effect the necessary repairs to your section of the building or fixtures and to undertake preventive measures such as installing hurricane shutters if this action becomes necessary. The assistance of the information systems manager is necessary for the back-up and protection of electronic records and for safeguarding computer equipment.
If the documentation and information unit is large enough to have its own disaster preparedness committee, ensure that the Property Manager and the Information Systems Manager are members for the reasons stated above.
Components of a Disaster Plan
1. Introduction
This should explain its use, instructions for updating, personnel who are responsible for implementation as well as the members of the committee. Indicate the special functions of the committee members.
2. Emergency Instruction & Information Sheet
Names and phone numbers of persons who should be called in cases of an emergency and summary of immediate action which should be taken
3. Preventive and Protective Measures
In preparing the Plan one has to realize that there are a number of factors outside your control which would affect the effectiveness of your Plan. It is therefore necessary to identify them in advance and take whatever corrective action may be necessary.
This involves conducting a vulnerability assessment survey to locate and identify potential hazards such as fire, hurricane, flood, earthquake, civil unrest and terrorism and to take corrective action as far as possible. To do this involves asking a number of questions such as
What is the building constructed of? reinforced concrete, wood etc;
Where is the building located? Is the area prone to flooding,, Is it in a volatile area of the city ? who are the other occupants of the building and do they have flammable materials?;
What section of the building is the Unit located and what direction is the Unit facing? Is it on the top, ground floor of the building or in the basement. Are there windows and if so are there shutters for them.
Are there pipes or air conditioning ducts running through the Unit? Are there rest room nearby which could cause flooding from leaking faucets?
How are the records stored e.g. are they are on shelves on the ground or top floor, are they near to windows, are there any shutters on the windows. How far off the ground are the shelves?
What records are vital to the work of the organization and how should they be identified. Location of these records in the Unit or in individual offices so they can receive special protection
Are the shelves holding the records bolted together to withstand an earthquake?
Are there fire extinguishers and do members of staff know how to use them?
Is there a fire alarm system and how can it be deactivated?
After the survey has been completed the Protective Measures of the Plan can be written, since the vulnerable areas of the organization have been identified and protective action taken or agreed on.
4 Response
This section should contain all the information required to respond to a disaster. The types of questions to be answered are
Who should assess the situation? How do we eliminate the source of trouble e.g. water turned off, fire control etc.
What authorities should be notified and who notifies them?
Is the area safe to enter and who eliminates the hazards which remain?
What will be done with damaged materials?
5 Recovery
This section should include information about recovery techniques and methods. Regardless of the cause of the disaster most of the damage to information materials comes from water – a fire, flood or simply from a burst pipe or a leak in the air-conditioning duct. If you require advice on these areas contact the Jamaica Archives and Records Department or the National Library of Jamaica.
Prepared by John A. Aarons
The Jamaica Archives & Records Department
Revised July 2008
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