Disaster Recovery
Disaster Recovery
1/10/2018
COOP, Disaster Recovery, and
Records Recovery
•
Continuity of Operations Plan’s purpose is to be
prepared to relocated your agency in the event of a
long term disaster.
•
Disaster Recovery refer to the initial steps during or
following a disaster to maintain law and order, and
the continuity of government.
•
Records recovery’s focus is maintaining an agencies
ability to fulfill its mission.
Steps of Disaster Recovery
•
Plan
•
Prepare
•
Respond
•
Recover
Planning
•
Identify Vital Records
•
Identify Disaster response team
•
Locate local contractors to rebuild and repair
facilities, equipment and documents
•
Identify temporary/new facility requirements
Vital Records
•
Vital records are any record essential to fulfill the mission
of your agency.
•
Know where all of the vital records for your agency are
kept.
•
Make sure that vital records are backup.
•
If they cannot be backed up take steps to protect them from
disaster.
•
Make sure vital records are accessible for everyone who
will need to access them.
Non-Vital Records
•
Vital Records you will need on day one to continue
working.
•
Identify records you will need within:
•
1 Week
•
1 Month
•
2 Months to 1 Year
•
Identify where and how these records are stored.
First Response Team
•
Assign a Lead Disaster Records Coordinators (DRC) to take
charge in the event of an incident.
•
Typically agency/department head
•
Pick a back up Lead in the event the Lead DRC is unavailable.
•
Assistant agency head, or anyone who can be counted on to take
charge in the event of a disaster
•
Identify parties that need to be on the first call list.
•
Department head
•
On site Facilities manager
•
Team leads
Outside Resources
•
DAS Facilities
•
Contact if a new facility or facility repairs need to be made.
•
Local Emergency Services
•
Make sure to have both the emergency and non-emergency numbers for
all of the local emergency services
•
Freezer/Cold Storage
•
One of the best ways to save wet documents is to freeze them
•
Professional Consultants
•
Collect the numbers of Recovery Service consultants
•
Have the number for any consulting firms or professionals that can
provide insight to the recover of your specific agency
Facility Requirements
•
Know your agencies facility requirements
•
Minimum square feet your department/agency requires to
operate
•
The number of Computers and any hardware Number of
internet/intranet connections
•
Number of phone lines
•
Security concerns
•
Parking (low priority)
Prepare
•
Create a disaster response plan
•
Compile a list of names and phone numbers of the first
action response team, agency staff, and relevant
contractors and vendors.
•
Create a recovery/clean up supply list
•
Back up vital records
•
Obtain proper software and permissions to continue work
after a disaster
•
Train Staff
Creating a Plan
•
Compile all of the information from the planning phase
•
Prioritize each work group within the agency
•
Include all numbers for:
•
First response team
•
All agency staff
•
Vendor and consultants
•
Facility contacts
•
Distribute the plan
•
Regular review
•
Annual or as staff changes
Nebraska Secretary of State Records
Management Disaster Recovery Plan
•
Purpose
•
Policy
•
Scope
•
Responsibility
•
Introduction
•
7 Steps
•
Organizing for response
•
Business Systems priorities
•
Floor Plans
•
Security
•
Appendices
Respond
•
Activate the Disaster response team
•
Make sure everyone is safe
•
Prevent any further damage to records, equipment, or
facilities where possible
•
Contact relevant vendors and contractors
•
Contact Agency Staff
•
Recover through backups the ability to continue agency
business.
•
Document all steps of the process as they unfold
Recover
•
Identify which records need attention
•
Vital
•
One Week
•
One Month
•
Two Months - 1 year
•
If needed identify and shift to a new facility
•
Reestablish network connections
•
Notify staff when and where to return to work
After Action Report
•
Vital to the Document Recovery Process
•
Include all actions taken
•
What worked/what didn’t work
•
Include a complete list of records that were lost to
the disaster
•
Create a record disposition report for these records
Records Managements Seven Steps
to Disaster Emergency Response
•
Activate First Response Team
•
Establish Safety and Security
•
Stabilize Environment
•
Assess Damage
•
Prioritize Records
•
Treat Records
•
After Action Report
Contact Us
•
Austin Rhodes
RIM Specialist/DISC Supervisor
Austin.Rhodes@Nebraska.gov
402-471-9778
•
Jeanette Greer
Records Management Division Manager
Jeanette.Greer@Nebraska.gov
402-471-2747
1. Name/job/goals
A detailed guide on disaster recovery and records continuity planning, emphasizing the importance of preparedness and outlining steps from identifying vital records to engaging outside resources for recovery. Key aspects include COOP, identifying response teams, vital vs. non-vital records, and first response protocols.
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Presentation Transcript
Disaster Recovery 1/10/2018
COOP, Disaster Recovery, and Records Recovery Continuity of Operations Plan s purpose is to be prepared to relocated your agency in the event of a long term disaster. Disaster Recovery refer to the initial steps during or following a disaster to maintain law and order, and the continuity of government. Records recovery s focus is maintaining an agencies ability to fulfill its mission.
Steps of Disaster Recovery Plan Prepare Respond Recover
Planning Identify Vital Records Identify Disaster response team Locate local contractors to rebuild and repair facilities, equipment and documents Identify temporary/new facility requirements
Vital Records Vital records are any record essential to fulfill the mission of your agency. Know where all of the vital records for your agency are kept. Make sure that vital records are backup. If they cannot be backed up take steps to protect them from disaster. Make sure vital records are accessible for everyone who will need to access them.
Non-Vital Records Vital Records you will need on day one to continue working. Identify records you will need within: 1 Week 1 Month 2 Months to 1 Year Identify where and how these records are stored.
First Response Team Assign a Lead Disaster Records Coordinators (DRC) to take charge in the event of an incident. Typically agency/department head Pick a back up Lead in the event the Lead DRC is unavailable. Assistant agency head, or anyone who can be counted on to take charge in the event of a disaster Identify parties that need to be on the first call list. Department head On site Facilities manager Team leads
Outside Resources DAS Facilities Contact if a new facility or facility repairs need to be made. Local Emergency Services Make sure to have both the emergency and non-emergency numbers for all of the local emergency services Freezer/Cold Storage One of the best ways to save wet documents is to freeze them Professional Consultants Collect the numbers of Recovery Service consultants Have the number for any consulting firms or professionals that can provide insight to the recover of your specific agency
Facility Requirements Know your agencies facility requirements Minimum square feet your department/agency requires to operate The number of Computers and any hardware Number of internet/intranet connections Number of phone lines Security concerns Parking (low priority)
Prepare Create a disaster response plan Compile a list of names and phone numbers of the first action response team, agency staff, and relevant contractors and vendors. Create a recovery/clean up supply list Back up vital records Obtain proper software and permissions to continue work after a disaster Train Staff
Creating a Plan Compile all of the information from the planning phase Prioritize each work group within the agency Include all numbers for: First response team All agency staff Vendor and consultants Facility contacts Distribute the plan Regular review Annual or as staff changes
Nebraska Secretary of State Records Management Disaster Recovery Plan Purpose Policy Scope Responsibility Introduction 7 Steps Organizing for response Business Systems priorities Floor Plans Security Appendices
Respond Activate the Disaster response team Make sure everyone is safe Prevent any further damage to records, equipment, or facilities where possible Contact relevant vendors and contractors Contact Agency Staff Recover through backups the ability to continue agency business. Document all steps of the process as they unfold
Recover Identify which records need attention Vital One Week One Month Two Months - 1 year If needed identify and shift to a new facility Reestablish network connections Notify staff when and where to return to work
After Action Report Vital to the Document Recovery Process Include all actions taken What worked/what didn t work Include a complete list of records that were lost to the disaster Create a record disposition report for these records
Records Managements Seven Steps to Disaster Emergency Response Activate First Response Team Establish Safety and Security Stabilize Environment Assess Damage Prioritize Records Treat Records After Action Report
Contact Us Austin Rhodes RIM Specialist/DISC Supervisor Austin.Rhodes@Nebraska.gov 402-471-9778 Jeanette Greer Records Management Division Manager Jeanette.Greer@Nebraska.gov 402-471-2747
