Chatham County Hurricane Conference

1. Chatham County Hurricane Conference David W. Carmicheal Director, Georgia Division of Archives and History

2. Three topics: • IPER project • Healthy Collections Initiative • Emergency preparedness steps

4. What is IPER? Intergovernmental Preparedness for Essential Records for Essential Records • Records needed to respond to disasters • Records needed to recover from disasters Preparedness • Identify those records • Safeguard them Intergovernmental •  Across levels of government • Federal – state – local partnerships •  Across state lines • Mutual aid through EMAC • Regional cooperation & planning • Across agencies within a state • Archives and records management •  Emergency management •  Information technology

5. Who is conducting IPER? PRINCIPAL PARTNERS Council of State Archivists Federal Emergency Management Agency National Archives and Records Administration Oversight by the Georgia Archives

6. Who is conducting IPER? OTHER PARTNERS • ARMA International • International City/County Management Assn • International Institute of Municipal Clerks • National Association of Counties / • National Assn of County Recorders and Clerks • National Association of Government Archives and • Records Administrators • National Assn of Public Health Statistics and Information Systems • National Association of Secretaries of State • National Assn of State Chief Information Officers • National Emergency Management Association • National Governors Association

7. Preparing governments

8. Understanding that records protect • Health • Property • Identity • Rights • History

9. Destroyed records protect nothing…

10. IPER will train officials to • Identify essential records • response records • recovery records • Include them in COOP • Protect them from disaster

11. How will IPER work?

12. Training to be offered For State Instructional Teams “Train-the-Trainer” instruction will familiarize them with the content and delivery mechanisms of the webinars. One “Train-the-Trainer” institute to be held in each of ten FEMA regions For state and local government officials webinars (instructor-led online courses) Essential Records Records Emergency Planning and Response Minimum: 1 per state (probably many more) will also be made available as self-directed modules self-directed study (CD/online) Introduction to Records Management

13. Julie Framingham, IPER Project Manager c/o The Georgia Archives 5800 Jonesboro Rd Morrow, GA 30260 678-215-6333 jframingham@statearchivists.org

14. The Healthy Collections Initiative Improving collections care in Georgia’s archives, libraries, museums, and historical societies. Funded by

15. HCI Overview • IMLS – Heritage Health Index, 2005 – the state of collections care in the U.S. • surveyed “collecting institutions” – i.e., archives, libraries, museums, historical societies • 78% public libraries and 92% of historical societies have no emergency plan • 78% of archives have never done a condition assessment • only 43 respondents from Georgia

16. HCI Partners • Georgia Archives (lead) • Georgia Public Library Services, Office of the State Librarian • Georgia Association of Museums and Galleries • Georgia Emergency Management Agency • Georgia Historic Preservation Division • Georgia Humanities Council • Society of Georgia Archivists • SOLINET • Georgia Department of Economic Development

17. HCI Method • One year planning grant to test the feasibility of achieving the goals statewide • Eligible for full implementation grant in year two

18. HCI Goals • Identify and survey conditions in all collections-holding institutions in Georgia (archives, libraries, historical societies, museums) • Create a self-assessment tool for Georgia institutions to assess their location within a continuum of collections care and emergency preparedness goals • Add all institutions to Directory of Historical Organizations • Plot every institution in GEMA’s GIS • Connect the Directory to state tourism efforts

19. HCI How to be involved contact Christine Wiseman Preservation Administrator The Georgia Archives 5800 Jonesboro Rd Morrow, GA 30260-1101 678-364-3761 cwiseman@sos.ga.gov remember: participation in year one is limited

20. Emergency Preparedness Steps Two things to do now to be better prepared

21. Emergency Prep 1 Update your entry in the Directory of Historical Organizations • Go to www.GeorgiaArchives.org (2) Click on the “Historical Directory” logo

22. Emergency Prep (3) Search for your repository

23. Emergency Prep (4) Select Update

24. Emergency Prep • (5) Enter your password • (6) Update your • Repository information (public) • Emergency contact information (private) • (7) Save

25. Emergency Prep DON’T HAVE A PASSWORD? contact Elizabeth Barr Deputy State Coordinator, GHRAB The Georgia Archives 5800 Jonesboro Rd Morrow, GA 30260-1101 678-364-3718 ebarr@sos.ga.gov

26. Emergency Prep 2 Add your repository’s disaster plan to the Georgia Archives Disaster Plan Bank The Archives will store a copy of your disaster plan free of charge in a secure environment. Contact Elizabeth Barr

27. The Georgia Archives www.GeorgiaArchives.org 678-364-3700