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Emergency Preparedness: What to do before disaster strikes

Emergency Preparedness: What to do before disaster strikes. David W. Carmicheal Director, The Georgia Archives Chair, IPER Advisory Board. Purpose:. Brief overview of IPER What are Essential Records? Why does it matter to you? What can you do about it? Discussion. September 7, 2005.

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Emergency Preparedness: What to do before disaster strikes

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  1. Emergency Preparedness:What to do before disaster strikes David W. Carmicheal Director, The Georgia Archives Chair, IPER Advisory Board

  2. Purpose: • Brief overview of IPER • What are Essential Records? • Why does it matter to you? • What can you do about it? • Discussion

  3. September 7, 2005

  4. The Council of State Archivists responded with • Assistance • Assessment • Action plan and concluded that

  5. Paper and electronic records are at risk…

  6. …from many sources

  7. Led to

  8. Principal partners: Council of State Archivists Federal Emergency Management Agency National Archives and Records Administration Train state and local governments to • Identify essential records • Protect essential records • Include them in COOP plans

  9. What are Essential Records?

  10. What are Essential Records?

  11. What are Essential Records?

  12. What are Essential Records?

  13. What are Essential Records?

  14. What are Essential Records?

  15. Why should it matter to the CIO? • You produce essential records. • Primarily, you produce records that: • are necessary to continue your own operations • would require massive effort to reconstruct

  16. Why should it matter to the CIO? • Every agency you serve produces essential records. • You manage records for agencies that: • protect the life, health, safety of citizens; • enable the agency to continue operating; • enable agencies to respond to emergencies.

  17. Why should it matter to the CIO? • You can provide the services and expertise your agencies need in order to secure their essential records. • You may not own the records, but the agencies can’t fulfill their obligations without your help. • You understand business continuity better than most agencies (because of data center planning you’ve done). • Technology is part of the solution for every agency.

  18. Protecting essential records is • an enterprise-wide concern • a horizontal process that cuts across vertical lines of agencies and functions

  19. So what should you do? • Put your own mask on first • Identify your own agency’s essential records • What records do we need to respond to an emergency? • Emergency response plan/phone numbers • Emergency contracts • Delegations of authority • What records do we need to continue operating?

  20. So what should you do? • Help agencies prioritize • Electronic records are easier to back up. • Give higher priority to digitization projects that involve essential records.  • Make essential records part of your enterprise planning and approval process. • Find out whether new systems will produce essential records; have plans been included to safeguard them?

  21. So what should you do? • By helping agencies identify their essential records, you help prioritize your own response to a disaster. • Which systems are needed for initial response? • Which systems are needed for continuity? 

  22. Where do you find help? • Your state archives/records program • Your state emergency management agency • The IPER project

  23. Contact David W. Carmicheal, Director The Georgia Archives 5800 Jonesboro Rd Morrow, GA 30260 678-364-3714 dcarmicheal@sos.ga.gov

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