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Disaster Planning and Management for Small Offices in December 2004

This information briefing outlines disaster management stages and benefits, and provides guidance on developing a disaster plan for small public offices. It covers aspects such as risk assessment, prevention, response, and recovery, with tips on vital records protection and prevention strategies.

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Disaster Planning and Management for Small Offices in December 2004

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Presentation Transcript

  1. Disaster planning and management Small public offices information briefing December 2004

  2. Briefing objectives • Describe the main stages in disaster management • Identify major causes of disasters • Explain the benefits of assessing risks to records and recordkeeping systems • Develop an outline disaster plan

  3. Aspects of disaster management • Planning • Prevention • Response • Recovery

  4. Standard on counter disaster strategies for records and recordkeeping systems • Risk assessment • Identify and prioritise • Counter disaster planning • Outline response to a disaster • Vital records protection • Identify, document and protect

  5. Planning tips • Plan for records as part of wider business continuity planning • Think about risks to other offices in shared premises • Pool resources with neighbouring organisations • Establish offsite backups (not in same building) – maybe in branch offices • Identify and protect those records you need to operate during a disaster, as well as to recover from one

  6. Prevention • Take action to minimise risks identified in planning stage • Ongoing facilities maintenance program • Establish business rules and procedures for records management • Review storage facilities • Test your plan!

  7. Response – Less haste, more speed [1] • Detecting a disaster • Health and safety comes first! • Access the disaster plan • Assign roles • Assess damage • Secure the site • Document the disaster scene (photos)

  8. Response – Less haste, more speed [2] • Identify priorities for salvage (vital records first) • Get access to advice on preservation and handling of affected records (in the plan, from external experts) • Supplies on hand – disaster bins

  9. Recovery – putting your plans into action • Don’t panic • Identify what needs to be done to: • prevent further damage, and • salvage records • Brief recovery team and assign roles • Clean and repair records storage facilities • Feed the troops… keep up morale

  10. Further resources • Standard and guidelines on counter disaster strategies for records and recordkeeping • Sydney Curatorial and Custodians Disaster Preparedness Group • State Records • Government Recordkeeping • Conservation

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