Essential Records Management 2016 Minnesota Municipal Clerks Conference

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Hilary Black
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1 Essential Recrds Management 2016 Minnesta Municipal Clerks Cnference Gvernment Recrds At Risk 1

TYPES OF DISASTERS Naturally-Occurring Flds Blizzards Trnads Earthquakes Wild Fires Human-Induced Intentinal Fires / Vandalism Terrrist Attacks Unintentinal Pwer Outages Telecmmunicatins

City Clerks must be prepared t prtect their essential recrds s that, in the event f an emergency, their ffices can recver quickly and return t service fr the residents f their City.

2 TYPES OF DISASTERS Naturally-Occurring Flds Blizzards Trnads Earthquakes Wild Fires Human-Induced Intentinal Fires / Vandalism Terrrist Attacks Unintentinal Pwer Outages Telecmmunicatins Failure Why Prepare fr the Wrst? It can happen t yu! City Clerks must be prepared t prtect their essential recrds s that, in the event f an emergency, their ffices can recver quickly and return t service fr the residents f their City. Prepare and Prtect in rder t Respnd and Recver Recrds Preparedness In rder t prtect essential recrds, cities must knw where they are, what they cntain, and hw they are stred. Cities must als recgnize their relative imprtance s respnders knw what t rescue and what t leave behind if tugh chices have t be made in a crisis. 2

When Emergencies Strike, Recrds Are Critically Imprtant Emergency respnders need recrds t respnd t the situatin and t cntinue peratins Gvernment agencies need recrds t prvide essential services

3 When Emergencies Strike, Recrds Are Critically Imprtant Emergency respnders need recrds t respnd t the situatin and t cntinue peratins Gvernment agencies need recrds t prvide essential services Individuals need gvernment recrds t prve their identity and re establish their lives Recrds Are Cnsidered Essential When They: 1. Are necessary fr emergency respnse 2. Are necessary t resume r cntinue peratins 3. Prtect the health, safety, prperty, and rights f residents 4. Wuld require massive resurces t recnstruct 5. Dcument the histry f cmmunities and families 3

4 A Tale f Tw Cities Waveland Bay City During Absentee Vting 4

Secndary Disaster Mld Essential Recrd Prgram Hurricanes Katrina

inadequate Essential Recrd Prgram began with Cuncil f State

Recrds, (IPER); Natinal Archives & Recrds Administratin (NARA);

1. Identify Essential Recrds 2. Prtect Essential Recrds 3.

Incrprate Essential Recrds int COOP Plan Ensure that we can access

5 Secndary Disaster Mld Essential Recrd Prgram Hurricanes Katrina and Rita struck Gulf Cast in 2005 Disaster planning fr recrds was inadequate Essential Recrd Prgram began with Cuncil f State Archivists (COSA); Intergvernmental Preparedness fr Essential Recrds, (IPER); Natinal Archives & Recrds Administratin (NARA); Federal Emergency Management Agency (FEMA) Essential Recrd Prgram 1. Identify Essential Recrds 2. Prtect Essential Recrds 3. Access Essential Recrds 4. Incrprate Essential Recrds int COOP Plan Ensure that we can access and use recrds, bth paper and electrnic, needed t restre essential services and functins during and after a disaster r emergency. 5

Knw Yur City s Recrds Imprtance f gd recrds management Recrds inventries Recrds retentin schedule Fur Factrs in Determining the Essential Value f a Recrd 1.

The speed with which yu will need t access the recrds when an emergency ccurs 4. Ability t recnstruct recrd Which f Yur City s Recrds Are Essential?

6 Knw Yur City s Recrds Imprtance f gd recrds management Recrds inventries Recrds retentin schedule Fur Factrs in Determining the Essential Value f a Recrd 1. Missin critical functins f the City 2. Csts (time, mney, peratinal and human) assciated with ptential lss 3. The speed with which yu will need t access the recrds when an emergency ccurs 4. Ability t recnstruct recrd Which f Yur City s Recrds Are Essential? Essential recrds differ by department. Each department must determine which f its recrds are essential. Ask specific questins: What if yu didn t have access t that series f recrds fr 24 hurs? Hw lng culd yu perate withut that series f recrds? 6

7 Which f Yur City s Recrds Are Essential? D yu cnsider any f these recrds t be invaluable? Are there recrds that yu create r maintain that the public wuld need in an emergency? Think abut what recrds yur department creates r maintains that may be essential t ther agencies r emergency services. Identify Risks t Essential Recrds Identify all pssible threats Establish the prbability f each threat, ie is a water leak mre prbable than a fire? Determine the pssible and likely cnsequences f each type f threat. What impact wuld the mst prbable threats have n yur recrds? Priritizing Actins T priritize yur actins, rank the risks that require actin. When priritizing, cnsider: Cst t recnstruct the data Cst f defending against legal actins assciated with lss 7

8 Establish a Rating System Prbability Rating Impact Rating Scale Criterin Scale Criterin High t ccur. High Catastrphic impact; devastating lss. Medium ccurred in the past. Medium Serius/critical impact; significant lss. Lw chance f ccurring. Lw Minr/marginal impact; sme lss. Establish a Rating System Cmpile ratings t create yur rating system Impact f Risk High Medium Lw Risk Analysis Rating System Catastrphic impact; devastating lss chance f ccurring. Serius/critical impact; significant lss chance f ccurring. Minr/marginal impact; sme lss chance f ccurring. Catastrphic impact; devastating lss ccurred in the past. Serius/critical impact; significant lss ccurred in the past. Minr/marginal impact; sme lss ccurred in the past. Catastrphic impact; devastating lss t ccur. Serius/critical impact; significant lss t ccur. Minr/marginal impact; sme lss t ccur. Lw Medium High Prbability f Risk Evaluate Yur Findings Determine yur threshld fr actin Impact f Risk High Medium Lw Risk Analysis Rating System Catastrphic impact; devastating lss chance f ccurring. Serius/critical impact; significant lss chance f ccurring. Minr/marginal impact; sme lss chance f ccurring. Catastrphic impact; devastating lss ccurred in the past. Serius/critical impact; significant lss ccurred in the past. Minr/marginal impact; sme lss ccurred in the past. Catastrphic impact; devastating lss t ccur. Serius/critical impact; significant lss t ccur. Minr/marginal impact; sme lss t ccur. Lw Medium High Prbability f Risk = Actin = N actin 8

9 Strategies fr Handling Risk Acceptance Mitigatin Cnsider the different frmats available and the cst assciated with each. Duplicatin f the Original Recrds Duplicatin frmats: Micrfrm Digital frmats Backup tapes Paper Resurces IPER Self Directed Training Mdule recrds er curse/ pnse.php MS/WaterSegmentFG.HTM 9

UNIT 6. DEVELOPING THREAT/HAZARD-SPECIFIC ANNEXES

UNIT 6. DEVELOPING THREAT/HAZARD-SPECIFIC ANNEXES This page intentinally left blank. UNIT INTRODUCTION Visual 6.1 This unit presents infrmatin n annexes that shuld be included in a schl emergency peratins