Disaster Recovery 1102018 COOP Disaster Recovery and Records

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 • • • Organizing for response Policy Scope Responsibility Introduction • 7 Steps 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