2Developing A Disaster Recovery Plan Suzanne HendersonCounty ClerkTarrant CountyPre-Disaster/Post Recovery plan for recordsBecause you can’t afford to wait until a disaster happens and react the best you can!Take a pro-active approach…BE PREPARED and then if and when a disaster occurs, you will know what to do and how to quickly recover and get back to business.Today, I will give you an overview of what I have done to prepare the records filed in my office. You have the handout and can read at your own convenience later.I will not read every line of each page to you today; but discuss a few points of importance.An ounce of prevention is worth a pound of cure!
4Flooding of Dallas records office 'catastrophic,' say officials “The rupture of an underground eight-inch line sent thousands of gallons of water cascading into the basement of the Dallas County Records Building.”WFAA Posted on June 1, 2010 at 7:31 AM Updated Tuesday, Jun 1 at 5:21 PM
5Tornado & Water DamageBroward CourthouseBank One / The Tower
6Lawson E. Thomas Courthouse Center Damage at the Lawson E. Thomas Courthouse Center in Miami due to Hurricane Wilma
7Collin County restores waterlogged records after Spring Rain Collin County ConnectionVolume 7, Issue 5, Sept / October 2009
8Plane hits Austin Federal Building After the plane hit Austin, rescue teams knew the accountability of everyone within 10 minutes. Certainly, an Pre-Emergency Plan had been practiced.Plane hits Austin Federal Building
10Tornado hits White County Courthouse Courtesy of the Monticello Herald and JournalTornado hits WhiteCounty Courthouse
11“Blaze destroys 40% of courthouse” Fire at the Crumlin Road courthouse was started deliberately.BBC news, March 2009
12Harrison County Courthouse memorial of the last public speech of Jefferson Davis and namesake of courthouse road. Katrina destroyed this facility and scattered artifacts across 4 city blocks.
13Disasters come in all shapes and sizes FloodsHurricanesEarthquakesBurst water pipesDeferred maintenance (Leaking roof)Negligence (Fire or mold)Random acts of violence (bomb, sabotage, guns)An effective response will be determined by how well prepared you are to deal with a disaster.
14An Evacuation Plan Teamwork is vital to the Disaster Recovery Process Designated personnel to ensure everyone has evacuated the building safelyAssist the injuredDesignated location(s) to regroup and determine all personnel are accounted forRoll CallEstablish a command post for key personnel as quickly as possibleRe-entryIn the event of a major disaster, do not re-enter until declared safe by the Fire Marshall, Sheriff, or Police Department.
15Data Collection Department/County Information Disaster Assessment PreventionResponse and RecoverySupplies and ServicesScope and GoalsStaff TrainingDistribution, Review and Updating
16Department/County Information Phone Numbers (work / cell / home) for all members involved in Disaster planning and recoverySafety WardensKey HoldersDisaster Recovery TeamInventory of Materials storedArchived paperAudio RecordingBooksTechnological storageMicrofilmMicrofiche, etcStaff members and for any other people who will be part of the disaster recovery process
17Disaster Assessment Natural Disasters Industrial/Environmental TornadoLightningHurricaneEarthquakeWildfireHailOtherIndustrial/EnvironmentalWater Main BreakSewer systemGas leakBuilding & OfficesWater created byRoof / Skylight LeaksWater bearing equipment (HVAC)Kitchen / Bathrooms nearbyInadequate Climate ControlMoldFire HazardsCoffee MakersAppliancesPortable Heaters / FansOverloaded Electrical & Surge ProtectorsRisk rating: 1 = serious risk 2 = moderate risk 3 = minimal risk 4 = not a riskConsider which events are most likely to occur and which would have the most serious consequences.
18Disaster Assessment Outside Forces Pests / Insects Riots / Civil DisturbancesTerrorist AttackHostile intruders (Gunman)Pests / InsectsIrregular HousecleaningGarbage not removed dailyFood and Drink areas
19Disaster Recovery Team Management or RepresentativePersonnel from other departments (facilities, sheriff, etc)Metroplex organizations that provide emergency recovery of recordsThe courthouse in ruinsPhoto courtesy Bettye Wingate
20Remember, on many telephones, it is necessary to dial 9 to access an outside line! Do you Dial9911?
21Beginning the Recovery Process Establish a Command Post for Disaster Recovery TeamAssess the DamageWalking through each area taking notes. (Use pencil as ink can run)Determine type of damage and specific locationsFire, Smoke, Soot, Clean Water, Dirty Water, Heat, Humidity95% of disasters result in water damaged materials. Work must be done quickly to prevent mold, which develops within 48 – 72 hours!
22Examples of Records per Department AdministrativeExecutive Orders, directivesDisaster Recovery PlanOperating Systems & documentation for automated systemsSecurity Access CodesEmployeeSelected payroll informationBenefitsFinancialAccounts ReceivableMoney TransactionsGeneral LedgersRegistersGrant InformationAny records proving payment
23Examples of Records per Department Major Contracts / AgreementsWith all amendmentsNegotiable InstrumentsStock SharesChecksBondsNotesCourtProbateCivilCriminalVitalMarriageBirth / DeathAssumed NamesMilitary DischargeReal Property
24Records Classification (adapted from: Fire Protection Handbook, 15th ed. National Fire Protection Assoc., 1981)CLASSDEFINITIONEXAMPLESPROTECTIONClass 1: VitalRecords essential to the continued life of the business, These records are irreplaceable because they give evidence of legal status, ownership, financial status.Accounts receivableInventoryContractsResearch documentationCreative materialsFire resistant vaultsDispersalFireproof safesClass 2: ImportantRecords necessary to the continued life of the business. While these records can be replaced or reproduced, this can be done only at considerable cost in time and money.Accounts payableDirectivesSelected payroll recordsSafesVaultsClass 3: UsefulRecords useful to the uninterrupted operation of the business, These records are replaceable, although their loss could cause temporary inconvenience.Bank statementsCorrespondenceFile CabinetsClass 4: Non-EssentialRecords having no present value and which should be destroyed.Requests answeredAdvertisementsAnnouncementsUse, then destroy
25SALVAGE AND RESTORATION PROCEDURES Allendale County Courthouse Fire (photo by Mickey Smith)
26STABILIZE ENVIRONMENT The environment must be stabilized to prevent the growth of mold. Ideal conditions for a recovery operation are 65º F and 50% Relative Humidity. Notify facilities and contact the proper restoration company listed on the Emergency Contact Numbers List.Contact Facilities of Equipment needed and Action to be taken until Restoration Company arrives. Potential Equipment may include:Portable generators – in case of power failurePumps – to remove large quantities of standing waterFans – to circulate air in the damaged area. This may be accomplished by running fans constantly. If possible, they should expel the humid air from the area. Any standing water should be pumped from the area. Extreme caution must be taken, as standing water can conceal hazards.Thermometers, hygrometers, hygrothermographs, and/or sling psychorometers – to measure the temperature and humidity.Dehumidifiers – can help to lower the humidity, although they usually are only effective in small, enclosed areas, and tend to increase the temperature in a room. They can also freeze up in the lower temperatures required for salvage and recovery operations. Raising the temperature will not lower the humidity. It will only accelerate mold growth. Temperature and humidity should be monitored constantly.Mobile Units
27Establish Temporary Facilities Location – Management and County Officials will determine the best locale to continue business.Equipment – Obtain necessary equipment to operate effectively in interim (phones, computers, etc).The auditor’s office can provide an inventory asset list that will be beneficial in determining the operating needs for the affected departments.Cedar Rapids Courthouse (June 2008)
28SALVAGING PROCEDURE OPTIONS A number of options are available for treating water- damaged materials. The choice of treatment will depend upon the extent and type of damage incurred, and the manpower, expertise, and facilities available.Vacuum Freeze Drying – safest & most successful, but most expensive.Vacuum DryingFreezingAir-dryingAlways keep materials 4-6" off the floor on shelves or pallets to avoid flood/water damage.SALVAGING PROCEDURE OPTIONSA number of options are available for treating water-damaged materials. The choice of treatment will depend upon the extent and type of damage incurred, and the manpower, expertise, and facilities available.Vacuum Freeze DryingVacuum freeze drying is the safest and most successful method, although it is also the most expensive. Materials must be frozen when they are placed in a sublimation chamber. This type of chamber operates under high vacuum and high heat, and turns the ice crystals in and on the frozen materials to water vapor. The vapor is then collected on a cold panel that has been chilled to at least 200º F, so it cannot go back on the materials. If they are not frozen when they are put in the chamber; the materials will freeze on the outside and the water molecules on the inside will be forced through the frozen bather as the vacuum is pulled. This action can cause the book or document to “explode.”When materials are removed from the vacuum freeze chamber, they will be very dry and should acclimate for at least one month before they are opened to avoid cracking the spine and/or binding (this is especially true for leather bindings). They may be placed in a high humidity room to accelerate the acclimation process, but must be monitored closely for signs of mold.Materials so treated will not look like new, but will show signs of swelling and distortion. Stanford University Library staff members reported they needed an additional twelve percent of shelf space for materials that had been treated in Lockheed’s chamber. Photographs will not be damaged by this treatment, but rubber cement may dissolve and stain the pages to which it has been applied.Vacuum DryingVacuum drying involves the placement of wet materials in a chamber that pulls the moisture by means of a vacuum. This method is not recommended as the heat involved is damaging to paper (especially bound paper) and photographic materials. Microwave ovens should not be used for the same reason. In addition, the rapid evaporation of water in the microwave can cause vapor explosions in the covers and inside pages of coated stock.If frozen materials are vacuum dried, most of the water will pass through the liquid state before vaporizing. As a result, water soluble inks and dyes may bleed.FreezingFreezing wet materials will stabilize them and provide you with time to determine your course of action. Mold will not grow and further deterioration from water will not occur when materials are in a frozen state. Books have been left in a freezer for ten years and successfully thawed and air-dried with no resultant damage. Freezing will also help to eliminate smoke odor from materials.Rapid freezing is recommended to minimize damage from ice crystals (the faster the materials are frozen, the smaller the ice crystals will be). Blast freezing services can be performed on-site by several vendors, including Blackmon-Mooring-Steamatic Catastrophe, Inc, listed on the Emergency Numbers contact list.Temperatures below 15° F will freeze and dry out wet materials. If freezer space is not immediately available, and the outside temperature is below 15° F, place the materials in a secure area outside. Cover them with plastic if rain or snow is expected.Freezing is an intermediate stage. After materials have been removed from the freezer, they must be placed in a vacuum freeze dryer or air-dried.Air-dryingAir-drying is labor-intensive and requires a great deal of space, but it is tried, true, and cheap. It also offers security, as it can be done in-house and materials can be watched.Air-drying should be performed only in a stable environment to inhibit the growth of mold. The ideal environment for air-drying is 50-60° F and 25-35% Relative Humidity.Instructions are outlined in II below. This process is not recommended for coated stock materials.
29SALVAGING PROCEDURES FOR WATER DAMAGED MATERIALS SAMPLE: PAPERADDITIONAL MEDIUM PROCEDURES SHOULD BE LISTED IN THE SAME FORMAT:MaterialPriorityHandling PrecautionsPacking MethodDrying MethodManuscripts, documents and small drawingsFreeze or dry within 48 hoursDon’t separate single sheetsInterleave between folders and pack in milk crates or cartonsAir, vacuum, or freeze dryWatercolors, and other soluble mediaImmediately freeze or dryDo not blotAir or freeze dryMaps; oversize prints and manuscriptsPack in map drawers, bread trays, flat boxes or poly-covered plywoodAir, Vacuum, or freeze dryCoated papersImmediately pack, then freeze or dry within 48 hoursKeep wet in containers lined with garbage bagsFreeze dry onlyFramed prints and drawingsUnframe if possible, then pack as for manuscripts or maps aboveOnce unframed and unmated, air or freeze dryBooksPaintingsFloppy DiskettesDigital MediaSound & Video RecordingsPhotographs
30DO NOT, UNDER ANY CIRCUMSTANCES Enter an area until it has been declared safe.Attempt to open a wet book (one tear costs at least one dollar to mend!).Attempt to close an open book that is swollen.Use mechanical presses on wet materials.Attempt to separate books that are stuck together.Write on wet paper.Use bleaches, detergents, water-soluble fungicides, adhesive tapes (or adhesives of any kind), paper clips, or staples on wet materials.Use colored paper of any kind during salvage and recovery operations.Pack newly-dried materials in boxes or leave them unattended for more than two days.
31BE PREPARED Develop a Pre-Disaster and Post-Recovery Plan Share your plan with everyone (Commissioners and Staff)Copy to a CD, but also keep a hard copy at Home, Office, Automobile, Office Server/PortalWhen a disaster hits, you don’t know where you might be! You will have access to your information quickly so you can respond and Save your valuable records!
32dPlan ™ A FREE ONLINE DISASTER PLANNING TOOL: http://www.dplan.org/ Enter data into the online template to create a customized disaster plan for your institution. This plan will help you:prevent or mitigate disasters,prepare for the most likely emergencies,respond quickly to minimize damage if disaster strikes, andrecover effectively from disaster while continuing to provide services to your community.
33Top 10 List of Things to Remember About Disaster Planning/Crisis Management Prepare the plan before disaster strikes – after is too late.Prioritize critical activities that must continue at all costs, e.g. paying your employees.Get your communications links set up – have hard copies of employees’ names, addresses, phone numbers, and those of suppliers. Keep these copies in multiple locations. Do not rely on computers.Make sure someone or some team is designated and available to make decisions.(Adapted from 9/18/00 Handout by Barry Glick, Manager-Risk Financing, Port Authority of New York & New Jersey (operator of World Trade Center, New York)
34Top 10 List …continuedIn advance, set up contacts with outside disaster recovery firms. Make arrangements with suppliers: lumber, heavy equipment, office equipment, etc. And what about having to temporarily relocate? Where?Rehearse the plans to the fullest possible extent – and then expect the unexpected.Make sure the disaster plan is re-visited periodically, (because: new personnel, new facilities, new technology)Make sure redundant and/or emergency systems (e.g. generators, computer system “hot site” and “cold sites”) are spread out.Keep the press, public, and employees informed. Perception is everything – Honesty and openness are critical.Be ready to change your plans: vacations, trips, meetings, etc. Disasters are inconsiderate.