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How to be a GRIM REAPer! (Government Records Information Management Records Emergency Action Planner) …… am I stretching too far? ….. 346 Rio Grande St.

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Presentation on theme: "How to be a GRIM REAPer! (Government Records Information Management Records Emergency Action Planner) …… am I stretching too far? ….. 346 Rio Grande St."— Presentation transcript:

1 How to be a GRIM REAPer! (Government Records Information Management Records Emergency Action Planner) …… am I stretching too far? … Rio Grande St. Salt Lake City, UT 84101Monday – Friday 8:00 am to 5:00 pm Division of Archives & Records Service

2 DISASTER PLAN COOP PLAN REAP PLAN ESSENTIAL RECORDS

3 REAP: Meat and Potatoes Responsibilities and Authorities Communication Plan Location of Essential Records Salvage Priorities

4 Responsibilities and Authority Provide Information about: – REAP Team assignments – Delegation of authority – Chain of command – Roles and responsibilities for various activities – Phone trees

5 Responsibilities and Authorities: REAP Team Assignments Action Team Headed by Records Response and Recovery Manager Assessment TeamResponse Team Headed by Assessment CoordinatorHeaded by Response Coordinator

6 Responsibilities and Authorities: REAP Team Assignments Action Team Headed by Records Response and Recovery Manager Consists of employees who represent important functions of the agency Coordinates assessment, planning, response, and recovery

7 Responsibilities and Authorities: REAP Team Assignments Action Team Assessment Team Headed by Assessment Coordinator People knowledgeable about facility, emergency response, and records involved Communicating with Response Coordinator Instructs team on inspection, investigation, damage assessment Evaluates findings and makes recommendations Facility Service Manager Secure building/area Records Specialist and Preservation Specialist Documents and assesses damage to records Action Team

8 Responsibilities and Authorities: REAP Team Assignments Action Team Response Team Headed by Response Coordinator Prioritizes efforts based on information from Assessment team May include many or all staff Separating records and other material to be recovered Moving records to drying areas Logs materials inspected and where they were sent Response Recorder Archivist and Conservator

9 Action Team Team Leader Area Leaders Second Location

10 Responsibilities Coordinator Building & Security Collections Communications Document

11 Communication Plan: Phone Tree

12 Interim Plan

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15 Location of Essential Records Compile list and information for essential records Prioritize records

16 Records Recovery Plan

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27 Suggested Vendors and Suppliers Services: Appraisers Archivists/Records Managers Conservators/Preservation Specialists Data Recovery Specialists Freeze Drying Moisture, mold removal Trucking and transportation Supplies, Equipment, & Facilities: Storage containers Archival & conservation supplies Cleaning supplies Wet/dry vacuums Generators Sump pumps Dehumidifiers Fans Refrigeration

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29 346 Rio Grande St. Salt Lake City, UT 84101Monday – Friday 8:00 am to 5:00 pm Division of Archives & Records Service Questions?


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