INFORMATION DISASTER PREPAREDNESS PLANNING (IDPP)

Definitions

1. A prepared document which contains a series of activities or programmes to be followed to prevent disasters that are preventable, to protect information resources against disasters, and to a large extent reduce the adverse consequences of non-preventable disasters.

2.A written approved and periodically tested programme to identify, protect and reconstruct organization’s information resources and to establish procedures for the immediate resumption of information service provision in case of a disaster.

THE NEED FOR IDPP 1. Information is Valuable Cultural value Fiscal value Scholastic value Research value Administrative value

2.Information centers have scarce financial resources. 3.There may not be replacement even if money was available. 4.Little or no time during disasters to think. 5.During disasters people don’t think straight. 6.Need to act in unison during disasters. 7.Staff need to be trained upfront. The Need For IDPP continued…

“The severity or otherwise of the consequences of a disaster depends on the level of preparedness of an individual, organization or a nation to mitigate the adverse consequences”.

Cunha (1986) “Only the fool says in his heart that disasters happen to others”. “A wise man recognizes that disasters come in many disguises and for that matter plans in preparedness for them”.

OBJECTIVES OF INFORMATION DISASTER PLAN 1. To create awareness among members of an organization. 2. To identify and make adequate provisions for the protection of an organization’s vital records.

3.To reduce the risk of disasters caused by human error and deliberate destruction. 4.Reduce the adverse consequences of all disasters. 5.Ensure an institution's ability to quickly and effectively resume operations after disaster. Objectives of information disaster plan continued…

6.Ensure an institution’s ability to rapidly reconstruct essential information and salvage damaged records after a disaster. Objectives of information disaster plan continued…

CHARACTERISTICS OF AN INFORMATION DISASTER PLAN 1. Must be written Clear Concise with realistic goals 2. Must be approved by management

3.Must be implementable. 4.Must be periodically tested. 5.Must be dynamic and not static. Characteristics of an information disaster plan continued…

DRAWING THE INFORMATION DISASTER PLAN The following procedures need to be followed: 1. Assignment of Responsibility 2. Education/Awareness Creation 3. Definition of Scope 4. Establishment of Goals

5.Collection Assessment/Setting of Priorities 6.Determination of Potential Hazards 7.Determination of Preventive and Protective Needs 8.Determination Recovery/Reconstruction Needs 9.Determination Resumption Procedures Drawing the information disaster plan continued…

ASSIGNMENT OF RESPONSIBILITY 1. One person or committee depending upon the size and complexity of institution 2. Person must understand the structure, policies and procedures of the institution.

EDUCATE THE COMMITTEE If the idea is new to the institution, then all the committee members and other staff need to be educated through the following methods: 1. Provision of background information 2. Video shows

3.Lectures 4.Film shows 5.consultants Educate the committee continued…

DEFINITION OF SCOPE There is the need to determine the parameters of the plan. What would the plan cover? The scope of the plan is determined by: 1. Nature of institution 2. Size and complexity

3.Potential hazards 4.Geographical location 5.Availability of resources and services Definition of scope continued…

Decisions have to be made: 1. Whether to include buildings, furniture, equipment, etc. 2. Or strictly information materials.

ESTABLISHMENT OF GOALS 1. Set goals, objectives and schedule the completion of the plan 2. Goals allow for assessment of progress and results.

INFORMATION COLLECTION ASSESSMENT AND SETTING OF PRIORITIES 1. Conduct a survey of your collection and assign fiscal, historical or research value to them. This must be done within the framework of the objectives of the institution. 2. Set out priorities depending on the values

In Determining Priorities, Consider: 1. The actual monetary value of information 2. Rare and unique items 3. Cultural value of items 4. Vital records

Ensure that each department, section or unit sets its own priorities. 1. The committee must compare all the priorities and then draw up an organizational priority list 2. Priority collections must be indicated in floor plan drawings. 3. Special priority color codes can be used to indicate them on the plan.

DETERMINATION OF POTENTIAL HAZARDS There is the need to identify possible hazards that can befall your institution: 1. Conduct a hazards survey 2. Analyze the results 3. Prescribe protective measures External consultants could be used.

DETERMINATION OF PREVENTIVE AND PROTECTIVE NEEDS 1. Set out priorities 2. Outline preventive measures for every disaster 3. Determine resources needed e.g. staff, finance, time, etc. 4. Insure very top priority materials

DETERMINATION RECOVERY/RECONSTRUCTION NEEDS 1. Train recovery staff 2. Identify where to get help 3. Get contacts of all suppliers

4.Get contacts of all restorers 5.Make necessary arrangement for Procurements Hiring Payments Credit facilities, etc. Determination recovery/reconstruction needs continued…

DETERMINATION RESUMPTION PROCEDURES 1. Put in place contingency plane Have back ups of the materials Establish back up staff Identify contingency space/center Identify sister centers to fall on for service provision.

WRITING THE PLAN 1. Could be written by one person or aspects shared among the Committee members 2. If the Committee approach, then there should be strong co-ordination.

The documents should cover the following broad areas: 1. Steps and guidelines for preventing disasters 2. Details of response and recovery when a disaster strikes 3. List of all persons and institutions to be contacted with addresses and telephone numbers

CIRCULATION OF DRAFT REPORT 1. Circulate to all department 2. Get their feedback 3. Incorporate feedback to get an acceptable plan

AUTHORIZATION OF PLAN The final plan needs to have the full approval and authorization of management. This is because management needs to approve the resources for the plan.

BREAKING DOWN DOCUMENT The plan would be bulky. It needs to be broken down into simple instructions on special attractive cards to be pasted on boards, on worktables, etc.

UPDATING PLAN Plan needs to be updated periodically. Anytime there is a change of management, the plan needs to be re-approved.

TESTING OF PLAN The plan needs to be periodically tested to ensure its continuous implementability. Mock alarms could be raised to observe the reaction of workers to disasters based on the plan.