IDENTIFYING ESSENTIAL RECORDS Jerrianne Kolby

Discussion Topics Discussion Item One – Define essential records Discussion Item Two -- Identify the key functions of your agency Discussion Item Four – Questions to ask if still unclear Define essential Discussion Item Three – – Identify essential records that support your functions Agency Functions Supporting Functions Questions

Essential Record (Vital Record) Definition Records that are necessary for the resumption of government operations. Essential records are a critical part of the continuity of operations (COOP) planning and response. Records that will be needed within 72 hours after an emergency and, although it may be costly and difficult, CAN be reconstructed or replaced from other sources. ESSENTIAL RECORDS

Admin Public Information Finance Special Projects Community Outreach Community Support Mitigation and Recovery Operations Logistics Training and Exercise Agency Functions Identify the Key Functions of your agency-Example

Three Phases Non-incident period During an incident or disaster recovery event Bring agency up and running Support Functions Identify essential records that support each function

Questions What to ask if still unclear What is the agency’s mission? Do you have legal statutes for existing and responsibilities? What records exist to facilitate response? Maps, building plans, plans Records that demonstrate potential hazards? Chemicals or toxic materials What about personnel and payroll ? Are contracts or MOUs used? Is proof of training applicable of your staff/community? Is there a need for mitigation, preparedness, and recovery data?

Summary Discussion Item One – Define essential records Discussion Item Two -- Identify the key functions of your agency Discussion Item Four – Questions to ask if still unclear Define essential Discussion Item Three – – Identify essential records that support your functions Agency Functions Supporting Functions Questions