National Archives and Records Administration, Preparing for the Unexpected ESSENTIAL ELEMENTS: ANALYSIS

National Archives and Records Administration, ESSENTIAL ELEMENTS: ANALYSIS  Planning  Analysis  Implementation A good program has 3 steps:

National Archives and Records Administration,  Identify records supporting agency core missions  business plans and mission statements  Y2K and COOP plans  records schedules and inventories ESSENTIAL ELEMENTS ANALYSIS: IDENTIFICATION Identify vital records

National Archives and Records Administration,  Determine the relative value of supporting records. ESSENTIAL ELEMENTS ANALYSIS: IDENTIFICATION vital useful important

National Archives and Records Administration, ESSENTIAL ELEMENTS ANALYSIS: IDENTIFICATION (NARA Staff Photo)

National Archives and Records Administration,

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8 ESSENTIAL ELEMENTS ANALYSIS: IDENTIFICATION  Vital Records description  name and inclusive dates  information content  volume of records  arrangement  frequency of use or retrieval  physical format

National Archives and Records Administration, ESSENTIAL ELEMENTS ANALYSIS: IDENTIFICATION  Vital Records inventory  Description of the records, including media  Update cycle  Specific location of original and duplicates  When the records are needed following an emergency or disaster (recovery priority)  Protection method

National Archives and Records Administration,  Evaluate potential hazards to operations and records.  What are your assets?  What are your risks?  How do you rate these risks? ESSENTIAL ELEMENTS ANALYSIS: ASSESSMENT

National Archives and Records Administration, ESSENTIAL ELEMENTS ANALYSIS: ASSESSMENT 1. Most severe conceivable; national scope 2. Severe localized natural disaster 3. Destruction of major building; working hours 4. Destruction of major building; nonwork hours 5. One or two functions affected 6. Subfunction affected 7. Lost document What are your risks?

National Archives and Records Administration, ESSENTIAL ELEMENTS ANALYSIS: ASSESSMENT How do you rate these risks? 0 100% Likelihood ImpactImpact Meteor strike Water damage on flood plain

National Archives and Records Administration, Archives II Main lobby, 2001 (NARA Staff Photo)

National Archives and Records Administration,  Select protection methods  vital = highest priority  important = secondary priority  useful = lowest priority ESSENTIAL ELEMENTS ANALYSIS: PROTECTION

National Archives and Records Administration,  All Federal records have value  Value determines level of protection in the face of an emergency or disaster  Special media considerations  computer equipment and data  microform and audiovisual ESSENTIAL ELEMENTS ANALYSIS: PROTECTION

National Archives and Records Administration,  Prevention  implement computer security requirements  use copies, not originals  review material leaving premises  remove trash and other clutter ESSENTIAL ELEMENTS ANALYSIS: PROTECTION

National Archives and Records Administration, ESSENTIAL ELEMENTS ANALYSIS: PROTECTION  Protection considerations  suitability for record media  cycle of update  need for accessibility  cost-effectiveness

National Archives and Records Administration,  Dispersal  On-site options ESSENTIAL ELEMENTS ANALYSIS: PROTECTION Headquarters office Personnel Finance Information Systems Library Fire resistant filing cabinet Central file room Vital Records building

National Archives and Records Administration,  Off-site options ESSENTIAL ELEMENTS ANALYSIS: PROTECTION Headquarters office NARA records center Commercial storage Hot site Cold site Agency owned and operated facility Regional office Regional office

National Archives and Records Administration, ESSENTIAL ELEMENTS ANALYSIS: RECOVERY

National Archives and Records Administration, ESSENTIAL ELEMENTS ANALYSIS: RECOVERY  Create a Recovery Packet  Records disaster team list  Expert and vendor list  Vital records inventory with precise locations, protection methods, and priorities  File cabinet or room keys  Alternate worksite site location and access requirements (including keys or keycards)

National Archives and Records Administration, ESSENTIAL ELEMENTS ANALYSIS: RECOVERY  Assess records condition  Contact records disaster team members  Contact restoration experts or vendors  Arrange for emergency supplies and equipment

National Archives and Records Administration, CHECKLIST: ANALYSIS  Identify Vital Records  Conduct a Risk Assessment  Select Protection Methods  Create Recovery Packet  Test the Plan

National Archives and Records Administration, QUESTIONS Archives II Preservation Lab, 2001 (NARA Staff Photo)