Council on archives international records management trust

Activities: Comments

Institutions in all parts of the world may experience different types of disasters. Many of the same actions can be taken, however, to protect against those disasters. This module has discussed some of those actions. This activity is designed to help you start thinking about those records that are particularly important -- vital -- to the organisation’s activities and that must be protected in the event of a disaster or emergency. The activity helps orient you as you proceed through this lesson.

Senior managers responsible for the civil service, for record keeping and for government operations are key to a vital records programme. It is important to ensure that other senior managers are involved with or support the process of developing a vital records programme, particularly since the programme may require time and resources that must be approved at higher levels of the organisation. It is also important to include as many people as possible who might be affected by an emergency or who can offer technical input into the planning process.

Each organisation will consider different records crucial, for different reasons. It is important, however, to acknowledge that some records are critical and need special protection.

Consider the following types of records; these might be considered crucial to the operations of a national government. In the event of an emergency, the government might have to rebuild buildings or bridges; it might have to move people quickly; and it might have to equip hospitals or emergency centres. The following types of records might be considered vital:

• 
  constitution and similar legal framework documents
  
• 
  legislation supporting the operations of the government or by which the government was established
  
• 
  official tax records
  
• 
  official minutes of parliamentary or senior government meetings
  
• 
  records vital to public order, safety and public health
  
• 
  rescue plans and resources
  
• 
  memoranda of understanding with other organisations and other levels of government
  
• 
  copies of international agreements
  
• 
  records of evacuation routes
  
  
  
• 
  records identifying or describing key parts of the city or country, such as details of utility systems; maps of highways and road systems; surveys and plans of public utilities, waterways and bridges; information on facilities such as hospitals, schools or nursing homes
  
• 
  locations and quantities of stocks of goods or materials necessary to restore basic services to the public.
  

It is important to be able to distinguish between changing and unchanging records and to take steps to update information on changing vital records regularly so that the organisation’s information is always protected.

Each person’s list will be different but should include each of the elements listed in this part of the lesson.

Vaults should be fire resistant and safe from flooding or water damage. Ideally they are constructed of a strong metal with metal shelves, not wooden, inside. They will have a door that seals tightly to keep out fire or water; this door should be closed whenever the vault is not in use.

In many countries, such commercial remote records storage organisations do not exist. However, it is useful to bear in mind the requirements of such a facility so that if one is established your organisation can determine if you should enter into an agreement for storage.

As discussed in this lesson, arrangements could be made with businesses, other organisations, other offices within your organisation or with similar agencies in the country. Arrangements should be considered with organisations outside of your city, so that vital records are kept in a distant location and are not at risk in the event of a city-wide emergency or disaster.

Copying of vital records should be done according an established plan, to ensure all critical records are identified and copied. Priorities for copying might focus on those records that are particularly fragile, of great importance to the organisation or at most risk from loss.

Many institutions have no established procedures to back up electronic records. Copies should be kept of all critical electronic records, and information should be recorded about the record and the software and hardware used to produce it. The care of electronic records is discussed in more detail in the module Managing Electronic Records.

When storing electronic records off site, it is critical not just to protect the record but to ensure the technology is available to read that record again and be able to use it fully. The care of electronic records is discussed in more detail in the module Managing Electronic Records.

• 
  methods used to identify risks and determine their potential impact on records and archives
  
• 
  how to develop an emergency plan
  
• 
  how to identify and protect vital records