Every year there are instances of damage to important government records as a result of various disasters. Here are some basic precautions to take that will lessen the damage to records in the event of a disaster:
- Keep records storage areas clean and orderly
- Do not store records in a leaky basement or attic
- Store records at least six inches above the floor
- Build firewalls around storage areas
- Use non-combustible materials in vault construction
- Install smoke and water detectors that are connected to a central alarm system
- Inspect wiring regularly
- Keep fire extinguisher in records storage area
- Prohibit smoking in storage areas
- Store vital records in a separate building
Create A Plan
A critical part of any records management program is a written disaster recovery plan. This plan should include, but not be limited to:
- List of Vital records, their locations and priorities for recovery
- Inventory of information technology equipment and software
- Contact information for staff
- List of supplies and their locations
- Contact information for vendors
- Location of critical equipment/building information such as fire extinguishers and utility controls
- Techniques for recovering damaged records
