disaster planning and control - International Records Management ...

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7. Fire suppression systems are in place. Remember, though, that even if the building’s location is not ideal or security systems are not in place, any actions that can be taken to protect are worthwhile. The best short-term solutions do not have to be expensive or complicated. Moving records off the floor, placing plastic sheeting over shelves or moving boxes away from windows or doors can be as effective in an emergency as installing expensive water detectors or drainage systems. PROTECTING RECORDS AND ARCHIVES Regardless of the long-term actions required or the level of emergency planning underway, it is possible to take steps to prevent a potential emergency from becoming a disaster. A number of changes can be instituted to protect records, ensuring their safety on a day-to-day basis as well as in the event of an unforeseen circumstance. These measures range from the simple and quick to the expensive and time consuming. Actions can be taken to prevent potential emergencies from becoming disasters. Each institution will have to determine the best course of action to take, depending on its resources, needs and potential risks. The common actions involve protecting records from damage caused by water, fire, hazards such as armed conflicts and abuse or mishandling. For more information on the physical protection and care of records in general, see Preserving Records. Protection from Water Water damage can severely hinder the materials in the care of a records office, records centre or archival institution. All buildings will have some sort of water system in them, whether it be heating and cooling systems, washrooms or drainage systems. To reduce the risk of water damage, the following steps can be taken. • Do not store records or archives directly next to or under water pipes. • Inspect and repair water systems regularly. • Ensure water control systems are easily accessible and their location known to all staff so water can be turned off in the event of a leak or flood. EMERGENCY PLANNING FOR RECORDS AND ARCHIVES SERVICES 21
• Make floors waterproof whenever possible, and keep all materials off the floor and on shelves. In particular, ensure that records are kept at a level higher than water could reach in the event of a flood. • Install drainage direct to the exterior or away from records storage areas, even if this means directing water drainage into other part of the building. • Install water alarms if possible to detect the presence of water, but do not rely exclusively on alarms and stop inspections. • Store materials in containers such as boxes whenever possible, to reduce the impact of water damage. • Take particular care when building construction or repair work is underway that records are protected from accidental water damage. • If materials are damaged by water, take all necessary steps to dry them and reduce the chance of mould growth. For more information on mould damage, see Preserving Records. Activity 8 Inspect a specific records storage area in your institution and indicate if you feel the records or archives in that area are at any danger from water damage. Using the terms used in this lesson, identify if the risk is extreme, very high, medium, low or negligible. Then, name four actions you could take right away to reduce the risk of water damage. Protection from Fire Fire is a great risk to records and archives because it is so fast moving and its effects so serious. As mentioned earlier, fire also brings with it the potential for water damage, from the water used to douse the flames. The risk of fire damage can be reduced by taking a variety of actions, from improving fire detection systems to installing fire suppression systems. Following are general suggestions for reducing the risk of fire. • Install an automatic fire detection system with detectors in key locations throughout the facility; the system should have smoke and heat detectors and be linked to a central monitoring panel if possible. • Install manual fire alarms, even if an automatic fire detection system is in place, as a backup in the event of power breakdowns. • Ensure fire alarms are connected to local fire departments if possible so that alarms are registered immediately. EMERGENCY PLANNING FOR RECORDS AND ARCHIVES SERVICES 22
Page 1 and 2: MANAGING PUBLIC SECTOR RECORDS A Tr
Page 3 and 4: MANAGING PUBLIC SECTOR RECORDS A ST
Page 5 and 6: MPSR Project Personnel Project Dire
Page 7 and 8: Donors The International Records Ma
Page 10 and 11: CONTENTS Introduction 1 Lesson 1 Id
Page 12 and 13: INTRODUCTION TO EMERGENCY EMERGENCY
Page 14 and 15: METHOD OF STUDY AND ASSESSMENT This
Page 16 and 17: EMERGENCY PLANNING FOR RECORDS AND
Page 18 and 19: • environmental, such as an aircr
Page 20 and 21: Conducting a Risk Assessment The be
Page 22 and 23: DETERMINING POTENTIAL IMPACT Once t
Page 24 and 25: Emergencies and disasters can have
Page 26 and 27: When preparing a risk assessment an
Page 28 and 29: very different when staff are not i
Page 30 and 31: METHODS OF CONDUCTING ASSESSMENTS I
Page 34 and 35: • Compartmentalise holdings by in
Page 36 and 37: Special precautions should be taken
Page 38 and 39: When constructing a new building, t
Page 40 and 41: STUDY QUESTIONS 1. What types of ri
Page 42 and 43: Activity 7 There are benefits to ea
Page 44 and 45: PREPARING AN EMERGENCY PLAN EMERGEN
Page 46 and 47: The format of the plan should be ea
Page 48 and 49: Preventive Measures This section of
Page 50 and 51: Key people inside and outside the o
Page 52 and 53: List of Emergency Equipment and Sup
Page 54 and 55: atteries for lights or flashlights
Page 56 and 57: OBTAINING APPROVAL In order for the
Page 58 and 59: person who developed the plan. Peop
Page 60 and 61: • Take action to prevent the same
Page 62 and 63: STUDY QUESTIONS 1. What is the purp
Page 64 and 65: Senior approval is critical as is c
Page 66 and 67: Another asset to identify, of cours
Page 68 and 69: ultimately, its success. Such suppo
Page 70 and 71: event that the building and surroun
Page 72 and 73: Remember, the ‘vital’ nature of
Page 74 and 75: • The records should be at a safe
Page 76 and 77: • Where should duplicates be made
Page 78 and 79: sometimes necessary to enter into c
Page 80 and 81: SUMMARY This lesson has outlined th
Page 82 and 83:
ACTIVITIES: COMMENTS Activity 23 In
Page 84 and 85:
Activity 33 When storing electronic
Page 86 and 87:
It is suggested that an organisatio
Page 88 and 89:
International Centre for the Study
Page 90 and 91:
taken to prevent emergencies. Much
Page 92 and 93:
National Archives and Records Admin
Page 94 and 95:
SUMMARY This lesson has provided an
Page 96:
ACTIVITIES: COMMENTS Activity 34 Ev
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