disaster planning and control - International Records Management ...

The format of the plan should be easy to read and understand. As well, the format
should allow for any updates or additions to be added and for existing pages to be
removed easily. Key people should receive a copy of the plan and all updates. A list
of these people should be included in the document itself so that everyone knows who
has the plan. At least one copy of the plan should be stored off site, such as in the
home of the emergency planning coordinator, so that it is accessible during an
emergency, even when personnel are not allowed into the building.
An emergency plan will be a written, accessible and widely
disseminated document.
Following are descriptions of the key elements in a written emergency plan.
Introduction and Objectives
The introduction explains the nature and purpose of the plan, a detailed list of the
contents of the plan, who is responsible for its development, who has approved it and
its scope. (For example, does it address emergency issues for the entire government
records operation, the records centre or just the archival institution?). Also included
should be the terms of reference for the emergency response team, a description of
any applicable legislation, policy and management support for the plan as well as a
policy statement from the director of the institution outlining the importance of
emergency planning.
As well, this part of the plan should outline the specific objectives to be achieved
through good emergency management. The organisation should ask itself why it wants
to ensure its essential records are protected. Objectives might include the following:
• facilitating effective and efficient methods of preventing damage to or destruction
of records
• facilitating the effective and efficient coordination of recovery tasks
• minimising interruptions to normal business operations of the organisation
• limiting the extent of the damage and preventing the escalation of disaster
• establishing alternate means of operation
• providing smooth and rapid restoration of essential services and operations
• preventing injury to the organisation’s personnel
• preventing damage to the organisation’s property or facilities
• minimising any economic impact
• ensuring the continuation of organisation.
EMERGENCY PLANNING FOR RECORDS AND ARCHIVES SERVICES
35