disaster planning and control - International Records Management ...

sometimes necessary to enter into commercial agreements; some software or hardware
vendors, for example, may provide their corporate facilities as an alternative data
storage site to the organisations using their products under contract. Again,
compatibility between information technology systems may be an issue, but vendors
who engage in this type of contract will usually ensure that they maintain the
information technology system required to meet the needs of their clients. This is not
the least expensive method, but is a fairly reasonable option. One disadvantage may be
that the vendor may not stay in business or may change locations. Also, other
organisations may have similar agreements with the same vendor, which may cause
difficulties if more than one organisation needs to use the facilities at the same time.
It is possible to establish reciprocal arrangements for the
care of electronic records.
In some parts of the world, businesses exist specifically to provide protection or storage
for electronic records. They often only require the organisation to pay for the time that
it uses the facility. One advantage is that this type of alternative storage arrangement is
usually available immediately in the event of an interruption in operations. However, a
hazard is that the vendor may not offer ongoing or regular service, disrupting the work
of the organisation. It may also be necessary to establish special security measures to
protect information held by such agencies, if they do not have adequate security
themselves.
Establishing Offsite Storage for Electronic Records
The organisation itself can establish an offsite storage centre for its electronic records
and data. However, when storing electronic records off site, it is necessary not only to
store the records but also to ensure access to the technologies needed to read and use the
records.
For example, an organisation may set aside a facility that is wired for information
technology and telecommunications systems but that does not have environmental
controls or hardware. Such a facility is sometimes called a ‘cold storage site’. In the
event of an emergency, the organisation would need to obtain and set up computers and
telephones to access its data. It is possible that two or more institutions might share in
the establishment of such an offsite storage location, reducing the costs. One major
disadvantage to sharing is that all organisations may all require the same site at the
same time, thus complicating the use of the facility.
The organisation may also create what is called a ‘warm storage site.’ This type of
alternative site is wired for the information technology and telecommunications systems
and contains the appropriate environmental controls. Some or all of the computer
hardware peripherals may be on site as well. This option is more expensive than cold
site facilities, but again it may be shared by two or more organisations to reduce costs.
While this type of facility is good for long-term use, the sharing organisations may
require the facility as the same time, thus reducing its availability.
EMERGENCY PLANNING FOR RECORDS AND ARCHIVES SERVICES
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