Disaster Preparedness & Response

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