Disaster Preparedness for Records

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Records disaster preparedness describes strategies employed to protect the records, no matter what kind of records whether for business records, archival or documents from disaster caused by either human or natural phenomena which requires response actions to prevent or minimize loss of life or damage to property and environment. Any corporate organization must together incorporate emergency preparedness or disaster preparedness and plan activities into their daily function of activities. Regardless of the business or organization function size, they must be prepared to respond to emergencies and disaster of all sizes. The records and archives manager must responsible to protect the organization’s records. However, not all records necessarily be protected when disaster occurs but only those records which called as ‘vital records’ can be saved and protects. Vital records are records which regarded as critical to the ongoing operations of an organization or the re-establishment of operations after a disaster or emergency. As an example, a natural disaster that happens in Latin America and Caribbean has resulting very bad impacts because it has caused human and economic losses in huge amount. Business and many organization functions also affected. This was happens because they are not having a disaster preparedness plan and documents to protect their records. It means that they have lack of information on risks and risk mitigation measures available to those who should in charge in making decisions throughout the records management process. Latin America make up a solution that to fix this matter, the Inter-American Development Bank (IDB) and the Economic Commission for Latin America and the Caribbean (ECLAC) have joined forces to conduct project regarding an Information and Indicators Program for Disaster Risk Management. Project component 1, called as the Disaster Management Information Program was geared toward determining information regarding risk and the methodologies for analyzing data that needed by risk-management decision makers at all levels of the management process. Component 2, the Disaster Risk Management Indicators Program was intended at defining a series of indicators for measuring the principal factors that determine a country’s disaster risk. The first component is mainly based on case studies in Columbia, Chile, Jamaica, Mexico and Nicaragua. These five countries are vary from their economies and level of development, also to which they are subject to various types of threats, were chosen in order to draw from a broad spectrum among the various sub-regions of Latin America and the Caribbean of disaster related risks and the policies needed to manage them. In Australia country, disaster is affecting Australian organizations with very badly. The disaster can happen in anytime and anywhere. They come in all forms including water damage, fire damage, earthquake, power failure, and manmade events including sabotage and terrorism. The Essential Records Manual by the Division of Archives and Records Management indicates that water damage may result in progressive further damage such as mold and fire damage charred and burned which usually accompanied by water damage. There also disaster which causes by biological agents and volcanic eruption. Earthquakes make shelving collapse and the contents were scattered on the floor. Meanwhile, biological agents may damage the records by eaten, soiled and shredded the records especially in paper based forms. There are four elements in control plan for disaster preparedness. There is prevention, preparedness, reaction or response and recovery and post recovery. Disaster prevention is referring to steps which organization can use to protect building and records before any disaster happens. It also a customized plan, written by those who are responsible for a records organization, approved and published by management, which contains actions that should be taken to reduce the...
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