Contents
Main Things to Remember about Emergency Preparedness for a Mission Storage Facility
Other Relevant Toolkit Sections
Main Things to Remember about Emergency Preparedness-
Prevention is the best insurance and protection: keep your records cool, dry, secure and in boxes.
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Think through the types of disaster that could happen, their likelihood of happening, and devise means to prevent them, mitigate their effects and recover as quickly as possible.
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Work with stakeholders at your mission to prepare a comprehensive disaster plan with prevention, recovery and review mechanisms.
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Make sure staff are aware of and trained in the disaster plan.
Semi-active records in storage are being retained because they have value for your office and/or for the UN and its stakeholders. They are vulnerable to a range of threats such as wear and tear, theft, destruction due to a major disaster and temporary inaccessibility or destruction due to a minor disaster. Effective management of semi-active records includes preventing, as far as possible, a disaster occurring in the first place, planning what to do if you are unlucky enough to experience a disaster and having a written plan which contains all the necessary documentation and procedures to manage disaster prevention and recovery appropriately.
A disaster does not have to be a widespread or catastrophic event (e.g. a tsunami, earthquake, volcano etc.). It could be a localised floor or insect infestation or could be something caused by human action such as a deliberately set fire or a bomb. The key attribute is that a disaster poses a threat to the physical safety and integrity of records. It is essential to get your mission's disaster plan reviewed by the Department of Safety and Security.
The best protection against a disaster that either destroys or damages your records is to build or adapt your storage area according to ARMS recommendations and to have a good disaster prevention regime. This includes:
• Where in the building you store the records
• Ensuring that you have control over access to the storage
• Making sure that building work and moves are carefully managed
• Training staff and making them aware of the policies and procedures for records storage
• Having appropriate fire and flood prevention and detection
• Ensuring that any necessary special measures for protecting electronic records are in place
There is a set of checklists at the end of this section that you can use to help ensure that your semi-active record storage is effective in preventing disaster which could damage or destroy the records. Remember that one basic but very effective way of protecting records is to put them in boxes.
Detecting and Treating Insect InfestationInsects are a threat to records because they use them as a source of food (paper contains protein and starch) and their droppings cause damage that can deface or eliminate part of the text. Some parts of the world are more prone to insect infestation than others but UN staff, regardless of duty station, should regularly check all areas where records are stored to ensure there is no sign of insect infestation. If there is evidence of insect activity action should be taken to stop it, to decontaminate and to ensure it cannot start again. It is particularly important that records due for transfer to UNHQ are free of insect infestation because:
• US Customs will delay and possibly prevent delivery of infested record shipments to ARMS
• If infested records are undetected until arrival at ARMS storage, the UN must commit significant staff and financial resources toward treating the records
• If infestation is not detected immediately by ARMS staff, infested records can contaminate other records held at ARMS storage
ARMS' Guideline on Preventing and Treating Insect Infestation
gives comprehensive advice on procedures and materials required.
You will also need to put in place a disaster recovery plan , which will ensure that, in the event of a disaster, you and your colleagues can act swiftly to recover damaged material and prevent further damage to records.
This plan differs from a vital records plan in that the action taken in an emergency or disaster covers all records, not just vital records. In practice both plans are closely linked: for more information on managing vital records see the Toolkit section Managing Risks and Protecting Vital Records.
Since disaster recovery for records storage is a very specialised area, you should discuss your semi-active records disaster plan with ARMS staff. This plan should be part of a larger plan for the Mission which should include:
• all records, active, semi-active and those already designated as archival
• all record storage areas, active and semi-active
In developing your plan you should:
• Anticipate likely disasters and their impact on the records
• Know who to contact to help with each aspect of the plan (this needs to be flexible as different scenarios will require different responses)
• Work out how to salvage and repair records in the event of damage (you may need to make arrangements with external contractors)
• Decide what your salvage priorities are (for example older records near their destruction date are not as important as archival records or nearly current records)
• Have a plan to continue to provide access to records whilst the salvage and repair operation is going on
• Develop a checklist to ensure that damaged storage space has been properly rehabilitated and is safe and secure to store records again
A possible model for a plan is provided in the sample Emergency Plan .
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Components of a Disaster Plan for Semi-active Records
• Preventative measures to ensure the risk of disaster is as low as possible • A vital records programme which identifies and protects vital records. Vital records for semi-active storage management include: • contact details for staff who run the facility • documentation on records in the facility • the location register • Strategies to stop the disaster (where possible) • A strategy to secure records from any further damage • Salvage priorities • Strategies and procedures to recover/repair records which have been affected by the disaster • An action plan to resume essential functions (for semi-active records management the essential function is access to the records in storage) |
The most common disaster to befall semi-active record storage are those that result in fire, smoke or water damage and damage caused by mould, insects or rodents. With digital records created on the UN system the most secure way of protecting them from disaster is to make sure that they are backed up (i.e. copied) because restoration and salvage of digital media is expensive, time consuming and unreliable. The table “disaster recovery: causes, effects and actions” at the end of this section gives general guidance on the effects and treatment of damaged records but be sure to consult ARMS before taking any action.
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Checklist: Preventative Measures to Protect Semi-active Record Storage
– General
Do not store records in basement or on top floors/attics Ensure you have sole ownership or tenancy of the storage space |
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Checklist: Preventative Measures to Protect Semi-active Record Storage
– Building Works and Moves (periods of high risk)
Liaise with building contractor to obtain clear picture of work undertaken Check insurance - both builders and UN office's During roof repairs protect records with polythene sheeting Check for blocked drains if demolition work occurs adjacent to your building If moving use own staff as much as possible Protect records while waiting to move/be put away – e.g. raise off floor onto pallets, cover etc. |
ž Checklist: Preventative Measures to Protect Semi-active Record Storage – Staff Awareness and Training Train all staff who have access to the storage area to be aware of threats to records Train all staff who have access to the storage area in preventative measures to protect records Ensure that new staff are properly trained to follow record protection procedures and to ensure unnecessary disasters are prevented |
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Checklist: Preventative Measures to Protect Semi-active Record Storage
– Security
Establish good locking up procedures Install automatic security alarms Install locks on all doors, windows and skylights Install bars and/or toughened glass around windows Conduct regular facility and security inspection of semi-active record storage Control all building keys Supervise non-staff in semi-active record storage as well as people visiting the office generally |
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Checklist: Preventative Measures to Protect Semi-active Record Storage
– Preventing Fire
Ensure compliance with all fire regulations List and ensure all flammable liquids in separate, locked metal cabinets or store rooms Keep semi-active record storage areas clean and tidy Ban smoking in semi-active record storage areas Check electrical wiring regularly Appoint a staff fire officer The local authority fire officer should tour with fire prevention staff to point out vulnerable areas Discuss with local fire brigade how best to protect/salvage records in event of fire Install fire alarms, smoke detectors and heat detectors as appropriate Drill staff in raising the alarm and evacuation procedure Shelving should be strong, stable, non-flammable (including paint) |
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Checklist: Preventative Measures to Protect Semi-active Record Storage
– Preventing and Mitigating Flood Damage
Ensure mains supply, heating and drainage water pipes do not cross semi-active record storage areas Pitched, not flat, roof/roofs Flood alarm systems installed Check possible water penetration points regularly Inspect and maintain gutters and drains Check humidity levels regularly – a rise can mean water penetration Ensure taps are always turned off Turn off water at mains when the building is not occupied, with an automatic over-ride for fire Use of good quality, well-made boxes and other equipment for storage Top shelves are not used for storage but act as “roof” Bottom shelf 6” (15cm) above the floor |
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Checklist: Preventative Measures to Protect Semi-active Record Storage
– Special Considerations for Electronic Records
Ensure that regular backups are made which are tested for restorability and legibility Ensure a good, up to date fire wall is in place Ensure good, up to date virus protection is in place Limit access to computer systems with passwords Use data encryption where necessary/appropriate Use auxiliary generators and surge protectors Employ due care when handling floppies, tapes etc |
Table: Disaster Recovery: Causes, Effects and Actions |
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Media |
Cause of Damage |
Effect |
Repair and/or Restorative Action |
Magnetic & digital |
Water |
Extremely vulnerable to humidity, can corrupt or destroy |
Refer to experts for salvage. May be able to disassemble casings of both tapes and diskettes and dry tapes vertically in air; dry diskettes with lint-free cloth. Replace into new cases and copy. |
Magnetic & digital |
Mould |
Can corrupt or destroy. Potential health hazard |
Handle with gloves and mask, may be possible to arrest mould by reducing temperature and humidity. Separate affected material from unaffected. Refer to experts for salvage. |
Magnetic & digital |
Insects & rodents |
Unlikely to eat magnetic media but excretions may corrupt or destroy. Potential health hazard. |
Refer to experts for extermination of insects and salvage of records. Handle with gloves and mask. Separate affected material from unaffected. |
Paper |
Fire |
Can destroy, renders brittle and fragile. |
Handle carefully, refer to paper conservators for repair and/or copy, scan or microfilm
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Paper |
Water |
Can destroy, loss of integrity, renders fragile |
Handle carefully, may be possible to air-dry small quantities on site, use blotting paper to inter-leave. Otherwise refer to paper salvage experts for freeze/vacuum drying
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Media |
Cause of Damage |
Effect |
Repair and/or Restorative Action |
Paper |
Mould |
Renders writing illegible, damages all or parts of paper. Potential health hazard |
Handle with gloves and mask, may be possible to arrest mould by reducing temperature and humidity. Separate affected material from unaffected. Once dried can be brushed off. Refer to experts for salvage. |
Paper |
Insects & rodents |
Renders writing illegible, damages all or parts of paper. Potential health hazard |
Refer to experts for extermination of insects and salvage of records. Handle with gloves and mask. Separate affected material from unaffected. |
Photographic prints |
Fire |
Can destroy, renders brittle and fragile |
Handle carefully, refer to photograph conservators for repair and/or copy, scan or microfilm |
Photographic prints |
Water |
Can destroy, loss of integrity, renders fragile |
Rinse in cool, clean water if necessary. If loose, spread out or hang to air-dry; if bound, interleave with wax paper for air-drying. May be kept in a bucket of clean water for up to 48 hours. Do not freeze! |
Other Relevant Toolkit Sections
- Section 16 – Managing Risks and Protecting Vital Records
- Guideline on Preventing and Treating Insect Infestation (ARMS)
Disaster recovery plan: a written plan which sets out:
• the precautions and procedures to minimise the risks and effects of natural and man-made disasters such as fire, flood, earthquake, terrorism etc.
• the steps to be taken to resume business in the event of a disaster
• the personnel, equipment and processes necessary to recover, secure and make available the vital records in the event of disaster
Vital records: those records which, in the event of a disaster, are essential for the recovery of vital operations and the ongoing business of an organization. Without its vital records the organization cannot function effectively