IDENTIFYING ESSENTIAL RECORDSJerrianne Kolby

Discussion Topics

Discussion Item One – Define essential records

Discussion Item Two -- Identify the key functions of your agency

Discussion Item Four – Questions to ask if still unclear

Define essential

Discussion Item Three – – Identify essential records that support your functions

Agency Functions

Supporting Functions

Questions

Essential Record (Vital Record) Definition

Records that are necessary for the resumption of government operations. Essential records are a critical part of the continuity of operations (COOP) planning and response.

Records that will be needed within 72 hours after an emergency and, although it may be costly and difficult, CAN be reconstructed or replaced from other sources.

ESSENTIAL RECORDS

• Admin• Public Information• Finance• Special Projects• Community Outreach• Community Support• Mitigation and Recovery• Operations• Logistics• Training and Exercise

Agency FunctionsIdentify the Key Functions of your agency-Example

Three Phases• Non-incident period• During an incident or disaster recovery event• Bring agency up and running

Support FunctionsIdentify essential records that support each function

Questions What to ask if still unclear

• What is the agency’s mission?• Do you have legal statutes for existing and

responsibilities?• What records exist to facilitate response? Maps,

building plans, plans• Records that demonstrate potential hazards?

Chemicals or toxic materials• What about personnel and payroll ?• Are contracts or MOUs used?• Is proof of training applicable of your

staff/community?• Is there a need for • mitigation, preparedness, • and recovery data?

Summary

Discussion Item One – Define essential records

Discussion Item Two -- Identify the key functions of your agency

Discussion Item Four – Questions to ask if still unclear

Define essential

Discussion Item Three – – Identify essential records that support your functions

Agency Functions

Supporting Functions

Questions