Resolution 2008-45 RESOLUTION NO. 2008-45(R) A RESOLUTION OF THE CITY OF WYLIE, TEXAS, ADOPTING THE CITY OF WYLIE DISASTER RECOVERY PLAN FOR MUNICIPAL RECORDS. WHEREAS, Title 6, Subtitle C, Local Government Code (known as the "Local Government Records Act") provides that a municipality must establish by ordinance an active and continuing records management program to be administered by a Records Management Officer; and WHEREAS, Ordinance No. 2006-76 established an active and continuing Records Management Program/Plan in the City of Wylie; and WHEREAS, Section 9(3) of such ordinance requires the Records Management Officer, in cooperation with department heads, identify essential records and establish a disaster plan for each municipal office and department to ensure maximum availability of the records in order to re- establish operations quickly and with minimum disruption and expense; and WHEREAS, City staff has prepared a recommended Disaster Recovery Plan for Municipal Records; and WHEREAS, the City Council has investigated and determined that the Disaster Recovery Plan for Municipal Records should be adopted and implemented by the City. NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WYLIE: SECTION 1. That the City of Wylie City Council hereby adopt the City of Wylie Disaster Recovery Plan for Municipal Records attached hereto as Exhibit "A". SECTION 2. This Resolution shall become effective immediately upon its passage. DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS on this the 14`h day of October, 2008. tliStlfar- ~ i~~~ ~,~`'y ~ri ' e, May 6f ~ G, • e~ a ATTEST: = ~ _.b ~ ' _ ~ ~ . . - ~ s : t` arole Ehrli , City Secretary ~'~~,~y~o~; TE~(,~~`'~~'°''~ '~~~///1111il11~~~,` Resolution No. 2008-45(R) Disaster Recovery Plan for Municipal Records CITY OF W~LIE City of Wylie ~ Disaster Recovery Plan for Municipal Records INFORMATION DISASTER RECOVERY PLAN FOR MUNICIPAL RECORDS 1.0 PURPOSE 1 2.0 KEY WORDS 1 3.0 DEPARTMENTS AFFECTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 4.0 SPECIAL DISTRIBUTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 5.0 DEFINITIONS 1 Disaster Kit Freeze Stabilization Intrinsic Value Recovery Priorities Vital Records 6.0 POLICY . . . . . . . . . . . . 2 7.0 GENERAL 2 8.0 RESPONSIBILITY/AUTHORITY . . . . . . . . . . . . . . . . . . . . 3 Records Manager General Responsibilities Post-Disaster Responsibilities Assistant to Records Manager Fire Inspection/Emergency Management Post-Disaster Responsibilities Facility Staff Post-Disaster Responsibilities Risk Management General Responsibilities Post-Disaster Responsibilities Departments General Responsibilities Post-Disaster Responsibilities Building Security Post-Disaster Responsibilities 9.0 PRACTICE 7 • Information Recovery Priorities First Priority Second Priority Media Recovery Priorities First Priority Second Priority Third Priority Fourth Priority Fifth Priority Sixth Priority 10.0 PROCEDURES 8 Stabilization of Water-Damaged Records by Type and Order of Priority Magnetic Media - Tapes, Disk Packs, Floppy Diskettes, Audio and Video Cassettes and Optical Discs Photographic Materials - Color Films and Photographs Photographic Materials - Silver Emulsion Films, Photographs or Microforms Linen Maps, Blueprints or Other Drawings Paper Records Photographic Materials - Vesicular or Diazo Films Restoration of Water-Damaged Records by Type and Order of Priority Magnetic Media - Tapes, Disk Packs, Floppy Diskettes, Audio and Videotape Cassettes and Optical Discs Photographic Materials - Color Films and Photographs Photographic Materials - Silver Emulsion Film, Photographs or Microforms Linen Maps, Blueprints or Other Drawings Paper Records Photographic Materials - Vesicular or Diazo Films Recovery Procedures for Other Types of Damage Fire/Smoke Magnetic Media Photographic Materials Paper Atmospheric Pollutants and Chemical Spills Rodent, Mold or Insect Infestation INFORMATION DISASTER RECOVERY PLAN FOR MUNICIPAL RECORDS 1.0 PURPOSE This Administrative Regulation outlines policy and procedures for safeguarding and preserving City of Wylie records in the event of a disaster. 2.0 KEY WORDS 2.1 Disaster Recovery Plan 2.2 Records Recovery 2.3 Restoration of Records 3.0 DEPARTMENTS AFFECTED All departments. 4.0 SPECIAL DISTRIBUTION All staff with assigned or potential responsibility in the recovery of records in the event of a disaster. 5.0 DEFINITIONS 5.1 Disaster Kit - The tools, boxes, protective clothing and other supplies maintained by a designated contractor which contract was approved by the City Manager, to initiate the recovery process in the event of a disaster and located in the office of the Records Manager. 5.2 Freeze Stabilization - The process of freezing the water in records. This process does not dry wet materials, but it does prevent the formation of mold. When materials are thawed, they are once again wet. In order to dry materials without thawing them, a freeze-drying process must be employed that removes the ice without returning it to a liquid state. 5.3 Intrinsic Value - The financial, legal or historical value inherent in some documents due to the fact that they are originals. Documents bearing famous signatures, some insurance policies and numerous other legal documents are examples of documents having intrinsic value. INFORMATION DISASTER RECOVERY PLAN ~ PAGE 2 5.4 Recovery Priorities - The two types of priority schedules for recovery of records in a disaster, i.e., Information Recovery Priorities and Media Recovery Priorities. The first priority schedule, Information Recovery Priorities, prioritizes records based on the critical importance of the information they contain. Vital records (defined below) will always be the first priority in the Information Recovery Priorities schedule. Next will be those records whose information content has operational value, that are unique or lack a back-up copy, or that have historical value. The second priority schedule, Media Recovery Priorities, prioritizes records based on the perishability of the record medium. In this schedule, media are listed in order of perishability and, therefore, recovery priority. 5.5 Vital Records - In the event of a disaster, those records essential for the resumption of operations, the reestablishment of the legal, financial, or functional status of the organization, and the determination of the rights and obligations of employees and citizens with respect to the organization. 6.0 POLICY In disasters involving extensive damage to facilities and equipment and presenting risks to personnel, the City of Wylie gives first priority to the safety and security of personnel and facilities. Reconstruction and recovery of local government records takes place only when these have been attained. When reconstruction of records begins, the City of Wylie recovers first those records identified as vital to the City's operations and obligations. Records identified as vital shall be protected through duplication and storage in off-site locations. Special protection shall also be afforded to other records identified as important due to their informational content, uniqueness, historical value or because of the perishability of the medium on which they are stored; these records shall be second in recovery priority. Recovery of records beyond these two categories will be weighed carefully. 7.0 GENERAL This Information Disaster Recovery Plan provides for the recovery of vital and important local government records in the event of a disaster that causes serious and extensive damage to those records. Recovery procedures are included to mitigate and repair the effects of major natural disasters, including tornado, fire, flood or damage from other causes, such as chemical contamination or insect, rodent or fungal infestation. Recovery processes outlined focus mainly on the recovery of water-damaged records, because 95% of all disasters result in water- damaged records. Action must be taken quickly to salvage these materials because mold will develop within 48 to 72 hours'when temperature exceeds 75°F and relative humidity exceeds 60%. INFORMATION DISASTER RECOVERY PLAN ~ PAGE 3 Procedures in this regulation are arranged into three sections. The first section, Stabilization of Water Damaged Records, outlines interim procedures to control damage and stabilize water-damaged materials until assessment determines if restoration of materials will be required. The second section, Restoration of Water Damaged Records, outlines procedures for restoring water-damaged materials to their original quality when possible. The third section, Recoverv Procedures for Other TYpes of Dama~, outlines procedures for damage other than water, including fire and smoke, chemical contamination and mold or insect infestation. Procedures in each section follow Media Recovery Priorities outlined in Section 9.1.2, i.e., they are in priority order based on the perishability of the medium. The focus of the recovery effort as outlined in this Plan is on those records defined as vital to City operations, along with those that should be recovered because of their informational content, historical value or uniqueness. The primary method for determining whether a record is vital, important or necessary to City operations is through the record's appraisal process, from which a departmental records' retention schedule is developed. All departments are required to itemize ~ records that are considered "vital to operations of the City" and remit to the Records Management Officer. Though this Information Disaster Recovery Plan focuses on recovery from damage, and not its prevention, implicit in these guidelines is the importance of taking adequate measures to prevent loss of vital and important records. The need for disaster recovery operations is inversely proportional to the extent that a local government's vital records are adequately identified and protected. 8.0 RESPONSIBILITY/AUTHORITY The Information Disaster Recovery Team has primary responsibility for the recovery of records in a disaster, with authority delegated from the office of the City Manager. The Team consists of the Records Manager (Team Leader), Assistant to the Records Manager (Alternate Team Leader), personnel from the IT, Fire, Risk Management, Facility Services Departments and liaisons from any City department whose records have been damaged in a disaster. (See Appendix 11.2). INFORMATION DISASTER RECOVERY PLAN PAGE 4 The Team Leader activates this Information Disaster Recovery Plan when a preliminary assessment of conditions indicates its necessity. On being notified of activation, all members of the Information Disaster Recovery Team immediately assemble at the crisis site or an alternative location, if so directed. Notitication, information and recommendations regarding the need for activation may come from the City Manager's Office or from other members of the Information Disaster Recovery Team. Pursuant to Section 39 of the City of Wylie Employee Handbook and Ordinance No. 2006-76, Records Management Program, Section 4 (2) Essential records; It is the responsibility of anv City emplovee that observes or suspects actual or votential damage to Citv records to notify the Information Disaster Recoverv Team Leader or other members of the Information Disaster Recoverv Team. Contact information for all Information Disaster Recovery Team members is included in Appendix 11.2. Listed below are specific responsibilities of Information Disaster Recovery Team members, including both general and post-disaster responsibilities. 8.1 Records Manager (Team Leader) General Responsibilities 8.1.1 Maintain the Information Disaster Recovery Plan on a regular basis ~ before, during and after the occurrence of a disaster. Review and revise as necessary. 8.1.2 Maintain Disaster Supply Kit. 8.1.3 Train and interpret Information Disaster Recovery Plan for staff. 8.1.4 Test Information Disaster Recovery Plan in simulated disaster exercises. Post-Disaster Responsibilities 8.1.5 Perform preliminary assessment of extent and types of damage to records as soon as possible. 8.1.6 Notify the Information Disaster Recovery Team and activate the Information Disaster Recovery Plan. 8.1.7 Notify City Manager's Office and inform management of extent of damage determined from initial assessment. 8.1.8 Coordinate entire recovery effort. 8.1.9 Alert arriving personnel to potential hazards and work with Incident Command (Logistics Team) and Facility staff to stabilize the environment and establish safe work areas for recovery operations. INFORMATION DISASTER RECOVERY PLAN ~ PAGE ~ 8.1.10 Establish priorities for reconstructing and salvaging records. 8.1.11 Assemble and brief reconstruction and salvage teams, assigning specific tasks. 8.1.12 Supervise staff and administer exceptions to the Information Disaster Recovery Plan. 8.1.13 Document nature and extent of loss through written and photographic evidence for insurance purposes. 8.1.14 Document recovery process and keep record of decisions made during recovery process. 8.1.15 Contact outside consultants and professional agencies as needed. (See Appendix 11.3). 8.1.16 Keep management informed of progress of recovery operation. 8.1.17 Be available to the Information Disaster Recovery Team and to the ---w overall recovery operation to answer questions, to initiate subsequent phases of the recovery operation, to acquire additional tools and supplies, and to determine other remedial steps. 8.1.18 At the conclusion of the recovery effort, provide a written assessment of the recovery operation and make revisions, as necessary, to the Information Disaster Recovery Plan. 8.2 Assistant to Records Manager (Alternate Team Leader) 8.2.1 Assist Team Leader in primary duties. 8.2.2 Assume responsibility of Team Leader in his/her absence. 8.3 Fire Inspection/Emergency Management Post-Disaster Responsibilities 8.3.1 Spell out the dangers associated with disaster recovery, including the following: a) electrical shock hazards; b) the handling of file cabinets that have been damaged by fire and that have retained heat; c) delayed ignition; d) submerged objects; e) strong fumigants used to kill mold and fungus; ~ other hazards to safety of employees and property. INFORMATION DISASTER RECOVERY PLAN PAGE 6 8.4 Facility Staff Post-Disaster Responsibilities 8.4.1 Establish an environment in which the Disaster Team can begin recovery procedures. 8.4.2 Use pumps, portable generators, fans, dehumidifiers and other available equipment to remove standing water, circulate air, expel humidity and otherwise prevent the occurrence of further records damage. 8.4.3 Work toward attaining the ideal condition of 65°F and 40-50% relative humidity to prevent the growth of mold. 8.5 Risk Management General Responsibilities 8.5.1 Maintain insurance coverage for the loss of City records. 8.5.2 Work with Records Manager in recommending measures to all City departments to minimize risk of damage to or loss of records. Post-Disaster Responsibilities 8.5.3 Assist Records Manager in assessing and documenting the loss of records. 8.5.4 Notify any relevant insurance company and work with the insurance claims adjuster in documenting claims. 8.6 Departments General Responsibilities 8.6.1 Create and maintain back-up copies of all vital and important information in paper, film or electronic/magnetic formats. Store back-up information off-site to prevent loss of records. ~ Post-Disaster Responsibilities 8.6.2 Contact the Records Manager when records have been damaged by water, tire or other disaster. INFORMATION DISASTER RECOVERY PLAN PAGE 7 8.6.3 Assign staff as needed and otherwise cooperate with the Records Manager in implementing recovery procedures. 8.6.4 Complete the Report of Loss form furnished by Risk Management. (See Appendix 11.4). 8.7 Building Security Post-Disaster Responsibilities 8.7.1 Monitor and restrict access to record areas to ensure that staff and the curious do not impede the salvage operation. 9.0 PRACTICE 9.1 The Information Recovery Priorities and Media Recovery Priorities are given below. Recovering records by their Media Recovery Priorities is always a secondary process within the Information Recovery priorities process. Records listed as first priority under Information Recovery Priorities will be recovered first by their Media Recovery Priority. For example, vital records on magnetic media will be recovered first, vital records on color or silver film will be recovered second and so on. 9.1.1 Information Recovery Priorities 9.1.1.1 First Priority - Vital Records -includes records formally identified and listed in Appendix 11.1. Includes those records not yet identified by departments that meet the definition of vital records as given in Section 5. 9.1.1.2 Second Priority - Non-vital, but records identified as important due to their informational content (with legal, fiscal, or administrative value), uniqueness (i.e., no back-up copy), historical value or permanent value. 9.1.2 Media Recovery Priorities 9.1.2.1 First Priority - Magnetic media (tapes, disk packs, floppy diskettes, audio and video cassettes and optical 9.1.22 Second Priority - Photographic materials - color and ~ silver film. INFORMATION DISASTER RECOVERY PLAN PAGE 8 9.1.2.3 Third Priority - Maps or architectural drawings prepared on heavy-stock paper, linen, plastic or similar materials. 9.1.2.4 Fourth Priority - Paper records (coated-stock paper). 9.1.2.5 Fifth Priority - All other paper records. 9.1.2.6 Sixth Priority - Photographic materials - diazo and vesicular film. 9.2 The salvage of paper, film and magnetic media records is necessary only insofar as the information on these media is necessary to local government operations and this information has not been adequately protected through duplication and off-site storage. This is particularly the case for photographic and magnetic media, the recovery of which is a long, expensive and not always successful process. The City of Wylie uses electronic media in lieu of magnetic media and retains electronic media copies offsite within 1 week of current workload. ~F~ 9.3 Vital and important information should be backed up and always stored away from the original records. If back-up records are available, no further recovery efforts should be taken with the damaged materials. Further recovery efforts should be confined to original records having intrinsic value. New back-up copies should be made as quickly as possible to extend back-up protection into and through the recovery period. 9.4 Any decision to discard records should be documented for insurance purposes, future records management purposes, and legal and financial reasons. 9.5 For emergency purchases of supplies and services that require deviation from established procurement policies and procedures, follow Purchasing Regulations. 10.0 PROCEDURES 10.1 STABILIZATION OF WATER-DAMAGED RECORDS BY TYPE AND ORDER OF PRIORITY 10.1.1 Magnetic Media - Tapes. Disk Packs Floppy Diskettes Audio and Video Cassettes and Optical Discs• Res onsibilit Action Records Manager/ 10.1.1.1 If no back-up exists, Departments TAKE ACTION IMMEDIATELY. INFORMATION DISASTER RECOVERY PLAN ~ PAGE 9 10.1.1.2 Contact Information Systems and Services or professional consultants. (Appendix 11.3). 10.1.1.3 Freeze or vacuum dry if professional help must be delayed. 10.1.1.4 Store floppy diskettes minus sleeves up to two weeks vertically in distilled, room temperature water. 10.1.1.5 To avoid further damage to equipment or media, do not use damaged magnetic media until they are cleaned and dried, and their protective coverings or containers are replaced. Note: Magnetic records are among the easiest to duplicate and store off- site, thus making a back-up system an invaluable alternative to recovery. 10.1.2 Photographic Materials - Color Films and Photo~phs: Responsibilitv Action Records Manager/ 10.1.2.1 TAKE ACTION IMMEDIATELY. Departments 10.1.2.2 Keep wet to avoid further image loss. 10.1.2.3 Freeze if professional help must be delayed longer than 48 hours. 10.1.3 Photographic Materials - Silver Emulsion Films Photographs or Microforms: Responsibility Action Records Manager/ 10.1.3.1 TAKE ACTION IMMEDIATELY. Departments 10.1.32 Wash off any mud or dirt under cool, clean running water. INFORMATION DISASTER RECOVERY PLAN PAGE 10 10.1.3.3 Immerse totally in water. Add Formaldehyde to a 1% solution of water to avoid softening of gelatin or emulsion layer. 10.1.3.4 Freeze only if cannot be professionally cleaned within 48 hours since freezing may lead to image damage. 10.1.4 Linen Maps, Blueprints or Other Drawings Responsibilitv Action Records Manager/ 10.1.4.1 Lay drawings out on flat surface Department covered with absorbent paper. To prevent curling, use weights or C-clamps. 10.1.4.2 If mold forms, contact professional consultant regarding treatment with fungicide. 10.1.4.3 Freeze if water-damage is severe and professional cleaning cannot be done within 48 hours. Note: The inks on linen, mylar, blueprint or sepia maps and drawings are generally water-soluble. Water can also dissolve the sizing and add contaminants that may be extremely difficult to remove. These materials are also susceptible to mold and mildew. Preventive measures, such as the use of protective coverings or filming of vital materials, should be taken. 10.1.5 Paper Records: Responsibilitv Action Records Manager/ 10.1.5.1 TAKE ACTION WITHIN 48 Departments HOURS to prevent the development of mold and mildew. INFORMATION DISASTER RECOVERY PLAN PAGE 11 ~ 10.1.5.2 Air dry in a cool, dry environment if only a small volume is involved or if water damage to individual records is not extensive. Enhance air circulation by reducing volume in full cabinets, opening drawers or spreading records out on flat surface or rust-proof screening. Fan pages of bound volumes. Be careful to label any materials removed from original location or container. Interleave records with clean, absorbent paper. 10.1.5.3 Otherwise, prepare records for removal to freezing facility. Loosely wrap units of 200 sheets in freezer paper. Pack tightly in plastic crates or cubic foot records storage boxes. 10.1.5.4 If mold erupts, contact professional consultant regarding treatment with fungicide. 10.1.5.5 Blast freeze as quickly as possible to stabilize materials. Note: Handle wet paper carefully and as little as possible - it is fragile. 10.1.6 Photo~raphic Materials - Vesicular or Diazo Films: Responsibili~ Action Records Manager/ 10.1.6.1. GIVE LOWEST PRIORITY. Departments 10.1.6.2 Rinse and lay out reels of film to dry. Note: Some diazo and vesicular films manufactured prior to 1970 or under poor processing conditions, blister and delaminate immediately on contact with water. The damaged film cannot be restored. INFORMATION DISASTER RECOVERY PLAN PAGE 12 102 RESTORATION OF WATER-DAMAGED RECORDS BY TYPE AND ORDER OF PR[ORITY 10.2.1 Magnetic Media - Tapes Disk Packs Floppy Diskettes Audio and Videotape Cassettes and Optical Discs: Responsibilitv Action Records Manager/ 10.?.l .1 Contact Information Systems and Departments Services or professional consultants about special cleaning techniques or retrieval of data. (Appendix 11.3). 10?.l .2 For floppy diskettes, if loss of access to data is due to foreign materials on the surface; perform the following to remove contaminants: a. Drain if stored in water and blot ~ dry w•ith soft, lint-free cloth. b. Mark jacket and diskctte hub to identify once separated. c. Cut one or more edges of jacket and peel away from diskette. Save .jacket. Repeat separation procedure up to ] 0 diskettes at a time. d. Rinse diskette with distilled water and place in tray of water. Wipe submerged diskette with soft cloth. Rinse, drain and place t7at on clean, lint-free bed sheet. e. Gentiv blot w~ith towel and then let air-dry for one to eight hours. f. Stack dried diskettes with clean cloth betw-een to avoid abrasions and place in co~ ered container. ~ g. Insert diskette into new temporarv jacket. ~ INFORMATION DISASTER RECOVERY PLAN PAGE 13 h. Copy data to new diskette. Label new diskette. Discard old diskette and jacket. Repeat steps g and h using same temporary jacket up to 10 times. i. Clean copy equipment drive heads often to avoid permanent damage to heads. 10.2.2 Photo~raphic Materials - Color Films and Photo~raphs: Responsibilitv Action Records Manager/ 10.2.2.1 Obtain professional assistance with Departments restoration. (Appendix 11.3). ~ 10.2.3 Photographic Materials - Silver Emulsion Film, Photo~raphs or Microforms: Responsibilitv Action Records Manager/ 10.2.3.1 Air dry (if not too many and if Departments time) either flat or on lines. 10.2.3.2 If too many to air dry, store in cold water (65°F or below) for up to three days. Add Formaldehyde to water at a ratio of 15 ml. to one liter. 10.2.3.3 Transport to or have picked up by a professional photography laboratory within 24 hours. 10.2.3.4 If time does not permit air drying or transporting to a professional laboratory, freeze quickly. (Less damage is caused by freezing than by delaying treatment). INFORMATION DISASTER RECOVERY PLAN PAGE 14 10.2.4 Linen Maps Blueprints or Other Drawin~s: Res~onsibility Action Recards Manager/ 10.2.4.1 Contact professional consultant Department about cleaning and restoring maps and drawings. (See Appendix 11.3). 10.2.5 Paper Records: Res~onsibilitv Action Records Manager/ 10.2.5.1 Restore frozen materials worth Departments restoring by vacuum freeze drying or air drying. 10.2.5.2 Allow vacuum freeze-dried materials to acclimate afterwards for at least ~ one month. 10.2.5.3 Perform air drying only in an environment with a temperature of 50-60°F and 25-35% relative humidity. Note: The period of time during which items are frozen can be used to decide which records are worth restoring and which can be discarded without further processing and expense. 10.2.6 Photographic Materials - Vesicular or Diazo Films: Responsibility Action Records Manager/ 10.2.6.1 Wash with mild liquid detergent Departments and rinse in cool water. 10.2.6.2 Lay out on absorbent paper to dry. 1NFORMATION DISASTER RECOVERY PLAN PAGE 15 10.3 RECOVERY PROCEDURES FOR OTHER TYPES OF DAMAGE 10.3.1 Fire/Smoke: 10.3.1.1 Magnetic Media - Tapes, Disk Packs, Floppy Diskettes, Audio and Video Cassettes and Optical Discs: Responsibilitv Action Records Manager/ a. Determine whether information is Departments vital or important. b. Determine whether back-up exists. c. If no back-up exists, determine how much information is available elsewhere for reconstruction of data. d. If retrieval of data on magnetic media is necessary, contact Information Systems and Services. Note: High temperatures of 125°F and above destroy magnetic tapes, disks and diskettes. Store back-ups of important or vital information off- site. 10.3.1.2 Photographic Materials: Responsibilitv Action Records Manager/ a. Obtain assistance of a Departments professional restorer. (Appendix 11.3). Note: High temperatures of 125°F and above melt the film emulsion and even the base medium. The results of fire damage include sticky surfaces, melted layers and severe image distortion. INFORMATION DISASTER RECOVERY PLAN PAGE 16 10.3.1.3 Paper: Responsibilitv Action Records Manger/ a. If records are not fragile, trim, Departments fragile, trim charred edges and clean the surface with a soft bristled brush and rub gently with art gum eraser, mildly abrasive drawing paper or wallpaper cleaner. Typed material should first be tested to determine if correctable ribbon was used; if so, do not use paper cleaner. b. If records are too fragile, enclose in mylar folder and copy, either on to other paper or microfilm. Discard the original, keeping a record of such action. Consult restoration and microfilm specialists. (Appendix 11.3). 10.3.2 Atmospheric Pollutants and Chemical Spills: Responsibilitv Action Records Manager/ 10.3.2.1 Contact the Environmental Com- Departments pliance Coordinator and restoration specialists to assist in salvage. (Appendix 11.3). Note: Damage varies with each chemical spill or pollutant. 10.3.3 Rodent. Mold or Insect Infestation: Responsibilitv Action Records Manager/ 10.3.3.1 Contact restoration specialists to Departments fumigate and clean records and deacidify if needed. (Appendix 11.3). k,~,. INFORMATION DISASTER RECOVERY PLAN FOR MUNICIPAL RECORDS 1.0 PURPOSE 1 2.0 KEY WORDS 1 3.0 DEPARTMENTS AFFECTED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 4.0 SPECIAL DISTRIBUTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 5.0 DEFINITIONS 1 Disaster Kit Freeze Stabilization Intrinsic Value Recovery Priorities Vital Records 6.0 POLICY 2 7.0 GENERAL 2 8.0 RESPONSIBILITY/AUTHORITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1~. Records Manager General Responsibilities Post-Disaster Responsibilities Assistant to Records Manager Fire Inspection/Emergency Management Post-Disaster Responsibilities Facility Staff Post-Disaster Responsibilities Risk Management General Responsibilities Post-Disaster Responsibilities Departments General Responsibilities Post-Disaster Responsibilities Building Security Post-Disaster Responsibilities 9.0 PRACTICE 7 Information Recovery Priorities First Priority Second Priority Media Recovery Priorities First Priority Second Priority Third Priority Fourth Priority Fifth Priority Sixth Priority 10.0 PROCEDURES . . . . . 8 Stabilization of Water-Damaged Records by Type and Order of Priority Magnetic Media - Tapes, Disk Packs, Floppy Diskettes, Audio and Video Cassettes and Optical Discs Photographic Materials - Color Films and Photographs Photographic Materials - Silver Emulsion Films, Photographs or Microforms Linen Maps, Blueprints or Other Drawings Paper Records Photographic Materials - Vesicular or Diazo Films Restoration of Water-Damaged Records by Type and Order of Priority Magnetic Media - Tapes, Disk Packs, Floppy Diskettes, Audio and Videotape Cassettes and Optical Discs Photographic Materials - Color Films and Photographs Photographic Materials - Silver Emulsion Film, Photographs or Microforms Linen Maps, Blueprints or Other Drawings Paper Records Photographic Materials - Vesicular or Diazo Films Recovery Procedures for Other Types of Damage Fire/Smoke Magnetic Media Photographic Materials Paper Atmospheric Pollutants and Chemical Spills Rodent, Mold or Insect Infestation 1V APPENDIX 11.1 VITAL RECORDS Vital records are defined as those irreplaceable records for which reproductions do not have the same value as the originals; records needed to recover money promptly; records needed to avoid delay in restoration of services; and records that give direct evidence of legal status, ownership, accounts receivable, and incurred obligations. In the City of Wylie, vital records are the records that the City must have in order to continue its regular, day-to-day operations. These records can be on various forms of media (paper, computer tapes, microfilm, disks) and located in various departments, e.g., City Secretary, Accounting, Facility Services, Tax, Utility Billing, and Legal). In the event of a disaster, vital records may be destroyed thus delaying the full resumption of business by weeks or months while staff inembers try to reconstruct necessary data. Records with a retention period of more than 10 years are routinely filmed and the original negatives are placed in the vault for their protection. The records that have a short term retention (less than 10 years) are the records that are our main concern should a disaster occur. ~ APPENDIX 11.2 INFORMATION DISASTER RECOVERY TEAM A. RECORDS MANAGEMENT D. FINANCE DEPARTMENT City Secretary- Team Leader Finance Director Office: 972-442-8103 Office: 972-442-8141 Home: 972-841-7016 Home: Cell: 972-841-7016 Mobile: 214-802-9371 City Manager Office: 972-442-8161 Mobile: 972-977-2354 Pager: 972-859-8266 B. FIRE DEPARTMENT E. POLICE DEPARTMENT Fire Chief Police Chief Office: 972-442-8111 Office: 972-442-8172 972-442-8171 (Emergency Dispatch) 972-442-8141 (Emergency Dispatch) Mobile: 214-497-1894 Mobile: 214-677-7066 u.~, B. Assistant Fire Chief F. INFORMATION SERVICES 972-442-8110 IT Technician 972-442-8171 (Emergency Dispatch) Mobile: 972-977-5740 Pager: 972-500-0550 Mobile: 214-325-4452 C. RISK MANAGEMENT Purchasing Agent Office: 972-448-8142 Mobile: 972-977-7405 D. FACILITIES SERVICES Public Services Director Office: 972-442-8108 Home: 972-271-1750 Mobile: 972-977-2366 Alternate: Public Works Superintendent Office: 972-442-7588 Cell: 972-979-7307 Information Updated 9-1-08 APPENDIX 11.3 CONSULTANTS AND PROFESSIONAL AGENCIES General Blackmon-Mooring Steamatic, Inc. Catastrophe Office 817/926-5296 Main Office 817/926-8251 Restoration Specialists 214/263-8251 Archivist, Federal Records Center 817/334-5515 Texas State Library Local Records Division 512/463-5478 Archives 512/463-5480 Texas Conservation Center 806/655-7191 Photographic Materials Texas Conservation Center 806/655-7191 Micro Records Services, Inc. 817/921-9481 Restoration Specialists 214/263-8251 Magnetic Media Information Systems and Services 817/870-8450 Chemical Spills Environmental Compliance Coordinator 817/870-8504