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.
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arole Ehrli , City Secretary ~'~~,~y~o~; TE~(,~~`'~~'°''~
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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