Contingency Planning
Contingency planning combines emergency preparation with routine
office procedures to help the office continue operations with as
little interruption as possible after a disaster.
The real disaster is failure to prevent avoidable situations.
For effective contingency planning, do the following:
- Keep your office File Plan up to date. Know which records you are the Office of Primary Responsibility and be ready to carry out disaster recovery and salvage procedures for those records.
- Be aware of alternate locations for the records. This information can be used to replace records quickly after a disaster. Districts and Divisions that are related by function are often alternate locations for the same record, even though only one office may be designated as the Office of Primary Responsibility.
- Part of a Disaster Preparedness Plan could include:
- Notation of alternate locations on the File Plan, or
- Securing a copy of any procedure manuals or internal office procedural materials that may include information on alternate locations for records.
- Keep a current list of contact persons for various types of records.
- Keep identification and protections for vital records current. Carry out vital records protection as described in Chapter 12, “Vital Records” in a disciplined manner.
- Back up electronic records routinely and frequently. Dispersal of a second backup copy at another, off-site location is a good protective measure.