Developing and Maintaining a Vital Records Program

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Introduction

This vital records tool kit was developed to serve as part of the Continuity of Operations (COOP) Plan as required by the Federal Emergency Management Agency (FEMA) to ensure that Agency records are protected and efficiently recovered or salvaged using cost effective methods necessary to resume Agency operations during and after a disaster.

Full Table of Contents

Chapter 1 – Vital Records Program Agency

1. Purpose
2. Objectives
3. Authorities and References
4. Background and Definitions
5. Policy
6. Responsibilities
7. Procedures

Chapter 2 – Vital Records Identification

1. Purpose
2. Definitions and Objectives
3. Identification
4. Vital Records Inventory

Chapter 3 – Vital Records Protection

1. Purpose
2. Off-site and On-site Storage
3. Alternative Media
4. Fly-away Kits

Chapter 4 – Vital Records Mitigation Plan

1. Purpose
2. Disaster Mitigation
3. Safe Records Storage
4. Fire Prevention
5. Sprinkler Systems
6. Monitoring of Temperature and Humidity
7. The Disaster Action Team (DAT)
8. Plan of Action for Emergency Situations – Active Files and File Rooms

Chapter 5 – Disaster Recovery and Salvage

1. Purpose
2. Records Recovery – First Steps
3. Records Recovery Step 1 – Pack Out
4. Records Recovery Step 2 – Restoration
5. Records Recovery Step 3 – Relocation
6. Freezing and Drying Options
7. Contaminated Records
8. Confidential Materials

Chapter 6 – Training, Testing, and Validating the Plan

1. Purpose
2. Training
3. Review and Testing
4. Validation
5. Revisions

Appendices

1. Authorities and References
2. Glossary of Terms
3. Sample Vital Records Inventory
4. Records Damage Assessment Site Survey
5. Selected Disaster Preparedness and Response Web Sites
6. Summary of Commitments and Requirements for Audit and Checklist of Issues Identified by NARA