The purpose of training, testing, and validating the vital records plan is to ensure that it can actually be used in the event of an emergency. Without performing these steps, it is likely that the plan will become outdated and that key personnel will be unfamiliar with their responsibilities when an emergency strikes, making effective response difficult. In contrast, if appropriate training, testing, and validation occurs, emergency response is far more likely to be quick and appropriate, with minimal damage to vital records. In addition it will validate the plan by ensuring that it is consistent with NARA and FAA guidance.
The FAA Vital Records Officer is responsible for training office staff in their responsibilities related to the vital records program. It is essential that all personnel know what their role is and when it needs to be done. In the midst of an emergency, people will be distracted and will be unable to remember the procedures unless the plan has been made familiar to them through training and testing in a nonemergency situation.
Review and testing of the plan involves the following steps.
Validation involves checking the plan to ensure it is consistent with the NARA checklist (Appendix 6) for a functioning vital records plan. Each item should be checked off as completed.
This checklist reflects NARA regulations and recommended practices for the development and implementation of federal records disaster mitigation and records recovery programs. Offices may find it useful in evaluating their records management procedures for vital records.
The Vital Records Officer conducts a periodic review of the records recovery plan with the assistance of selected Agency officials to determine its adequacy and accuracy. This review should include the list of vendors (with telephone numbers, addresses, and other relevant data) that may have to be called upon in case of an actual records emergency or disaster. Update all contact information, including the list of records disaster recovery specialists including their areas of expertise, addresses, telephone numbers, and an individual point of contact to ensure that it remains accurate and current.
For more information, see Appendix 5, which lists vital records and disaster recovery resources. A summary of commitments to which Regional offices are agreeing, as well as the NARA checklist, are shown in Appendix 6.
Page Last Modified: 01/09/12 14:09 EST
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