9. Coordinating Disaster Planning and Recovery

Procedure 9. Coordinating Disaster Planning and Recovery

Subject Matter Expert:	CATHERINE MARCIANTE
Management System Owner:	CATHERINE MARCIANTE
Secondary Management System Owner:	GEORGETTE LANE

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Issue Date: 01/26/2012
SCMS Revision: 1.5

1.0 Applicability

This procedure applies to all Office of Science (SC) staff and managers working in support of the U.S. Department of Energy (DOE).

2.0 Required Procedure

Step 1	The Records Management Field Officer (RMFO) establishes and maintains the security of records by ensuring the availability of vital records, preventing unauthorized access to, additions to, changes to, removal, and destruction of Federal records.
Step 2	The RMFO performs a risk assessment regarding possible damage or loss of records and develops and maintains a records mitigation and recovery plan to prevent damage to records.
Step 3	The RMFO trains all vital Records Owners on how to identify, protect, and make readily available the emergency operating records needed to support the resumption of critical operations and business functions during or after a disaster.
Step 4	The Vital Records Owners: Supports the RMFO in planning ways to avoid, where possible, the occurrence of an emergency. Supports the RMFO and managers providing critical activities during or after an emergency or disaster by providing critical activities and access to vital records, if possible. This is done to facilitate execution of the organization’s essential functions from alternate locations and to reconstitute normal operations.
Step 5	The RMFO, Vital Records Owners, and/or other designated staff: Suit up in appropriate personal protection equipment (PPE) before entering a damaged space. Performs a damage assessment of vital records and the areas where the records are stored, after a damaged space has been determined safe to enter. Separates damaged records from undamaged records as soon as possible to speed up repair and recovery. Performs recovery procedures to restore, recover, or replace the damaged records, documenting the date and time of recovery step completion and the name of the staff member who completed it.

3.0 References

36 CFR 1236, Management of Vital Records
DOE O 150.1, Continuity of Operations
DOE O 243.2, Vital Records
Identify and Protect Your Vital Records
Records Emergency Assessment Checklist/Katrina Emergency Records Recovery/Disposal Form
44 U.S.C. 3310, Disposal of Records Constituting Menace to Health, Life, or Property

This is not the online OFFICIAL SCMS COPY of this file. Before using this printed copy, verify that it is the most current version by checking the Last Major Revision and Last Minor Revision dates (at the bottom of each document) on the SCMS Web site.

This is the online OFFICIAL SCMS COPY of this file. Before using a printed copy, verify that it is the most current version by checking the Last Major Revision and Last Minor Revision dates (at the bottom of each document) on the SCMS Web site.

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Last Major SCMS Revision: 03/27/2008