In the aftermath of a disaster, once a facility has been declared safe to enter, it is imperative that an assessment be conducted to ascertain the status of the records and information maintained by the agency. This assessment includes equipment (e.g., computer hardware and its associated software) and public records (e.g., hardcopy, electronic and microimaged) to determine what may be salvaged and what must be disposed.
The Division of Archives and Records Management (DARM) has prepared guidelines for the proper and efficient means to handle this process.
| 1. |
Review your insurance policy for coverage. |
| 2. |
Review our resource page for Vendors, Consultants and Suppliers |
| 3. |
Call NJDARM to assist with disaster recovery. Please have the following information on hand when you call. |
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a. |
Agency Name/Offices Involved |
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b. |
Address |
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c. |
Phone |
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d. |
Email |
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e. |
Key Contact Persons (e.g. Emergency Managemet Officer, County/Municipal Adminstrator, IT coordinator, etc) |
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f. |
Date the Disaster Occurred |
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g. |
Do you have access to the damaged area(s)? |
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h. |
Do you have an inventory of records in damaged area(s)? |
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If yes, please list the record series/years that were affected. You can use the Damaged Records Inventory sheet or attach your own list. |
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i. |
What is the estimated total volume of damaged records? |
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j. |
What record media types (paper, audio, video, electronic, etc) are involved? |
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k. |
Have you contacted your insurance company or is your community self-insured? |
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l. |
Have you contacted a salvage company? |
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m. |
Do you have access to refrigeration or freezing units? |
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For a print out of this checklist, click here |
| 4. |
Review and follow the procedure for processing emergency destruction requests as outlined in the New Jersey
Administrative Code. |
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a. |
Read the instructions for submitting a request to dispose of damaged records |
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b. |
Fill out a Damaged Records Inventory |
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c. |
Fill out a Damaged Records Report |
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d. |
Sign a Damaged Records Disposal Request Form |
| 5. |
Review local records manual chapters for disaster recovery; vital records management, etc. |
| 6. |
If microfilm and/or digital imaged records are damaged/destroyed - contact Barbara Goszka, DARM Deputy
Director, Records Management and Imaging Services at (609) 530-3234 for best available evidence ruling
procedures/application. |
| 7. |
Also you can review the Disaster Recovery Journal website for additional information and resources. |
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| The Division along with the State Records Committee will review and may, upon recommendation of the Division, grant special authroization for disposal of your records that have been damaged. If you have further questions, please e-mail John Berry or call 609-530-3216. |
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