As an organization, we looked at the greatest threat to our records.  We 
are not located in a flood vulnerable zone, earthquake or hurricane zone. 
We considered only critical records within the organization....that is 
things like payroll, AR/AP, deeds etc.  For us the biggest threat would be 
from fire.  If our building was totally destroyed only the electronic 
information backed up would be available.  If the building was partially 
damaged with water sprayed on all paper critical records, then it would be 
a matter of freeze drying those records.  We contacted companies who would 
freeze dry the records, provided the volume to them and asked for a quote. 
Our insurance covers these costs. 

We also realized that if we froze all the paper records, it would buy us 
time to determine if we wanted to pay to revitalize any of the other 
records before mold set in.  Our insurance covers this as well and all 
this is covered within our disaster prevention plan..

It is never easy to assign a monetary value to your records.  If we were 
able to and found someone who would insure for that value, the cost would 
be exorbitant. 

Of course, if all your records are electronic, then it is simply a matter 
of moving to a hot site and resume business the next day.  That's why the 
investment is content management systems is so important.  Great costs up 
front, but fewer risks. 
 

John Annunziello, CRM, ermm
Manager, Records and Information 
Toronto and Region Conservation Authority
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