Rhonda,
Graham makes the central point: that you have to evaluate you own situation and make decisions based on that. Being a government entity, the first place you will have to look is your own ordinances to see if they place any restrictions on the storage of records in terms of custody and location. You will also have to look at what records storage facilities exist in your area, in-house or commercial, and map them to see which best fit your needs in terms of disaster planning and also accessibility.
Vital records protection options include not only off-site storage, but also dispersal, duplication, and on-site storage in fire-rated cabinets or vaults. These should be evaluated and decided as part of your overall emergency management plan. You can get an excellent book to help you with these plans at the ARMA bookstore by Ginny Jones titled "Emergency Management for Records and Information Management Programs."
Good luck,
Gary Link, CRM
Corporate Records Manager
Astorino
227 Fort Pitt Blvd.
Pittsburgh, PA 15222
(412) 765-1700
www.Astorino.com
-----Original Message-----
From: Graham Kitchen [mailto:[log in to unmask]]
Sent: Tuesday, June 26, 2007 6:53 PM
To: [log in to unmask]
Subject: Re: [RM] location of off site Record Center in relation to disaster recovery protocol
No rule... just common sense.
If you are close to an earthquake zone, you might want to store those records somewhere far away. However, it all depends on how fast you need them back.
There are so many things to consider. Such as, are there railroads close to either of your facilities (home office or storage facility). If so, what is the likelihood of a train derailment that could shut down the area of either facility? What about flooding? What about bad weather? What about civil unrest? Etc,etc...... you get the point. It all depends on your organization's threshold for safety. How much are you prepared to gamble?
On 6/26/07, Basore, Rhonda K. <[log in to unmask]> wrote:
>
> Is there any language or rules that states for disaster protection of
> records, the records should not be stored within so many miles of an
> organizations offices.
>
>
>
>
>
> Rhonda Basore, CMC
> Assistant City Clerk
> City of Berkeley
> 2180 Milvia Street
> Berkeley, CA 94704
> (510) 981-6905
> FAX: (510) 981-6901
> [log in to unmask]
>
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
>
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