PreparingPreparing forfor thethe WorstWorst DisasterDisaster PreparednessPreparedness andand RecoveryRecovery ofof DigitalDigital MaterialsMaterials

BestBest PracticesPractices ExchangeExchange 20122012

BonnieBonnie WeddleWeddle NewNew YorkYork StateState ArchivesArchives OverviewOverview z DisasterDisaster planningplanning z PracticalPractical protectiveprotective measuresmeasures z DisasterDisaster responseresponse andand recoveryrecovery AA fewfew questionsquestions ...... DoesDoes youryour organizationorganization havehave z AA disasterdisaster managementmanagement plan?plan? z AA continuitycontinuity ofof operationsoperations (COOP)(COOP) plan?plan? IfIf youryour organizationorganization hashas aa planplan z HaveHave youyou readread it?it? z DoDo youyou knowknow wherewhere toto findfind it?it? IfIf youryour organizationorganization hashas aa planplan z DoesDoes itit includeinclude youryour organizationorganization’’ss electronicelectronic businessbusiness records?records? z DoesDoes itit includeinclude thethe digitaldigital culturalcultural heritageheritage materialsmaterials youryour organizationorganization holds?holds? DigitalDigital disastersdisasters z AnyAny disasterdisaster thatthat affectsaffects paperpaper oror filmfilm maymay alsoalso affectaffect electronicelectronic mediamedia z PaperPaper andand filmfilm maymay survivesurvive disastersdisasters thatthat completelycompletely destroydestroy electronicelectronic mediamedia z HighHigh--capacitycapacity electronicelectronic mediamedia ++ highlyhighly localizedlocalized disasterdisaster == largelarge--scalescale datadata lossloss FireFire oror highhigh heatheat

z CanCan ruinruin hardwarehardware andand storagestorage mediamedia z Plastic starts melting at 125 °- 150 ° F z InternalInternal hardhard drivesdrives mostmost likelylikely toto survivesurvive BuildingBuilding collapsecollapse z MediaMedia maymay survivesurvive relativelyrelatively unscathedunscathed z MediaMedia maymay bebe destroyeddestroyed beyondbeyond allall hopehope ofof recoveryrecovery z SubstantialSubstantial delaydelay beforebefore salvagesalvage andand stabilizationstabilization beginsbegins WaterWater z MostMost commoncommon typetype ofof digitaldigital disasterdisaster z MayMay damagedamage mediamedia directlydirectly z MayMay serveserve asas aa conduitconduit forfor electricityelectricity z MayMay bebe accompaniedaccompanied byby contaminantscontaminants z MayMay promotepromote growthgrowth ofof moldmold z MayMay accompanyaccompany otherother typestypes ofof disastersdisasters z Used to fight fire z Used to keep down dust from collapsed structures z If burned or crushed media get wet, treat as water- damaged HumanHuman risksrisks z MayMay bebe internalinternal oror externalexternal z ManyMany differentdifferent typestypes z Unauthorized accessing of data z Unauthorized alteration or destruction of data z Unauthorized destruction of media or hardware z Theft of media or hardware z Damage to or destruction of facilities z Carelessness DisasterDisaster planningplanning DevelopDevelop disasterdisaster managementmanagement planplan z AA goodgood planplan z Identifies most important business records and cultural heritage content z Analyzes risks to content z Determines how to reduce risks z Outlines how to respond if disaster strikes z Increases chance of safe, speedy recovery process IdentifyIdentify vitalvital recordsrecords z SupportSupport youryour corecore businessbusiness operationsoperations z DocumentDocument youryour rightsrights andand assetsassets z Open contracts z Building project records z Transfer agreements and deeds of gift IdentifyIdentify prioritypriority contentcontent z IfIf forcedforced toto choose,choose, whatwhat wouldwould youyou save?save? z Content documenting citizen rights and assets z Property records z Student records z Employment or service records z Mission statement and collecting policy priorities z May be content created by your parent organization z May be content held by few other libraries z May be content that supports ongoing faculty/staff research z May be content generated by key creators (e.g., Governor) AssessAssess geographic/climaticgeographic/climatic risksrisks z StormsStorms z FloodFlood z EarthquakeEarthquake z WildfireWildfire Do your research! Homer Simpson: Oh, Lisa, there’s no record of a hurricane ever hitting Springfield. Lisa Simpson: Yes, but the records only go back to 1978, when the Hall of Records was mysteriously blown away!

The Simpsons (“Hurricane Neddy,” 1996) AssessAssess sitesite risksrisks z InIn oror closeclose toto floodplainfloodplain z CloseClose toto aa stream,stream, river,river, oror coastlinecoastline z CloseClose toto oror belowbelow seasea levellevel z BelowBelow levieslevies oror damsdams z LargeLarge treestrees nearbynearby z CloseClose toto forestedforested areaarea z OtherOther potentialpotential hazardshazards nearbynearby z Chemical plant z Railroad tracks z Terrorist target AssessAssess buildingbuilding risksrisks z PowerPower failurefailure z FaultyFaulty wiringwiring oror transformertransformer z LeakyLeaky oror burstburst water,water, steam,steam, oror sewersewer pipespipes z GasGas lineslines z FlatFlat oror leakyleaky roofroof z LeakyLeaky windowswindows z BlockedBlocked guttersgutters AssessAssess humanhuman risksrisks z TamperingTampering z VandalismVandalism z TerrorismTerrorism z CarelessnessCarelessness AssessAssess digitaldigital--specificspecific risksrisks z MediaMedia failurefailure z AccidentalAccidental deletiondeletion z MagneticMagnetic fieldsfields z LossLoss oror thefttheft ofof hardwarehardware oror mediamedia z TamperingTampering z VirusesViruses andand TrojanTrojan HorsesHorses z UnauthorizedUnauthorized disclosuredisclosure DocumentDocument essentialessential resourcesresources z FireFire extinguishersextinguishers andand hoseshoses z GasGas andand waterwater turnturn--offoff valvesvalves z ElectricalElectrical systemsystem andand alarmalarm shutshut--offoff switchesswitches z EmergencyEmergency responseresponse kitskits InventoryInventory physicalphysical assetsassets z HardwareHardware serialserial numbersnumbers andand staffstaff assignmentsassignments z Floodwater may sweep computers off desks z First responders may unplug computers and move them around z Fans,Fans, generators,generators, andand otherother equipmentequipment thatthat mightmight bebe neededneeded inin thethe wakewake ofof aa disasterdisaster CompileCompile responseresponse resourcesresources z DisasterDisaster managementmanagement planplan z Keep a copy in a secure offsite location! z KeyKey contactcontact listslists z Staff, first responders, recovery vendors z Keep a copy with you! z InformationInformation aboutabout nearbynearby emergencyemergency sheltersshelters z RecordsRecords relatingrelating toto hazardoushazardous materialsmaterials z PhysicalPhysical assetsassets inventoryinventory z MapsMaps andand buildingbuilding plansplans z InsuranceInsurance recordsrecords WhenWhen youryour planplan isis completedcompleted z ConductConduct tabletoptabletop exerciseexercise andand reviserevise planplan asas neededneeded z DistributeDistribute planplan andand traintrain staffstaff z ReviewReview planplan periodicallyperiodically ForFor moremore informationinformation z New York State Archives, Preparing for the Worst: Managing Records Disasters z http://www.archives.nysed.gov/a/records/mr_pub82.shtml z Northeast Document Conservation Center, Disaster Planning z http://www.nedcc.org/resources/leaflets/3Emergency_Managem ent/03DisasterPlanning.php z Council of State Archivists, Emergency Preparedness Initiative z http://www.statearchivists.org/prepare/index.htm z Johanna Wellheiser and Jude Scott, An Ounce of Prevention: Integrated Disaster Planning for Archives, Libraries, and Records Centers z Available from Society of American Archivists, Amazon.com, and other vendors PracticalPractical protectiveprotective measuresmeasures ReduceReduce immediateimmediate risksrisks z AvoidAvoid keepingkeeping hardwarehardware andand mediamedia z In basements or attics z Directly on on the floor z Directly under pipes z ImproveImprove securitysecurity z Keep media and hardware secured ReachReach outout z Press building management for improvements z Small changes may make a big difference z Educate them about your holdings z Establish relationship with local first responders z Educate them about your holdings z Ask them how to further reduce risk z Consult local and state emergency management offices z May have helpful resources and connections z Conduit for federal disaster assistance z EducEducateate them re: ssalvagealvage of cultural heritage materials z Cultivate partnerships z Other state agencies may have essential resources AssembleAssemble disasterdisaster responseresponse kitskits z GeneralGeneral suppliessupplies z DocumentationDocumentation z Gloves suppliessupplies z Heavy-duty work z Preprinted forms z Surgical z Notepads z Extra records storage boxes z Pens or pencils z Industrial fans z Camera z Plastic sheeting z Waterproof tape z Portable sump pump z Permanent marker AssembleAssemble disasterdisaster responseresponse kitskits z DigitalDigital disasterdisaster suppliessupplies z Gallon-sized zippered storage bags z 45-gallon or larger plastic trash bags z Lidded plastic storage containers z Clean, lint-free cotton cloths z Several gallons of distilled water CreateCreate backupsbackups z It is easiereasier andand cheapercheaper to recover digital content from backup media z MakeMake suresure youryour backupsbackups areare readablereadable andand completecomplete z StoreStore backupsbackups inin geographicallygeographically distantdistant locationlocation IfIf majormajor stormstorm isis imminentimminent z Produce backups z Move to remote storage if at all possible z If storing loclocallyally z Seal in zippered storage bags z Keep in area least likely to be affected z Protect hardware z Move off floor and away from windows z Move into interior room if possible z Move to second story or higher if possible z Cover with plastic bags or taped-down plastic sheeting z Protect yourself and your colleagues z Human life is more valuable than content DisasterDisaster responseresponse andand recoveryrecovery AA fewfew questionsquestions ...... HaveHave youyou everever hadhad aa digitaldigital disaster?disaster? z HowHow diddid youyou respondrespond toto it?it? z WhatWhat aspectaspect ofof thethe disasterdisaster –– oror youryour responseresponse –– mostmost surprisedsurprised you?you? z DidDid youyou loselose essentialessential recordsrecords oror content?content? z WhatWhat lessonslessons diddid youyou learn?learn? SalvageSalvage z FirstFirst phasephase ofof digitaldigital disasterdisaster responseresponse z Physical retrieval and relocation of damaged devices and media BeforeBefore salvagesalvage beginsbegins z Identify a safe, clean, secure work space z For stabilization of damaged media and hardware z Work with first responders z They’re the safety experts z Areas that look safe might not be z You know your content and your facility z They may want to discard damaged paper and media z You know where to find essential resources z You know where important records and content are located z Contact local and state emergency management offices z May be able to provide needed resources z Link to federal assistance for cultural heritage organizations StabilizationStabilization z SecondSecond phasephase ofof responseresponse z Halting or slowing damage to media z Buys time while you determine recovery approach WaterWater--damageddamaged magneticmagnetic hardhard drivesdrives z WipeWipe surfacesurface withwith cleanclean cottoncotton clothcloth z DonDon’’tt rinserinse drivedrive z DonDon’’tt allowallow drivedrive toto drydry outout z Seal in plastic bag z Zippered storage bags for portable hard drives or drives removed from computers z Garbage bags for computers and servers WaterWater--damageddamaged magneticmagnetic tapetape z WipeWipe surfacesurface withwith cleanclean cottoncotton clothcloth z IfIf tapestapes areare stillstill wet,wet, rinserinse twicetwice withwith distilleddistilled waterwater z If storm or flood water contained contaminants, keep wet z If storm or flood water was clean, air dry z Fans and dehumidifiers are okay z Heaters, heat lamps, etc., are not WaterWater--damageddamaged opticaloptical mediamedia z RinseRinse twicetwice withwith distilleddistilled waterwater z If dirt remains, gently moisten clean, lint-free cotton cloth and wipe disc from center to spine, then rinse z AirAir drydry z Place on clean, lint-free cotton cloths or in a rack z Fans and dehumidifiers are okay z Heaters, heat lamps, etc., are not WaterWater--damageddamaged solidsolid--statestate mediamedia andand devicesdevices z WipeWipe surfacesurface withwith clean,clean, lintlint--freefree cottoncotton clothcloth z DoDo notnot rinserinse z AirAir drydry z Devices can be propped up to facilitate drainage z Fans and dehumidifiers are okay z Sunny locations are okay z Heaters, heat lamps, etc., are not RecoveryRecovery z RestoringRestoring contentcontent toto itsits prepre--disasterdisaster statestate z Ideally, will involve retrieving data from complete and readable backup media z May involve transferring data from damaged devices and media onto new media z Done only if the value of data warrants cost of recovery z In-house recovery of data on an optical disc or solid-state media may cost less than $20 (labor included!) z Vendor recovery of data on a magnetic hard drive may cost more than $10,000 OpticalOptical mediamedia z Data is not mission- z Data is mission-critical critical and discs are z Work with qualified clean and unscratched vendor z In-house recovery z Attempt to read stabilized disdiscscs z Copy data onto new media z Securely dispose of damaged media SolidSolid--statestate mediamedia (not(not devices!)devices!) z Data is not mission- z Data is mission-critical critical and media is clean z Work with qualified and physically intact vendor z In-house recovery z Attempt to read stabilized media z Copy data onto new media z Securely dispose of damaged media HardHard drives,drives, magneticmagnetic tape,tape, andand solidsolid--statestate devicesdevices z AlwaysAlways workwork withwith qualifiedqualified vendorvendor z Attempting to read damaged drives or tapes will likely destroy both media and hardware z Attempting to operate a damaged solid-state device may destroy device and injure you EstablishingEstablishing vendorvendor relationshiprelationship z Contact as soon as possible z Most vendors have 24/7 phone coverage z The sooner recovery begins, the greater the chance of successful recovery z Especially true for magnetic hard drives in contact with seawater z Ask whether all work will be done in one facility z Vendors that have separate assessment and recovery facilities may charge more z Vendors may z Provide additional stabilization/recovery advice z Have special handling or packing instructions z Offer pick-up service z Offer ddiscountsiscounts to ggovernmentovernment customers OutlineOutline verbally,verbally, confirmconfirm inin writingwriting z HealthHealth andand safetysafety issuesissues z Vendor needs to know whether sewage or hazardous chemicals might be present z TimetableTimetable andand feefee scheduleschedule z Vendor will typically examine media, then furnish estimate z Some vendors charge an initial exam fee, others don’t z Some vendors have “no data, no charge” provisions z RecoveryRecovery andand copyingcopying proceduresprocedures z Recovered data conveyed in agreed-upon format(s) on agreed-upon media z Appropriate, industry-accepted methods and procedures OutlineOutline verbally,verbally, confirmconfirm inin writingwriting z SecuritySecurity certificationscertifications z Vendor will document custody of media from receipt to destruction z Media and data will be accessible only to personnel performing recovery work z Vendor will never release data or make it accessible to third parties z After client confirms that recovered data has been received and reviewed, vendor will destroy original media and delete all copies of data in ways that prohibit reconstruction OutlineOutline verbally,verbally, confirmconfirm inin writingwriting z ReturnReturn arrangementsarrangements andand reportingreporting requirementsrequirements z Shipping method z Shipping manifest containing media serial number(s) z If sending multiple pieces of damaged media z Itemized documentation indicating whether data on a given piece of media could be recovered z Written report detailing overall success of recovery effort ShippingShipping ofof damageddamaged mediamedia z FollowFollow vendorvendor instructionsinstructions z Some vendors want only one piece of media per box or envelope z Some will provide special instructions z Some will pick up media GeneralGeneral shippingshipping guidelinesguidelines z Place media in zippered storage bag or sealed trash bag z Surround each piece of media with bubble wrap z Pack appropriately z Portable media z Place in rigid envelope or in box at least twice as large as media z If using a box, immobilize media with peanuts or other packing material z Hard drives and solid-state devices z Place in box at least twice as large as drive or device z Immobilize with peanuts or other packing material z Ship via overnight delivery service MoreMore informationinformation z Association of Moving Image Archivists z Fact Sheet 13: Disaster Preparedness and Response z http://www.amianet.org/resources/guides/fact_sheets.pdf z Salvage of analog audio and video cassettes z Library of Congress z Preserving Your Treasures After a Disaster z http://www.loc.gov/preservation/family/ftpreserv.html z Aimed at individuals recovering family treasures z Includes videos demonstrating how to rinse optical discs, audio cassettes, and video cassettes z Includes information about recovery of hard drives MoreMore informationinformation

z National Archives and Records Administration z Records Emergency Information: CDs and DVDs z http://www.archives.gov/preservation/records- emergency/pdf/optical-media.pdf z Records Emergency Information: Diskettes (Floppy disks) z http://www.archives.gov/preservation/records- emergency/pdf/magnetic-media.pdf z Records Emergency Information: Hard Drives z http://www.archives.gov/preservation/records- emergency/pdf/electronic-media.pdf MoreMore informationinformation z Specs Brothers z Hurricane and Flood Recovery Advice z http://www.specsbros.com/h_flood.htm z Stabilization and recovery of all forms of magnetic tape z Kara van Malssen z Disaster Planning and Recovery: Post-Katrina Lessons for Mixed Media Collections (M.A. thesis, New York University, 2006) z http://www.nyu.edu/tisch/preservation/program/student_work/20 06spring/06s_thesis_vanmalssen_a.doc z Stabilization and recovery of all forms of magnetic tape z Detailed case studies of several New Orleans repositories affected by Hurricane Katrina