TOPIC 9

Disaster Action Plan Overview

  • Disaster Action Plan: A strategic framework for handling emergencies and disasters effectively.

Definitions

  • Emergency: An unexpected occurrence requiring immediate action.

  • Disaster: An unexpected event with seriously destructive consequences.

    • Examples:

      • A leak stopped early => Emergency

      • A leak causing significant flooding => Disaster

      • An earthquake of magnitude 2.5 may be an emergency; magnitude 6.5 likely leads to disaster.

Classification of Emergencies and Disasters

  • Water

  • Leakage

  • Explosions

  • Terrorist Actions

  • War

  • Natural Disasters:

    • Earthquakes, hurricanes, typhoons, cyclones, volcanic eruptions, droughts, floods.

  • Human Disasters:

    • Activities such as terrorism, criminal actions, and armed conflicts.

Types of Disaster/Risks

  • Natural: Earthquake, fire, flood, hurricane, tornado, winter storm.

  • Environmental: Aircraft crashes, hazardous materials spills, building collapses, nuclear fallout, transportation accidents.

  • Political: Civil disturbances, labor disputes, riots, strikes.

  • Incited: Arson, bomb threats, theft, sabotage.

  • Technology: Hardware/software malfunction, cyber threats, power failures.

Protection of Records and Archives

Protection from Water

  • Avoid storage next to water pipes.

  • Regular inspection and repairs of water systems.

  • Make floors waterproof; store materials on shelves.

  • Install drainage systems away from records areas.

  • Use water detection alarms.

  • Safeguard materials in boxes.

  • Protect records during construction work.

  • Mitigate water damage quickly to reduce mould growth.

Protection from Fire

  • Install automatic fire detection systems.

  • Have manual fire alarms as a backup.

  • Ensure alarms are connected to local fire departments.

  • Compartmentalize holdings with vaults or fire doors.

  • Remove unstable materials from records areas.

  • Regularly check electrical systems.

  • Implement a strict no smoking policy in storage areas.

Security Measures for Record Storage

  • Limit entry to authorized personnel.

  • Ensure all access points are locked.

  • Implement a security pass system.

  • Supervise all visitors on premises.

  • Install intruder alarms and possibly a 24-hour security service.

Protection Against Armed Conflict

  • Maintain lists of vital records with priority protections.

  • Keep copies in varied locations.

  • Securely evacuate critical records during emergencies.

  • Collaborate with other institutions for mutual protection.

Prevention Strategies

Emergency/Disaster Preparedness

  1. Establish effective records management processes.

  2. Secure building with appropriate safety devices.

  3. Store records in safe, dry locations, away from hazards.

  4. Maintain effective electronic record backup procedures.

  5. Regular inspections of storage areas for damage.

  6. Train personnel on secure handling of records.

  7. Maintain records management procedures for disposal and retention.

  8. Ensure personnel are familiar with emergency response procedures.

  9. Implement and regularly test a disaster recovery plan.

Emergency Plan/Disaster Action Plan Composition

  • Update and disseminate the emergency plan widely.

  • Include collaboration from relevant stakeholders involved in emergency handling.

Components of an Emergency Plan

  • Introduction and objectives.

  • Description of potential emergencies.

  • Preventive measures.

  • Emergency procedures.

  • Key contacts.

  • Special concern items for protection.

  • Building layout for orientation.

  • Emergency equipment guidelines.

  • Salvage guidelines post-emergency.

  • Review date to maintain current information.

Risk Assessment and Impact Analysis

  • Identify vital records needing protection.

  • Determine possible risks and interruptions.

  • Assess potential impacts on operations and records.

  • Recommend actions for risk management.

Specific Disruptions/Disasters in Malaysia

  • Natural disasters: floods, droughts, earthquakes.

  • Unplanned interference: theft, sabotage, protests.

  • Utility service disruptions: electricity, water, transport.

  • Cyber threats: intrusions, viruses, system failures.

Preparation for Disasters

Pelan Tindakan Bencana Rekod (PTBR)

  • Ensure public offices can respond to disasters.

  • Form Disaster Response Teams.

  • Identify damage types and remedial actions.

  • Enable continued operations post-disaster.

Preventive Actions

  • Fire: Conduct drills, enforce regulations, and maintain equipment.

  • Water/Flood: Regular inspections, proper storage, alarm systems, and leak prevention.

  • Security: Restricted access, monitoring visitor movement, and maintaining security measures.

Essential Records Program

  • Identify important records and ensure copies are stored securely.

  • Elevate awareness about the value of records among personnel.

Disaster Response Protocol

During a Disaster

  • Perform emergency procedures and ensure safe evacuation.

  • Notify relevant authorities about the disaster.

  • Assist the rescue team in recovery efforts.

After a Disaster

  • Conduct environmental stability measures.

  • Document the disaster through photos/videos.

  • Transfer wet records to freezers for preservation.

  • Assess and repair damaged records as necessary.

Format of Pelan Tindakan Bencana Rekod Arkib Negara Malaysia (PTBR)

  • Objective, scope, definitions, power source, updating mechanisms, causes of disasters, and risk analysis details.

Management of Important Government Records

  • Identify record criteria and priorities for protection and recovery.

  • Establish a management team and formulate action plans.

  • Regularly backup crucial records and update storage solutions.

Conclusion

  • Preparedness: Establishing frameworks and protocols to ensure resilience against potential disasters.