Disaster Planning & Essential Records


Disaster planning and vital records protection are critical elements of an effective records management program. The state Continuity of Government Office under the Office of Administration requires state government to develop plans to protect records that are vital to governmental activities so that critical services will be uninterrupted, maintained or restored in the event of a disaster. Further, The Commonwealth's Emergency Operations Plan requires local government agencies to develop plans for the same reasons. The Pennsylvania Historical and Museum Commission is responsible for disseminating information relating to the identification, preservation and protection of vital records.

In addition to providing training sessions relating to disaster planning and vital records protection, staff of the Pennsylvania Historical and Museum Commission's Bureau of the Pennsylvania State Archives have prepared templates (Microsoft Word) for a Disaster Response and Recovery Plan for Records with related appendices, and a Vital Records Protection Plan. These templates can be used by a variety of state agencies and local governments as a supplement to their existing COOP plans to help further prepare for potential disasters that could affect their records. By filling in the appropriate information, any organization can tailor these two plans to address its specific needs and programs.

The templates are designed specifically for state agencies, boards and commissions:

  • State Disaster Plan Template (MS Word file)
  • State Disaster Plan Template--Appendices (MS Word file)
  • State Vital Records Plan Template (MS Word file)

By filling in the appropriate information, a local government can tailor these plans to address its specific needs and programs.
  • Disaster Plan Template--Appendices (MS Word file)
  • Disaster Plan Template (MS Word file)
  • Vital Records Plan Template (MS Word file)


The Disaster Response and Recovery Plan for Records templates:

• Includes information about prevention and preparation as well as recovery.
• Contains forms that can be used to develop lists. Information listed in Appendices 4 and 6 relating to vendors is part of the Plan for the Pennsylvania State Archives. Institutions may utilize this information, but its inclusion in these templates in no way constitutes an endorsement of said vendors by the Pennsylvania State Archives or the Pennsylvania Historical and Museum Commission.

For additional information or assistance with completing these templates, contact Jerry Ellis at (717) 787-3384 or RA-LocalGovernment@pa.gov. Mail inquires may be sent to Mr. Ellis at the following address: Pennsylvania Historical and Museum Commission, Pennsylvania State Archives Building, 350 North Street, Harrisburg, PA 17120-0090.

The Department of General Services also has a Records and Document Recovery Services Contract available for state agencies in need of immediate recovery and restoration services for non-electronic documents.

At this website   http://www.emarketplace.state.pa.us/BidContracts.aspx 
click on the drop down box for contract number  and enter 4400011878 then “search”.  This will pull up both suppliers on contract.  Click on desired underlined contract number and then click on the letter C; this will bring up their contract information.

 


 

     

    If you need further assistance, please contact us at Ra-staterecordsmgmt@pa.gov.

    Forms and Directives  
      Name
    PDF Documents Authorized Personnel Form
    Document Title: Authorized Personnel Form
    PDF Documents Authorized Personnel Form Instructions
    Document Title:  
    MS Excel Documents File Plan Template
    Document Title:  
    PDF Documents M210.1
    Document Title: Commonwealth of PA Employee Records Management Manual
    PDF Documents M210.7
    Document Title: Manual on the Commonwealth Records Management program
    PDF Documents MD210.5
    Document Title: Commonwealth of PA State Records Management Program
    MS Word Documents STD-56
    Document Title: Records Action Requests Summary and Deletion
    Documents in the Directory STD-59
    Document Title: Records Transfer List
    Documents in the Directory STD-59-GS
    Document Title:  
    MS Excel Documents STD-59-P79
    Document Title: Personnel Records Transfer Lists
    MS Excel Documents STD-61
    Document Title: Reference Request
    MS Excel Documents STD-62
    Document Title: Records Disposal Report
    MS Word Documents STD-64
    Document Title: Records Action Request:Addition or Amendment to Records Retention and Disposition Schedules
    PDF Documents STD-64 Instructions
    Document Title: Records Action Request: Addition or Amendment to Records Instructions
    Documents in the Directory STD-65
    Document Title: Microfilm Requirement Analysis
    MS Excel Documents STD-66
    Document Title: Request to Acquire Microfilm Equipment