Security Issues in Disasters effecting all K20 Institutions and Staff

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Security Issues in Disasters effecting all K-20
Institutions and Staff

• Security Internal and External
• Data Recovery and
• Storage
• Planning

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Who is this guy?

• 22 years Emergency Services
• Paramedic
• Haz-Mat Tech
• WMD Tech
• NCBRT Instructor
• ODP Instructor
• Operations Chief
• Superdorm
• bollierzero_at_aol.com

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Lesson Objectives
How the state/local systems are supposed to
work What do I need to do on my campus or
within my system/district? How do I plan for the
next disaster?
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Security Issues

• Incident Management Activities
• Pre-Incident Coordination
• Technical Assistance
• Public Safety and Security Assessment
• Badging and Credentialing
• Access Control
• Site Security
• Traffic and Crowd Control

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Security Issues

• Force Protection
• Resource Protection
• PPE issues
• Gloves, Suits , or Respiratory Protection

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Communications

• Internal and External
• No 10 codes
• Inter-Operability
• No Communications
• Contingency Plans

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Records

• A record is anything created or received by
  agencies or contractors in the course of
  business. A record can
• Be on any media e.g. electronic, digital,
  microfilm, microfiche, audio tape, video tape,
  film, paper - you get the idea
• Be temporary (kept for a limited period of time
  then destroyed)
• Or permanent (kept FOREVER)

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Vital Records Program

• A vital records program identifies and protects
  those records that specify how an agency will
  operate in an emergency or disaster, those
  records necessary to the continued operations of
  the agency, and those records needed to protect
  the legal and financial rights of the institution
  and students.

Sarajevo, Serb gunners attempt to destroy Bosnian
identity, 1992
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Vital Records

• Emergency Operations Records Needed During an
  Emergency
• Must be immediately accessible
• Should be on paper
• For immediate retrieval in the event computer
  systems do down
• Or immediately available electronically off-site.

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Emergency Operations Records

• Examples
• Emergency/ Continuity of Operations (COOP) Plan.
• Staff contact and assignment information.
  Regularly update changes in name, address, phone
  numbers, etc.
• Orders of succession and delegations of authority
• Policy, procedural, and systems manuals
• List of credit card holders to purchase needed
  supplies

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Emergency Operations Records

• Electronic Format
• Website E-Mail - to communicate with and
  provide information to your employees and your
  students. Have website and e-mail access
  available from alternate site
• Database with up-to-date emergency contact
  information for all staff

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Rights and Interests Records

• Are essential to protect the legal and financial
  rights of the K-20 institution and of the
  individuals affected by its activities
• Payroll and accounts receivable
• Social Security and retirement
• Public safety records
• Titles, deeds, and contracts
• Licenses and long-term permits

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Rights and Interests Records

• Not necessary to immediately re-establish
  operations
• Not needed in the first 24 hours
• May be available from other sources
• Off-site centralized computer systems
• Payroll
• Accounting
• May be kept farther away
• Less time sensitive

Burnt Records on Shelves
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Vital Records

• Your vital records will be no more than 7 of
  your total records
• (3 to 5 is likely)
• Vital records can be either paper or electronic.

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Regulations and Guidance

• 36 CFR 1236 - Management of Vital Records
• Federal Preparedness Circular 65
• Federal Emergency Management Agency
• Executive Order 12656
• Assignment of Emergency Preparedness
  Responsibilities
• Vital Records and Records Disaster Mitigationand
  Recovery (NARA Publication)

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Federal Preparedness Circular 65 (FEMA)

• The protection and ready availability of
  electronic and hardcopy documents, references,
  records, and information systems needed to
  support essential functions under the full
  spectrum of emergencies is another critical
  element of a successful COOP plan. Agency
  personnel must have access to and be able to use
  these records and systems in conducting their
  essential functions. . . .

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Vital Records Plan

• Vital Records Program must be incorporated into
  the overall Continuity of Operations Plan (COOP)
• Needs clear authority
• policies
• authorities
• procedures
• designation of a Vital Records Manager

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Institution/Business Impact Analysis

• Identify institution/business functions
• Determine impact of incident
• Estimate loss to institution/business
• Determine recovery timeframes
• Gather requirements for recovery

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Risk Assessment

• Lost document
• Ability to provide secondary services affected
• One or two primary services affected
• Destruction of major building non-work hours
• Destruction of major building work hours
• Severe localized natural disaster
• Most severe conceivable national scope

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Vital Records Plan
Questions

• What type of information is needed during an
  emergency?
• What are the critical functions of the agency
  that must continue during an emergency?
• Which records are needed to support those
  functions?

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Vital Records Plan
Questions

• Which records support critical program
  activities?
• Emergency personnel lists
• Building blueprints and
• Software documentation
• Which records protect legal and financial rights?
• What procedures/resources are needed to protect
  and recover records?

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Vital Records Plan
Each agencys functional responsibilities and
business needs are different. So an agency must
decide which records are vital records and assign
responsibility for them to the appropriate staff.
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Identify Vital Records

• Method
• Survey or questionnaire
• Physical inventory
• Format
• Paper records by record series
• Electronic records by info syste
• Identify records absolutely necessary for your
  office to function in the event of a disaster

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Prepare Copies

• Paper - Generally accessible under the worst
  circumstances

• Electronic - Require special equipment to read

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Vital Records
Cycling/Rotation
Vital Records must be updated often. They should
be rotated or cycled on a regular basis so the
latest version will be available in the event of
a disaster.
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Storage/Dispersal

• Vital records should be stored off-site
• 30 miles away for emergency operating records
• Legal and financial rights records can be stored
  further away

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Off-Site Storage Options

• Regional Office
• Agency Owned and Operation Facility
• NARA Records Center
• Office of Different Agency
• Commercial Storage
• Hot Site Office space somewhere else all wired
  and ready to work in.
• Cold Site Empty office space somewhere else, not
  wired.

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Vital Records

• Document (make a list) your vital records.
  Indicate
• Types of records
• Where they are kept
• Updates to the records
• Off-site location(s)
• Media type (CD, tape, paper, etc.)
• Records accessibility

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Vital Records and Information Technology

• Many agency functions rely on information systems
  (computers/networks/Internet, etc.)
• Major disruptions to systems can bring some if
  not all agency operations to a halt and/or have
  an impact on other systems
• Some electronic information are records that
  require careful management

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A Vital Records Plan

• Helps an institution
• Keep systems functioning
• Maintain data integrity, availability, and
  security
• Ensure system accessibility
• Recover from a disaster in a timely fashion

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Data Migration

• Document
• Policies and procedures
• Hardware/software configurations
• Data backup restoration procedures
• Employee addresses phone lists
• Troubleshooting guides
• Business recovery plan

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Data Mitigation

• Document
• Back-up methods and procedures
• full
• incremental
• Offsite storage
• Cold sites
• Hot sites
• Data recovery (Ensure backup tapes can be used on
  off-site computers.)
• Power supply

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Planning Issues

• Reduce confusion
• Minimize decisions
• Identify actions
• Recovery teams
• Offsite recovery
• Relocation
• Backups documentation

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Business Resumption Planning

• Off-Site Recovery
• Have pre-positioned web access, and e-mail
• Plan accessibility to critical national databases
• Set up on-the-fly transfer of main office phone
  line to offsite location
• Pre-place COOP plan, delegations of authorities,
  building blueprints, etc. at emergency site

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Vital Records Training/Testing

• Incorporate vital records into overall disaster
  plan
• Provide vital records training to all management
  and employees
• Conduct annual reviews
• Tests of plan
• Exercises

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Vital Records Training/Testing

• Potential Problems
• Plan out of date
• Bottlenecked data links
• Lack of realistic tests
• Test becomes a disaster

• Acceptable down-time changed
• Needed personnel were not available
• Equipment not available

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Vital Records

• Summary
• Vital records get you back to work!
• Vital records protect institution and student
  interests!
• Identify and protect your vital records!

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Planning P
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Planning for the worst

• Anything less is best
• Plan your work, work your plan

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Emergency Preparedness

• Preparedness activities can prevent a situation
  from becoming a disaster

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Fire Plugs and Emergency Preparedness

• Everyone complains about location
• Last to get painted
• Animals give it no respect
• If a fire occurs it better work

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Limited resources for preparedness activities are
generally the rule until an emergency occurs.
Then they are plentiful, but short-lived.
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Response

• Response will occur with or without a plan

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Ignorance of a situation rarely prevents a
decision -- it may facilitate it
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Response to a release must begin before an event
with

• Determination of threat
• Development of a plan
• Identification of resources
• Provision of training
• Response staff, officials, media, workers, etc
• Public
• Full communication strategy

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Top Down Planning will fail to identify the most
critical issues which will be confronted by local
response personnel.
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Development of Response Plans

• Determination of Need
• Identification of Stakeholders
• Assessment of Risk
• Definition of Response Objectives
• Level of preparedness and response requirements
• Resource Requirements
• Operational Structures

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Common Planning Mistakes

• Open vs. Closed
• Compartmentalization
• Linear vs. Matrix
• Simple vs. Complex
• Planning vs. Training
• Prescriptive vs. Permissive

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Emergencies involving the general population
ALWAYS occur on the local level.
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FAIL TO PLAN PLAN TO FAIL
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Thank You

• Questions???????