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OUTLINE OF THE PRESENTATION

INTRODUCTION Disasters
o Definition
Effects of disasters and other
factors on records
DISASTER PREPAREDNESS, o Classification
VITAL RECORDS PROTECTION o Characteristics
Records, Archives - their Counter-Disaster Management
AND RECOVERY OF ARCHIVAL RECORDS importance o Benefits
BY ESTRELLA M. DOMINGO

What is a Records Disaster? Phases of a Counter-Disaster

Management for records

1 2

WHAT IS A HAZARD? WHAT IS A

DISASTER?
• Hazard is any • A natural or man-
event or made hazard
occurrence that causing significant
has the potential physical damage or
for causing injury destruction, loss of
to life, property life or sometimes
and environment. permanent change
to the natural
environment.

3 4

CLASSIFICATION CAUSES OF DISASTERS

OF DISASTERS
Disasters can be classified according to MAN-MADE
NATURAL
• ORIGIN/CAUSE
o Natural or Man-made
Meteorological Technological
• SPEED OF ONSET
o Sudden/rapid/immediate or slow Topographical Industrial
accidents

Environmental Warfare

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NATURAL DISASTER NATURAL DISASTERS

• A natural disaster is the Meteorological Topographical Environmental
consequence of a natural
• Flood • Earthquake • Global
hazard (e.g. volcanic • Tsunami • Volcanic warming
eruption, earthquake, • Cyclone Eruptions • El Niño-
• Hurricane • Landslides • Ozone
landslide) which moves • Typhoon and depletion-
Avalanches UV Radiation
from potential into an • Blizzard
• Asteroids • Solar flare
• Hail storm
active phase, and as a
result affects human
activities.
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7 8

TYPHOON

EXAMPLES OF
DISASTERS AND
THEIR EFFECTS
• A typhoon is an extremely large,
powerful, and destructive storm

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LEYTE, Philippines - Shattered structures are seen all over a marketplace in Ormoc City in the

TYPHOON – EFFECTS
province of Leyte on 13 November 2013 aftermath of Super Typhoon Haiyan, locally known as
'Yolanda', the world's strongest typhoon..

• Many people sustain injuries or die

due to flying debris, collapsed
buildings, flooding, mudslides and
landslides, and storm surges.

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FLOOD FLOOD – EFFECTS

• Loss of life, health effects
• People become homeless
• Damage to houses, automobiles,
schools, factories, roads, bridges,
furniture, cars, machinery, power
• An overflow of a large amount of plants, and water supply
water beyond its normal limit.
• The building up of large quantities of
water, generally caused by heavy rains
which the soil is unable to absorb.
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EARTHQUAKE

Residents wait for rescuers at a building during flooding caused by Typhoon Ketsana (Ondoy)
in Cainta Rizal, east of Manila September 27, 2009.

• Earthquakes are sudden movements

in a portion of the earth's crust
accompanied by a series of
vibrations.

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EARTHQUAKE – EFFECTS

• Deformation of ground surface

• Damage to structures - such as
buildings, roads, rails, factories, dams,
bridges, etc,
•Damage to the historic Basilica Minore of Santo Nino
• Tsunamis, fires, flash floods de Cebu after an earthquake hit the church in Cebu
City, central Philippines October 15, 2013.

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Loboc Church after the earthquake

• Oct. 15, 2013 photo shows a collapsed building in

Baclayon Church in ruins
Bohol after a 7.2-magnitude earthquake struck the
central Philippine island of Bohol in the morning

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THUNDERSTORM THUNDERSTORM - EFFECTS

• High winds generated by thunderstorm

• A transient storm of lightning and can cause damage to homes, overturn
thunder, usually with rain and gusty vehicles, uproot or damage trees, or
winds blow down utility poles causing
widespread power outages

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THUNDERSTORM - EFFECTS STORM SURGE

• Heavy rains can lead to flash floods

causing death
• A storm surge is a dangerous and
• Lightning causes fatalities and injuries. damaging natural event caused by a
It can also start building fires, damage rise in water beyond that usually caused
electrical equipment, and electrocute by a tide.
human and livestock
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STORM SURGE – EFFECTS

• damages roads and buildings

• cause structural damage to buildings
and pose a high risk to life
• extreme flooding in coastal areas
• fleeing of animals from the flooded
areas, and even death

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VOLCANIC ERUPTION
Storm surge scene from a coastal town in Catanduanes at the height of Yolanda.

• Volcanic eruption: Explosion or

emission of lava, ashes and toxic
gases from deep inside the earth,
expelled through volcanoes

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VOLCANIC ERUPTION – EFFECTS VOLCANIC ERUPTION – EFFECTS

• Volcanic eruptions can cause

• The large amount of dust and ash can earthquakes, fast floods, mud slides,
cause roofs to fall, makes it hard to and rock falls.
breathe, and is normally very smelly. • Lava can travel very far and burn, bury,
The ground around the volcano is not or damage anything in its path,
secure and can cause big earthquakes. including people, houses, and trees.

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• Following Mount Pinatubo's 1991, eruption,

thousands of roofs collapsed under the
weight of ash made wet by heavy rains

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LANDSLIDE

•Ash deposits from the eruption have

also been remobilized by monsoon and
typhoon rains to form giant mudflows of
volcanic materials (lahars), which have
caused more destruction than the
eruption itself
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• A landslide is the movement of a mass
of rock, debris, or earth down a slope
due to gravity.
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LANDSLIDE – EFFECTS
• Landslide hits in Bato town,
Catanduanes, due to torrential
rainfall .

• The impact includes loss of life,

disruption of transportation routes,
destruction of infrastructure, damage
to land and loss of natural resources;
can also block rivers and increase the
risk of floods. Kennon Road landslide

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TSUNAMI TSUNAMI – EFFECTS

• A tsunami is a series of waves caused

by earthquakes or undersea volcanic
eruptions.
• Tsunami waves may travel as fast as jet
planes over deep waters, only slowing
down when reaching shallow waters.
• Tsunamis can cause tremendous
destruction of property and loss of
lives. They can completely destroy
buildings and leave towns in a
devastated state.

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MAN-MADE DISASTER MAN-MADE DISASTERS

• A man-made disaster is a disaster
resulting from human intent,
negligence, error, or involving a failure
of a man-made system.
• Manmade disasters can be both
intentional and unintentional.

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MAN-MADE DISASTERS MAN-MADE DISASTERS

ROAD ACCIDENTS FIRE ACCIDENTS

• Accidents caused by fire.

• The reasons for this are the extremely o The reasons might be poor wiring and
dense road traffic and the relatively faulty electrical equipment, leaking gas
great freedom of movement given to or carelessly thrown cigarettes and
drivers. matches.

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MAN-MADE DISASTERS MAN-MADE DISASTERS

CHEMICAL DISASTERS DEFORESTATION

•A chemical accident is the

unintentional release of one or more
hazardous substances which are
harmful to human health or the
environment.
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• The loss of trees and other vegetation
can cause climate change,
desertification, soil erosion, fewer
crops, flooding and increased
greenhouse gases in the atmosphere.
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MAN-MADE DISASTERS MAN-MADE DISASTERS

TERRORISM WAR

• This is another type of disaster that
results in loss of life and property.
Terrorists use violence and strike
without warning. They use bombs ,
guns, etc. to terrorize people.
• Warfare has destroyed entire cultures,
countries, economies and inflicted great
suffering on humanity.

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SPEED OF ONSET
RAPID ONSET DISASTERS

• A rapid onset disaster refers to an

DISASTER – SPEED OF event or hazard that occurs with little
ONSET: warning, taking the lives of people, and
SUDDEN/RAPID
destroying economic structures and
material resources.

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SPEED OF ONSET
SUDDEN/RAPID ONSET DISASTERS

• Rapid onset is immediate, without

warning, such as earthquakes or
explosions. It is generally unpredictable.
DISASTER SPEED OF ONSET:
SLOW ONSET DISASTERS

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SPEED OF ONSET
SLOW ONSET DISASTERS

• A slow-onset disaster is defined as one

EFFECTS OF DISASTERS
that emerges gradually over time.
• PRIMARY
• It does not emerge from a single, • SECONARY
distinct event but emerges gradually
• TERTIARY
over time, often based on a confluence
of different events.

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• Primary
Effects occur
as a result of
the process
itself.
• For example
collapse of
buildings
during an
earthquake,
PRIMARY EFFECTS landslide, or
hurricane.

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Secondary
Effects occur only
because a primary
effect has caused
them.
SECONDARY
EFFECTS For example, fires
ignited as a result of
earthquakes,
disruption of
electrical power and
water service
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Haiti earthquake: A fire ravages a building • Tertiary

in Mexico City in the aftermath of the 8.1 – Effects are
magnitude earthquake that struck – long-term
Secondary Effect effects that
are set off as
a result of a
primary event
such as long
term crop
failures due to
TERTIARY EFFECTS volcanic
eruptions

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DISASTERS –

DISASTERS – CHARACTERISTICS

CHARACTERISTICS • PREDICTABILITY
o Disasters vary in terms of their
• Predictability
predictability
• Frequency
o It is not possible to predict all type of
• Controllability natural agents with accuracy
• Speed of onset o Some hazards are easier to predict
• Length of forewarning than others. However, others are
• Duration of impact much harder to predict.
• Scope and intensity of impact

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DISASTERS –
CHARACTERISTICS
• FREQUENCY
o Frequent and infrequent disasters:
depend on the probability of
occurrence and the return period of
a given hazard and its impacts.
o Statistical analysis of some types of
events for specific locations allow
one to determine the return period or
recurrence interval.
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DISASTERS –
CHARACTERISTICS
• SPEED OF ONSET
o The speed of onset of natural hazard
is an important variable since it
conditions warning time.
o Virtually, earthquakes, landslides,
and flash floods give no chance
(early warning), where as less
extreme tsunamis, which typically
have warning period of minutes or
hours.
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DISASTERS –
CHARACTERISTICS
• DURATION OF IMPACT
o The duration of a hazard determines
the period in which a community will
be affected and this impacts on their
resilience.
o For example: an earthquake that
lasts one minute is likely to be more
severe than one that last two
seconds
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DISASTERS –
CHARACTERISTICS
• CONTROLLABILITY
o Some disasters lend themselves to
control
o Some situations allow for intervention
and control which reduce the potential
impact of the disaster agent.
o Therefore, on a strength of
technology, certain agents can be
controlled considerably so as to avoid
the impacts of a disaster. e.g., floods
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DISASTERS –
CHARACTERISTICS
• LENGTH OF FOREWARNING
o Forewarning or early warning is the
time between the identification or
warning of a hazard and its actual
impact.
o The speed of onset will therefore
determine the period of warning. A
more rapid onset hazard provides
less forewarning than a slow onset
hazard
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DISASTERS –
CHARACTERISTICS
• SCOPE AND INTENSITY OF IMPACT
o A disaster can be concentrated in a
small area, affecting few people, or
dispersed over wide areas, affecting
large numbers.
o Intensity of impact reflects a
disaster's potential to inflict injuries,
deaths and property damage.
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WHAT ARE RECORDS?

RECORDS – • All books, papers,
THEIR IMPORTANCE maps, photographs or
other documentary
materials regardless of
physical form or
characteristics made
or received by any
agency in connection
with the transaction of
public business…

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WHAT ARE RECORDS? WHAT ARE RECORDS?

.. preserved or appropriate for • Records are created by the activities

preservation by that agency or its
legitimate successors as evidence of the
organization’s functions, policies,
decisions, procedures, operations or
other activities of the government or
because of the information value or data
contained therein.
of organizations and people;
• they serve an active purpose while in
current use and some of them are later
selected and preserved as part of an
archival collection.

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IMPORTANCE OF RECORDS

IMPORTANCE OF Corporate Memory

RECORDS • They are the memory of business
transactions of an organization
• The information they contain are used
as working tools of management in the
formulation of policy,
programs/projects
• Too often information resides only in
the memory of agency personnel. .

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IMPORTANCE OF RECORDS IMPORTANCE OF RECORDS

• Records support accountability • Our civil society is built on and based

on evidence provided by records.
o Records are evidence of what
• Records protect the rights and
happened, why and by whom. They
entitlements of citizens – think of
show how government funds were adoption records, land title records,
spent, how decisions were made. criminal records.

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IMPORTANCE OF RECORDS IMPORTANCE OF RECORDS

• The archival records that are • Individuals need proof of identity,

maintained by repositories document medical histories, and documentation of
the organizations’ origins, structures, assets.
policies, programs, functions, and vital
information

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IMPORTANCE OF RECORDS IMPORTANCE OF RECORDS

• State archives hold essential • Records are essential to restoring

information for use in legal order following a disaster.
proceedings. o Businesses need proof of assets,
o Governments need documentation of liabilities, contracts, and other legal
decisions, regulations, precedents, obligations.
and lines of succession and authority.

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IMPORTANCE OF RECORDS

• Cover sheet of
• Archives provide a key with which to • 1635 deed of sale
1613 document
examine past and present events
• Without knowing what has shaped our
community, our country and us as
individuals, we have a lesser sense of
identity.

• The two records are the oldest of their kind,

both as being written in baybayin and as
examples of early deeds of sale

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IMPORTANCE OF RECORDS IMPORTANCE OF RECORDS

• They are essential to protecting life.

o Medical records allow doctors to
successfully treat patients.
o Maps, floor plans, and infrastructure
records help rescue workers safely
locate disaster victims.
• Helps managers to know past
decisions, why they were made, and
ensures continuity and consistency in
administration.
• They help decision makers shape the
future of their agency

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IMPORTANCE OF RECORDS AND ARCHIVES IMPORTANCE OF RECORDS

• Archives are a resource

for personal research and
family history discovery
• if one is trying to establish
the circumstances for
tracing missing members
of a family.

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WHAT IS A RECORDS DISASTER?

• A records disaster is an unexpected
event that significantly damages or DISASTERS
destroys records or prevents access to AND OTHER FACTORS
the information they contain.
• A records disaster can deprive you of
CAUSING DAMAGE TO
the information you need to resume RECORDS
normal operations.

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DISASTERS AND OTHER FACTORS CAUSING DISASTERS AND OTHER FACTORS CAUSING DAMAGE TO
RECORDS
DAMAGE TO RECORDS

• Fire –
o at any time,
fire can
destroy an
organization’s
Natural events such as vital records.
earthquakes, cyclones,
bushfires, floods, vermin

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DISASTERS AND OTHER FACTORS CAUSING DAMAGE TO DISASTERS AND OTHER FACTORS CAUSING
RECORDS
DAMAGE TO RECORDS
• Water
There are many sources for
water damage: leaking
roofs or pipes, backed-up
plumbing, malfunctioning
HVAC equipment,
inclement weather, and fire
fighters' hoses.
*Whatever disaster occurs, it will most likely
include the presence of unwanted water.

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DISASTERS AND OTHER FACTORS DISASTERS AND OTHER FACTORS

CAUSING DAMAGE TO RECORDS CAUSING DAMAGE TO RECORDS

• Paper absorbs water at different rates • Biological

depending on the age, condition and Outbreaks of insects, rodents and
composition of the material. mold growth.

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OTHER CAUSES OF DAMAGE AND OTHER CAUSES OF DAMAGE AND

LOSS OF RECORDS LOSS OF RECORDS

• Criminal behavior such as theft,

• Structural or building failure such as
malfunctioning sprinklers, heating or
air conditioning systems, leaks in
roofs, poor wiring
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arson, espionage, vandalism, riots,
terrorism and war, and accidental loss
through human error.
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OTHER CAUSES OF DAMAGE AND OTHER CAUSES OF DAMAGE AND

LOSS OF RECORDS LOSS OF RECORDS

• Improper storage

• Improper storage
o Records stored in the attics or
basements and exposed to water,
insects, and mice.

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OTHER CAUSES OF DAMAGE AND OTHER CAUSES OF DAMAGE AND

LOSS OF RECORDS LOSS OF RECORDS

• Poor work procedures • Poor Handling Practices

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OTHER CAUSES OF DAMAGE AND

LOSS OF RECORDS

HARMFUL EFFECTS OF
• Hygiene DISASTERS
o allowing trash to accumulate
AND OTHER AGENTS ON
o eating and drinking while working
with records RECORDS

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HARMFUL EFFECTS ON RECORDS HARMFUL EFFECTS ON RECORDS

Fire
• Paper chars and crumbles when
handled.
• Fire damage creates a combination of
problems (water, soot, smoke, and
major structural damage).
• Once a record is burned, it is
unrecoverable and irretrievable.
• Water can permanently damage paper.
• Paper that has been exposed to water
may become brittle, shriveled, and
crisp.
• Water can make multiple pieces of
coated paper stick together where they
will never separate unscathed.

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HARMFUL EFFECTS ON RECORDS HARMFUL EFFECTS ON RECORDS

Water
• Paper-based collections begin to
distort physically immediately after • With the introduction of water –
becoming wet. Books swell; paper ink smears
cockles; inks and pigments run; coated
papers begin to adhere to one another.
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HARMFUL EFFECTS ON RECORDS HARMFUL EFFECTS ON RECORDS

• Water can cause • Wet records will swell and can become
gelatinization on heavy.
parchment. • Wet paper and volumes (and boxes)
• Leather and parchment can easily tear and distort under their
warp, wrinkle or shrink. own weight and when handled.
• After floods, mold • Soluble inks and dyes will run.
rapidly begins to form
in damp conditions.

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HARMFUL EFFECTS ON RECORDS HARMFUL EFFECTS ON RECORDS

• Glossy paper, photographic prints and

film are likely to stick together and to
other surfaces, and emulsion will start to
lift and peel.
• This material will ‘block’ (that is dry Moisture
together as a block, or single mass) if • The upper edge of the manuscript,
allowed to dry before items can be illustrating the swelling caused by
separated. moisture

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HARMFUL EFFECTS ON RECORDS HARMFUL EFFECTS ON RECORDS

• The book was likely a

nest for mice at one
time. The hole goes
almost entirely through
the book. Also seen
are small holes on the
cover, mostly around
•This is evidence of insect damage,
the edges of the hole.
likely caused by silverfish, which is one
of the kinds of insects referred to when
hearing the term “bookworm.”

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HARMFUL EFFECTS ON RECORDS HARMFUL EFFECTS ON RECORDS

• Substrates are weakened and can be

Mold outbreak
• Once established, mold is extremely
difficult to control and eradicate.
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destroyed (paper becomes thin, soft and
spongy)
• Molds excrete enzymes and acids that
digest paper or whatever material (the
substrate) the mold lives and feeds on
• Stains damage and obscure text and
images
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HARMFUL EFFECTS ON RECORDS

RISKS AFTER RECORDS ARE
• High Heat LOST/DAMAGED
• Heat contact will make paper degrade • The inability to meet operational goals
at a faster rate. and objectives (operational risk)
• The failure to document or financial
decisions or expenditures adequately
(financial risk)
• The loss of status as a reliable, effective,
and accountable agency (reputational or
image risk)

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COUNTER DISASTER
MANAGEMENT FOR RECORDS
COUNTER
DISASTER MANAGEMENT • Counter disaster management is the
term given to strategies for the
FOR RECORDS prevention, preparedness and response
to disasters, and the recovery of
operations following disasters.

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A RECORDS MANAGEMENT
PERSPECTIVE ON COUNTER-DISASTER • The key to surviving any disaster is to
MANAGEMENT be prepared and to be informed.
• An organization's memory resides in its • Planning ahead and providing for the
records. Aside from facilitating the needs of our organization can make the
effective operation of an organization difference in our ability to cope with a
during its day-to-day operations, in the major disaster.
event of a disaster, the information and
knowledge embedded in an
organization's records is critical for the
continued existence of the organization.

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BENEFITS OF A COUNTER-
• It is essential for any institution to DISASTER MANAGEMENT FOR
provide the best possible protection for RECORDS
its collections.
• A carefully thought-out counter-disaster
• The main purpose of a disaster plan is management for records will make
the ability to react to a threat or event coping in a crisis easier and enable us
efficiently and with speed. to minimize disruption to the business
and its customers.

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PHASES –
COUNTER DISASTER PLAN

BEFORE PHASE
Prevention – to minimize the risk of a
PHASES – disaster occurring
COUNTER DISASTER • This refers to the proposed actions and
activities designed to impede the
MANAGEMENT occurrence of a disaster event and/or
prevent such an occurrence having
harmful effects on the communities

.
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PHASES – PHASES –
COUNTER DISASTER PLAN COUNTER DISASTER PLAN

BEFORE PHASE DURING PHASE

Preparedness – this refers to measures
which enable governments, communities
and individuals to respond rapidly and
effectively to disaster situation
• Preparedness plans are designed to
ensure that identified disasters can be
managed.
Response – to respond effectively in the
event of a disaster occurring
When disaster strikes…
Follow established emergency
procedures for raising the alarm,
evacuating personnel and making the
disaster site safe.

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PHASES – PHASES –
COUNTER DISASTER PLAN COUNTER DISASTER PLAN

AFTER PHASE
BEFORE
Recovery -
• In the 'after phase' recovery plans are
Assess Risks
implemented. PREVENTION Reduce Risks
Getting back to normal.
Prioritize Collection
Establish a programme to restore both PREPARATION Disaster Response
Determination of
the disaster site and the damaged needs
materials to a stable and usable Team Support
Networks Trainings
condition.

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PHASES – PHASES –
COUNTER DISASTER PLAN COUNTER DISASTER PLAN

DURING AFTER
Notification
Drying Options
RESPONSE Telephone Tree RECOVERY Rehabilitation
Site
and
Stabilization
Restoration of
Damage
records
Assessment
Going back to
normal

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MANAGING RECORDS DISASTERS

MANAGING RECORDS DISASTERS EFFECTIVELY CAN:

EFFECTIVELY CAN: • identify and protect your archival records

• identify and protect records vital to your • provide a framework for responding
operations safely and efficiently to disasters when
• guarantee a secure environment for they do occur
ongoing records storage and • allow you to resume your work as soon
maintenance as possible after a disaster.
• ensure the physical safety of employees
who regularly retrieve, use, and manage
your organization’s records

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