Ao junio introduction
19
Lessons from Yolanda: Improving Records Management Practices in the Workplace 10-12 December 2014 Society of Filipino Archivists 1 Records Management in the Workplace in view of lessons learned from Yolanda by Arnulfo O. Junio 10 December 2014, Hotel Supreme, Baguio City There was peace…everything in order. … then on November 8, 2013 came Yolanda, barreling through Leyte and nearby provinces, leaving a trail of devastation in its wake. Worst disasters in PH in terms of casualties. • Disaster/Date 1. Typhoon Yolanda (Haiyan)/8 Nov 2013 One of the world's strongest and deadliest typhoons, prompting a rare public storm signal no. 4. Yolanda caused massive devastation that killed 6,300 people. 2. 1976 Mindanao earthquake/17 Aug 1976 3. Typhoon Uring (Thelma)/5 Nov 1991 4. 1990 Luzon earthquake/16 Jul 1990 5. Typhoon Pablo (Bopha)/4 Dec 2012 6. Tropical Depression Winnie/29 Nov 2004 7. Typhoon Titang (Kate)/13 Oct 1970 8. Typhoon Sendong (Washi)/15 Dec 2011 9. Typhoon Nitang (Ike)/1 Sep 1984 10. Typhoon Reming (Durian)/30 Nov 2006
Transcript of Ao junio introduction
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 1
Records Management in the Workplace in view of lessons learned from Yolanda
by Arnulfo O. Junio 10 December 2014, Hotel Supreme, Baguio City
There was peace…everything in order.
… then on November 8, 2013 came Yolanda, barreling through Leyte and nearby provinces, leaving a trail of devastation in its wake.
Worst disasters in PH in terms of casualties. • Disaster/Date
1. Typhoon Yolanda (Haiyan)/8 Nov 2013 One of the world's strongest and deadliest typhoons, prompting a rare public storm signal no. 4. Yolanda caused massive devastation that killed 6,300 people.
2. 1976 Mindanao earthquake/17 Aug 1976 3. Typhoon Uring (Thelma)/5 Nov 1991 4. 1990 Luzon earthquake/16 Jul 1990 5. Typhoon Pablo (Bopha)/4 Dec 2012 6. Tropical Depression Winnie/29 Nov 2004 7. Typhoon Titang (Kate)/13 Oct 1970 8. Typhoon Sendong (Washi)/15 Dec 2011 9. Typhoon Nitang (Ike)/1 Sep 1984 10. Typhoon Reming (Durian)/30 Nov 2006
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 2
Worst disasters in PH in terms of damages. • Disaster/Date
1. Typhoon Yolanda (Haiyan)/8-Nov-2013 The estimated cost of damage is around US$2 billion.
2. Typhoon Pablo (Bopha)/4-Dec-2012 3. Typhoon Sisang (Nina)/4-Sep-1995 4. Typhoon Pepeng (Parma)/29-Sep-2009 5. Mt. Pinatubo eruption/15-Jun-1991 6. Typhoon Ruping (Mike)/12-Nov-1990 7. 1990 Luzon earthquake/16-Jul-1990 8. Typhoon Pedring (Nesat)/24-Sep-2011 9. Typhoon Frank (Fengshen)/21-Jun-2008 10. Typhoon Juan (Megi)/18-Oct-2010
…massive response to HELP
• from within – local government, etc. • foreign governments • international groups
e.g. International Committee of the Red Cross, Doctors Without Borders, ADB, UNDP, European Union…
Local archivists PRBFL & SFA responded to the disaster by giving instructions to a number of institutions on what to do with damaged records on foot or via mobile phone call and text messages
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 3
SFA in Leyte • December 6-10, 2013 SFA funded the travel of Prof. Granda & Dir. Rey to Leyte for technical assistance • Worked alongside two Japanese records
conservators, Prof. Isamo Sakamoto & Mr. Tamura Tadashi, of Japan International Cooperation Agency (JICA)
• 3rd week of December the team went back to Leyte with additional members – Israelex Veleña, Eugene Espinosa, Hayato Abe & Aris Riyadi
• Brought materials and supplies that were used in the response and recovery activities
Seen… Government offices
- Bulwagan ng Katarungan/ Regional Trial Court (Tacloban) All records were completely damaged. Some records have mold. Left untouched were those inside the steel cabinets– personnel were afraid to lose the documents, especially the evidence files.
Seen… • Government offices
Civil Service Commission (CSC) Region 8 Candahug, Palo, Leyte
Records wet with saltwater, crumpled, and disarrayed
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 4
Seen… • Government offices Department of Environment Natural Resoures
Land Management Service Candahug, Palo, Leyte
Records thoroughly wet, soaked with saltwater. Presence of dirt and mold.
Seen… • Government offices Department of Education
Region 8, Leyte & Samar Candahug, Palo, Leyte
Records soaked with saltwater.
Seen… • Government offices Department of Public Works and Highways (DPWH)
Region 8, Leyte & Samar Candahug, Palo, Leyte Most records thoroughly wet, soaked with saltwater. Some records were washed out by the flood. Computer hard drives were also soaked with salt water.
Seen… • Government offices Land Registration Authority
Region 8, Leyte & Samar Candahug, Palo, Leyte
Records wet – thoroughly wet. Records inside vault room – with high temperature and relative humidity. Presence of molds on covers of bound land titles; dirt on some loose documents.
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 5
Seen… • Government offices
Professional Regulation Commission (PRC)
Region 8, Leyte & Samar Wet records. Permanent records and registration records (perc) of professionals were covered with mud and stuck on wooden shelves. Dust and mud on vital records.
Seen… • Educational institution University of the Philippines-Visayas
Library, Administrative Office, Office of the College Secretary, and Leyte-Samar Heritage Center
Some records soaked with saltwater. Presence of molds and dirt. Some records and several library materials were washed out into the sea.
Seen… • Hospital Divine Word Hospital
Tacloban City
Records soaked with salt water and mud. Some records were washed out into the sea. A number of wet records with mud were thrown before the team arrived.
Seen… • Church
Our Lady of Assumption Parish Tanauan, Leyte Records soaked with salt water and mud. Some records were washed out into the sea. A number of wet records with mud were thrown before the team arrived.
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 6
Analysis
• There were attempts to recover the records in different offices, but noticeably in a limited manner, sometimes wrong way of handling.
• Others did not even attempt to recover the records because they have no knowledge in dealing with flood and mud-soaked records.
Analysis
• When the team came a month after the typhoon, many records were still wet. Unclean. Mold-infested.
• Records are in disorder.
Analysis
• Conservation may take several years –high volume of records to be salvaged, lack of manpower.
• Recovery is affected by the lack of conservation supplies and equipment that are locally available and trained personnel to undertake recovery work.
Analysis • To treat the voluminous documents
and library materials, there is a need of freezing facility and vacuum freeze- freeze-drying equipment.
• Records preservation and recovery has
not been among the top priorities of the government, thereby, resulting to a great extent of damage and loss of records.
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 7
The team at work…
sorting out damaged records
The team at work…
removal from plastic sheets
The team at work…
air drying records
The team at work…
cleaning records employing dry methods
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 8
The team at work… dealing with records
soaked with water and mud
The team at work… cleaning records thru wet methods
The team at work…
clothes line for drying records
The team at work…
drying records
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 9
The team at work…
cleaned records
Post-visit notes… • Super typhoon Yolanda did not only
claim lives, properties, and jobs.
• Vital and permanent records, which form the pillars of the community’s evidential and cultural value, were also severely damaged and are in danger of being permanently lost.
Post-visit notes… • After two weeks of going around the
municipalities of Leyte to visit different government office and private institutions, the Society of Filipino Archivists (SFA) and the Japan International Cooperation Agency (JICA) discovered and documented the magnitude of damage on printed and electronic records.
Post-visit notes…
• Along the way, SFA and JICA provided initial technical assistance necessary for immediate records recovery using their own resources.
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 10
Post-visit notes…
• However, the team’s technical assistance and resources will yield faster and more efficient recovery of records if more support will be gained from the government and private institutions, local and international.
Post-visit notes…
• Recommendation
1. There is an urgent need for librarians, archivists, data salvage IT experts and other information professionals to assist in records recovery of water damaged vital and archival records in Leyte.
Post-visit notes…
• Recommendation
2. Financial support should be provided to defray the foreign and local air fares and accommodations of volunteers.
Post-visit notes…
• Recommendation
3. Immediate training of local volunteers should be done.
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 11
Post-visit notes… • Recommendation
4. Document recovery should be community effort. At this stage, it would be very difficult to bring in volunteers from outside of Tacloban.
Based on the team’s experience, there is scarcity (sometimes none) of living quarters for volunteers.
Post-visit notes…
• Recommendation
5. Freezers and vacuum freeze driers should be provided to address large quantities of water damaged vital and archival records.
Post-visit notes…
• Recommendation
6. There should be donations of conservation supplies.
Post-visit notes…
• Recommendation
7. Promote the importance of records preservation and recovery and be more proactive in acquiring support from able entities.
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 12
SFA conducts training…
“Lessons from Yolanda:
Disaster Recovery of Records and Library Materials”
on June 18-20, 2014 at the Punta Villa Resort, Santo Niño Sur, Arevalo, Iloilo City.
Objective met…
The modules in the Iloilo training-workshop enabled the participants to:
– apply recovery skills to their collections in case of disasters.
– establish a network of recovery team within their respective regions.
Modules on
• rescue and retrieval procedures • washing and drying • alternative ways for drying • preventive and recovery measures for
photos as well as audiovisual materials • recovery of electronic data storage
devices
Training by government agency
• NAP had to cancel a seminar-workshop (May 6-8) on basic records and archives management to give way to a series of workshops on records recovery and disaster preparedness for offices affected by Yolanda, in Leyte as well as in Northern Cebu and Northern Panay.
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 13
despite the salvaging methods shared…
Preparedness is still essential in disaster recovery.
Objective
At the end of the training-workshop, the participants should be able to:
- improve records management practices in view of disasters
- establish a network of recovery team within their respective regions.
Yolanda…a force majeure
What happened on November 8, 2013 serve as a warning
Forewarned is forearmed.
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 14
• Preparedness is, indeed, essential in disaster recovery.
• Sound practices normally undertaken in collection management enable the recovery and rehabilitation efforts much easier.
How safe are your records in your workplace?
…think of Yolanda and the consequent 5-meter/17-foot storm surge!
The damage mitigated, IF…
IF… your archives and documents are
housed on floor levels higher than 5 meters.
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 15
IF… your collections are stored in an airtight facility
IF… your documents are secured in
sturdy cabinets, racks, or shelves
IF… you have offsite storage facilities
for the documents
What can be done to protect active records
in the event of a disaster?
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 16
To protect active records,
establish both • vital records program
• disaster preparedness plan
Vital records program in the event of disaster the informational content of
key records will survive continuity of essential functions.
determines which records are most essential develops criteria for selecting vital records microfilming or otherwise reproducing them acquiring secure facilities for their storage and use. Vital records plan provides for periodic updating by substituting more current records disposing of those which are outdated.
Disaster preparedness planning involves-- (1) prevention of disasters that might damage records, (2) means of mitigating the damage to records when disasters
do occur, and (3) measures to salvage essential records and so enable an
organization to become functional in the aftermath of a disaster.
A disaster preparedness plan leads to the identification and correction of potential causes
of disaster provides for stockpiling or identification of sources of
supplies and materials needed in a recovery effort identifies experts who could be called upon to assist in the
wake of a disaster, assigns staff to post-disaster tasks, and establishes priorities for salvage and recovery efforts that are consonant with the nature and extent of possible disasters.
Disaster Plan
This usually involves four phases :
1. Prevention 2. Preparedness 3. Response 4. Recovery
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 17
Phase 1: Prevention Identify and minimize the risks posed by the building, its equipment and fittings, and the natural hazards of the area.
• Carry out a building inspection and alter factors which constitute a potential hazard.
• Establish routine housekeeping and maintenance measures to withstand disaster in buildings and surrounding areas.
• Install automatic fire detection and extinguishing systems, and water-sensing alarms.
• Take special precautions during unusual periods of increased risk, such as building renovation.
• Make special arrangements to ensure the safety of library or archival material when exhibited.
• Provide security copies of vital records such as collection inventories, and store these off-site.
• Protect computers and data through provision of uninterrupted power supply.
• Have comprehensive insurance for the library or archives, its contents, the cost of salvage
operations, and potential replacement, and restoration of damaged materials.
• Risk assessment • Prioritize collection • Train the staff • Provide rooms with emergency
supplies/equipment
Phase 2: Preparedness Getting ready to cope. • Develop a written preparedness, response and recovery plan. • Keep the plan up-to-date, and test it. • Keep together supplies and equipment required in a disaster and maintain them. • Establish and train an in-house disaster response team. • Prepare and keep an up-to-date set of documentation • Distribute the plan and documentation to appropriate locations on- and off-site. • Institute procedures to notify appropriate people of the disaster and assemble them rapidly.
Phase 3: Response When disaster strikes. • Follow established emergency
procedures for raising the alarm, evacuating personnel and making the disaster site safe
• Contact the leader of the disaster response team to direct and brief the trained salvage personnel
• When permission is given to re-enter the site, make a preliminary assessment of the extent of the damage, and the equipment, supplies and services required.
• Stabilize the environment to prevent the growth of mould. Photograph damaged materials for insurance claim purposes.
• Set up an area for recording and packing material which requires freezing, and an area for air-drying slightly wet material and other minor treatment.
• Transport water-damaged items to the nearest available freezing facility.
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 18
Phase 4 : Recovery Getting back to normal. • Establish a program to restore
both the disaster site and the damaged materials to a stable and usable condition.
• Determine priorities for restoration work and seek the advice of a conservator as to the best methods and options, and obtain cost estimates.
• Develop a phased conservation program where large quantities of material are involved.
• Discard items not worth
retaining, and replace or re-bind items not justifying special conservation treatment.
• Contact insurers. • Clean and rehabilitate the
disaster site. • Replace treated material in
the refurbished site. • Analyze the disaster and
improve the plan in the light of experience.
Recommendations-- Prevention is still the best protection against disaster, natural or man-made. Formulate policies & guidelines that would allow more focused operations & standardized practices within one’s institutions.
More of managing records in view of the likes of Yolanda in the succeeding sessions…
Lessons from Yolanda: Improving Records Management Practices in the Workplace
10-12 December 2014
Society of Filipino Archivists 19
