Course Outline - Disaster Preparedness and Vital Records Protection

March 6-7, 2008Corporate Records ManagementRISK ASSESSMENT & BUSINESS CONTINUITY

LORSON RESOURCES LIMITED The Records and Information Management Company of the Caribbean The Records and Information Management Company of the Caribbean

LORSON RESOURCES LIMITED

A RECORDS & INFORMATION MANAGEMENT

2-DAY TRAINING COURSEFor Government and Private Enterprise

For Registration Details Contact Lorson Resources Limited: Telephone: 1-868-671-8173 / 1-868-672-7002 • Fax: 1-868-672-7005

Email: [email protected] • Website: www.lorsonresources.com

Solutions & Services

Consulting R & Information Management Consulting ServicesContent Management

(Electronic Document & Records Management) Software SolutionsCorrespondence Management

and Tracking of records in the Record Centre Conversion - Scanning/Imaging

Implementation Filing Systems for traditional hard copy records:

Boxes/Folders/Document Clips/shelving

Records

EDRM

ManagementDocumentSolutionOffice

R R R Services R R Products R

Software R

Complement Your Professional Development with – Records & Information Management LRL’s Solutions & Services"End-To-End"

Program objectives include:

Who Should Attend:

Information Management Professionals

Chief Information Officers

Legal Staff, Regulatory Staff

IT/Technical Staff

Records Managers

Business Managers

Consultants, Service Providers

Implementation Teams

Information Architects, Archivists

Administrative Staff

R Enroll for this 2-day

program and learn formal

industry best practice

processes to develop and

implement DISASTER

PREPAREDNESS & VITAL

RECORDS PROTECTION PLANS

FOR CORPORATE RECORDS &

INFORMATION MANAGEMENT

SYSTEMS

Course Instructor

Pricilla Emery President & Senior Consultant

ECM ScopeOrlando, Florida, USA

+ Understand the concepts of Business Continuity and Disaster Preparedness in Records & Information Management

+ Understand the Standards and Best Practices for Business Continuity Planning

+ Identify Vital Records within an Organization and how to manage them accordingly

+ Understand how to put together a Disaster Recovery Plan

+ Understand Digital Preservation and the Practices Needed to Support It

+ Understand Recovery Methods Available in the Case of a Disaster

+ Auditing and Testing a Business Continuity Plan

DISASTER PREPAREDNESS& VITAL RECORDS PROTECTION

For Regist

ration D

etails:

Tel.: 1(868)672-7002

Email: info@

lorsonreso

urces.com

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Disaster Preparedness & Vital Records Protection

COURSE DESCRIPTION

Course Title: Disaster Preparedness & Vital Records Protection

Course Instructor:

Priscilla Emery EMC Scope, Longwood, Florida, USA

Introduction

Identifying what documents need to be retained as records is considered a huge step in the RIM

process. But what happens when that information needs to be preserved for the long term? What

happens when a disaster strikes? What happens when the business experiences a significant loss

of power over several days? According to the U.S. Federal Emergency Management Agency

(FEMA), of all the businesses damaged by Hurricane Andrew in 1992 (a category 4 storm), 80% of

those lacking some form of business continuity plan failed within two years of the storm. Yet, even

with all the warnings and advice many businesses and organizations, both large and small, fail to

take effective measures to protect their documents. Many businesses go out and buy generators

to keep the lights on and may even have back-up facilities for their computers but if they have lots

of paper-based records around to support their clients and run their businesses they may not find

them to be readable when they come back. And if they do have a local electronic imaging system

that isn’t backed up or available via remote access, it will be useless if employees are scattered to

the winds because of mandatory evacuations making it impossible for them to work remotely.

Allowing staff members to get out of harm’s way during any disaster should be a company’s first

priority. But if you have an effective plan for managing and preserving your working and archival

documents, once the dust settles and the clouds and winds have died down, you are less likely to

be one of 80% of businesses that never recover from catastrophe. This workshop will cover

business continuity planning, how to develop a vital records program to be prepared to recover

business-critical records and the digital preservation process that should be in place to manage

information long after the media it’s on has become obsolete.

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Course Objectives

1. Understand the concepts of Business Continuity and Disaster Preparedness.

2. Understand the Standards and Best Practices for Business Continuity Planning

3. Identify Vital Records within their Organization and manage them accordingly.

4. Understand how to put together a Disaster Recovery Plan

5. Understand Digital Preservation and the Practices Needed to Support It.

6. Understand Recovery Methods Available in the Case of a Disaster.

Course Format This course will include a combination of presentations and interactive exercises and case

studies so that you will thoroughly understand the Business Continuity Disaster

Preparedness & Vital Records Protection process and how your Records and Information

Practices must be prepared to support them.

Course Topics

Topics shall include:

Introduction to Business Continuity Planning

o What are the different components of a Business Continuity Plan

o Why a well managed Records Management Program should be linked to the Business

Continuity Planning Process

The Business Imperative – The Costs of Not Implementing a Business Continuity Plan

Emergency and Disaster Planning

o Assessing Risk and Protecting Investment

o Putting Together the Disaster Recovery Plan

Activating the Disaster Plan

o Checklists

o Emergency Response Team

Planning the Recovery

o Assessing Damage

o Implementing Loss Prevention Techniques

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Records Protection

o Identifying Vital Records

o How to Protect Vital Records

Incorporating Vital Records Management into the Business Continuity Plan

Recovering Analog and Digital Records

Digital Preservation

o Who is Responsible For Managing Digital Preservation in the Organization?

o When Do We Need To Worry About Digital Preservation?

o How Can Digital Preservation Be Accomplished?

Auditing and Testing Your Business Continuity Plan and Components

Best Practices and Case Studies in Business Continuity Planning

Audience

Information Management Professionals

Chief Information Officers

Legal Staff, Regulatory Staff

IT/Technical Staff

Records Managers

Business Managers

IT Service Providers

Consultants & Legal Advisors

Information Lawyers

Corporate Legal Secretaries

Data Protection Officers

Implementation Teams

Information Architects, Archivists

Administrative Staff

Library Staff

Document Control Staff

P.O. Box 2235, 40 Northey Lane Longdenville, Chaguanas Republic of Trinidad & Tobago

Tel.: 1-868-672-7002 or 1-868-671-8173 Fax: 1-868-672-7005 Email: [email protected] Website: www.lorsonresources.com

PRISCILLA EMERY 356 Winchester Court Longwood, Florida 32779 Telephone: 407-391-8966 Mobile: 703-220-3955 E-mail: [email protected] or [email protected] Exceptional Records and Information Management expertise on both the strategic and tactical level supporting both analog and digital records, along with a deep knowledge of the technologies needed to manage this information. Has demonstrated leadership in a variety of organizational settings and has a reputation for fairness, integrity and the ability to get projects accomplished on time and within budget.

Professional History includes: E-NTERPRISE ADVISORS, LONGWOOD, FL President and Founder, July 2000 to Present

Provide compliance- and discovery-oriented consulting and advisory services focused on knowledge, content, records, e-

mail and document management. Clients and projects have included:

EMC/DOCUMENTUM/TRUEARC (FORMERLY PROVENANCE SOFTWARE), Arlington, VA: Provided this records

management software vendor with an in-depth market assessment of its competitive situation as well as provided the

company with an assessment of its strategic plans.

FORD FOUNDATION, New York City: Provided an onsite “quickstart” session educating key organizational stakeholders

on Knowledge, Records, Document and Content management issues and technologies. This involves facilitation of

different departments within the company to identify process requirements, technology architectures and cultural changes

needed to effectively implement content management/document management strategies. Follow-up report with

recommendations generated and delivered to client.

BP GLOBAL AND NORTH AMERICA: Provided the Global Trading Sector of this company with guidance and direction to

improve and standardize its records management procedures, particularly as they relate to physical records. Created

procedures and processes for managing all paper records within this division. Also advised on the appropriate procedures

for managing e-mail as records and helped to develop consistent document hold procedures for the division.

AIIM INTERNATIONAL, Silver Spring, MD.

Senior Vice President, Information Products and Services

Moved up to this position from Vice President, Market Research and Development, and was responsible for developing,

maintaining and effectively distributing the intellectual assets of this International Association.

GARTNER, Stamford, CT

Vice President and Research Center Director,

Electronic Workplace Technologies

Managed the operations of this market research and consulting service. The company focused on providing both vendor

and user organizations with management strategies and technical information on applications that support the document

management process. Imaging, multimedia, e-mail, workflow processing, text retrieval, forms processing and business

process redesign.

P.O. Box 2235, 40 Northey Lane Longdenville, Chaguanas Republic of Trinidad & Tobago

Tel.: 1-868-672-7002 or 1-868-671-8173 Fax: 1-868-672-7005 Email: [email protected] Website: www.lorsonresources.com

Associations and Honors:

AIIM International Member since 1988 and named AIIM Fellow in 2004.

Vice Chairperson of the Emerging Technologies Advisory Group of AIIM International 1994.

Member of National Capitol Chapter of AIIM, Program Chair 2001-2002 Calendar Year.

Member and Central Florida Liaison for Florida Chapter of AIIM 2002 to present.

Member of 2001, 2002 and 2003 AIIM Conference Committees. Chair of 2004 AIIM Conference Committee.

Received Master of Information Technology (MIT) designation from AIIM in 1998 and Laureate of Information

Technology (LIT) in Electronic Imaging from AIIM in 1999.

Member of ARMA International.

Delivered presentations focused on e-mail management of records to Greater Houston, Long Island, Gulf Coast

Florida, Central Florida, Washington DC Chapters of ARMA and records management architecture presentations

at ARMA International Conference.

Received Central Florida Chapter Member of the Year award in 2009

Member of Xplor International since 1988 and Advisory member of the Electronic Document Systems Foundation

since 1997.

Association for Systems Management: Connecticut Chapter, Communications Chairperson - 1989-90; Vice-

President - 1990-91; President-elect - 1991-92; President - 1992-93.

Four-Phase User’s Association: Northeast Region, President - 1983-84; VP - 1984-85.

Wrote and edited Knowledge Management: The Essentials published in 1999. Also contributed chapters to

Excellence In Practice Volumes III and IV. Also published E-mail Management Tools: Sorting Through the

Options in 2001 with second edition published 2003. Wrote Records Management Market Report for CMSWatch

in 2005 and 2006.

Named as number 10 of the 50 most influential people in the document management industry by ImagingWorld

magazine (now KMWorld magazine) in 1995.

Named by CMSWatch as One of Twenty Leaders to See in 2003.

Published articles have appeared in Beyond Computing, e-doc (now Infonomics), Imaging World (now KMWorld),

SQ Magazine, e-Business Advisor, Imaging and Document Solutions (now Transform), DB2 Magazine and

Business Solutions. Have been quoted in all the prior publications in addition to the Wall Street Journal, the

Washington Post, InformationWeek, PCWeek, Washington Technology, Federal Computer Week,

Computerworld, CIO Magazine and Software Magazine.

P.O. Box 2235, 40 Northey Lane Telephone: 868-671-8173/672-7002 Longdenville, Chaguanas Fax: 868-672-7005 TRINIDAD, W.I. Email: [email protected]

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REGISTRATION FORM

Course title:

Location & Date of course:

Name of participant:

Position/responsibilities:

Organisation:

Telephone: Mobile: Fax:

E-mail:

Postal address:

What kind of background in records work do you have?:

How did you find out about the course?:

I have read and agreed to the conditions for training course registration outlined above.

Signature:

Date:

Authorising officer:

Name:

Position:

Telephone:

Fax:

E-mail:

Signature:

Date:

P.O. Box 2235, 40 Northey Lane Telephone: 868-671-8173/672-7002 Longdenville, Chaguanas Fax: 868-672-7005 TRINIDAD, W.I. Email: [email protected]

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REGISTRATION AND PAYMENT TERMS & INSTRUCTIONS:

1. Please ensure registration forms are properly filled out and more importantly authorization/approval for registration indicated on the form before forwarding to Lorson.

2. All costs quoted are in US$. 3. Where applicable, the TT$-US$ rate of exchange shall be calculated at the prevailing bank rate. 4. Payments must be made IN ADVANCE. 5. Late payments -- 15 days and more from the date of invoice) shall incur a 15% late fee charge. 6. Companies based in Trinidad & Tobago can issue cheques payable to LORSON RESOURCES LIMITED. All

other companies please complete an International Wire Transfer. The details will be included on your invoice from Lorson Resources Limited.

7. A 5% discount shall apply for groups of five (5) participants or more from one organisation. 8. The price of the course also covers morning and afternoon snack breaks, lunch, manuals/course materials

and certificate. 9. PAYMENT AND REGISTRATION SUBSTITUTION POLICY

Substitute participants are permitted for individuals from the same company or organization. Substitution requests must be received in writing, and validated by a supervisor, no later than 5 (five) business days before the first day of the registered program.

10. CANCELLATION POLICY

Lorson Resources Limited reserves the right to cancel courses, programs, workshops or seminars at any time for any reason. The decision to cancel is at the sole discretion of Lorson Resources Limited. In the event Lorson Resources Limited cancels a program, trainees will be sent a full refund. Consequently, Lorson Resources Limited assumes no responsibility or liability for any transportation, travel, or penalty costs incurred by customers in making their travel arrangements. Neither Lorson Resources Limited nor any of its affiliates shall be liable for any direct, indirect, special, consequential, incidental or punitive damages (including, without limitation, lost profits or revenues, costs of replacement goods, business interruption and loss or damage arising out of registration for any of Lorson Resources Limited's courses, programs, workshops or seminars. ALL CANCELLATION REQUESTS MUST BE MADE IN WRITING AND MAILED/EMAILED TO: Lorson Resources Limited PO Box 2235, 40 Northey Lane, Longdenville, Chaguanas, Trinidad, W.I. Registrants who cancel their registration at least 15 days prior to the first day of courses will receive a refund less a cancellation fee of 50% of course cost. ALL COURSES, PROGRAMS, WORKSHOPS, OR SEMINARS ARE NON-REFUNDABLE WITHIN 15-DAYS OF THE FIRST TRAINING DAY. All cancellations received less than 15 (fifteen) days prior to the first day of courses are non-refundable.

PLEASE MAIL OR FAX THE ABOVE REGISTRATION INFORMATION TO: Lorson Resources Limited, PO Box 2235, 40 Northey Lane, Longdenville, Chaguanas Trinidad, West Indies TEL: 868-671-8173 or 868-672-7002 FAX: 868-672-7005 Email: [email protected]