This advice describes the process of formulating Counter disaster plans. It supports a public office’s preparedness for, and recovery from natural and man-made disasters affecting records in physical format.

A counter disaster plan for records is a component of the large risk framework surrounding disaster which also includes business continuity planning, the protection of people, property and other business assets.

Damage or loss to records in a disaster could mean that the responsible public office is unable to service business needs, meet legal requirements, or community expectations. In the worst case scenario, the loss of records could result in significant gaps in New South Wale’s cultural history.

A counter disaster plan is essential to protecting and preserving physical records, and supports recordkeeping responsibilities under the State Records Act 1998, including a public office’s obligations to:

• ensure the safe custody and proper preservation of the State records that it has control of (section 11(1))
• establish and maintain a records management program for the public office in conformity with standards and codes of best practice (section 12(2))

The Standard on the physical storage of State records (issued February 2019) includes requirements for each storage area and facility to have a current counter disaster reaction and recovery plan, also known as a counter disaster plan, to reduce risk and assist in the recovery of records after a disaster.

1.1. Types of disasters

Disasters affecting and potentially damaging (or destructive to) records can be natural or man-made, and may include:

• natural events such as earthquakes, cyclones, bushfires, floods, vermin
• structural or building failure such as malfunctioning sprinklers, heating or air conditioning systems, leaks in roofs, poor wiring
• industrial accidents such as nuclear or chemical spills
• criminal behaviour such as theft, arson, espionage, vandalism, riots, terrorism or war
• accidental loss through human error
• unsuitable storage conditions which accelerate the decay of materials

Disasters are not always large or obvious. Any unplanned incident that results in significant damage or loss, or requires additional resources could be considered a disaster. For example, a water leak affecting one shelf of records may only be a small-scale incident, but can be considered a disaster if the records affected are of significant value and will result in financial or information loss, legal action or loss of reputation.

It is best not to view disasters by scale of damage, rather the effect that the incident creates.

1.2 Why be prepared

Disasters that affect or destroy records can disrupt the operations of the Public office, through:

• loss of operational information
• inability to account for decisions and actions, and
• inability to protect the rights and entitlements of the organisation and its client’s.

Disasters can potentially result in severe financial loss, loss of the Public Office’s reputation and/or credibility, and good will.

A prepared Public office can activate their counter disaster plan to react quickly to a disaster, thereby increasing the chances of controlling the impact, reducing the level of loss, and associated recovery costs.

Furthermore, appropriate storage conditions (see Standard on physical storage of State records) and risk mitigation measures (e.g. regular monitoring and maintenance activities) can prevent incidents from occurring or escalating into disasters.

NSW State Archives and Records: Solutions for storage guide provides practical advice for storage solutions, developed to support understanding and implementation of the Standard on the physical storage of State records. The section on planning records storage assists public offices to meet the principles within the standard.