University of Missouri System

Management Services

Records Management

Disaster Prevention/Recovery

Guide for Developing a Disaster Plan

Key Elements of a Disaster Prevention Plan

In order for a disaster prevention plan to be effective, it should contain certain basic elements. While the actual description of these elements will change from facility to facility, experience shows that each should be included in the plan to achieve maximum effectiveness. Key elements of a disaster prevention plan includes, but is not limited to, the following:

• Top-down directive for participation or buy-in
• Clear policy statement
• Establish activation authority
• Task organization
• Disaster recovery team
• Facility floor plan or layout
• Identification, location and protection of vital records and equipment
• Information distribution procedures
• Monitoring of destructive forces
• Provisions for training of employees
• Provisions for ongoing review and revisions
• Prearrangement for relocation and transportation provisions
• Communications
• Media relations
• Up-to-date backups and hot or cold site locations

Summary

Disaster prevention is an essential part of good business. Every facility should have a prevention plan containing several key elements, including a clear policy statement, clearly defined activation authority, and a method to distribute information regarding the disaster. The plan should also provide for training employees and ongoing review and revisions of the written procedures.