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Preparing for disaster: Vital records protection for churches

by: Van Carlisle, CEO, Fire King International

Anytime a church is stricken by fire, flood, hurricane, tornado or other disaster, most ministers and church leaders are able to understand that the congregants, not the building itself, are what make up the essence of a church. However, practically speaking, the sooner the rebuilding process begins, the sooner that shocked and devastated congregation members will begin to move forward.

The concept, as it applies to commercial entities, is known as business continuity planning. It consists of plans and procedures that are focused on assuring continuous business operation and overall survival during and after a disaster. Companies that don't have good business continuity plans often fail to survive a business disruption — and the same applies to a church faced with a disaster such as a fire.

The first step in the business continuity planning process is to conduct a risk assessment and an impact assessment. Next, determine specific measures that can be put in place to prevent and mitigate risks and minimize damage if a disaster does occur. A key element in the process involves vital records protection (VRP.)

Vital records are defined as: records containing information essential to the survival of an organization in the event of a disaster. For churches, this could mean fundraising records; contracts or agreements that prove ownership of property, equipment and vehicles; insurance records; accounting and tax records; and personnel and payroll records. Churches need to differentiate between important historical archival data — marriage, birth and death records —and a current record or data that is essential for the survival and continued operation of a church.

According to the recommendations contained in the National Church Arson Task Force’s booklet, the "Church Threat Assessment Guide," churches are advised to "duplicate all documents, computer disks and records that are stored at the church (and) complete a comprehensive inventory of all furniture and equipment, to include serial numbers and value."

In order to protect your church’s vital records properly, first research what equipment you will need to store your records, include fire-rated vaults, safes or file cabinets. Standard metal files and safes do not offer adequate fire protection. While they are attractive options because they seem cheaper, they may prove useless in a disaster. Remember, you're attempting to protect your most vital information assets, and it is highly advisable to obtain the highest quality.

Part of that decision will be a determination of the best media to record and store data: microfilm; microfiche; optical disk; magnetic tapes; disks; cassettes; CD ROMs; DVDs; photographic materials; or other media.

The key is for church officials to plan and develop a vital records protection strategy now, because once in the throes of a disaster, it's too late.