Disaster Planning

KODAK MICROFILM DISASTER RECOVERY Program

It is not always possible to predict the desired life of records at the time they are produced. Regulatory record retention, frequency and care of use, fire and other disasters must be taken into account.

Microfilm records will burn considerably slower than paper, but precautions against fire, heat, water, fungus and mold, humidity damage and other risks must be taken. This includes storage devices; Vaults, Insulated Cabinets and Safes. Lin-Cum , Inc. provides these storage devices for your records, as well as storing your original microfilms, and backup copies, in our own long-term, and archival vaults and very nominal "insurance" rate.

Kodak has also provided a comprehensive Microfilm Disaster Recovery Program for its customers for many years. Although this form of information insurance has only been used by a small percentage of all the Kodak microfilm users, the savings in time, labor, business, and reputation has been priceless. This service is provided free-of-charge to Kodak film users; customers using it have estimated their savings to be in the millions of dollars. The lifeblood of an organization is its vital records. Vital records are stored and archived on microfilm in order to:

• save space

• reduce filing labor

• reduce re-filing labor

• provide a security back-up

• insure file integrity

• maintain archivability

• protect against technology migration.

But, if there is no plan to protect and recover from a disaster, then the risks which can be avoided by using microfilm are not really avoided.

This recovery program is available to every customer who uses Kodak Microfilm and uses Kodak Authorized Processing Labs, (including Lin-Cum), or adheres to Kodak standards when processing internally. The program includes free:

• technical situation assessment

• consultation on appropriate actions

• special chemical treatment of damaged film to stabilize it

from further deterioration

• film cleaning and drying services

• duplication of film for active, continued use

• for financial institutions -- cash letter reconstruction

• all available 24 hours a day for fast disaster recovery

Other disaster recovery contract services are available such as film intensification, duplication and more.

The services provided by the Kodak Microfilm Disaster Recovery Program will help limit the liability risks that exist for corporate officers according to federal law, limit financial losses, reduce the disaster's inconvenience, and reduce the negative impact on the organization's customers. All of these benefits are available free-of-charge for the Kodak Microfilm user, through Lin-Cum.

KODAK IMAGE GUARD LAB PROGRAM

Eastman Kodak Company pioneered the document imaging industry over 70 years ago with the introduction of microfilm as a cost-effective alternative for managing vital information stored on paper.

Kodak IMAGE GUARD Lab Program, is maintained by Lin-Cum. We work to insure that the quality of our microfilm processing is maintained at the level you have come to associate with the name Kodak. This is accomplished through training of our lab personnel, and by invoking stringent monitoring procedures; adherence to the highest industry standards which were primarily championed by Kodak and have been sanctioned by the American National Standards Institute (ANSI).

Our IMAGE GUARD Lab Program is required of all Kodak Authorized Processing Labs. The IMAGE GUARD certification is proudly displayed at Lin-Cum's front door!

The program provides us the ability to verify our processing quality and receive direct communications from the technical experts at Kodak on preventing processing fluctuations, and other problem situations. This includes tests performed and submitted to the Kodak Quality Control Lab for verification and certification. The program monitors:

• Chemical quality.

• Chemical temperatures.

• Processing speeds for consistent performance.

• Methylene blue analysis completed to insure archival quality

• Film density, monitored to provide optimum image quality.

• All these are monitored daily and weekly by the lab itself

The results are submitted monthly to the Kodak Quality Control Lab for review and certification.

In addition, our Kodak Authorized Processing Labs provided the following services:

• Film inspection for any anomalies.

• Equipment or operator problem identification, and

• Immediate notification of the problem situation and the

recommended actions for remedy.

Vital Records Disaster Planning and Recovery

Technological development has had an increasing impact on vital records programs. We have grown to rely on electronic information systems to conduct our business and to document essential transactions. Because information in electronic form may be changed or deleted more easily than information on other media, special measures must be taken in the creation and preservation of electronic records:

Determine the most critical activities that the firm must perform if it must operate under other than normal business conditions and in a facility other than its normal place of business.
Identify which records support those critical activities and the resumption of normal operations.
Identify which records series or electronic information systems contain information needed to protect the legal and financial rights of the firm and persons directly affected by the firm’s actions, and preserve backup copies of such records.
Establish and implement a plan to recover records (regardless of the medium of recording) that are damaged in an emergency or disaster.

Planning must address actual and potential risks that could adversely affect the firm’s operations and the preservation of records. Possible natural threats include fire, hurricane, earthquake, flood, and infestation by vermin or other pests. Human threats include sabotage, civil disturbance, arson, and terrorism. In terms of natural disasters, regional conditions should be considered. Firms located on the east coast of the United States must consider the possible effect of hurricanes on their operations and their records. Those in the South, Southwest and Midwest may be more subject to tornadoes. Those on the West Coast may be more subject to earthquakes. All regions are subject to the possibility of flood and fire. Examples of disasters affecting Government facilities include the hurricane that hit Homestead Air Force Base in Florida, a flood that invaded the Defense Mapping Agency in St. Louis, MO, an earthquake that damaged a Department of Veterans Affairs hospital in Los Angeles, CA, the volcano eruption that caused the evacuation and abandonment of Clark Air Force Base in the Philippines, as well as the bombing of the Federal facility occupied by several agencies in Oklahoma City.

Levels of Risk

In planning to meet actual and potential risks to operations and the records needed to support them, officials should identify the types of risks to which each of its facilities may be subject. They should also assess the level of each type of risk to determine the type of protection or response that may be required. Some emergencies may require only limited response, while others might be declared major emergencies. Emergencies may affect one office within the firm or an entire facility. They may be local or regional in scope. For example, forewarning of an imminent terrorist attack in an area might be characterized as a top-level emergency and preplanned action would be taken to evacuate the threatened facility and continue operations from another site until the threat is resolved or ceases. Alternatively, a minor flood causing minimal damage to records and space would be assigned a lower magnitude of importance requiring a less disruptive response.

Call Upon The Professionals

Disaster plans, much like any other plans, need to be practiced and rehearsed occasionally, so that when the disaster actually occurs, all employees know what to do and how to do it, to be most effective. And do NOT forget to contact the nearest Fire Department, Law Enforcement or other agencies who are well trained and prepared to handle the emergencies.