Recall has published a guide to best practices for disaster preparedness and records information management.

"Disasters typically leave organisations little or no time to secure documents, so it is mission critical to create a RIM (records information management) plan and integrate strategies that proactively enforce it," said Jason Molfetas, senior vice president and chief information officer at Recall.

Recall recommends that businesses initiate the following strategies before a natural disaster strikes:
* Collect and store critical documents and computer backup tapes in a secure off-site location. If a secure off-site location is not available, create infrastructure that will best protect documents on-site from natural elements and unauthorized personnel;
* Create and communicate a RIM plan, detailing the past and current lifecycle status of documents needed to support critical business functions and locations across all departments and functional areas;
* Identify the organizational/functional areas that play a part in the secure document lifecycle in times of emergency, such as critical departments, procedures, resources, vendors and alternate sources for supplies.
* Perform full risk assessments of physical security of critical documents, facility safety and personnel accessing original documents; and
* Conduct annual document audits and disaster retrieval reenactments.

Additionally, lost or damaged documents can place organizations outside of strict compliance regulations which require the retention of volumes of records.

"Whether files are stored on-site or off-site, and regardless of format, all departments must clearly know what records are most important, where they are retained and how to access them," said Mark Emery, global director of record information management (RIM) consulting services at Recall.

"An implemented, clearly communicated and strictly enforced strategy will greatly strengthen the facilitation of business continuity during times of emergency."