Disaster Planning

A FIRE. AN EARTHQUAKE. A HURRICANE. A RISING RIVER. A FAULTY CIRCUIT. A BROKEN PIPE. THE HEAT OF THE SUN. A DAMP BASEMENT VAULT....

We all know that disasters can and do happen. Unfortunately, many of the conditions arising from natural and man-made disasters endanger electronic recordings. Magnetic tapes are extremely susceptible to changes in the environment and to contamination. When disaster strikes, it can leave a single tape or a whole library unusable.

Too often disaster planning isn't considered until after the fact. Then, amid all the confusion and worry about potential loss, it's difficult to know what to do. You want to minimize the damage and avoid inadvertently causing more, but what should you do first? Whom should you call for advice?

Since 1983 SPECS BROS. has been helping companies prevent and recover from disasters that affect magnetic recordings. If your organization wants to put together a disaster plan, please contact us. In the meantime, we have put together a few suggestions, from our own experience and that of other experts in the field, to help you reduce the potential for damage.

• First and foremost, keep it simple! Whether you're setting up a plan or trying to implement one at the time of a disaster, "complex" probably means "unfamiliar and prone to misinterpretation."

• All of your materials should be clearly and understandably labeled. Magnetic tape looks the same whether it has a valuable recording or is blank!

• Always rewind tapes after each use so that the outer wraps (most vulnerable in a disaster) will be leader, bars, or tone...not programming.

• Always store your materials in protective cases, shippers, or albums. Do not use cardboard, which is vulnerable to fire, water and crushing weight.

• Survey your general environment to spot potential sources of disaster. Find out what those pipes running through your library are (water, sewer, etc.) and how to shut them off if you need to.

• Store your most valuable materials as far away from the floor and ceiling as possible. Don't store irreplaceable masters under pipes and never put materials directly on the floor: tapes in these locations are certain to receive maximum damage during any disaster.

• Make copies of your most valuable materials and store them at a different location. At the very least, decentralize your collection as much as possible. Most disasters are localized and this minimizes the chance of losing everything in a single incident.

• Store cassettes on edge, spine up. In other positions the case can trap falling water and funnel it into your cassette.

• Have basic supplies on hand to allow personnel to safely enter a disaster site and minimize damage. In addition to mops, gloves, buckets and aprons always include plastic sheets to throw over shelves to help divert falling water and other contaminants.

• Keep emergency numbers clearly posted on-site: include numbers for key people on your staff who have the knowledge and authority to act quickly and the numbers for any recovery specialists you have chosen. Time and information are critical factors for successful recovery.

• If you need help setting up or reviewing your disaster plan contact us.