3.6.1 – Records Disaster Mitigation and Recovery Plan and Procedures
Standard: There shall be an established records disaster mitigation and recovery plan and procedures that are periodically reviewed for protecting records, storing them and recovering critical information after a disaster.
Suggested Evidence of Compliance: Provide the records disaster mitigation and recovery plan and procedures and a copy of the most recent review.
COMMENT: EOC 3 WCA Disaster Response and Recovery Plan. Identify/highlight as necessary. (Note: there are highlighted terms and items in the document, but they do not appear to be related to the standard).
RESPONSE: The sections in this document related to records are included in section 3.2 through 3.7 – pages 57 – 76. These sections are now highlighted and any other highlights have been removed from the document.
COMMENT: EOC 4 WC Executive Order re: Management, Retention and Disposition of County Records is dated 2008, and the last review was approved in December 2022. Have there been any updates to it since 2008?
RESPONSE: The Westchester County Records Management, Retention & Disposition Policy was updated on April 12, 2024 and is now included as EOC 6.
COMMENT: EOC 5 WC Employee Handbook – highlight relevant section. This seems more related to Standard 3.6?
RESPONSE: Agreed. This has been added to section 3.6 and the section has been highlighted.
REVISED AGENCY EVIDENCE OF COMPLIANCE:
3.6.1 EOC 3R WCA Disaster Response and Recovery Plan
3.6.1 EOC 6 Westchester County Records Management, Retention & Disposition Policy – 2024
Narrative:
PRC records are kept on a server in digital form, and in order to prevent the loss of these records as a result of a disaster, the Westchester County (WC) Department of Information Technology (IT) has an established records recovery plan that uses data protection software to back-up users’ desk computers and laptops.
As a general rule, a full backup of each server is created every other weekend. This includes all files residing on all disk drives. In addition, an incremental backup is run late each night, Monday through Friday, intended to save any new files or changed files since the last full backup. The Westchester County Archives (WCA) also provides a Disaster Response and Recovery Plan.
Agency Evidence of Compliance:
3.6.1 – EOC 1 WC IT Department and Application Server General Backup Policy
3.6.1 – EOC 3 WCA Disaster Response and Recovery Plan
3.6.1 – EOC 4 WC Executive Order #5-2008: Management, Retention and Disposition of County Records
3.6.1 – EOC 5 WC Employee Handbook: Section 13 Management, Retention & Disposition of Records