Disasters can cause significant risks to the integrity and accessibility of records. Natural disasters such as floods, fires, earthquakes, pest and mould outbreaks can physically damage or destroy records. Technological disasters can include infrastructure failures, large-scale IT outages, and cyberattacks disrupting access or allowing unauthorised access, sharing, or deletion of records. Improper handling or use of records can lead to their accidental damage, deletion or destruction.
A Records Disaster Management Plan (RDMP), also referred to as a Records Disaster Recovery Plan, helps an organisation prepare for and respond to events that could damage or destroy records. It outlines strategies to reduce risks, minimise disruption to business operations and support the recovery of records after a disaster.
Organisations may also have a separate IT Disaster Recovery Plan to manage digital records. It is important to store both plans in a location that is easily accessible to relevant personnel to ensure a timely and coordinated response.
What to include in a Records Disaster Management Plan?
As part of their record keeping plan (RKP), government organisations are required to provide the State Records Office (SRO) with a copy of their RDMP. It is recommended to maintain an updated RDMP to reflect current business practices and identify any new potential risks to records.
A Records Disaster Management Plan (RDMP) should include:
• a risk assessment of potential risks to physical and digital records
• insurance details
• position and contact details of individuals responsible for certain functions in the event of a disaster
• contact details of organisations required during or after a disaster such as ambulance, fire, gas, electricity
• names and contact details of companies that can aid in disaster recovery such as preservation services, freezer storage services, hire services, stationery suppliers
• contact details of ICT
• location of disaster recovery bins
• vital records register
• information asset register
• map of the building
• information on where records are stored in the building
• salvage priority list
• procedures for the handling of damaged materials.
Please note: If the RDMP contains staff personal contact information, ensure this is kept secure from unauthorised access.
Who can assist organisations with disaster recovery?
There are companies that can be contracted to provide specialised assistance in the case of a disaster. Organisations should consult their insurance provider who may have affiliated disaster recovery experts available to assist.
Organisations should consult with ICT when preparing the RDMP to identify potential risks and appropriate solutions for digital records. ICT specialists can also provide support after an event in managing access to digital records, including backups.
It is important to contact the State Records Office (SRO) if records are damaged or destroyed. While we are unable to provide any physical assistance to organisations in recovering damaged records, we can provide advice on how to proceed with records recovery, including the best treatments available.
Contact the SRO for further information.
The SRO acknowledges the following source used in the development of this records management advice:
Public Records Office Victoria, Disaster management, https://prov.vic.gov.au/recordkeeping-government/a-z-topics/disaster-management (accessed on 03 October 2025).
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