November 24, 1997 Panel Discussion

Vital Records Recovery


Live Chat Summary
Transcript (Unedited text file)
Transcript (Microsoft Word file, edited for readability)

Kirk Lively
Richard A. Drutman
Donald S. Skupsky
Vernon Martell

Pat Moore, Special Guest Moderator
Avagene Moore
, EIIP Coordinator

Related Links:
Information Requirements Clearinghouse
Strohl Systems
National Association of Contingency Planners (ACP)
Association of Record Managers and Administrators (ARMA)
Survive! The Business Continuity Group
Information Systems Security Association (ISSA)
PRISM International

November 24, 1997 - 12:00 Noon - 1:00 PM (EST)

Topic: Vital Records Recovery

The EIIP Virtual Forum presented a 1-hour live online dialogue on November 24, 1997, with panelists who work in the business of "Vital Records Recovery". The speakers in this thought provoking discussion were:

  • Pat Moore, Certified Business Continuity Professional (CBCP), Fellow of the Business Continuity Institute (FBCI), Vice President, Business Continuity Education for Strohl Systems
  • Kirk Lively, Vice President / Engineer, Disaster Recovery Services (DRS), Inc.
  • Vernon Martell, Vice President, Professional Records Information Services Management (PRISM), and
  • Donald S. Skupsky, JD, CRM, FAI, President of Information Requirements Clearinghouse; author of Recordkeeping Requirements, Records Retention Procedures, and Legal Requirements for Information Technology Systems, and co- author of Law, Records and Information Management: The Court Cases.

Pat Moore served as a Guest Moderator for this session to ensure that each speaker addressed the basics of the recovery perspective of each company represented. With the capable input of each expert, the time for topical discussion was expanded to give more time to each speaker with questions and answers held until the last 15 minutes of the session. The panelists did an excellent job of delivering valuable information in a very succinct manner to the session audience. Questions from the audience were broad in scope; everything from clarification of very specific instructions regarding vital records recovery and general questions related to the amount of interest in this topic by all government levels as well as the business community.

Lessons Learned:
The panelists rehearsed two times in the EIIP Virtual Forum chat rooms prior to the formal online event. This paid off in a very professional presentation for the Virtual Forum audience. The topic was of interest and several people asked if we might do a follow up to the presentation to expand upon the types of information available on this subject. Some of our audience was slow getting into the Panel Room for the discussion; we delayed the starting time to accommodate the audience. We must once again urge the audience to allow extra time to access the Virtual Forum and adhere strictly to the announced starting time for our dialogue. This will encourage promptness for future panelists and audiences.

by Pat Moore, Special Guest Moderator

In the face of disaster, your community and the people residing and working in that community, as well as your government agency or business organization's survival may depend on the availability of time-sensitive or critical information. A well designed, maintained and tested vital records management and recovery program , that addresses identification of what is considered critical or vital, the legal retention schedules and informational requirements for those records, cost-effective and efficient off-site records storage and management, as well as physical protection and restoration of those records and their critical data, especially in the face of a disaster, is required for any community or organization that wants to continue operating successfully.

This forum, led by worldwide specialists in this field, will provide detailed information on the topic of vital records identification, management, storage, recovery and restoration that will greatly assist both the public and private sectors in their development or expansion of
disaster recovery and "continuity of operations" plans.

Guidelines for protecting "critical work in progress" during and at the end of the work day, as well as directions for what to do and not do in the first 24 - 48 hours of a loss with regard to hard copy (paper), magnetic media and microfilm and microfiche, will be provided. Also included will be critical information on regulatory requirements for retention of vital records and what qualifications and services you should look for in choosing an off-site records storage and management resource.

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Kirk Lively


Disaster Recovery Services, Inc. 1993 - Present
Vice President / Engineer
North American, commercial restoration of fire and water damaged items including document freeze-drying, electronics restoration, magnetic media recovery, general structure and contents restoration, industrial machinery restoration, dehumidification services, anti-fungicidal treatments, etc....

Disaster Recovery Independent Consultant 1992 - 1993
Private Consultant for commercial restoration of fire and water damaged items as above.

National Restoration Company 1990 - 1992
Project Engineer
National commercial restoration of fire and water damaged property as a bove.

Dowell Schlumberger 1981 - 1990
Oilfield service company providing pumping services to oil companies.
Kuwait - Field Service Mgr.
Paris, France - Staff Engineer
Stavanger, Norway - District Sales Engineer
St. Etienne, France - Equipment Mfg. Engineer
Soyo, Angola - Outpost Mgr.
Port Harcourt, Nigeria - Field Engineer


University of Texas at Austin 1977 - 1981
Bachelor of Science, Mechanical Engineering with honors


Association of Records Managers and Administrators
Fort Worth Chapter and International Standards and Advisory Committee member

Society of American Archivists (SAA)


American Library Association (ALA)

American Institute for Conservation of Historic and Artistic Works

Kirk Lively
Disaster Recovery Services, Inc.
414 Blue SMoke Ct. W.
Fort Worth, TX 76105
email: [email protected]
Tel: 800 856-3333

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Richard A. Drutman

Richard A. Drutman is the President and Chief Executive Officer of Arcus Data Security, Inc. Arcus provides off-site data security services to over seven thousand clients in the United States and England.

Mr. Drutman has over twenty years experience in the disaster recovery industry and is a member of several data security organizations. He has given presentations to ISSA (Information Systems Security Association), ASIS (American Society for Industry Security), ACP (Association of Contingency Planners), and the Disaster Recovery Symposium on the topic of Disaster Recovery and Off-Site Security, Both Physical and Electronic.

Mr. Drutman was a member of the security team that was responsible for the 1984 Summer Olympics in Los Angeles, and, after twenty-seven years service as a Reserve Deputy Police Chief with the City of Monterey Park, California, retired from duty in July 1993.

[email protected]

* * * *

Donald S. Skupsky

Donald S. Skupsky, JD, CRM, FAI, is President of Information Requirements Clearinghouse (Denver, Colorado). He is the author of Recordkeeping Requirements, Records Retention Procedures, and Legal Requirements for Information Technology Systems, and co-author of Law, Records and Information Management: The Court Cases. Mr. Skupsky is also the developer of RetentionManager™, the sophisticated records retention software and the editor of Legal Requirements for Business Records, a publication that analyzes federal and state statutes and regulations related to recordkeeping and records retention.

Mr. Skupsky is also a Records and Information Management Consultant. He is responsible for analyzing client requirements and designing effective records and information management systems in the areas of form design, filing systems, office and records center design, microfilm systems, word processing, data processing, inactive records systems and records retention. He has conducted national seminars, published several articles, and designed records and information management systems for energy companies, utilities, law firms, manufacturing companies, courts, and other organizations.

Previously, Mr. Skupsky was an associate of Austin Associates Consultants, Inc. (Englewood, Colorado), a records management consulting firm, and Senior Staff Attorney and Project Office Manager for the National Center for State Courts (Williamsburg, Virginia), a non-profit organization working to improve court administration in the state courts.

Mr. Skupsky has served the Association of Records Managers and Administrators (ARMA) as Chairman of the U.S. Legislative and Regulatory Affairs Committee, Chairman of the Records Retention Standards Subcommittee, and Contributing Editor to the Records Management Quarterly. He has also served as a contributing member of the Association for Information and Image Management (AIIM) Task Force on a Performance Guideline for the Legal Acceptance of Records Produced by Information Technology Systems and the American Bar Association (ABA) Subcommittee on Electronic Commercial Practices - Image Processing Project.

Mr. Skupsky received the Juris Doctor degree from the University of Michigan Law School and has been admitted to the bar in Colorado and Michigan. He is also a Certified Record Manager (CRM). Mr. Skupsky also received the prestigious Emmett Leahy Award in 1994 from the Institute of Certified Records Managers for outstanding contributions to the information and records management profession. In 1995, he was admitted to the Company of Fellows of ARMA, International — the highest honor bestowed by the association.

Donald S. Skupsky
Information Requirements Clearinghouse
5600 South Quebec Street Suite 250-C
Englewood, Colorado 80111
Phone: (303) 721-7500 Fax: (303) 721-8849
[email protected]

* * * *

Pat Moore

Pat Moore, a Certified Business Continuity Professional (CBCP) and a Fellow of the Business Continuity Institute (FBCI), is Vice President, Business Continuity Education for Strohl Systems, headquartered in King of Prussia, PA. Strohl Systems, and its global network of distributors provide disaster recovery, business continuity, and business impact analysis
software, educational, training and consulting services for both the public and private sectors.

Pat is known internationally for her real world experience and expertise in the disaster recovery and business continuity industry, including development of "continuity of operations" plans, physical property restoration and loss mitigation, and lectures on these subjects for government agencies and business and service organizations worldwide.

In addition to speaking and being a published author on these subjects, Pat is also active in many industry organizations, including: being Chairperson, of the Education & Standards Council of the Disaster Recovery Institute International, membership on the National Fire Protection Association (NFPA) Disaster Management Committee, National Coordinating
Council On Emergency Management. (NCCEM) - Bus. & Industry Advisory Committee, the National Emergency Management Association (NEMA) - Private Sector Committee, and acts as an advisor to independent contingency planning organizations in both the public and private sector.

* * * *


Avagene Moore, CEM

Avagene Moore is a Certified Emergency Manager (CEM) who served as the Director of Emergency Management for 16 years in Lawrence County, Tennessee. Avagene worked four years (1991-1995) as an Emergency Management Project Manager for the Emergency Management Laboratory, Oak Ridge Associated Universities; her responsibilities included the coordination of the Occupational Safety Special Interest Group (OS SIG) for TRADE. She currently runs her own company, Avagene Moore/Professional Management (AM/PM), and serves as Vice President of TEAM Simulations, Inc., of Tallahassee, Florida. As part of her work, Avagene coordinates the Emergency Information Infrastructure Partnership (EIIP) for the National Coordinating Council on Emergency Management (NCCEM).

Avagene is a 22-year member of NCCEM. She is a Past President of both NCCEM and the American Society of Professional Emergency Planners (ASPEP) and established her name and credibility with the Federal Emergency Management Agency (FEMA), other Federal agencies and national organizations through speaking engagements, published articles and papers, and testimony before various congressional committees on behalf of NCCEM and the emergency management profession.

Summary of Background/Experience:

Avagene Moore / Professional Management (AM/PM), 10/95 - present
Current Responsibilities as Personal Services Contractor:

  • Write Video Scripts, Training Manuals and Guidance Documents
  • Manage Emergency Information Infrastructure Partners (EIIP) - NCCEM/FEMA
  • Manage and Develop Projects for TEAM Simulations, Inc.
  • Serve as FEMA Disaster Assistance Employee (DAE), Community Relations
  • Work projects with Science Applications International Corporation (SAIC)

Oak Ridge Associated Universities, Oak Ridge, Tennessee 6/91-9/95
Emergency Management Project Manager for the Emergency Management Laboratory; Group Coordinator and Project Manager for Training Resources and Date Exchange (TRADE)

ERP&M, Inc., Princeton, New Jersey 1/91-6/91
Personal Services Contractor:

City of Lawrenceburg, Lawrence County, Tennessee 1975-1990
City/County Emergency Management Director; Chaired Local Emergency Planning Committee (LEPC) and 911 Emergency District Board

Professional Affiliations:

National Coordinating Council on Emergency Management (NCCEM)
American Society of Professional Emergency Planners (ASPEP)
National Association of Female Executives (NAFE)
American Management Association (AMA)
Toastmasters International (TI)
Emergency Management Association of Tennessee (EMAT)

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