This is a presentation delivered last May 5, 2011 as part of the Seminar-Workshop on Archives: Bringing Past to Present for Good Governance May 4-6, 2011 at the EDC Multi-Purpose Room, De La Salle University Library.

1. Protecting Vital information in time of Disaster Ma. Victoria Pineda Information Technology Department College of Computer Studies – DLSU E-mail address: mavic.pineda@delasalle.ph http://www.slideshare.net/mobilemartha/slideshows Seminar-Workshop on Archives: Bringing Past to Present for Good Governance May 4-6, 2011 at the EDC Multi-Purpose Room, De La Salle University Library

2. Agenda Why do we need to prepare for disasters Phases of disaster management Policy on disaster management Classifying our library assets as form of information Possible Issues What are the mitigation or preparedness options that we have Recommendations

3. Acknowledgment Concepts on information management including the HICCS case discussed were adapted from Barbara McNurlin and Ralph Sprague with some discussions by Michael Matthews The presenter was invited by Ms. Ana Maria B. Fresnido, Project Coordinator of the event.

4. hazard exposures– are wind storm, floods, landslide, volcanic eruption, earthquake and drought Background vulnerable to the El Niño Southern Oscillation (ENSO) 48 volcanoes, 22 are active average of 20 cyclones a year with 8-9 landfall each year In 2006, Typhoon Xangsane (with local name Milenyo), Category 3-4 –changing strong wind intensities In 2008, Typhoon Fengshen (with local name Frank) was a Category 3 –characterized by erratic movement In September 26, 2009, tropical cyclone Ketsana (local name is Ondoy) brought a typical month’s rainfall in six hours 7,107 islands

5. Phases of Disaster Management

7. DISASTER can happen anytime. It’s a matter of being ready.

8. Managing Information BEFORE Well structured data Carefully defined, and Controlled by IS department NEXT = expanded to include “information” (data with meaning) NOW = includes managing knowledge And, managing content: Text, graphics, sound, video and animation

9. Managing Information Four Types of Information Data Warehouses Document Management Content Management Source: http://www.guy-sports.com/humor/stories/story_library.htm LIBRARY ASSETS are INTELLECTUAL CAPITAL!!

10. Possible Issues that may arise What intellectual capital is most important? VALUE issue What information would you allow to be accessed anywhere, anytime? And for what purpose? USAGE issue Who would you allow to access your information? SHARING issue

11. Document Management Even in today’s Internet-rich world, paper still plays a major role in most enterprises There is also a need to move seamlessly between digital and printed versions of documents; hence, the importance of document management

12. Document Management Numerous EDM applications generate value. To improve the publishing process To support organizational processes To support communications among people and groups The concept of just-in-time (printing, publishing and forms processing) pervades the design philosophy in all three areas

13. Source: McNurlin and Sprague (2006). Information Systems Management In Practice 6E

15. Managing Content Creation and Acquisition

16. Content Administration and Safeguarding

17. Content Deployment and PresentationSource: McNurlin and Sprague (2006). Information Systems Management In Practice 6E

18. Managing content Content creation and acquisition need to focus on creating content quality That’s why it might be wise to buy some content from specialists – which is called syndicated content – rather than create it in-house The best organizational structure is to distribute content creation and maintenance to content-expert employees But to avoid anarchy, these dispersed experts should be directed centrally, and use centrally-created formats and an automated workflow system that moves their work along

19. Cloud Storage Services What is cloud computing The practice of using a network of remote servers hosted on the Internet to store, manage, and process data, rather than a local server or personal computer. Library Cloud Atlas http://www.libraryjournal.com/article/CA6695772.html Cloud {4} LIB http://journal.code4lib.org/articles/2510

21. Policies on the use of Videos and illegal downloads in the Library Case example - http://net.educause.edu/ir/library/pdf/ELI7018.pdf Create a Youtube account for your library/school; create your own channel Youtube community guidelines - http://www.youtube.com/t/community_guidelines Youtube Handbook - http://www.youtube.com/t/yt_handbook_home

22. What are the options Document management system Content management system Cloud storage services Social media hosting services BUSINESS CONTINUITY

23. Business continuity means Making the information & the knowledge stored properly; Making the information & the knowledge accessible and may be distributed; Making the information & the knowledge available for use and reuse.

25. Mavic Pineda E-mail address: mavic.pineda@delasalle.ph http://www.slideshare.net/mobilemartha/slideshows Maramingsalamat. Magandanghapon.Daghansalamat.Maayonghapon.

26. References McNurlin, B. and Sprague, R. (2006) (2009). Information Systems. Communit-eLearning about supporting learning communities in libraries, in formal and informal education, in real and virtual worlds http://sitchensis.wordpress.com/2010/09/19/information-access-media-literacy-and-the-digital-divide-revisited-or-on-a-cloudless-day-you-can-see-all-the-way-to-china-olj-module-5/ What is cloud computing http://www.pcmag.com/article2/0,2817,2372163,00.asp