i s s u e 03 n o v e m b e r 2 0 2 0 informatsy.com this issue protecting records p.1 disaster management p.2 welcoming data commissioner p.3 how to protect your organizations records during disasters june w. mwangi digital libraries digital lib raries are internet sites consecrated to the creation and preservation of electronic book collections and holdings of other kinds of materials, without the need for end users to purchase the materials they want to consult and read. ... the contents of these libraries are fundamentally works in the public domain. the unpredictable nature of disasters requires an organization to plan for them, in order to mitigate the loss and ensure that an organization resumes business as soon as possible. the most common disasters that affect records are destruction by fire and floods which are caused by adverse weather reactions such as earthquakes, arson, tsunamis’, hurricanes, landslides and storms. disasters affecting records personal computing “well-designed and relatively simplified information/knowledge solutions bound to unlock the enterprise knowledge, to turn a downward spiral into an upward spiral.” ― pearl zhu, 12 cio personas: the digital cio's situational leadership practices the loss of records during a disaster can cripple the business processes of an organization by leading to massive loss of revenue and vital records. vital records are the essential records through which when lost, the organization cannot function. they are not always records of enduring value. vital records include tax return certificates, deeds, insurance certificates and legal documents. contracts/leases, the main disasters that can potentially destroy records (electronic and print) are broadly classified into either natural events (hazards) or human-error. the natural events include fires, hurricanes, floods, insect manifestation. those earthquakes, error are occurring due to human technological disaster due to viruses, computer equipment failure, technological obsolescence; structural or building failure such as leaking pipes, poor drainage, heating, air condition and ventilation (hvac) systems, wiring systems; industrial accidents such as fire and gas leaks; criminal behaviour such as theft, arson attacks disasters affecting records in kenya the year 2020, number in county governments’ records have been destroyed by fires. the counties affected are kisii county in which the cause was allegedly attributed to electrical fire destroyed records finance and planning offices. incident both electronic and print records were destroyed. fault. kisumu county in the this in in 2019, busia county finance offices were also razed done by fires, though most of the destroyed files had been backed up. other incidents of fire occurred in migori, homa bay and kitui counties. in 2009, a fire razed down gatundu law courts; it was allegedly caused by an electrical fault. the inferno gutted down exhibits, court files and sureties in the court registry. protecting your organizations records from disasters records and the records keeping processes are vulnerable to risks. while it is not always possible to prevent the advent of a disaster, measures should be put in place to safe guard the safety of the records from loss or damage is of paramount importance to ensure the organization runs efficiently and effectively. precautionary measures will help mitigate the loss of the records. there are simple guidelines to follow to minimize potential risk and loss which are disaster prevention, disaster plan and disaster recovery.
"a man's house burns down. the smoking wreckage represents only a ruined home that was dear through years of use and pleasant associations. by and by, as the days and weeks go on, first he misses this, then that, then the other thing. and when he casts about for it he finds that it was in that house. always it is an essential -- there was but one of its kind. it cannot be replaced. it was in that house. it is irrevocably lost. it will be years before the tale of lost essentials is complete, and not till then the initial step in protecting the building and the records collection preventing disasters. the major disasters that are destruction by fire and water. records affect is these are measures include:- the prevention can he truly know the 1) for fire risks: magnitude of his disaster." author: twain quotes vital records require special protection. more often than not they are duplicated and the copies kept on a different site. consideration must also be given to training staff and making them aware of what is vital and what is just ‘important’. are perform fire drills to ensure equipment is in good working condition. the presence of fire alarms, smoke detectors, fire extinguishers, and a sprinkler system strongly for personal recommended collection safety and their preservation. map locations. establish and practice evacuation response procedures. map evacuation routes. ensure all storage containers for records are strong, stable, and non- flammable. fire 2) for water risks: install water detectors and alarms. map their locations. locate water pipes and water shut-off valves. map their locations. as far as fire is concerned, records managers should be satisfied that there are adequate measures (in the it is estimated that up to 10% of an organisation’s records can be classified as vital. disaster prevention 3) for industrial accidents risk risk assessment install appliances inspect wiring, roofs and drains regularly. insure the building under comprehensive cover. emergency lighting. store records at least 6 inches off the ground. prohibit smoking in storage areas. limit small the collection storage area. select an accommodation space for the least vulnerable to fire, flood, and patterns. harsh establish drills, including an annual building inspection seasonal maintenance. organization weather security and in 4) for the criminal behaviour risks: alarms deliberate, install intrusion, random violence. to unauthorized access records management unit. to prevent or limit the 5) for the technological risks: ensure regular backup and stored at an off-site location. ensure the organizations have firewalls on their networks and regularly update anti-virus software. strong password protection for the computers data and encryption sensitive records. peripheral. for we need to identify risks to records. water damage is the most common and much of it can be avoided by improving the design and maintenance of buildings. advice should be sought, but there are many that records managers themselves can do, for example: expert things -identify and check regularly potential internal and external such as heating hazards systems, water tanks and water pipes -identify and check regularly potential penetration hazards such as windows, gutters, skylights and drains -ensure that heating and air- are conditioning regularly and serviced checked systems installing -consider flood alarm systems (for example, sensors on water tanks) -raise bottom storage shelves five centimetres above floor level -fit top storage shelves with metal covers -consider boxing series of records important -obtain information on local flood danger periods -never put records on the floor.
the data commissioner by leakey igambi finally, the president has nominated the data commissioner of kenya putting into motion the operationalization of the office of the data commissioner. the office of the data commissioner in kenya is established by an act of parliament commonly referred to as the data protection act, 2019. the act operationalizes article 31(c) and (d) of the 2010 constitution. the office of the data commissioner is designated as a state office as per article 260(q) of the constitution. article 31(c) and (d) aims to establish the office of the data protection commissioner, to make provision for the regulation of the processing of personal data, to provide for the rights of data subjects and obligations of data controllers. appointment of the data commissioner profile of the incoming data commissioner the data commissioner as provided for in the act, has been nominated and the name forwarded to parliament for vetting by the communication committee. the committee recommendations are to be tabled before the plenary for adoption or rejection. the president will then, if passed fit to serve by the parliament, appoint the data commissioner. data commissioner nominee immaculate kassait during vetting by the national assembly's committee on communication, information and innovation on october 28 (photo courtesy of dn) the national assembly’s communication, information and innovation committee approved the nomination of kassait, who until her appointment, was the iebc director of voter education. immaculate kasait will be sworn in as the first data commissioner in the republic of kenya if parliament adopts the report. immaculate is director voter education partnership and communication at iebc since 2019. she also has worked at the institute for education in democracy (ied) a leading ngo in the areas of elections in kenya and federation of women lawyers (fida kenya) as a programme officer in women’s rights and advocacy programme. an elections specialist and accrediting bridge facilitator. from informatsy to our incoming data c ommissioner data is critical to every countrys’ planning and economy. the use of the same is a critical part of our daily lives. as a team, we wish you the very best in your new position as you set the standards of what should be adopted in many years to come and for a sane country. “every day, three times per second, we produce the equivalent of the amount of data that the library of congress has in its entire print collection, right? but most of it is like cat videos on youtube or 13-year-olds exchanging text messages about the next twilight movie.” – nate silver, founder and editor in chief of fivethirtyeight. current industry trends the amount of data generated in real time is immense. this has created oceans of data from which companies can derive real business value and make better business decisions. the big data market is predicted to grow by 20% this year, and by 2020, every human is expected to generate 1.7 megabytes (of data) every second. the big data and analytics market will be worth $103 billion by 2023. it’s important because making smart business decisions saves organizations a lot of money while helping them identify new opportunities to generate revenue. for example, leveraging big data is already saving netflix as much as a $1 billion a year on customer retention. about raw data raw data doesn’t provide companies with valuable insights. but data analysts can manipulate it to access deep insights that lie within the data. as a result, how you treat your data can have a profound impact on the conclusions you make.
informatsy.com, published by records & information management east africa limited, is read by thousands of information management experts and students in a month. our updates keep you in the know about experiences, technologies and practices, and the latest on library management, knowledge management, information technology, records and information management. chief executive officer ian munene editors in chief simon gichuki creative director lynda mwangi art director allan omondi art & design alexander martensson angelica astrom allan mattsson columnists/issue contributors leakey june mwangi edna mwangi photography informatsy.com fbi.gov karma website iim web team moses chiuri mwangi iteyo upcoming events • • karma; o 4th records and archives management (ram) conference on 2 -4 november 2020 at prideinn resort mombasa, kenya. rimea o o 6th rimea annual conference for rim on 9-13 november 2020 in continental resort, mombasa, kenya the county records management officers conference on 16-20 november 2020 at windsor golf hotel and country club, nairobi o water companies records and ict managers conference, 7 -11 devember 2020 at prestige leisure resort, mombasa 'miles of files' robots to help manage billions of pages at new fbi central records complex the fbi’s robots have arrived in virginia. and they’re ready to be fed. inside the bureau’s cavernous new central records complex in winchester, a squad of automated, wheeled robots have dutifully begun the enormous task of filing away millions of paper records from fbi offices around the country. the 256,000 square-foot facility, located about 90 minutes from washington, d.c., will consolidate the storage of truckloads of archived records now housed at each of the fbi’s 56 field offices and other sites. work on the $135 million warehouse began in late 2017. the complex opened earlier this year, and in june, staff began loading the first records into custom-designed bins to be shuttled away by robots into darkened, climate-controlled confines for safe keeping and easy retrieval. (courtsesy of fbi.gov parting thoughts according to mit’s andrew mcafee, academia is failing to produce enough data scientists to meet present and future demands effectively. this has created a situation where companies tend to rely on what he calls “hippos” or the highest paid person’s opinion when forming their business strategies. in this scenario, deep insights will be presented to the leader, but this individual will still make a decision based on a gut feeling and not the data. so until we fill the talent gaps and change this (broken) approach, the world will continue to be “one big data problem.” if you’re wondering if a career in data science is right for you, consider this final quote: 41. “possessed is probably the right word. i often tell people, i don’t want to necessarily be a data scientist. you just kind of are a data scientist. you just can’t help but look at that data set and go, i feel like i need to look deeper. i feel like that’s not the right fit.” – jennifer shin, data science/machine learning/ai expert and founder of 8 path solutions. (source springboard.com) *if you want to be a columnist, kindly email us on firstname.lastname@example.org informatsy.com | november 2020 | 003