Disaster Preparedness

[Johnna McHugh]

Has anyone considered things conservation districts can do to prepare for disasters to ensure district operations can continue? Between fires, floods, tornadoes, pandemic, etc., it seems that districts must be able to handle their operations from temporary locations occasionally. So we want to create a guidance document with things the districts can do to help themselves in these situations. For example, scanning and backing up documents off site.

[Jake Wilson]

There are few things that we have implemented in Missouri to increase flexibility in situations like you described. We made our cost-share, accounting, and GIS mapping systems accessible from outside the state network. District employees can access all these tools from anywhere with a simple username and password. We also developed a temporary telework agreement for district employees and supervisors to fill out when remote work becomes necessary. This document basically outlines the reason, expectations, limitations and expected duration for an employee using an alternative work location.

[Rhonda Bryars]

Alabama has initiated using Microsoft Office 365 programs with all District offices. Each county utilizes their One Drive for all of their work. We also use Sharepoint as a resource for archiving all digital files along with using that as a resource for the state office staff and Districts to process payment requests for programs. Each county has secure files for their county that can only be accessed with login and passwords and state staff can access any file throughout the state. Sharepoint has been a great resource with District’s scanning their permanent records: Board meeting minutes and annual reports. These documents are submitted to our State Archives & History for digital preservation of our Districts. Just in case a natural disaster occurs, their permanent records are already preserved digitally. Our state utilizes the sharepoint with reference files for templates and resource training videos that all District staff can use. We require each District office to utilize an online Quickbooks account for their finances so this can be accessed in any location with internet. Our state assisted with technology funds to help purchase equipment needed to implement their job during remote working. Most have purchased laptops and several have also purchased portable scanners. This equipment is used in their offices and working remotely as needed.

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