According to ANSI/ARMA 5-2003 Vital Records:
Identifying, Managing, and Recovering Business-Critical Records, the
definition of vital records is:
"records that are fundamental to the functioning of an organization.
Certain vital records contain information critical to the continued
operation or survival of an organization during or immediately following
a crisis. Such records are necessary to continue operations without
delay under abnormal conditions. They contain information necessary to
recreate an organization's legal and financial status and to preserve
the rights and obligations of stakeholders, including employees,
customers, investors, and citizens.
[Some vital records may be unique and not easily reproducible, or the
cost of reproduction or replacement may be considerable. They may be
required in their original form to meet or fulfill evidential
requirements. Records should be classified as vital only for as long as
they support critical business processes and fulfill the requirements
described above. Once they have fulfilled this role, they should be
reclassified. (Examples are included in Appendix A.)]"
Identifying specific vital records for your organization, and
determining the best methods of protecting them, is based on a proven
methodology best described in ANSI/ARMA 5-2003. There is also helpful
information in the publication "Emergency Management for Records and
Information Management Programs (Jones & Keyes, 2000). Both are
available from the ARMA International Book Store at
http://www.arma.org/bookstore/index.cfm.
We currently use back-up tapes stored off-site to protect our electronic
vital records. We will be using an off-site SAN (Storage Area Network)
in the future for our large applications, while continuing to use the
back-up tapes for our servers.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Michelle M Byrd
Sent: Monday, September 18, 2006 1:07 PM
To: [log in to unmask]
Subject: [RM] Vital Records
I am new to the Records and Information Management arena and would like
to
know how different organizations define vital records. I would
appreciate
any feedback on how you define vital records for your organization as
well
as how you manage (i.e., Repository, on-site v. off-site) the vital
records
within your organization. Look forward to hearing from you.
Michelle Byrd
Corporate Records Coordinator
International Paper Company
6400 Poplar Avenue
Memphis, Tennessee 38197
T: (901)419-3812
F: (901)214-1955
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