Joanne:
Here/below are some definitions (ARMA Glossary, ISO, US Gov.) and links to
some public information and guidance relating to vital records. I do note
that you are north of the border so the US Gov. stuff could be guidance.
Generally you need to be able to access, either immediately, or not too long
after an event, depending on the series things such as:
Primary concern - Emergency-operating records, including:
-continuity of operations plans and contact information, etc to get things
on the road to recovery
Secondary - Rights and Obligations
-Operational records such as AP/AR that are part of your financial right and
obligations documentation. Who do you owe what (employee payroll included)
and who owes you what...
-Legal Rights and Obligations. Could include contracts agreements, etc.
Anything that can be replaced, such as a copy of business license you can
get from the local/provincial government would be very low on my list of
attention in terms of protection.
As Blake noted, those important original documents should get special
attention.
I will now put in the plug for Ginny's book available through the ARMA
Bookstore:
Emergency Management for Records and Information Programs
Author: Virginia A. Jones, CRM, and Kris E. Keyes
Ginny - Your turn.
Tod Chernikoff, CRM
vital record - Records that are fundamental to the functioning of an
organization and necessary to continue operations without
delay under abnormal conditions.
Business continuity planning and contingency measures should ensure that
records that are vital to the continued functioning of the organization are
identified as part of risk analysis, protected and recoverable when needed.
VITAL RECORDS
Records essential to the continued functioning or reconstitution of an
organization during and after an emergency and also those records essential
to protecting the legal and financial rights of that organization and of the
individuals directly affected by its activities. Sometimes called essential
records. Include both emergency-operating and rights-and-interests records.
Vital records considerations are part of an agency's records disaster
prevention and recovery program. See also EMERGENCY-OPERATING RECORDS, LEGAL
AND FINANCIAL RIGHTS RECORDS.
(http://www.epa.gov/records/gloss/gloss08.htm#v)
EPA - A 5-Step Vital Records Plan for Your Office
http://www.epa.gov/records/tools/vital.htm
EPA - Vital Records Order
http://www.epa.gov/records/policy/2160_1/index.htm
NARA - Part 1236 -- Management of Vital Records
http://www.archives.gov/about/regulations/part-1236.html
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Joanne Weyman
Sent: Wednesday, May 02, 2007 12:24 PM
To: [log in to unmask]
Subject: Re: [RM] General Question about Vital Records
Good Morning,
I am shortly going to be identifying vital records for the organization
that I am working in. We are just at the beginning stages of setting up
a Records Management system. Here is my "dilemma". I have done some
research to try and get a better idea of what constitutes a vital record
and in my travels have come across conflicting opinions. The majority of
sources that I've consulted have included things like accounts payable
and receivable files, client lists, payroll records; however other
sources I consulted have omitted these or have contradicted this. I
understand that what constitutes a vital record may vary from
organization to organization, but I would like to know from list member
if they have included these in their vital records program?
My rationale for possibly including these are that after an "event" in
order to resume business you would need the legal documents i.e.
business license etc, and to stay in business you would need to have
monies coming in (receivables), know what your financial obligation are
(payables), and who your clients are. In addition you would need to be
able to run key software and hardware systems i.e. accounting. I know
there are other categories of records that I haven't mentioned but
wanted to get a general idea of what others are doing?
Thanks
_______________________________________________
Joanne E. Weyman
Document and Records Administrator
Plutonic Power Corporation
Suite 600-888 Dunsmuir Street
Vancouver, B.C. V6C 3K4
Tel: (604) 669-4999 Ext. 1022
Fax: (604) 682-3727
Toll Free: (877) 669-4999
Email: [log in to unmask]
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