Joy:
Rule of thumb - if the record/information is needed during the emergency
event to respond to the emergency (for example we have our GIS maps of
our distribution system and the last one year of water quality data
available during a hurricane) or immediately after to continue business
(including compliance with monitoring and reporting) then it is vital.
If the record can be obtained elsewhere (a courthouse, a federal or
state agency where it was sent as a report, etc.) after the event, then
it may be important, but it is not necessarily vital.  If the record can
be recreated after the event, and is not needed immediately or is not
needed for litigation or for an incomplete or not yet conducted audit,
then it definitely is not vital.  You may be interested in purchasing
the vital records standard (ANSI/ARMA 5) from ARMA to assist you
(http://www.arma.org/bookstore/productdetail.cfm?ProductID=1272). 

Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Joy Groves
Sent: Friday, June 15, 2007 11:17 AM
To: [log in to unmask]
Subject: [RM] Vital records

Good morning all

 

I am starting up a vital records program at the oil and gas company I
work for. I have identified the broad categories of records which could
be considered "vital records" but am having a heck of a time narrowing
the field down to specific record types. For example, records with the
function of Board Governance and Production Control are considered
vital, but I have a tough time including every quarterly report or every
little reservoir study done to gather data on production as vital to the
continuation of business as usual.

 

There must be a way to narrow down the id of what is a vital record to
make the program manageable.

Any thoughts or experience with this?

 

Joy Groves

Supervisor, Records Management

Daylight Energy Trust

Ste 2100, 144-4th Ave SW

Calgary, AB T2P 3N4

(403)232-4231 fax (403)266-6965

 


List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance