Thanks Larry ... great explanation of classes of vital records.  

R W Dalton, CRM
Dalton Consulting

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Larry Medina
Sent: Wednesday, May 24, 2006 2:05 PM
To: [log in to unmask]
Subject: Re: [RM] Vital Record Classifications

>
> According to the ARMA International ANSI/ARMA 5-2003
> Vital Records Programs: Identifying, Managing, and Recoverying
> Business-Critical Records publication (ANSI/ARMA 5-2003) they recommend
> doing so with the classifications listed below.
>
>         Vital A:  Essential for emergency operations.
>         Vital B:  Essential for immediate resumption and continuation of
> business following a disaster.
>         Vital C:  Essential for legal or audit purposes.
>
> My organization's legal counsel is questioning the need to classify the
> vital records into different classifications.  They feel that only one
> classification is necessary and that is "vital".   It's either vital or
> it's not & if it's vital it needs to be backed up.  Classifications don't
> matter.


Well, I think the most important thing is that an organization HAS A VITAL
RECORDS PROGRAM at all.  The degree to which they decide to establish it is
their call, but I'll provide a little bit of background information related
to the logic behind the "Vital A, B, C" classifications.

If you read sections 9.2 through 9.5, guidance is provided related to the
priorities, protection methods and scheduling of Vital Records.  While the
scheduling aspect could cross the different classifications, the priorities
and protection are directly impacted by what the Vital Records purpose are
to the organization.  Records in Vital A should be kept as close as
practical to the emergency operations center the organization plans to use
following an emergency or disaster, and this may mean they require more
extensive forms of protection.

Because the emergency operations center may need to be located relatively
close to the primary place of business, there is a possibility that some
level of similar damage may befall this location.  This might necessitate
the use of a higher rated fire safe, or a redundant form(s) of protection,
that you might not provide for Vital B records, and may not require for
Vital C records.

And it's not uncommon for an organization to have copies of their Vital A
records ALSO stored in the same location as their Vital B records, in the
event of a catastrophic event that makes it impossible to access the records
near your emergency operations center. (see Sections 8.2,  8.2.1, 8.2.2)

Vital C on the other hand are records that are essential for legal and audit
purposes, and wouldn't necessarily be needed anytime soon following an
emergency.  They could be housed further away from the primary place of
business, may not require the same stringent levels of protection, and
aren't critical to gain access to for emergency operations or immediate
resumption of business.

If you review Appendix A, Class 1 and Appendix B, Vital, A, B, C examples,
it's a bit easier to determine where the records your organization considers
to be Vital to it's operations and resumption of business may fall into
these categories.  If the volume of records is small enough and the methods
used to replicate/generate/transfer them inexpensive enough and easy enough
to deal with, then you may choose to simply consider them all in one
classification... but that's not generally the case.

Larry

-- 
Larry Medina
Danville, CA
RIM Professional since 1972

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