In addition to everyone's excellent comments, you would need to know which vital records must be accessible during the emergency. For example, we need access to meter and valve location records and customer "paid" records during a community-wide event as well as water quality test results. If you do not designate which records are vital, it would be very difficult (if impossible) to pull the appropriate back-up files during the event.
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 Gary Link
Sent: Tuesday, December 03, 2013 12:03 PM
To: [log in to unmask]
Subject: [RM] Vital Records Designation?
So, we all know about the criteria for designating a records series (or records class) as a Vital Record, and the methods of protection for records designated as such: duplication, dispersal, off-site storage, and on-site protection.
But, let's take a scenario: Let's say that in an organization all electronic records are reliably backed up on a regular schedule. And let's assume this to be a perfect world where the backups all work 100% of the time. And for good measure, let's say the organization employs replication technology as part of its DR plan, and all electronic records are included in this system.
Question: Under the above-described scenario, is there any reason to give any electronic records in this perfect system a "Vital Records"
designation? What would the point be? And what additional measures would you take to segregate and further protect this subset of electronic records on your system from those that are already being done? (remember, don't leave the scenario)
Talk amongst yourselves. (Oh, and do share your thoughts with the List as
well.)
Gary Link
Pittsburgh, PA
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