Thanks Larry! I'll be sure to clearly define vital records. 
Have a good weekend.

Tina Mayes
Records & Information Management
404-506-3494

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Larry Medina
Sent: Wednesday, December 01, 2010 5:48 PM
To: [log in to unmask]
Subject: Re: Vital Records Survey Participants

I think you may want to look at an organization chart to see how groups
roll-up to each other and make your first pass at a high level within the
organization.

Make sure you clearly identify what you mean by VITAL- many people think of
what they have as vital to them, but they may be more accurately defined as
'important' or 'essential', and not meet the organization's definition of vital.

We give a definition form our RM Policy glossary, then ask the question "If
you were unable to physically access your workspace or could not gain access
to your computer network for 36 (or however many) hours, what information
would you require access to in order to support continuity of operations
from another location?"  Then provide them some examples.

You should ask if the record/s are one/s they GENERATE or USE, and if they
don't generate them, determine the source- that would be your actual VITAL
record, not the reference/use copies maintained by recipients.

Also, in the high level survey, ask them to provide you names of their
direct reports in other locations that may have knowledge of other vital
records in their control, which should eliminate the possibility of
gathering duplicate responses.  When you go out with the second round of the
survey, provide them a list of what you already know (from higher levels in
their reporting line) so they can just add items that they have uniquely.

Larry
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