Professional Documents
Culture Documents
t
D A I LY
by ANTONIA CHARLEMAGNE-MARSHALL
IF A DISASTER OCCURS
TODAY, can you realistically
answer in the affirmative that the
vital records of your organization
are secure? Well, if the answer is
no, then this three-step guide can
assist you with starting a vital
records protection programme.
First, you must identify what
are your vital records and who is
responsible for these records in
case of emergency. As the name
suggests, vital records, are those
records essential to the continued
ANTONIA
life of your organization. Remember,
CHARLEMAGNE-
you cannot place a monetary value
MARSHALL (GP)
on records and information critical
to the operation of your organization, as they are legal and
necessary. The paper or media may have little intrinsic value
but the value of the information contained is incalculable.
Without a vital records protection programme, you may
not be able to account for your sales contracts, accounts
receivables, accounts payables, payroll records, strategic and
tactical plans, key correspondence documenting legal action or
affecting huge financial commitments, deeds, titles, leases,
service level contracts, birth certificates etc. What may be
deemed as vital records may depend on the type of
organization.
Secondly, create and document a storage plan for these
records. The plan selected is dependent on factors such as
how vital these records are to the organization, access needs,
security and the cost of the system to be utilized. This plan
should include a vital records protection schedule and a
records procedures manual.
The vital records protection schedule documents the
record number, record name and a description along with the
method of protection whether by duplication, dispersal, onsite
or off-site storage. The procedures manual will act as a
governance and guidance tool for communicating the
importance of the vital records protection plan and also as a
reference guide for records management personnel in
processing and identifying vital records.
Finally, implement the vital records storage plan. How do
you do this? Start by securing filing shelves to walls, in case of
an earthquake, raising electronic equipment and filing cabinets
above flood level and securing them (at least six inches off the
ground), in case of flooding or a burst water main. Also,
consider purchasing fire resistant cabinets and storage
containers. Alternatively, you could outsource storage of your
holdings to an off-site storage facility.
Selecting the appropriate plan is dependent on your
organization’s specific needs, holdings and budget size and
should ideally be part of a risk management programme.
Following this basic vital records protection plan may make
the difference before, during and after a disaster. It may be the
deciding factor whether you commence operation the first
day after the all clear, a month after or not all. You decide.