Do you know where your vital records are?

• Position: Up front: news, trends & analysis - Brief Article

The sight of documents raining from the sky as the World Trade Center towers fell to the ground September 11 will stay in the public mind for some time. As a result of this massive destruction, many organizations are now examining how they are protecting their records and information -- especially those records that are vital to the survival of the organization. Previous studies have shown that many businesses directly affected by a disaster never reopen their doors and that many of those that do reopen close within a few years.

Key to business survival is the implementation of a vital records protection program previous to a disaster. According to a new standard being developed by ARMA International, vital records protection begins with a business analysis to identify 1) the functions that are vital to the continued operation of an organization, 2) the recordkeeping requirements of each of those functions, and 3) the specific records that are vital to each function. Once these vital records are identified and classified, the cost of protecting or reconstructing them must be weighed against the value of the information to the organization. Based on these determinations, methods of protection and location of remote storage for these records must be selected.

A vital records schedule that lists these records, where they are located, and how they are protected -- similar to the one shown here -- should be kept in a location that is accessible to staff members who may need it. This schedule, as well as the procedures for the retrieval of backups and for the recovery and restoration of records and information after the occurrence of a disaster event, form the basis of a vital records program manual. This manual is also to be used as a reference and for orientation and training of personnel throughout the organization.

Of course, as part of a good records and information management program, organizations must also be concerned about ensuring the protection of their non-vital records and information.

"Anything you can do to safeguard and keep track of records you need ... will save you the hassle of having to replace them," Albin...