Vital Records Management

Vital Records Management The objective is to prevent the loss of information which is critical to the continuing operation of an organization in the most efficient and economic manner possible. In the public sector, vital records programs protect the public interest and ensure maintenance of individual rights.

The objective is to prevent the loss of information which is critical to the continuing operation of an organization in the most efficient and economic manner possible.

In the public sector, vital records programs protect the public interest and ensure maintenance of individual rights.

Potential risks due to loss of Vital Records Vulnerability to litigation Exposure to the unplanned expenses of financial settlements or loss of revenue Disruption of efficiency due to gaps in information, and Breaks in the continuity of operations

Vulnerability to litigation

Exposure to the unplanned expenses of financial settlements or loss of revenue

Disruption of efficiency due to gaps in information, and

Breaks in the continuity of operations

VITAL RECORDS records essential for continued operation records with long retention periods irreplaceable records records where no other copies are available records of historical/ permanent value

records essential for continued operation

records with long retention periods

irreplaceable records

records where no other copies are available

records of historical/ permanent value

Vital Records Ownership Records (SEC corporation papers, By-Laws, Titles, Deeds, etc.) Financial Records (bank records, books, journals, general ledgers, negotiable instruments, mortgages, audited financial statements, etc.) Insurance Policy documents Contracts and agreements Minutes and annual reports

Ownership Records (SEC corporation papers, By-Laws, Titles, Deeds, etc.)

Financial Records (bank records, books, journals, general ledgers, negotiable instruments, mortgages, audited financial statements, etc.)

Insurance Policy documents

Contracts and agreements

Minutes and annual reports

Vital Records Employee Records (201 files) Personal records (birth/marriage/death certificates, etc) Architectural plans (building permits, certificates, etc.) Correspondence (valuable and significant) Other media (photographs, microfilms, etc.)

Employee Records (201 files)

Personal records (birth/marriage/death certificates, etc)

Architectural plans (building permits, certificates, etc.)

Correspondence (valuable and significant)

Other media (photographs, microfilms, etc.)

METHODS OF PROTECTION Built-in dispersal Duplication Onsite storage Off-site storage Microfilming/microfiching Digitization

Built-in dispersal

Duplication

Onsite storage

Off-site storage

Microfilming/microfiching

Digitization

On-site Storage considerations Building considerations – floor load capacity, lighting/ventilation, smoke/fire alarms, security, etc. Equipment considerations – purchase of fire-resistant vaults, safes, cabinets… Procedural considerations – preparing a vital records manual, updating vital records master list, enforcing rules in records storage area like no smoking, eating, etc.

Building considerations – floor load capacity, lighting/ventilation, smoke/fire alarms, security, etc.

Equipment considerations – purchase of fire-resistant vaults, safes, cabinets…

Procedural considerations – preparing a vital records manual, updating vital records master list, enforcing rules in records storage area like no smoking, eating, etc.

Off-site Storage considerations should be close enough for access, control, and updating reasonably secure use of trained records professionals to administer the facility hiring of a Vital Records Coordinator

should be close enough for access, control, and updating

reasonably secure

use of trained records professionals to administer the facility

hiring of a Vital Records Coordinator

Best practices Think “cool, dry, dark, and clean” Preventive steps are invariably less expensive than remedial ones Establish policies on care and handling of records Use microfilms, if available, or duplicates in place of originals Avoid doing anything to your records that cannot be undone

Think “cool, dry, dark, and clean”

Preventive steps are invariably less expensive than remedial ones

Establish policies on care and handling of records

Use microfilms, if available, or duplicates in place of originals

Avoid doing anything to your records that cannot be undone

Training and Outreach regularly provide workshops and other training which outline basic program policies and procedures and office responsibilities establish a system of records liaisons or coordinators within the major units of the institution to serve as basic contacts for the records management program publicize, inform, educate the campus community thru campus newsletters, brochures on various records management topics, and electronic communication technologies (emails, library blogs)

regularly provide workshops and other training which outline basic program policies and procedures and office responsibilities

establish a system of records liaisons or coordinators within the major units of the institution to serve as basic contacts for the records management program

publicize, inform, educate the campus community thru campus newsletters, brochures on various records management topics, and electronic communication technologies (emails, library blogs)

Contact verzosaf@dlsu.edu.ph Questions?