Prioritizing Access to Vital Records

Distinguishing Vital, Important & Useful Records

Distinguishing between the types of records is critical, to the overall health and sustainability, of an organization, especially when disaster strikes. Creating a Vital Records Program should be part of your organizations business strategy, as well as, having a procedure in place, to compliment your Business Continuity & Disaster Plan.

Your business or organization has many records. If your organization does not have a Business Continuity & Disaster Plan, Crown Information Management can assist you. When evaluating your records, remember that vital records usually only make up, two to five percent, of a businesses’ or organizations’ records. Below are examples of the three categories, and some of their characteristics, to help you classify your records.

Vital Records Priority A

Immediately required to support emergency business continuity and operations.

Examples: Business Continuity & Disaster Plan, Facility plans & drawings, core procedures and or regulations, Emergency Contact list, Confirmation of personnel security and access authorities.

If these records are paper records they should be stored near the physical disaster response site. Duplicates should be stored in a secure, offsite location. Duplicate electronic records for immediate access to critical information in an electronic format.

Vital Records Priority B

Essential for the resumption of normal business after an emergency or disaster.

Examples: Current contracts or agreements, Current contact list for stakeholders and/or business associates, current client information, schedules.

Store paper records close to the disaster recovery site to support the resumption of operations. Duplicate copies should be stored offsite.

Establish processes for restoration backups of vital electronic records quickly.

Vital Records Priority C

Essential for legal or audit purposes but not immediately required in an emergency or disaster situation.

Examples: Existing but non-current contracts or agreements, unaudited financial records

Store paper records or electronic copies securely, in a safe location outside of the business area to make sure records are safe and accessible when needed.

Record Management Services

Records Storage

Crown Information Management understands the importance of record storage as a vital piece to the records management system. We can act as a resource for your company, in the classification and preparation of a records management program.

Document Scanning Services

The expertly trained and HIPAA compliant document scanning teams at Crown Information Management guarantee that your documents are picked up, secured, prepped, scanned, and converted into the digital format you need. Handwritten documents… no problem!

Records Indexing

Crown Information Management understands how overwhelming the process of tagging and indexing records can feel. Our professionally trained staff is available to assist you in the indexing of your records

Vital & Important Records

Creating a Vital Records Program should be part of your organizations business strategy, as well as, having a procedure in place, to compliment your Business Continuity & Disaster Plan. Crown Information Management can help!

Retention Schedules

Crown Information Management can act as a resource for your company, in the classification and preparation of a records management program. This description is provided, to give you an understanding of the basics of Records Management or (RM).