fe angela m. verzosa1 vital records management. 2 vital records management the objective is to...
TRANSCRIPT
Fe Angela M. Verzosa 1
Vital Records Management
Fe Angela M. Verzosa 2
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.
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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
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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
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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
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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.)
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METHODS OF PROTECTION
•Built-in dispersal•Duplication•Onsite storage•Off-site storage•Microfilming/microfiching•Digitization
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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.
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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
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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
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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)
