Part 6: Vital Records v2.0
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- Name of business function.
- State a name or identifier (of up to 3 words).
- Cross-reference to the business function from original business function assigned in Part 1
- The acronym for each business function and its serial number.
- This function number is used as a shorter form of unique identification of each business function within the entire BIA exercise and also as a cross-reference to the rest of the document.*For example, “HR” is the acronym for Human Resource Department and say, the function is "Payroll". The function number “HR-01” is CBF Number 01 (first of the series of business function) for HR Department.
- Cross-reference to the function code from original function code assigned in Part 1
Description of Vital Records (Col 4)
- Description of records, e.g.
- Board meeting minutes
- Any original or unique documents, plans, drawing, scanned images
- Backup passwords (in envelopes)
- Contracts, files
- Insurance policies, etc.
Media Type (Col 5)
- Identification of media type e.g.
- DVD-ROM, reports
- Online replication to the alternate site
Location (Col 6)
- Identification of storage location of records e.g. cabinets, offsite locations, etc.
- Is it in the office? if there are multiple sites, where is it located? Is it on the Cloud?
In Whose Care (Col 7)
- The person responsible for maintaining or keeping the document.
- Notes (1): In Part 6 of the BIAQ, the guiding principle of this section is to identify the vital records which are unique or not replaceable in the event of a denial-of-access situation. Another important element is to identify any electronic vital records that are not adequately backed-up e.g. data kept in "C" drive or a set of tapes that are only backed up and taken offsite once a week