Part 6: Vital Records v2.0

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Part 6: Vital Records

Business Function and Function Code (Col 2 & 3)

Cross-reference to the Business Function/function code or number from original Function No assigned in Part 1

Description of Vital Records (Col 4)

Part 6: Vital Records
  • 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.
    • Disks,
    • Tapes
    • DVD-ROM, reports
    • Forms
    • Microfiche
    • Email
    • Servers
    • 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.

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Notes

  • 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
    • For example: Data kept in "C" drive or a set of tapes that are only backed up and taken offsite once a week

FAQ for Completion of BIAQ