Part 6: Vital Records DR

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.

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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.

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

• BIAQ FAQ for Part 6: Vital Records v2

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