Toolkit
-
Financial and insurance information
Engineering plans and drawings
Product lists and specifications
Employee, customer and supplier databases
Formulas and trade secrets
Personnel files
Analyzing and prioritizing vital records is a difficult task that involves doing the following:
- Classifying operations into functional categories, e.g., finance, production, sales,
administration
- Determining essential functions for keeping the business up and running, such as
finance, production and sales
- Identifying the minimum information that must be readily accessible to perform
essential functions, e.g., maintaining customer collections may require access to
account statements
- Recognizing the records that contain the essential information and where they are
located
- Distinguishing the equipment and materials needed to access and use the
information.
After identifying your vital records, establish procedures for protecting and accessing them.
There are many tasks to complete when protecting vital records, including those listed below:
- Labeling vital records
- Backing up computer systems
- Making copies of records
- Storing tapes and disks in insulated containers
- Storing data off-site where it would not likely be damaged by an event affecting
your facility
- Increasing security of computer facilities
- Arranging for evacuation of records to backup facilities
- Backing up systems handled by service bureaus
- Arranging for backup power
Building Information
Attach all appropriate information pertaining to building and site maps that indicate the
following:
- Utility shutoffs
- Water hydrants
- Water main valves
- Water lines
- Gas main valves
- Gas lines
- Electrical cut-offs
- Electrical substations
- Storm drains
- Sewer lines
- Location of each building (include name of building, street name and number)
- Floor plans
- Alarms and enunciators
- Fire extinguishers
15