The survival of a business can depend on the availability of time-sensitive company information.
Vital records offer direct evidence of legal status, ownership, accounts receivable and the particulars of obligations incurred by government agencies. These records are critical because they contain information required to continue functioning during a disaster, or to reestablish operations after a disaster has ended. Vital records are irreplaceable, and in some instances must be maintained in their original form to be legally admissible as evidence.
Business Records Management has the capacity to care for vital records of all types, with proper environmental controls, fire prevention systems and auxiliary power systems. Our vaults feature limitations against unauthorized access to confidential information, yet ease of accessibility to a company's own records.
Protection of Organizational History
Vital records management prevents the loss of information that is critical to the continuing operation of an organization in the most efficient and economic manner possible.
Only three to five percent of an organization’s records can be classified as vital, but without these records, daily business would stop and the public interest would be endangered. That company is then vulnerable to litigation and exposed to unplanned expenses for financial settlements or loss of revenue. There would also be a disruption of efficiency due to gaps in information, and breaks in the continuity of operations.
These potential dangers are similar to the risks posed by unauthorized records destruction. Losses that occur during a catastrophe carry an added burden because of the severe strain that a disaster places on staff and resources.
Offsite Storage
Business Records Management stores vital records in an central offsite facility that is close enough clients to access, control, and updating.
- It is less likely that an offsite storage facility will be affected by the same disaster that occurs to the organization's building.
- Unlike dispersal techniques where vital records are distributed to a number of offsite locations, central offsite storage simplifies access.
- Consistent design and procedural considerations are used for security, facility and equipment compatibility.
- Trained records professionals administer the facility.
- Building considerations establish the adequacy of floor load capacity, lighting and ventilation, fire ratings of walls and doors, smoke and fire alarms, sprinklers or fire suppression systems, and eliminate such hazards as leakage and infestations by insects or vermin.
- Equipment considerations include fire-resistant vaults.
- Procedural considerations include prohibiting food, beverages and smoking in records areas and conducting periodic electrical, building and fire inspections.
Exclusive reliance upon onsite vital records management is not recommended because of the potential for total or near-total destruction of a single location in a disaster.
Other Types of Records
Vital records are also stored on microfilm, microfiche, optical disks, magnetic tapes and disks, cassettes, CDs, DVDs and photographic materials. These other types of media need special protective measures throughout their life cycle to ensure their preservation.
BRM's careful handling procedures and specially designed vaults supply specific environmental conditions, including temperature and humidity controls. Fire-resistant file cabinets designed for paper and microfilm are unable to provide enough protection for magnetic tapes, disks and diskettes because the ignition points of paper and microfilm are much higher. Paper is destroyed at 400°F, while a magnetic tape becomes useless at 125°F.
Advantages
Servicing
Proper facility requirements
Safe and secure records storage
Available storage for all types of vital records
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