Preparing for the Unexpected

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Vital Records

• Preparing for the Unexpected

ESSENTIAL ELEMENTS IMPLEMENTATION
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ESSENTIAL ELEMENTS IMPLEMENTATION
A good program has 3 steps

• Planning
• Analysis
• Implementation

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ESSENTIAL ELEMENTS IMPLEMENTATION

• Issue a directive and Vital Records plan
• Include purpose and scope of program
• Assign roles and responsibilities
• Provide for staff training
• Provide for periodic updates
• Provide for regular testing
• Issue related guidance and procedures

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ESSENTIAL ELEMENTS IMPLEMENTATION

• Test and practice
• Train staff
• Test the plan incrementally
• Vary test scenarios
• Update plan if test shows flaws
• Do it AGAIN!

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ESSENTIAL ELEMENTS IMPLEMENTATION

• Update plan regularly
• New program or function added
• Organization structure changed
• Staff turnover

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ESSENTIAL ELEMENTS IMPLEMENTATION

• Promote the program
• Visibility
• Posters and contests
• Training

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ESSENTIAL ELEMENTSGAINING SUPPORT
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ESSENTIAL ELEMENTSCOST/BENEFIT ANALYSIS

• What are your program costs?

Office supplies and utilities
Staffing costs
Vendor support
Equipment purchase or rental
File preparation, conversion or duplication
Records storage space
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ESSENTIAL ELEMENTSCOST/BENEFIT ANALYSIS
What are your program benefits?
Enhanced agency credibility
Better protection for Vital Records
Increase in staff safety
Customer confidence
Continuation of information flow
Rapid resumption of business
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ESSENTIAL ELEMENTSCOST/BENEFIT ANALYSIS
Analysis a balancing act
Costs
Benefits
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ESSENTIAL ELEMENTSGAINING SUPPORT

• Our agencys Vital Records are an irreplaceable
  resource that must be protected.

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ESSENTIAL ELEMENTSGAINING SUPPORT
A Vital Records Program supports

• Continuation of communications and information
  flow.
• Continuation of service
• Customer confidence and agency credibility
• Compliance with laws and regulations

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CHECKLISTIMPLEMENTATION

• Issue Directive
• Test and Practice
• Update the Plan
• Promote the Program
• Update the Records