Vital Records Protection

The protection of vital records is a critical part of your business continuity planning. Vital records may fall into two general categories:

•  Records required by law
•  Records that hold important business information

Whenever possible, these records should be stored off-site. There are numerous record storage firms. Search for a reputable one that provides adequate physical security and ensures a timely response to any requests for records you may have.

Not sure what your vital records are? Here's a short list of the most common ones:

•  Business License (if your local laws require you have it on the premises, take a photo-copy to store off-site).
•  Contracts/agreements that prove ownership of property, equipment, vehicles, products, etc.
•  Operational records such as current accounting and tax records, current personnel/payroll records, account histories, and shipping records
•  Current client files
•  Current standard operating procedures (SOPs)
•  Produced reports and summaries
•  Software source codes (to include both licensed programs and systems and custom developed applications).

Keeping photocopies of vital records at home can be a good idea. If you ever need to apply for a Small Business Administration loan to assist with recovery, you will need to provide various legal and financial forms, including:

•  Personal financial statements
•  Current profit and loss statement
•  Balance sheet
•  List of debts

Identifying and protecting vital business records before a disaster strikes can make the recovery process go easier for you.

More Information

• Small Business Administration
  http://www.sba.gov/npm2006/


• Vital Records Protection.Org
  http://www.vitalrecordsprotection.org/index.html