The University of Washington: Facilities Services

Vital Records Protection

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