Issue 2 2008 > A Key Aspect of Your Business Continuity Plan
Records Management: A Key Aspect of Your Business Continuity Plan
There is very little point in having a well-tested, solid Business Continuity Plan (BCP) if the vital records needed to reconstruct your business are all contained within the premises you have just lost due to an unexpected event.
Every business professional that has a BCP in place is helping to protect the future of their business. A BCP is a strategic plan for how an organization will recover and restore business functions and business information, following an unforeseen event. Unforeseen events include natural disasters such as fires, floods, tsunamis and earthquakes, acts of terrorism and pandemic illnesses such as SARS and Avian influenza. In light of the climate change and political instabilities of recent years, implementing a solid BCP is critical.
A comprehensive BCP begins by evaluating the impact an unforeseen event could have on the organization. Other steps include creating policies and guidelines, developing an organizational structure of accountability and documenting procedures. Security Management, Records Management and Audit Management are also key aspects of an effective BCP.
Records are the lifeblood of any business and during a time of crisis, being able to get the “right information” to the “right people” at the “right time” can make a significant difference. It can give an organization the ability to recover, and hopefully flourish, following an unexpected event. If the “right information” that is needed was being held at the location that was lost, and backup systems were not put into place, this business information and other vital records may never be recovered.
Records Management Policy
A Records Management Policy that addresses the BCP strategies is the most effective solution to ensuring that business information and other vital records are quickly recovered and easily accessible. Identifying, classifying and storing are the essential activities of a Records Management Policy. When it comes to business continuity planning, archiving and storage of critical business information are the most important areas to consider.
Storing hard copy and electronic data with a professional records management company provides an off-site storage solution, which automatically generates a backup system– something of an imperative following an emergency that could potentially destroy original copies.
Off-site Storage
Whether the records are cartons, files, documents, CDs, disks or any other type of electronic media, an organization’s records will be safe and secure at an off-site location. Crown’s Management Centers are purpose-built with special racking systems, high-technology bar coding systems, security systems, climate controls and electronic data storage rooms, so organizations can store their records knowing that their business information will always be safe and secure, despite an unforeseen event at their own location.
“Data Hosting” is another way to backup critical business information. Data Hosting provides space at an off-site data center where electronic files can be safely stored, and accessed by clients. Data Hosting can be used for active files, providing primary storage of information that needs to be accessed in real time. Or for active and inactive files, it can serve as a backup, in the event of a systems failure or unexpected occurrence that corrupts the primary data.
When selecting a records management company to help support your BCP, there are a number of key factors to consider:
- Does the staff have the necessary security clearances for classified, confidential or proprietary data?
- Does the facility have a monitored security system in place?
- Does the provider have a disaster recovery and business continuity plan that addresses your organizational priorities?
- Does the facility have a fire suppression system and does it comply with proper fire prevention standards?
- Does the provider have auxiliary power systems?
- Are proper environmental controls in place?
- Is the facility built to proper construction codes, ensuring a disaster-resistive environment?
- Can you easily access and retrieve records when needed, 24 hours a day, 7 days a week?