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SD_SCM Vital Records Template

By Charlie Moore,2014-07-06 11:54
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SD_SCM Vital Records Template

Service Continuity Management Vital Records Template

    IT Services

    Service Continuity Management

    Vital Records Template

    Status: In draft

    Under Review

    Sent for Approval

    Approved

    Rejected

    Version: <<your version>>

    Release Date:

<< Enter your company name here >>

    Vital Records Page 1 of 8

    Service Continuity Management Vital Records Template Document Control

    Author

    Prepared by <name and / or department>

    Document Source

    This document is located on the LAN under the path:

     I:/IT Services/Service Delivery/Vital Records/

    Document Approval

    This document has been approved for use by the following:

    ? <first name, last name>, IT Services Manager

    ? <first name, last name>, IT Service Delivery Manager

    ? <first name, last name>, IT Service Continuity Process Manager

    ? <first name, last name>, Customer representative or Service Level Manager

    Amendment History

    Issue Date Amendments Completed By

Distribution List

    When this procedure is updated the following copyholders must be advised through

    email that an updated copy is available on the intranet site:

    <Company Name> Business Stakeholders

    Unit

    IT

    << Enter your company name here >>

    Vital Records Page 2 of 8

Service Continuity Management Vital Records Template

    Table of Contents

    DOCUMENT CONTROL ....................................................................................................... 2 AUTHOR ........................................................................................................................... 2 DOCUMENT SOURCE ......................................................................................................... 2 DOCUMENT APPROVAL ..................................................................................................... 2 AMENDMENT HISTORY ...................................................................................................... 2 DISTRIBUTION LIST ........................................................................................................... 2 1. INTRODUCTION ..................................................................................................... 4 PURPOSE ......................................................................................................................... 4 SCOPE ............................................................................................................................. 4 AUDIENCE ........................................................................................................................ 4 OWNERSHIP ..................................................................................................................... 4 RELATED DOCUMENTATION ............................................................................................... 4 1. EXECUTIVE OVERVIEW ........................................................................................ 5 2. SCOPE .................................................................................................................... 5 3. VITAL RECORDS INVENTORY FORM .................................................................. 7 4. APPENDICES ......................................................................................................... 8 5. TERMINOLOGY ...................................................................................................... 8

<< Enter your company name here >>

    Vital Records Page 3 of 8

Service Continuity Management Vital Records Template

    1. Introduction

    Purpose

    The purpose of this document is to provide a vital records template. Scope

    This document describes the following:

    ? A Vital Records template

    Note: It is assumed for each service described in this document that the supporting

    back-end technology is already in place and operational. Audience

    This document is relevant to all staff in <company name> Ownership

    IT Services has ownership of this document. Related Documentation

    Include in this section any related Service Level Agreement reference numbers and

    other associated documentation:

    ? IT Service Continuity Management Policies, Guidelines and Scope Document

    ? Business Continuity Strategy Template

    ? Risk Assessment

    ? Reciprocal Arrangements

    ? Relevant SLA and procedural documents

    ? IT Services Catalogue

    ? Relevant Technical Specification documentation

    ? Relevant User Guides and Procedures

<< Enter your company name here >>

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Service Continuity Management Vital Records Template

    1. Executive Overview

    Describe the purpose, scope and organization of the document.

    2. Scope

    Each organization and department should develop a vital records plan. The first

    part of the plan is a description of records that are vital to continued operation or

    for the protection of legal and financial rights of the organization. The plan should

    also include specific measures for storing and periodically cycling (updating)

    copies of those records.

    The description of vital records is based on identification and inventorying.

    Organizations may take the following steps to identify and inventory vital records:

     Consult with the official responsible for disaster coordination,

     Review organization statutory and regulatory responsibilities and existing

    emergency plans for insights into the functions and records that may be

    included in the vital records inventory,

     Review documentation created for the contingency planning and risk

    assessment phase of emergency preparedness. The offices performing

    those functions are obvious focuses of an inventory,

     Review current file plans of offices that are responsible for performing

    critical functions or may be responsible for preserving rights, and

     Review the organization records manual or records schedule to determine

    which record series potentially qualify as vital. Organizations must exercise caution in designating records as vital and in

    conducting the vital records inventory. There are suggestions that from 1 to 7

    percent of an organization records may be vital records. Only those record series

    or electronic information systems (or portions of them) most critical to emergency

    operations or the preservation of legal or financial rights should be so designated.

    Agencies must make difficult and judicious decisions in this regard.

    The inventory of vital records should include:

     The name of the office responsible for the record series or electronic

    information system containing vital information

     The title of each record series or information system containing vital

    information

     Identification of each series or system that contains emergency-operating vital

    records or vital records relating to rights

     The medium on which the records are recorded

     The physical location for offsite storage of copies of the record series or

    system

    << Enter your company name here >>

    Vital Records Page 5 of 8

    Service Continuity Management Vital Records Template

     The frequency with which the records are to be cycled (updated).

    << Enter your company name here >>

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Service Continuity Management Vital Records Template

3. VITAL RECORDS INVENTORY FORM

Department: Authorizing Signature:

     ____________________________

    Division: Date of Signature:

Sub-Division: _________________________ IT Service:

     ____________________________

    Records Title Location--Building, Retention Container Format Security Copy

     Floor, Room Location--Building, Floor, Format

    Room

<< Enter your company name here >>

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Service Continuity Management Vital Records Template

    4. Appendices

Include any applicable appendixes that are needed.

e.g.

Mission statement and/or business objectives, which drove the capture of Vital Records.

    Relevant details of people who provided input

    5. Terminology

Make sure that all terminology is captured and documented correctly.

e.g.

    CMDB Configuration Management Data Base

    SCM Services Continuity Management

    SLA Service Level Agreement

    UC Underpinning Contract

<< Enter your company name here >>

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