Emergency Planning Resources

Vital Records Classification Checklist

  • 29 July 2015
  • Author: WebTeam
  • Number of views: 3473

The following four issues must be considered when developing a vital record protection plan:


  1. Begin by classifying all records into one of the following categories: General, Important, Critical, Vital
  2. Include information on the location of critical and vital records in your Emergency Action Plan
  3. Review safety and security procedures for the protection of vital records at least annually.
  4. Include information in the Emergency Action plan on how to access records stored off-site.


Use this form to organize all significant records deserving to be rated Critical or Vital. Subsets of this information can be included with other records.





Record Identifier:                                                                                        Is access restricted:               Yes:                  No:              

Record Title:                                                                                                  Location:                                                                                      


Creation Date:                                                                                               Retention Period:                                                                   

This record is classified as:   Casual ___  Reference Doc ___   Important ___          Critical ___               Vital ___

Format of Record: Paper                           Tape                         CD/DVD                           Photo                       Other                      

What business activity would be affected if this record was lost or destroyed?                                                                                                                                                                                                                                                                                                           

Is an original of this document required?  Yes           No __ Has the record been duplicated?   Yes           No __

Can the information in this record be recreated from other sources?                                         Yes              No                

Who is authorized to access to this record?

·                                                                                                               ·                                                                                                                  

·                                                                                                               ·                                                                                                                  

How is this record being protected?                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                               

In an impending disaster, should this record be removed to a secure location?                       Yes             No            

If special handling of the record is required, please specify:                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            

Additional Comments:                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                             



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