What are vital records?
Simple definition:
ESSENTIAL or VITAL RECORDS: Records or documents, for legal, regulatory, or operational reasons, cannot be irretrievably lost or damaged without materially impairing the organization's ability to conduct business.
Detailed definition:
There are two categories of essential (vital) records. These are:
- Rights and interest records. Records essential to the protection of the legal and financial rights of an organization and of the individuals directly affected by the organization's activities:
- Accounts-receivable records
- Social security records
- Payroll records
- Retirement records
- Insurance records
- Any records relating to contracts, entitlement, leases, or obligations whose loss would pose a significant risk to the legal and financial rights of the Federal Government or persons directly affected by its actions
- System documentation for any electronic information systems designated as records needed to protect rights
- Emergency operating records. Records essential to the continued functioning of an organization during emergency response activities and after an emergency to ensure the continuation of the organization
- System backups
- Emergency preparedness plans
- Orders of succession
- Delegations of authority
- Emergency staffing assignments
- Emergency operations center access credentials and classified or restricted access container documentation
- Building plans and building systems operations manuals and equipment inventory
- File plans describing the records series and electronic information systems maintained at official filing stations
- Essential (vital) records inventories
- Copies of Jefferson Lab program records (regardless of media) needed to carry out continuing critical functions
- System documentation for any electronic information systems designated as emergency-operating records