Common Vital Records

Vital records are not necessarily permanent records or records with archival value. Vital records may be vital for only a part of their total retention.
Common vital records include the following:
  • Active contracts and agreements, with all amendments and supporting documentation
  • Financial records
    • Accounts receivable (vendors will provide copies of lost or damaged accounts payable)
    • Loans or money transactions
    • General ledgers
    • Records proving payment
  • Employee records
    • Payroll
    • Benefits
  • Operations and manufacturing records
    • Engineering drawings
    • In-process project records
    • Research and development notes, reports, plans, formulae
    • Production/design specifications
    • Equipment inventory
  • Negotiable instruments
    • Checks
    • Bonds
    • Notes
  • Ownership records
    • Deeds
    • Titles
    • Leases
    • Patents and trademarks
    • Licenses
  • Insurance policy information
If a record is vital, annotate your File Plan and/or Office of Primary Responsibility list to make employees aware of the need for special handling for the records.
(click in image to see full-size image)
Figure 12-2.
You may also include the following:
  • Special instructions - For example, the record may be vital only for a specific period within a longer retention period.
  • Vital records are to be protected through a prescribed back-up process.
  • Persons authorized to access the records - If the records are kept in secured storage, include information on contact persons for access.