Monday, May 11, 2015

Records classification

Class Definition Example Recommended Protection
Class 1 - Vitals Records essential to the continued life of the business. These records are irreplaceable because they give evidence of legal status, ownership, and financial status.  Vital records are generally housed in active records storage. Accounts receivable
Inventory
Contracts
Creative materials
Research records
Fire resistant vaults
Dispersal
Fire resistant safes/cabinets
Class 2 -Important Records necessary to the continued life of the business.  While these records can be replaced or reproduced, this can be done only at considerable time and money. Important records can be housed in either active or inactive storage. Accounts payable
Directives
Payroll records
Safes
Vaults
Class 3 - Useful Records useful to the uninterrupted operation of the business. These records are replaceable although their loss could cause temporary inconvenience. Bank statements
Correspondence
File cabinets
Class 4 - Nonessential Records having no present value and should be destroyed. Requests answered
Advertisements
Announcements
Use, then destroy


Source: Gordon P. McKinnon, editor. Fire Protection Handbook, 15th ed. (Boston : National Fire Protection Association, 1981).

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