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ECU Vital Records Program

The vital records program was rolled out across the University in 2012. This program was implemented to ensure vital records were being managed as per our Business Continuity Plan for Physical Records Recovery. Vital records are deemed essential in restoring the University's functions and legal / financial position following a disaster, such as a fire or flood. They are required to protect the rights and interests of ECU and its employees, customers and stakeholders at all times. These documents are difficult, if not impossible to replace and are original wet signed documentation that is unavailable anywhere else within the University.

Examples of Vital Records

Mitigating risks

One of the key objectives of the ECU Disaster Recovery Plan is to ensure that our physical records are protected through the use of sound storage processes. In the event of a disaster, physically recorded information can then be more effectively recovered and restored.

The following practices are in place to mitigate risks in the event of a disaster:

  • The final original (signed/endorsed) hardcopy vital record is to be forwarded to Information Management & Archive Services (IMAS) using the Vital Record Lodgement Form.
  • All vital records are entered into the ECU record keeping system.
  • A scanned image of the vital record is placed on an official file to facilitate easy access to the document for routine business matters.
  • The original vital record is transferred and held in a secure, temperature controlled facility until it no longer needs to be retained.
  • Owners / custodians of vital records are notified quarterly that a vital record is due to expire and if any extensions needs to be applied
  • Once a record is no longer vital (expired), we retrieve the document and ensure this is housed with the official hardcopy file. This file will not be destroyed until the agreement has expired. Note the retention period is triggered on its expiry and subsequent closure.

Are you storing vital records?

If you have records that should be managed in the Vital Records Program, please forward them to IMAS with the Vital Records Lodgement Form;

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