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RECMGMT-L  March 2000

RECMGMT-L March 2000

Subject:

Vital Records Center/ Vital Records Vault?

From:

Hugh Smith <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Mon, 20 Mar 2000 10:54:02 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (118 lines)

Snip From
Mercy Ziegler=20
[log in to unmask] 

>The vault is rated at 1 1/2 - 2 hour fire proofing.  Currently =
>management does not see staffing as necessary.  It is seen as a =
>part-time job for an admin.  Is this reasonable?  I am worried about
=
>putting these types of documents in an internal vault on an upper
floor.

The description of a fire rating is a clever way for an architect or
facilities to say they are building a gypsum board (sheetrock in the
South)
room. This room is on an upper floor so the concrete slab is probably
less
than 4" of concrete. You should tell your management group: "THERE IS
NO
SUCH THING AS A 1 1/2 - 2 HOUR VITAL RECORDS VAULT."

You might be able to call this a file room per the NFPA 232 Standard
but
then it would not be sufficient for protecting vital records. This room
will
collapse in a fire just as all drywall gypsum board walls do after the
paper
burns off the outside of the wallboard. Gypsum board is not structural
in a
fire.

Also a vital records vault is defined as being under responsible
supervision
from open of business to close of business. A part time Admin would not
be
deemed "responsible" under a definition a lawyer would put before a
jury
should your company ever have to defend itself in court. Vital records
vaults should be under the control and supervision of a records manager
who
understands the value of the records as well as the value in keeping
them
under managed supervision.

For those wondering whether their vaults are real, just put a step
ladder
next to your vault, climb up and lift out the ceiling tile. If your
walls
have steel or wood studs in them, you have no protection. also your
door
should be a vault door. any door that looks like an metal office door
is
just that. The outer door must be a vault door from Schwab, Mosler,
Diebold,
etc.

Also real vaults have concrete ceilings or modular vault panels. If you
lift
out the ceiling tiles inside the vault and see steel joists, piping,
and
duct work, you have no fire rating.

If your corporation is really calling these records  "vital" then you
have
in appropriate coverage in terms of vault and also in terms of
supervision.
The vault should be under your control at your location.

If you or anyone on the Listserv ever wants to do an inspection on
your
vault, just call me to set up a time for a conference call. Then
arrange to
have a large screw driver, flashlight, a cell phone and step ladder. I
can
walk you through an inspection with you on a cell phone performing
certain
tasks. (In fact, a quick check is to walk in the "vault" and try to
make a
cell phone call. If it connects, your vault is faulty.)

Records managers miss a real opportunity to make substantial changes
in
their organizations risk profile by being unaware of the level of
protection
afforded their most vital records. Once you determine that records are
at
risk, you have the ability to gain management backing. By sending a
letter
of "appraisal and concern" to the company's risk manager, facilities
manager
and operations manager, you expose a problem that must be addressed.
For the
first time in your organization's life, you will have someone in your
organization, besides you, thinking about what level of protection
should be
afforded vital records and what effect the loss of vital records would
be on
the organization. Ask for a meeting to discuss this risk exposure and
ask
for a decision about what management action should be taken. The more
departments at the meeting, the more likely they are to make a
responsible
decision and step up the task of protecting the vital records.



FIRELOCK Fireproof Modular Vaults
Hugh Smith at (610) 756-4440
Kutztown, Pennsylvania
See our Web Site at www.FIRELOCK.COM 


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