Vital Records
These records support operational continuity, regulatory compliance, legal obligations, and the protection of stakeholder interests.
As a government-linked company specialising in corporate property and facilities management, Bandtree relies heavily on records that document asset integrity, vendor relationships, safety compliance, emergency response, and infrastructure management.
The identification, protection, and accessibility of these vital records are crucial to ensuring uninterrupted service delivery and safeguarding the company's reputation and responsibilities under the regulations of Darussalam Assets.
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CBF |
Sub-CBF |
Sub-CBF Code |
Description of Vital Records |
Media Type |
Location |
In Whose Care |
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CBF-1 |
Property and Facility Maintenance Management |
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maintenance logs, service schedules, inspection reports, and service contracts |
Digital and paper copies |
HQ Server and in the Facilities Office |
Facilities Manager |
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Vendor and Contractor Management |
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contracts, SLAs, and performance evaluation reports |
Digital and paper files |
Procurement System and Vendor Files at HQ |
Procurement Executive |
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Emergency and Incident Response for Facilities |
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emergency plans, incident reports, response logs, and contact lists |
Digital and paper copies |
Emergency Response System and Facilities Office |
Facility Emergency Coordinator |
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CBF-2 |
Facility Maintenance & Engineering |
2.1 |
Maintenance schedules, equipment manuals, vendor contracts, and inspection logs |
PDFs, email archives, and hard copies |
FM office and cloud backup |
Maintenance Supervisor |
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Building Security & Surveillance |
2.2 |
Surveillance policies, access logs, and security system configuration backups |
video files, logs, and configuration files |
security control room, secure server room, and backup |
Security Manager |
|
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Utilities Management |
2.3 |
Utility supply agreements, meter logs, outage reports, and system diagrams |
spreadsheets and scanned diagrams |
utilities office and on an off-site backup server |
Utilities Engineer |
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Emergency Response & Incident Management |
2.4 |
Emergency plans, drill reports, incident logs, and contact lists |
document files and forms |
a crisis management folder and a sealed binder off-site |
Safety & Emergency Coordinator |
|
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Vendor & Contractor Coordination |
2.5 |
Contracts, SLAs, vendor contact information, and performance records |
PDFs and digital/signed copies |
contracts office and a legal shared drive |
Procurement Manager |
|
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Asset Condition Monitoring & Lifecycle |
2.6 |
The asset register, inspection certificates, lifecycle reports, and calibration records |
database and as scanned certificates |
the asset management system and FM shared drive backup |
Asset / Reliability Engineer |
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Renovation & Upgrading Projects |
2.7 |
Project plans, permits, contractor agreements, and progress logs |
CAD drawings, digital permits, and contracts |
a project folder onsite and on a cloud project drive |
Project Manager |
|
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Space Management & Occupancy Planning |
2.8 |
Space allocation records, occupancy plans, seating charts, and utilization reports |
CAD files and spreadsheets |
planning office and cloud backup |
Space Planner |
|
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Compliance & Regulatory Management |
2.9 |
Regulatory certificates, inspection reports, and compliance correspondence |
PDFs and scanned certificates |
the compliance office and on a regulatory archive server |
Compliance Officer |
|
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Sustainability & Environmental Management |
2.10 |
Environmental assessments, sustainability audit reports, waste records, and energy consumption data |
reports and digital dashboards |
the environmental office and a sustainability database backup |
Sustainability Manager |
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CBF-3 |
Client Relationship Management |
3.1 |
Client databases, service agreements, correspondence, and feedback logs |
Digital / Hardcopy |
Centralised CRM System; File Archive Room, HQ |
Client Relationship Manager |
|
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Stakeholder Engagement & Government Liaison |
3.2 |
Memos, MOUs, regulatory submissions, official correspondences with ministries/agencies |
Digital / Hardcopy |
SharePoint (Stakeholder Folder); Physical Compliance Files |
Head of Corporate Affairs |
|
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Service Provider & Contractor Management |
3.3 |
Contracts, performance reports, SLAs, evaluation forms |
Digital / Hardcopy |
Procurement Drive; Contract Repository, HQ |
Facilities & Procurement Officer |
|
|
Public and Community Engagement |
3.4 |
Press releases, event documentation, and community feedback reports |
Digital / Hardcopy |
Corporate Communications Server; File Cabinet, HQ |
Communications Executive |
|
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Internal Stakeholder Communication |
3.5 |
Internal memos, board papers, staff newsletters, and meeting minutes |
Digital / Hardcopy |
Board Portal; HR Shared Drive; Secure Filing Room, HQ |
HR Manager / Executive Assistant |
|
|
Client and Stakeholder Records Management |
3.6 |
Master record index, retention schedules, access logs, confidentiality agreements |
Digital / Hardcopy |
Records Management System; Secure Archives, HQ |
Records Management Officer |
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CBF-4 |
Billing, Finance & Vendor Management |
4 |
Customer billing records, invoices, and statements of accounts |
Digital (PDF, Excel) |
Finance Server (HQ, Level 4) |
Finance Manager |
|
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Customer Billing & Invoicing |
4.1 |
Issued invoices, billing master data, and rate cards |
Digital & Hard Copy |
Billing System, Finance Filing Room (HQ) |
Billing Executive |
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Payment Collection & Reconciliation |
4.2 |
Bank statements, payment receipts, reconciliation reports |
Digital |
Finance Shared Drive, ERP System |
Finance Officer |
|
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Accounts Payable (AP) Processing |
4.3 |
Supplier invoices, payment vouchers, and approval forms |
Digital & Hard Copy |
AP Department Server, Finance Office Cabinet |
Accounts Payable Clerk |
|
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Financial Reporting & Budgeting |
4.4 |
Monthly financial statements, annual budgets, and audit reports |
Digital |
Finance Drive, Board Submission Folder (HQ Server) |
Financial Controller |
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Vendor Onboarding & Contract Management |
4.5 |
Vendor registration forms, signed contracts, and due diligence documents |
Digital & Hard Copy |
Procurement Shared Folder, Legal Cabinet |
Procurement Manager |
|
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Regulatory & Compliance Management |
4.6 |
Tax filings, compliance checklists, and regulatory correspondence |
Digital |
Compliance Drive, External Audit Portal |
Compliance Officer |
|
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Insurance & Risk Financing Administration |
4.7 |
Insurance policies, claims forms, risk registers |
Digital & Hard Copy |
Risk & Insurance Folder (HQ), Fireproof Cabinet (Level 4) |
Risk & Insurance Administrator |
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CBF-5 |
Regulatory & Legal Compliance |
5.1 |
Regulatory filings, licenses, legal correspondences, acts, and regulatory obligations |
Digital, Paper |
Compliance Department SharePoint & Local Drive |
Compliance Manager |
|
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Internal Audit & Risk Oversight |
5.2 |
Internal audit reports, risk assessments, audit trails, risk registers |
Digital |
Internal Audit Secure Server |
Head of Internal Audit |
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Corporate Governance Monitoring |
5.3 |
Board resolutions, corporate governance policies, and meeting minutes |
Digital, Paper |
Board Secretariat File Room & Digital Archive |
Company Secretary |
|
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ESG Reporting |
5.4 |
ESG strategy documents, sustainability reports, stakeholder engagement logs |
Digital |
ESG Reporting Database |
ESG Officer |
|
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Business Continuity Governance |
5.5 |
BCM policy, BIAs, BC plans, recovery strategies |
Digital, Paper |
BCM Office Repository & Cloud Backup |
BCM Coordinator |
|
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Strategic & Statutory Reporting |
5.6 |
Annual reports, quarterly performance reports, and financial statements submitted to regulators |
Digital |
Finance Department Server |
CFO / Reporting Manager |
|
CBF-6 |
ICT Infrastructure Management |
6.1 |
Network diagrams, system configuration files, and equipment inventory |
Digital (cloud/local) |
On-premise server room; Cloud backup (e.g., AWS, Azure) |
ICT Manager |
|
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Property Systems Application Support |
6.2 |
Application source code, licensing records, system access logs |
Digital |
Central IT Repository; Cloud repository |
Application Support Lead |
|
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Records Retention & Archiving |
6.3 |
Document retention schedules, archived reports, and metadata indexes |
Physical & Digital |
Records Room; SharePoint Archive System |
Records Management Officer |
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Data Backup & Recovery |
6.4 |
Backup schedules, restoration logs, encrypted backup copies |
Digital |
Offsite backup facility; Cloud storage (e.g., OneDrive/Cloud) |
IT Operations Lead |
|
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Cybersecurity & Access Control |
6.5 |
Access control lists (ACLs), cybersecurity policies, and audit trails |
Digital |
Cybersecurity folder; Secure local drives |
Cybersecurity Officer |
|
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System Development & Enhancement |
6.6 |
Development plans, change logs, and test reports |
Digital |
Development server; Project documentation portal |
System Analyst |
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CBF-7 |
Staff Recruitment & Onboarding |
7.1 |
Job applications, interview assessments, offer letters, and onboarding checklists |
Digital / Physical |
HRMS System / HR File Room, HQ Level 4 |
HR Manager – Recruitment |
|
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Employee Records Management |
7.2 |
Personal files, contracts, ID copies, emergency contacts |
Digital / Physical |
HR Document Management System / Secure Cabinet, HQ |
HR Executive – Records |
|
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Payroll Processing & Disbursement |
7.3 |
Payroll registers, salary slips, payment approvals, tax documents |
Digital |
Payroll System (Cloud) / Finance Shared Folder |
HR Payroll Officer |
|
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Employee Benefits & Welfare Administration |
7.4 |
Insurance records, medical claims, leave summaries |
Digital / Physical |
HRMS Benefits Module / Insurance Provider Portal |
HR Benefits Coordinator |
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Performance Management & Appraisals |
7.5 |
Appraisal forms, KPIs, and promotion justifications |
Digital |
Performance Management System / HR Drive |
HR Officer – Performance |
|
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Training & Development |
7.6 |
Training records, certificates, and training calendars |
Digital |
Learning Management System (LMS) / HRMS |
HR Training Coordinator |
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HR Policy Development & Compliance |
7.7 |
HR policy manuals, compliance reports, and internal audit results |
Digital / Physical |
Policy Drive / Internal Server / Compliance Cabinet |
Head of HR |
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Industrial Relations & Employee Grievances |
7.8 |
Grievance forms, investigation reports, and disciplinary action records |
Digital / Physical |
HR Secure Folder / Legal Shared Drive |
HR Executive – IR & Legal |
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CBF-8 |
Vendor Selection & Prequalification |
8.1 |
Vendor application forms, qualification criteria, and evaluation reports |
Electronic & Hardcopy |
Procurement Server; Secure Filing Cabinet (Level 4 HQ) |
Procurement Manager |
|
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Contract Management |
8.2 |
Signed contracts, contract templates, amendments, and renewal logs |
Electronic & Hardcopy |
Central Document Repository; Contract Management System |
Legal & Procurement Department |
|
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Purchase Requisition & Approval |
8.3 |
Purchase requests, approval workflows, and budget allocation documents |
Electronic |
ERP Procurement Module (On-premise & Cloud Backup) |
Finance & Procurement Officer |
|
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Supplier Relationship Management |
8.4 |
Supplier scorecards, communication logs, service review reports |
Electronic |
Supplier Portal Database |
Supplier Relationship Officer |
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Inventory & Logistics Coordination |
8.5 |
Stock ledgers, delivery schedules, logistics contracts |
Electronic & Hardcopy |
Inventory Management System; Logistics Room File Archive |
Logistics Coordinator |
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Compliance & Procurement Governance |
8.6 |
SOPs, compliance checklists, audit findings, procurement policies |
Electronic |
Compliance Drive; SharePoint Portal |
Compliance Officer |
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Risk Management in Supply Chain |
8.7 |
Risk registers, supplier risk assessments, and mitigation plans |
Electronic |
Risk & Compliance System |
Risk Management Unit |
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Emergency Procurement |
8.8 |
Emergency vendor contacts, approved fast-track forms, and emergency MOUs |
Electronic & Hardcopy |
Emergency Response Toolkit (Offline & Cloud) |
Emergency Procurement Team |
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Procurement System & Data Management |
8.9 |
Master vendor database, procurement logs, system user access matrix |
Electronic |
Central Procurement Server (with daily backup) |
ICT & Procurement Admin |
To learn more about the course and schedule, click the buttons below for the BCM-300 Business Continuity Management Implementer [BCM-3] and the BCM-5000 Business Continuity Management Expert Implementer [BCM-5].
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Please feel free to send us a note if you have any questions. |
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