[BCM] [KL] [E3] [BIA] [T3] [CBF] [9] Facility Management and Security

CBF-9 Facility Management and Security

Inter-dependencies describe the critical relationships between a business function and the internal or external parties it relies on to operate effectively.

As outlined in BCM best practices (including BCMPedia Part 5), understanding these dependencies is essential for assessing vulnerability, prioritising recovery actions, and ensuring coordinated response during disruptions.

For Kinderland, Facility Management and Security is a foundational, critical business function that underpins the safe, compliant, and continuous delivery of early childhood education services.

This function is highly interdependent with internal operational units as well as external vendors such as facilities contractors, security service providers, and regulatory authorities.

Any disruption to these dependencies may directly affect child safety, regulatory compliance, and organisational reputation.

Table P5: Inter‑dependencies for CBF-9

Sub-CBF Code	Sub-CBF	Name of Business Unit or Vendor / Supplier / Outsource Partner	Type of Dependency – Internal	Type of Dependency – External	Dependency Direction (Upstream / Downstream / Mutual)	Description of Nature of Dependency
9.1	Facility Operations & Maintenance	Facilities Management Team	✔		Mutual	Internal facilities staff coordinate routine inspections, repairs, and upkeep to ensure classrooms and common areas remain safe and operational.
9.1	Facility Operations & Maintenance	Building Maintenance Contractors (M&E, HVAC, Plumbing)		✔	Upstream	External contractors provide essential technical services required to restore or maintain building systems during breakdowns or emergencies.
9.2	Security Systems & Access Control	IT & Systems Support Team	✔		Mutual	Access control systems, CCTV, and alarms depend on IT infrastructure, network connectivity, and system administration support.
9.2	Security Systems & Access Control	Security System Vendor / Monitoring Service		✔	Upstream	Vendors supply, maintain, and monitor security hardware and software to ensure premises protection and incident detection.
9.3	Emergency Preparedness & Safety	Centre Management & Teaching Staff	✔		Mutual	Staff participation is required for emergency drills, evacuation procedures, and execution of emergency response plans involving children.
9.3	Emergency Preparedness & Safety	Singapore Civil Defence Force (SCDF)		✔	Downstream	SCDF provides regulatory guidance, emergency response support, and post-incident coordination during fires or civil emergencies.
9.4	Health & Safety Compliance	Human Resource & Administration	✔		Mutual	HR supports staff training, incident reporting, and compliance documentation related to workplace safety and child protection.
9.4	Health & Safety Compliance	Early Childhood Development Agency (ECDA) / MOM		✔	Downstream	Regulatory bodies impose health, safety, and childcare standards; compliance is required to maintain operating licences.
9.5	Visitor Management	Front Desk / Administration Team	✔		Mutual	Administrative staff manage visitor registration, identity verification, and access approval to safeguard children and staff.
9.5	Visitor Management	Visitor Management System Provider		✔	Upstream	External system providers supply digital tools for visitor logging, badge printing, and access tracking, supporting secure entry control.

The inter-dependencies identified for CBF-9 Facility Management and Security demonstrate that this function is both operationally and strategically interconnected with multiple internal units and external stakeholders.

Internal dependencies ensure alignment between facilities, security, staff readiness, and administrative controls, while external dependencies provide specialised expertise, regulatory oversight, and emergency response capabilities.

In a disruption scenario, failure in any of these dependencies—such as unavailable contractors, system vendors, or regulatory coordination—may significantly delay recovery and compromise safety.

By clearly documenting and understanding these inter-dependencies, Kinderland strengthens its Business Continuity Plan, enabling proactive risk mitigation, more effective recovery strategies, and sustained confidence among parents, staff, and regulators.

CBF-9 Facility Management and Security

Vital Records are essential documents, records, and information assets that are critical to the continuity and recovery of key organisational functions in the event of a disruption or denial-of-access scenario.

They include both physical and electronic formats whose loss, inaccessibility, or damage would significantly impair operations, legal compliance, safety, and stakeholder confidence.

This chapter identifies the vital records associated with the sub-components of CBF-9 Facility Management and Security for Kinderland Singapore, detailing their types, storage locations, and custodianship based on widely accepted BCM principles.

The purpose of documenting these vital records is to ensure their availability, protection, and rapid retrieval during an incident to support continued operations, regulatory compliance, safeguarding of children and staff, and seamless resumption of normal activities.

Table P6: Vital Records for CBF-9

Sub-CBF Code	Sub-CBF	Description of Vital Records	Media Type	Location	In Whose Care
9.1	Facility Operations & Maintenance	Maintenance logs, inspection reports, service contracts with equipment vendors, and preventive maintenance schedules	Digital & Paper	Facilities Office; Central Server; Cloud shared drive	Facilities Manager / Centre Operations Lead
9.2	Security Systems & Access Control	CCTV footage archives, access control logs, security system configurations, and incident security reports	Digital (video, logs)	Secure Server; Cloud Backup; Security Office	Security Systems Administrator
9.3	Emergency Preparedness & Safety	Emergency response plans, evacuation procedures, drill reports, emergency contact lists, and first-responder instructions	Digital & Paper	Safety Office; Shared Drive; Emergency Binder	Emergency Preparedness Coordinator
9.4	Health & Safety Compliance	Health inspection reports, fire safety certificates, risk assessments, and safety audit documentation	Digital & Paper	Compliance Filing System; Offsite Backup	Health & Safety Officer
9.5	Visitor Management	Visitor logs (physical and digital), ID verification records, and visitor badge issuance logs	Digital & Paper	Security Desk; Visitor Management System	Visitor Management Clerk

Explanation of Table Fields

Sub-CBF Code & Sub-CBF: Refers to the numbered sub-components of the Facility Management and Security function requiring vital records support.
Description of Vital Records: Lists specific records that are essential to operational continuity, safety, compliance, and accountability, including both original and unique documents.
Media Type: Indicates whether the records are in physical, digital, or mixed media form.
Location: Specifies where the records are stored, including on-site locations (e.g., offices, secure servers) and off-site or cloud backups to ensure redundancy.
In Whose Care: Identifies the individual or role responsible for the safekeeping, updating, and retrieval of the records in normal operations and during contingencies.

Identifying and managing vital records for CBF-9 Facility Management and Security is integral to Kinderland’s business continuity framework.

These records uphold operational resilience, ensure compliance with regulatory requirements (including safety and childcare centre licensing), support incident response and recovery, and protect the welfare of children, staff, and stakeholders.

Protection strategies should include secure storage, regular backups (including off-site or cloud backups where appropriate), and clear custodianship responsibilities.

Records should also be regularly reviewed and updated to reflect changes in processes, technology, and regulatory obligations.

The effective stewardship of these vital records will enhance Kinderland’s ability to respond to disruptions with minimal impact to operations and reputation.

By implementing robust protocols for identifying, safeguarding, and retrieving vital records, Kinderland strengthens its organisational resilience and capability to maintain essential services under adverse conditions, in alignment with best practices in business continuity management.

Building a Resilient Kinderland: A Practical Guide to Business Continuity Management
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CBF-9 Facility Management and Security
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Building a Resilient Kinderland: A Practical Guide to Business Continuity Management

[BCM] [KL] [E3] [BIA] [T3] [CBF] [9] Facility Management and Security

Operational Resilience Audit-Specialist-Expert

CBF-9 Facility Management and Security

Table P5: Inter‑dependencies for CBF-9

CBF-9 Facility Management and Security

Table P6: Vital Records for CBF-9

Explanation of Table Fields

More Information About Business Continuity Management Courses

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Building a Resilient Kinderland: A Practical Guide to Business Continuity Management

[BCM] [KL] [E3] [BIA] [T3] [CBF] [9] Facility Management and Security

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Operational Resilience Audit-Specialist-Expert

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CBF-9 Facility Management and Security

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Table P5: Inter‑dependencies for CBF-9

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CBF-9 Facility Management and Security

Table P6: Vital Records for CBF-9

Explanation of Table Fields

More Information About Business Continuity Management Courses

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