[BCM] [KL] [E4] [CR] [BIA] [P6] Vital Records for CBF-1 to CBF-9

Consolidated Report for Vital Records for CBF-1 to CBF-9 for Kinderland

Vital records are essential information assets that an organisation must protect and recover to ensure the continuity of critical business functions during and after a disruption.

In the context of Business Impact Analysis (BIA), identifying and managing vital records is a foundational step in safeguarding operational capability, regulatory compliance, and stakeholder trust.

This chapter documents the vital records required to support Critical Business Functions (CBF-1 to CBF-9) for Kinderland, covering classroom operations, curriculum delivery, child health and nutrition, parent engagement, admissions, human resources, finance, IT systems, and facility management and security.

For each sub-CBF, the chapter identifies the nature of the vital records, their media types, storage locations, and custodianship.

This structured view enables management to understand dependencies on information assets and highlights the records that must be prioritised for protection, backup, and recovery.

By consolidating vital records across all critical functions into a single reference, this chapter supports informed decision-making for disaster recovery planning, cyber resilience, records management, and regulatory and governance compliance.

Table P6: Vital Records for CBF-1 to CBF-9

Sub-CBF Code	Sub-CBF	Description of Vital Records	Media Type	Location	In Whose Care
1.1	Property and Facility Maintenance Management	maintenance logs, service schedules, inspection reports, and service contracts	Digital & Paper	HQ Server & Facilities Office	Facilities Manager
1.2	Vendor and Contractor Management	contracts, SLAs, performance evaluation reports	Digital & Paper	Procurement System & Vendor Files (HQ)	Procurement Executive
1.3	Emergency & Incident Response for Facilities	emergency plans, incident reports, response logs, contact lists	Digital & Paper	Emergency Response System & Facilities Office	Facility Emergency Coordinator
1.9	Tenant & Stakeholder Relationship Management	lease agreements, service requests, tenant communications, feedback	Digital & Paper	CRM System & Tenancy Management Unit	Stakeholder Engagement Officer
1.10	Regulatory & Compliance Reporting	government inspection reports, regulatory submissions, compliance declarations, audit reports	Digital & Paper	Regulatory Filing Cabinet & Compliance Server	Compliance & Regulatory Affairs Officer
2.1	Facility Maintenance & Engineering	maintenance schedules, equipment manuals, vendor contracts, inspection logs	PDFs, Email & Hard Copies	FM Office & Cloud Backup	Maintenance Supervisor
2.2	Building Security & Surveillance	surveillance policies, access logs, security system configuration backups	Video files & Logs	Security Control Room & Secure Server	Security Manager
2.3	Utilities Management	utility supply agreements, meter logs, outage reports, system diagrams	Spreadsheets & Scanned Diagrams	Utilities Office & Off-Site Backup Server	Utilities Engineer
2.4	Emergency Response & Incident Management	emergency plans, drill reports, incident logs, contact lists	Document Files & Forms	Crisis Management Folder & Off-Site Binder	Safety & Emergency Coordinator
2.5	Vendor & Contractor Coordination	contracts, SLAs, vendor contact info & performance records	PDFs & Digital/Hard Copies	Contracts Office & Legal Shared Drive	Procurement Manager
2.6	Asset Condition Monitoring & Lifecycle	asset register, inspection certificates, lifecycle reports, calibration records	Database & Scanned Certificates	Asset Management System & FM Shared Drive	Asset / Reliability Engineer
2.7	Renovation & Upgrading Projects	project plans, permits, contractor agreements, progress logs	CAD & Digital Files	On-site Project Folder & Cloud Drive	Project Manager
2.8	Space Management & Occupancy Planning	space allocation records, occupancy plans, seating charts, utilization reports	CAD & Spreadsheets	Planning Office & Cloud Backup	Space Planner
2.9	Compliance & Regulatory Management	regulatory certificates, inspection reports, compliance correspondences	PDFs & Scanned Certificates	Compliance Office & Regulatory Archive Server	Compliance Officer
2.10	Sustainability & Environmental Management	environmental assessments, sustainability audit reports, waste & energy data	Reports & Digital Dashboards	Environmental Office & Sustainability Database	Sustainability Manager
3.1	Client Relationship Management	client databases, service agreements, correspondence, feedback logs	Digital & Hardcopy	Centralised CRM & File Archive Room	Client Relationship Manager
3.2	Stakeholder Engagement & Government Liaison	memos, MOUs, regulatory submissions, official correspondences	Digital & Hardcopy	SharePoint Stakeholder Folder & Physical Compliance Files	Head of Corporate Affairs
3.3	Service Provider & Contractor Management	contracts, performance reports, SLAs, evaluation forms	Digital & Hardcopy	Procurement Drive & Contract Repository	Facilities & Procurement Officer
3.4	Public & Community Engagement	press releases, event documentation, feedback reports	Digital & Hardcopy	Communications Server & File Cabinet	Communications Executive
3.5	Internal Stakeholder Communication	internal memos, staff newsletters, meeting minutes	Digital & Hardcopy	Board Portal & HR Shared Drive	HR Manager / Exec Assistant
3.6	Client & Stakeholder Records Management	master record index, retention schedules, access logs, confidentiality agreements	Digital & Hardcopy	Records Management System & Secure Archives	Records Management Officer
4	Billing, Finance & Vendor Management	customer billing records, invoices, statements	Digital (PDF/Excel)	Finance Server (HQ Level 4)	Finance Manager
4.1	Customer Billing & Invoicing	issued invoices, billing master data, rate cards	Digital & Hard Copies	Billing System & Finance Filing Room	Billing Executive
4.2	Payment Collection & Reconciliation	bank statements, receipts, reconciliation reports	Digital	Finance Shared Drive & ERP System	Finance Officer
4.3	Accounts Payable Processing	supplier invoices, payment vouchers, approval forms	Digital & Hard Copies	AP Server & Finance Office Cabinet	AP Clerk
4.4	Financial Reporting & Budgeting	monthly statements, annual budgets, audit reports	Digital	Finance Drive & Board Submission Folder	Financial Controller
4.5	Vendor Onboarding & Contract Management	vendor registration forms, contracts, due diligence docs	Digital & Hard Copies	Procurement Shared Folder & Legal Cabinet	Procurement Manager
4.6	Regulatory & Compliance Management	tax filings, compliance checklists, regulatory correspondence	Digital	Compliance Drive & External Audit Portal	Compliance Officer
4.7	Insurance & Risk Financing Administration	policies, claims forms, risk registers	Digital & Hard Copies	Risk & Insurance Folder & Fireproof Cabinet	Risk & Insurance Administrator
5.1	Regulatory & Legal Compliance	regulatory filings, licences, legal correspondences, obligations	Digital & Paper	Compliance SharePoint & Local Drive	Compliance Manager
5.2	Internal Audit & Risk Oversight	internal audit reports, risk assessments, audit trails, risk registers	Digital	Internal Audit Secure Server	Head of Internal Audit
5.3	Corporate Governance Monitoring	board resolutions, governance policies, meeting minutes	Digital & Paper	Board Secretariat & Digital Archive	Company Secretary
5.4	ESG Reporting	ESG strategy docs, sustainability reports, engagement logs	Digital	ESG Reporting Database	ESG Officer
5.5	Business Continuity Governance	BCM policy, BIAs, BC plans, recovery strategies	Digital & Paper	BCM Office Repository & Cloud Backup	BCM Coordinator
5.6	Strategic & Statutory Reporting	annual reports, quarterly performance & financial statements	Digital	Finance Server	CFO / Reporting Manager
6.1	ICT Infrastructure Management	network diagrams, system configs, equipment inventory	Digital (cloud/local)	On-premise Server & Cloud Backup	ICT Manager
6.2	Property Systems Application Support	application source code, licensing records, access logs	Digital	IT Repo & Cloud Repo	Application Support Lead
6.3	Records Retention & Archiving	retention schedules, archived reports, metadata indexes	Physical & Digital	Records Room & SharePoint Archive	Records Management Officer
6.4	Data Backup & Recovery	backup schedules, restoration logs, encrypted backup copies	Digital	Offsite & Cloud Storage	IT Operations Lead
6.5	Cybersecurity & Access Control	access control lists, cybersecurity policies, audit trails	Digital	Cybersecurity Folder & Secure Drives	Cybersecurity Officer
6.6	System Development & Enhancement	development plans, change logs, test reports	Digital	Dev Server & Project Portal	System Analyst
7.1	Staff Recruitment & Onboarding	job applications, interview assessments, offers, onboarding checklists	Digital & Physical	HRMS & HR File Room	HR Manager – Recruitment
7.2	Employee Records Management	personal files, contracts, IDs, emergency contacts	Digital & Physical	HRMS / Secure Cabinet	HR Executive – Records
7.3	Payroll Processing & Disbursement	payroll registers, salary slips, tax docs, approvals	Digital	Payroll System (Cloud) & Finance Shared Folder	HR Payroll Officer
7.4	Employee Benefits & Welfare Admin	insurance records, medical claims, leave summaries	Digital & Physical	HRMS Benefits Module & Insurance Portal	HR Benefits Coordinator
7.5	Performance Management & Appraisals	appraisal forms, KPIs, promotion docs	Digital	Performance Management System	HR Officer – Performance
7.6	Training & Development	training records, certificates, calendars	Digital	LMS / HRMS	HR Training Coordinator
7.7	HR Policy Dev & Compliance	HR policies, compliance reports, internal audit results	Digital & Physical	Policy Drive & Compliance Cabinet	Head of HR
7.8	Industrial Relations & Employee Grievances	grievance forms, investigation reports, disciplinary records	Digital & Physical	HR Secure Folder & Legal Shared Drive	HR Executive – IR & Legal
8.1	Vendor Selection & Prequalification	vendor forms, evaluation reports	Electronic & Hardcopy	Procurement Server & Filing Cabinet	Procurement Manager
8.2	Contract Management	signed contracts, templates, amendments, renewal logs	Electronic & Hardcopy	Contract Repository	Legal & Procurement
8.3	Purchase Requisition & Approval	purchase requests, approval workflows	Electronic	ERP Procurement Module	Finance & Procurement Officer
8.4	Supplier Relationship Management	supplier scorecards, communication logs, service reviews	Electronic	Supplier Portal	Supplier Relationship Officer
8.5	Inventory & Logistics Coordination	stock ledgers, delivery schedules, logistics contracts	Electronic & Hardcopy	Inventory System & Logistics Archive	Logistics Coordinator
8.6	Compliance & Procurement Governance	SOPs, compliance checklists, audit findings, procurement policies	Electronic	Compliance Drive & SharePoint	Compliance Officer
8.7	Risk Management in Supply Chain	risk registers, supplier risk assessments, mitigation plans	Electronic	Risk & Compliance System	Risk Management Unit
8.8	Emergency Procurement	emergency vendor contacts, fast-track forms, emergency MOUs	Electronic & Hardcopy	Emergency Response Toolkit	Emergency Procurement Team
8.9	Procurement System & Data Management	vendor database, procurement logs, user access matrix	Electronic	Central Procurement Server	ICT & Procurement Admin
9.1	Facility Operations & Maintenance	maintenance logs, inspection reports, service contracts & schedules	Digital & Paper	Facilities Office; Central Server; Cloud Drive	Facilities Manager / Centre Ops Lead
9.2	Security Systems & Access Control	CCTV footage, access logs, security configs & incident reports	Digital (video & logs)	Secure Server; Cloud Backup; Security Office	Security Systems Administrator
9.3	Emergency Preparedness & Safety	emergency plans, evacuation procedures, drill reports & contact lists	Digital & Paper	Safety Office; Shared Drive; Emergency Binder	Emergency Preparedness Coordinator
9.4	Health & Safety Compliance	health inspection reports, fire safety certificates, risk assessments & safety audits	Digital & Paper	Compliance Filing System; Offsite Backup	Health & Safety Officer
9.5	Visitor Management	visitor logs, ID verification records, badge issuance logs	Digital & Paper	Security Desk; Visitor Management System	Visitor Management Clerk

Strengthening Resilience Through Effective Vital Records Management
Identifying vital records for CBF-1 through CBF-9 underscores the critical role of information in sustaining Kinderland’s operations during disruptive incidents.

These records are not merely administrative artefacts; they are enablers of safety, continuity of care, financial integrity, regulatory compliance, and organisational credibility.

In this chapter, Kinderland establishes clear visibility into which information must be protected, where it is stored, and who is responsible for its stewardship.

This clarity underpins the implementation of appropriate controls, including access management, backup and recovery strategies, off-site storage, and periodic validation of record availability.

In subsequent BCM activities—such as recovery strategy development, plan documentation, and exercising—these vital records will serve as key inputs to ensure that critical business functions can be restored within acceptable timeframes.

Ultimately, disciplined management of vital records strengthens Kinderland’s overall operational resilience and its ability to continue delivering safe, reliable, and compliant services under all circumstances.

Building a Resilient Kinderland: A Practical Guide to Business Continuity Management
eBook 4: Consolidate and Report Your BCM Implementation
Consolidated Report for BIAQ (Part 1 to Part 6) for CBF-1 to CBF-9
PM: BIA	BIAQ T1 P1	BIAQ T1 P2	BIAQ T2 P3
Consolidated Report for BIAQ (Part 1 to Part 6)
CBF	BIAQ T2 P4	BIAQ T3 P5	BIAQ T3 P6

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Consolidated Report for Vital Records for CBF-1 to CBF-9 for Kinderland

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Table P6: Vital Records for CBF-1 to CBF-9

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Consolidated Report for Vital Records for CBF-1 to CBF-9 for Kinderland