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.
|
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 |
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| 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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