Part 6 of this Business Impact Analysis (BIA) focuses on the identification, classification, and management of vital records across the Ministry of Manpower’s six critical business functions (CBFs).
Vital records are essential documents and data that support the Ministry’s core operations, ensure regulatory compliance, and maintain continuity during disruptions.
For each CBF, from labour market regulation and enforcement to corporate services and IT infrastructure, this chapter details the specific records that must be preserved, the media types in which they exist, their storage locations, and the personnel responsible for their custody.
By understanding the vital records associated with each CBF, readers can appreciate the foundational role these records play in sustaining operational resilience and organisational memory.
The purpose of this chapter is to equip the reader with a clear understanding of the Ministry’s vital records management framework and its importance in business continuity planning.
Readers are expected to learn how each CBF relies on structured, secure documentation to execute its responsibilities effectively, particularly during crises.
By presenting vital records in a structured, standardised format, this chapter provides practical insights for BCM practitioners, policy officers, and operational managers on safeguarding critical information assets, ensuring quick access during emergencies, and supporting decision-making that maintains uninterrupted service delivery.
|
Sub-CBF Code |
Sub-CBF |
Description of Vital Records |
Media Type |
Location |
In Whose Care |
|
1.1 |
Policy & Regulation Design |
Legislative documents, ministerial directives, regulatory frameworks, and policy drafts |
Digital (DMS), Hardcopy (archives) |
MOM HQ Policy Division; National Archives |
Director, Policy & Regulation Division |
|
1.2 |
Licensing & Permits |
Approved work passes, permits, licensing applications, employer/employee databases, and decision records |
Digital databases, Hardcopy |
Work Pass Division Data Centre; Offsite backup |
Divisional Head, Licensing & Permits |
|
1.3 |
Inspections, Monitoring & Investigation |
Inspection reports, monitoring logs, investigation case files, and evidence records |
Digital CMS, Hardcopy sealed evidence files |
MOM Inspection & Investigation Unit |
Chief Inspector |
|
1.4 |
Adjudication & Dispute Resolution |
Case files, tribunal records, arbitration decisions, appeals documentation |
Digital CMS, Hardcopy legal docs |
MOM Adjudication Division Records Office |
Registrar, Labour Tribunals |
|
1.5 |
Enforcement Actions & Sanctions |
Enforcement orders, penalty records, prosecution files, sanctions database |
Digital enforcement system, Hardcopy court submissions |
MOM Enforcement Division & Legal Unit |
Director, Enforcement Division |
|
1.6 |
Stakeholder Engagement & Education |
Communication records, training materials, public advisories, stakeholder feedback |
Digital CMS/ LMS, Hardcopy |
MOM Communications & Engagement Dept |
Head, Stakeholder Engagement |
|
1.7 |
Regulatory Intelligence & Risk Management |
Risk assessment reports, regulatory intelligence data, trend analyses, registers |
Digital DB, Hardcopy |
MOM Risk Management Unit & Secure Servers |
Chief Risk Officer |
|
2.1 |
Policy & Planning |
Government policies, regulations, and frameworks for the foreign workforce |
Digital/ Physical |
MOM Headquarters |
Policy Planning Unit |
|
2.2 |
Work Pass Application & Issuance |
Work pass applications, approvals, and issuance records |
Digital/ Physical |
MOM Database |
Work Pass Division |
|
2.3 |
Arrival, Onboarding & Deployment |
Worker arrival logs, onboarding forms, and deployment schedules |
Digital/ Physical |
MOM Database |
Onboarding Team |
|
2.4 |
Monitoring, Compliance & Enforcement |
Compliance reports, inspection results, enforcement actions, and audits |
Digital/ Physical |
MOM Offices |
Compliance Unit |
|
2.5 |
Renewal / Transfer / Exit Management |
Renewal/transfer requests, exit clearance forms, and exit docs |
Digital/ Physical |
MOM Database |
Renewal & Exit Team |
|
2.6 |
Support Services & Well-being |
Medical records, emergency contacts, well-being documentation |
Digital/ Physical |
MOM HQ/External agencies |
Support Services Unit |
|
3.1 |
Policy & Standards Development |
WSH policies, standards, guidelines, internal memos |
Digital & Hardcopy |
MOM HQ Policy Repository |
Policy & Standards Division |
|
3.2 |
Legislative & Regulatory Oversight |
Acts, regs, circulars, amendments, compliance documentation |
Digital & Hardcopy |
Legal Affairs Office, MOM Intranet |
Legal & Regulatory Team |
|
3.3 |
Risk-Based Inspections & Enforcement |
Inspection schedules, inspection reports, and enforcement notices |
Digital & Hardcopy |
Enforcement Division, Inspection DB |
WSH Enforcement Officers |
|
3.4 |
Monitoring & Surveillance Programmes |
Monitoring data, surveillance reports, and hazard assessments |
Digital & Hardcopy |
Monitoring & Surveillance Division, Servers |
Programme Managers |
|
3.5 |
Accident Reporting & Incident Investigation |
Accident reports, investigation findings, root cause analyses |
Digital & Hardcopy |
Incident Management System, MOM HQ |
Investigation Officers |
|
3.6 |
Stakeholder Engagement & Education |
Training materials, outreach programs, engagement reports |
Digital & Hardcopy |
Training & Outreach Office, MOM LMS |
Education & Engagement Team |
|
3.7 |
Competent Person Certification & Registration |
Certification applications, approval records, and databases |
Digital |
Certification DB, MOM Secure Servers |
Certification & Registration Unit |
|
3.8 |
Performance Monitoring & Reporting |
KPI dashboards, performance reports, and audit findings |
Digital & Hardcopy |
Performance Monitoring Office, MOM Intranet |
Performance & Reporting Team |
|
4.1 |
Labour Market Analysis & Forecasting |
Data on labour trends, forecasts, and employment statistics |
Digital/Printed |
MOM Data Centre |
Labour Market Team |
|
4.2 |
Job Matching & Placement Services |
Job application records, placement data, client profiles |
Digital |
MOM Servers |
Employment Services Team |
|
4.3 |
Work Pass & Foreign Talent Policy Services |
Work pass applications, foreign worker registrations, and policies |
Digital/Printed |
MOM Data Centre |
HR & Foreign Talent Team |
|
4.4 |
Skills Development & Transition Support |
Training schedules, certification records, support materials |
Digital/Printed |
MOM Training Portal |
Skills Development Team |
|
4.5 |
Incentives & Employment Support Schemes |
Incentive applications, approvals, and scheme policies |
Digital |
MOM Servers |
Incentive Management Team |
|
4.6 |
Stakeholder Engagement & Tripartism |
Meeting records, agreements, stakeholder communications |
Digital/Printed |
MOM Office |
Stakeholder Relations Team |
|
4.7 |
Monitoring & Rapid Response |
Crisis plans, monitoring reports, and incident logs |
Digital |
MOM Crisis Response Centre |
Crisis Management Team |
|
4.8 |
BCM Integration & Continuity Processes |
BCM strategies, risk assessments, and BC plans |
Digital/Printed |
MOM BCM Office |
BCM Coordinators |
|
5.1 |
Environmental Scanning & Labour Market Analysis |
Labour market reports, research, and trend analysis |
Digital & Hard Copy |
MOM Archives/Digital DB |
Policy Development/Research Unit |
|
5.2 |
Policy Development & Formulation |
Policy drafts, consultation feedback, approval docs |
Digital & Hard Copy |
MOM Archives |
Policy Development Team |
|
5.3 |
Strategic Workforce Planning & Scenario Modelling |
Workforce planning models, scenario reports |
Digital |
MOM Digital DB |
Workforce Planning Team |
|
5.4 |
Stakeholder Engagement & Consultation |
Meeting minutes, feedback, correspondence |
Digital & Hard Copy |
MOM Archives/External Partners |
Stakeholder Engagement Team |
|
5.5 |
Policy Implementation Planning |
Implementation plans, timelines, resource docs |
Digital |
MOM Archives |
Implementation Team |
|
5.6 |
Monitoring, Evaluation & Feedback Loops |
Evaluation reports, performance metrics, summaries |
Digital & Hard Copy |
MOM Archives/Digital DB |
Monitoring & Evaluation Team |
|
5.7 |
BCM Integration and Contingency Policies |
BCM plans, contingency procedures, and risk assessments |
Digital & Hard Copy |
MOM Archives |
BCM Coordination Team |
|
6.1 |
Governance & Strategic Planning |
Strategic planning docs, governance structures, compliance records |
Digital & Physical |
Secure Digital Repository & Office Files |
Governance Team |
|
6.2 |
Financial Management & Resource Allocation |
Financial reports, budgets, contracts |
Digital & Physical |
Financial Dept & Cloud Storage |
Finance Team |
|
6.3 |
Human Resource Continuity |
Employee records, HR policies, contracts |
Digital & Physical |
HR Dept & Secure Cloud |
HR Department |
|
6.4 |
Procurement & Contract Management |
Procurement contracts, supplier agreements, and records |
Digital & Physical |
Procurement Office & Vendor Portal |
Procurement Team |
|
6.5 |
IT Infrastructure & Digital Services Continuity |
IT system docs, software licenses, network configs, DR plans |
Digital |
IT Dept Server & Data Centre |
IT Department |
|
6.6 |
Internal Administration & Facilities Management |
Facility records, maintenance schedules, safety certifications |
Digital & Physical |
Facilities Office & Building Archives |
Facilities Team |
The compilation of vital records across CBF‑1 to CBF‑6 underscores the Ministry of Manpower’s commitment to preserving its operational integrity and institutional knowledge.
Each record, whether digital or hard copy, plays a crucial role in ensuring continuity of critical services, regulatory compliance, and effective response during disruptive events.
By clearly identifying the custodian, location, and type of each record, this chapter reinforces the need for systematic records management practices and highlights the interdependencies between business functions and their supporting documentation.
In conclusion, readers are encouraged to view vital records not simply as static documents but as strategic assets that underpin the Ministry’s ability to respond, recover, and adapt during crises.
Understanding the scope, classification, and management of these records enables staff and BCM practitioners to implement proactive safeguards, streamline information retrieval, and strengthen the organisation's overall resilience.
Ultimately, this chapter provides a practical reference for ensuring that the Ministry’s most critical information resources remain accessible, secure, and actionable when they are needed most.
| Resilient Support: Implementing Business Continuity Management at Ministry of Manpower | |||
| eBook 4: Consolidate and Report Your BCM Implementation | |||
| Consolidated Report for BIAQ (Part 1 to Part 6) for CBF-1 to CBF-6 | |||
| PM: BIA | BIAQ T1 P1 | BIAQ T1 P2 | BIAQ T2 P3-1 |
| Consolidated Report for BIAQ (Part 1 to Part 6) | |||
| BIAQ T2 P3-2 | BIAQ T2 P4 | BIAQ T3 P5 | BIAQ T3 P6 |
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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