In this chapter, we will examine the long-term impact of the critical business functions (CBFs) under CBF-06, Client Information & Records Management. The effective management of client information is integral to the smooth operation of SHINE Children and Youth Services.
Disruptions in these processes can severely affect the ability to deliver essential services, ensure compliance, and maintain confidentiality.
By assessing the impact over different time intervals, we can understand the criticality of each sub-CBF and how prolonged disruption could hinder the organisation’s capacity to support its clients.
This section provides a detailed evaluation of each Sub-CBF under CBF-06, along with their recovery time objectives (RTOs) and maximum tolerable periods of disruption (MTPDs).
|
Sub-CBF Code |
Sub-CBF |
Highest-Impact Area |
4H |
8H |
1D |
2D |
3D |
5D |
7D |
10D |
14D |
21D |
30D |
60D |
RTO |
MTPD |
Vulnerable Period |
|
6.1 |
Client Information Collection |
Service Delivery, Client Safety |
2 |
3 |
4 |
4 |
5 |
5 |
5 |
5 |
5 |
5 |
5 |
5 |
8 hrs |
2 days |
Intake peaks, crisis referrals |
|
6.2 |
Client Records Maintenance |
Service Continuity, Case Management |
2 |
3 |
3 |
4 |
4 |
5 |
5 |
5 |
5 |
5 |
5 |
5 |
1 day |
3 days |
High caseload periods |
|
6.3 |
Confidentiality & Privacy |
Legal, Regulatory, Reputation |
3 |
4 |
5 |
5 |
5 |
5 |
5 |
5 |
5 |
5 |
5 |
5 |
4 hrs |
1 day |
Cyber incidents, data breaches |
|
6.4 |
Document Management |
Operational Efficiency |
2 |
2 |
3 |
3 |
4 |
4 |
4 |
4 |
5 |
5 |
5 |
5 |
1 day |
5 days |
Audits, reporting cycles |
|
6.5 |
Record Retrieval & Access Control |
Service Delivery, Decision-Making |
3 |
4 |
4 |
5 |
5 |
5 |
5 |
5 |
5 |
5 |
5 |
5 |
8 hrs |
2 days |
Crisis response, court cases |
|
6.6 |
Record Disposal |
Compliance, Data Protection |
1 |
1 |
2 |
2 |
2 |
3 |
3 |
3 |
4 |
4 |
4 |
4 |
5 days |
14 days |
Scheduled disposal cycles |
|
6.7 |
Compliance Monitoring |
Regulatory, Governance |
2 |
2 |
3 |
3 |
4 |
4 |
4 |
5 |
5 |
5 |
5 |
5 |
2 days |
7 days |
External audits, regulatory reviews |
The table above outlines the temporal impact of each sub-CBF within CBF-06 Client Information & Records Management.
As shown, disruptions to processes such as client information collection, document management, and record retrieval have varying degrees of impact, particularly when legal compliance and data confidentiality are at risk.
The Recovery Time Objective (RTO) and Maximum Tolerable Period of Disruption (MTPD) vary by process, with record retrieval and compliance monitoring generally requiring quicker recovery to avoid service disruptions or regulatory issues.
Understanding the impact over different periods allows SHINE Children and Youth Services to prioritise recovery actions and mitigate risks, ensuring minimal service interruption and compliance during any disruption.
This section provides the foundation for developing a resilient BCM strategy to safeguard client information and maintain trust throughout any disaster scenario
In this section, we explore the IT systems and applications that support the critical business functions within CBF-06 Client Information & Records Management at SHINE Children and Youth Services.
The proper functioning of these systems is crucial to maintaining the integrity, confidentiality, and availability of client information and records.
This section identifies the IT resources required to support the key business processes, their recovery time objectives (RTOs), recovery point objectives (RPOs), and any specialised equipment or resources necessary for optimal operations.
|
Sub-CBF Code |
Sub-CBF |
IT Systems and Applications |
RPO |
System RTO |
Supporting Special Equipment or Resources |
Remarks |
|
6.1 |
Client Information Collection |
Electronic Client Intake System |
4 hours |
12 hours |
Scanners, secure mobile devices |
Key system for collecting client data in real time. |
|
6.2 |
Client Records Maintenance |
Client Management System (CMS) |
6 hours |
24 hours |
Secure cloud storage, backup servers |
Essential for maintaining updated client records. |
|
6.3 |
Confidentiality & Privacy |
Privacy Protection Software, Encryption Tools |
1 hour |
4 hours |
Encryption key management tools, VPNs |
Critical for ensuring secure handling of client data. |
|
6.4 |
Document Management |
Document Storage and Management System |
8 hours |
24 hours |
Document scanning equipment, secure file servers |
Manages physical and digital documents for clients. |
|
6.5 |
Record Retrieval & Access Control |
Access Control Software, Database Management System |
4 hours |
12 hours |
Biometric access systems, secure login credentials |
Vital for secure and authorised access to client records. |
|
6.6 |
Record Disposal |
Data Destruction Software |
2 hours |
6 hours |
Shredders, secure data erasure tools |
Ensures compliance with data disposal policies. |
|
6.7 |
Compliance Monitoring |
Compliance Monitoring Software |
6 hours |
24 hours |
Compliance checklists, audit logs |
Tracks compliance with legal and regulatory standards |
The effective management of IT systems and applications in CBF-06 Client Information & Records Management ensures that SHINE Children and Youth Services can meet its business continuity objectives.
By implementing robust IT solutions, such as client management systems, encryption tools, and compliance monitoring software, SHINE can provide secure, reliable, and efficient services to its clients, even in times of disruption.
The integration of these systems into the broader BCM framework ensures that critical records and sensitive information are protected, accessible, and compliant with relevant regulations, facilitating smooth recovery in the event of an emergency.
Continuity of Care: Ensuring SHINE’s Mission Through Effective BCM |
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| eBook 3: Starting Your BCM Implementation |
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| MBCO | P&S | RAR T1 | RAR T2 | RAR T3 | BCS T1 | CBF |
| CBF-6 Client Information & Records Management |
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| DP | BIAQ T1 | BIAQ T2 | BIAQ T3 | BCS T2 | BCS T3 | PD |
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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