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Continuity of Care: Ensuring SHINE’s Mission Through Effective BCM
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[BCM] [SHINE] [E3] [BIA] [T3] [CBF] [6] Client Information & Records Management

Banner [BCM] [E3] [BIA] [P5] Inter-dependencies

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Inter-dependencies form a critical component of business continuity planning, especially for service-based organisations such as SHINE Children and Youth Services.

In the context of Community Social Work and School Social Work (CBF-2), service delivery relies on a complex ecosystem of internal business units, government agencies, schools, partner organisations, and community networks.

These interconnections ensure the continuity of support for vulnerable children, youth, and families across SHINE’s programmes.

Understanding internal and external dependencies, including their upstream, downstream, and mutual relationships, enables SHINE to anticipate disruptions, prioritise restoration activities, and coordinate effectively during crises.

This chapter identifies the interdependencies among the Sub-Critical Business Functions (Sub-CBFs) under CBF-2. It describes the nature of these dependencies to support resilience planning as guided by ISO 22301 and BCM Institute’s BCM Body of Knowledge.

Banner [BCM] [E3] [BIA] [P6] Vital Records

Vital records form the backbone of continuity for SHINE Children and Youth Services’ mission to support vulnerable children, youth, and families across community and school settings. These records ensure that client support activities, case interventions, programme delivery and partnership coordination continue smoothly even during disruptions.

For service areas involving sensitive personal data, safeguarding client information and intervention history is essential not only for operational continuity but also for upholding ethical, legal, and regulatory expectations.

This section identifies the vital records required to sustain the Critical Business Function (CBF-2): Community Social Work & School Social Work, outlining their formats, storage arrangements, and custodianship.

Moh Heng Goh
Business Continuity Management Certified Planner-Specialist-Expert

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Banner [BCM] [E3] [BIA] [P5] Inter-dependencies

 

CBF-6 Client Information & Records Management

 

[BCM] [SHINE] [E3] [BIA] [T3] [CBF] [6] Client Information & Records ManagementIn this chapter, we explore the inter-dependencies of the critical business function (CBF) "CBF-06 Client Information & Records Management" within SHINE Children and Youth Services.

The purpose of understanding these inter-dependencies is to identify how various business functions, both internal and external to SHINE, are interconnected.

Recognising these dependencies is crucial for maintaining seamless operations, especially during disruptions, to ensure business continuity.

By examining the different Sub-CBFs of "CBF-06 Client Information & Records Management," we gain insights into the relationships that need to be maintained to preserve service delivery and ensure compliance.

Banner [Table] [BCM] [E3] [BIA] [P5] Inter-dependencies [BIAQ]

Table P5: Inter‑dependencies for CBF-6

Sub-CBF Code

Sub-CBF

Name of Business Unit / Vendor / Partner

Internal Dependency

External Dependency

Dependency Type (Upstream / Downstream / Mutual)

6.1

Client Information Collection

Client Intake Team / Data Collection Staff

Internal

External (Government Agencies, Healthcare Providers)

Upstream

6.2

Client Records Maintenance

Case Management Team, IT Support

Internal

External (Healthcare Providers, Partner Agencies)

Downstream

6.3

Confidentiality & Privacy

Legal & Compliance Department, IT Support

Internal

External (Regulatory Bodies, External Auditors)

Mutual Dependency

6.4

Document Management

Document Control Team, IT Support

Internal

External (Scanning Services, Secure Archiving Vendors)

Upstream

6.5

Record Retrieval & Access Control

IT Systems Support, Legal Department

Internal

External (Data Recovery Service Providers)

Downstream

6.6

Record Disposal

IT Support, Compliance Team, Legal Department

Internal

External (Waste Management, Secure Disposal Services)

Mutual Dependency

6.7

Compliance Monitoring

Compliance & Audit Department, IT Systems

Internal

External (Regulatory Bodies)

Upstream
 

Banner [BCM] [E3] [BIA] [Summing Up] [P5] Inter-dependencies [BIAQ]

In conclusion, understanding the inter-dependencies of "CBF-06 Client Information & Records Management" is vital for identifying potential vulnerabilities and critical points of failure.

Recognising the roles of internal teams, external vendors, and regulatory bodies in supporting these sub-functions will help SHINE maintain a resilient business continuity plan.

Effective communication and collaboration with these stakeholders are essential to ensuring the continuous availability and integrity of client information, which is central to SHINE's mission of providing consistent and effective services to at-risk youth.

By proactively managing these dependencies, SHINE can ensure that, even in the event of disruptions, the organisation continues to function smoothly and comply with applicable legal and regulatory frameworks.

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Part 6_ Vital Records

Banner [BCM] [E3] [BIA] [P6] Vital Records

CBF-6 Client Information & Records Management

 

[BCM] [SHINE] [E3] [BIA] [T3] [CBF] [6] Client Information & Records ManagementIn the context of SHINE Children and Youth Services, maintaining vital records is crucial to ensure the continuity of care, compliance, and operational efficiency, particularly during disruptive events.

This section focuses on the management of client information and records, which are essential to the organisation’s operations and its ability to serve at-risk youth effectively.

Proper handling of these vital records ensures that SHINE can maintain its services, adhere to legal and regulatory requirements, and safeguard sensitive client data.

The following table presents the detailed business processes or Sub-CBF under the high-level critical business function, CBF-06 Client Information & Records Management, including their relevant vital records.

Banner [Table] [BCM] [E3] [BIA] [P6] Vital Records [BIAQ]

Table P6: Vital Records for CBF-6

Sub-CBF Code

Sub-CBF

Description of Vital Records

Media Type

Location

In Whose Care

6.1

Client Information Collection

Personal and demographic information, intake forms, assessments, and referrals are collected at the point of service entry.

Digital and Paper

Client Database, Physical Files

Case Manager, Intake Officer

6.2

Client Records Maintenance

Updated client records, including treatment plans, progress notes, session summaries, and reports.

Digital and Paper

Client Database, Physical Files

Assigned Case Worker

6.3

Confidentiality & Privacy

Documentation ensuring that client information is kept confidential, including signed consent forms and privacy policies.

Digital and Paper

Secure Database, Physical Files

Data Protection Officer

6.4

Document Management

Policies and procedures related to record organisation, categorisation, and retention of client information.

Digital and Paper

Document Management System, Archives

Records Manager

6.5

Record Retrieval & Access Control

Logbooks, access permissions, and tracking records that ensure authorised personnel can access client information.

Digital and Paper

Access Control System, Secure Database

IT Administrator, Case Manager

6.6

Record Disposal

Documentation detailing the safe and secure destruction of outdated client records.

Digital and Paper

Secure Disposal Facility

Records Manager, IT Department

6.7

Compliance Monitoring

Audits, compliance reports, and records of assessments to ensure adherence to legal, regulatory, and organisational standards.

Digital and Paper

Compliance Database, Physical Files

Compliance Officer
 
 
 

Banner [BCM] [E3] [BIA] [Summing Up] [P6] Vital Records [BIAQ]

The management of vital records in CBF-06 Client Information & Records Management is an essential aspect of SHINE Children and Youth Services' operations.

By ensuring proper collection, maintenance, confidentiality, and disposal of client records, SHINE guarantees that it can provide seamless and uninterrupted services even during disruptions.

Furthermore, strict adherence to compliance standards helps protect client privacy and uphold the organisation’s reputation as a trusted service provider.

Properly managing these vital records is not only a legal and operational requirement but also a fundamental component of supporting at-risk youth through effective, responsive care.

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Continuity of Care: Ensuring SHINE’s Mission Through Effective BCM
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[BCM] [SHINE] [E3] [BIA] MBCO Corporate MBCO [BCM] [SHINE] [E3] [BIA] [PS] Key Product and Services [BCM] [SHINE] [E3] [RAR] [T1] List of Threats [BCM] [SHINE] [E3] [RAR] [T2] Treatment and Control [BCM] [SHINE] [E3] [RAR] [T3] Risk Impact and Likelihood Assessment [BCM] [SHINE] [E3] [BCS] [T1] Mitigation Strategies and Justification [BCM] [SHINE] [E1] [C10] Identifying Critical Business Functions
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[BCM] [SHINE] [E3] [BIA] [DP] [CBF] [6] Client Information & Records Management [BCM] [SHINE] [E3] [BIA] [T1] [CBF] [6] Client Information & Records Management [BCM] [SHINE] [E3] [BIA] [T2] [CBF] [6] Client Information & Records Management [BCM] [SHINE] [E3] [BIA] [T3] [CBF] [6] Client Information & Records Management [BCM] [SHINE] [E3] [BCS] [T2] [CBF] [6] BCS Recovery Strategy [BCM] [SHINE] [E3] [BCS] [T3] [CBF] [6] Minimum Resources Required during a Disaster [BCM] [SHINE] [E3] [PD] [CBF] [6] Client Information & Records Management

 

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