[BCM] [SHINE] [E4] [CR] [BIA] [P6] Vital Records for CBF-1 to CBF-12

Written by Dr Goh Moh Heng | Dec 26, 2025 12:02:35 PM

Consolidated Report for Vital Records for CBF-1 to CBF-12

that are critical to the continued operation and recovery of Bandtree’s business functions during and after a disruption.

These records support operational continuity, regulatory compliance, legal obligations, and the protection of stakeholder interests.

As a government-linked company specialising in corporate property and facilities management, Bandtree relies heavily on records that document asset integrity, vendor relationships, safety compliance, emergency response, and infrastructure management.

The identification, protection, and accessibility of these vital records are crucial to ensuring uninterrupted service delivery and safeguarding the company's reputation and responsibilities under the regulations of Darussalam Assets.

Table P6: Vital Records for CBF-1 to CBF-12

Sub-CBF Code	Sub-CBF	Name of Business Unit / Vendor / Partner	Type of Dependency – Internal	Type of Dependency – External	Type of Dependency – Upstream / Downstream	Description of the Nature of Dependency
1.1	Psycho-educational Assessment & Diagnosis	Clinical Team, Schools, Diagnostic Tool Vendors	Yes	Yes	Upstream	Assessments depend on referrals, qualified psychologists, and licensed tools.
1.2	Reassessment & Educational Needs Review	Clinical Team, Parents, Schools	Yes	Yes	Mutual	Reviews rely on updated feedback from schools and families.
1.3	Learning Intervention Programmes	Therapists, Schools, Programme Vendors	Yes	Yes	Downstream	Intervention delivery depends on completed assessments and school coordination.
1.4	Consultation & Stakeholder Engagement	Parents, Schools, Volunteers	Yes	Yes	Mutual	Two-way communication is required for planning and service alignment.
1.5	Intake & Referral Management	Admin Team, Referral Agencies	Yes	Yes	Upstream	Service initiation depends on timely intake and referral processing.
1.6	Progress Monitoring, Review & Exit Planning	Clinical Team, Parents, Schools	Yes	Yes	Downstream	Exit decisions rely on monitoring data and stakeholder feedback.
1.7	Documentation, Reporting & Compliance	Compliance Unit, Regulators	Yes	Yes	Upstream	Accurate documentation supports compliance and audit requirements.
1.8	Capacity Building & Volunteer / Community Programmes	Volunteer Organisations, Trainers	Yes	Yes	Mutual	Programme sustainability depends on trained volunteers and partners.
2.1	Community Engagement & Development	Community Partners, Grassroots Orgs	Yes	Yes	Mutual	Engagement success depends on trusted community relationships.
2.2	Family Support & Coaching	Families, Social Service Agencies	Yes	Yes	Downstream	Coaching effectiveness depends on family participation.
2.3	In-School Social Work & Student Support	Schools, Teachers	Yes	Yes	Mutual	Student support relies on school access and coordination.
2.4	Preventive & Developmental Programmes	Schools, Facilitators	Yes	Yes	Downstream	Programme delivery depends on school scheduling and participation.
2.5	Casework & Counselling Support	Counsellors, Families, Schools	Yes	Yes	Mutual	Case outcomes depend on multi-party coordination.
2.6	Collaboration & Partnership Management	NGOs, Government Agencies	Yes	Yes	Upstream	Service reach depends on active partnerships and MOUs.
2.7	Volunteer & Youth Engagement	Volunteers, Youth Groups	Yes	Yes	Mutual	Engagement levels affect programme continuity.
2.8	Monitoring, Evaluation & Research Practice	Research Partners, Funders	Yes	Yes	Upstream	Evaluation relies on data collection and research inputs.
3.1	Case Identification & Assessment	Referral Agencies, Schools	Yes	Yes	Upstream	Identification relies on referrals and screening information.
3.2	Individualised Intervention Planning	Case Workers, Therapists	Yes	No	Downstream	Planning depends on completed assessments.
3.3	Programme Delivery & Monitoring	Programme Facilitators	Yes	No	Mutual	Delivery and monitoring inform each other.
3.4	Stakeholder Collaboration & Coordination	Schools, Community Partners	Yes	Yes	Mutual	Intervention success depends on aligned stakeholder actions.
3.5	Crisis Management & Emergency Support	Emergency Services, Hotlines	Yes	Yes	Upstream	Crisis response depends on external emergency escalation.
3.6	Evaluation & Adjustment of Plans	Clinical Supervisors	Yes	No	Downstream	Adjustments depend on monitoring results.
3.7	Post-Intervention Follow-Up	Families, Community Services	Yes	Yes	Downstream	Follow-up relies on ongoing community support.
4.1	Assessment & Intake Services	Intake Team, Referral Agencies	Yes	Yes	Upstream	Therapy initiation depends on referral accuracy.
4.2	Individual Counselling Sessions	Therapists	Yes	No	Downstream	Sessions depend on assessment outcomes and availability.
4.3	Group Therapy Sessions	Therapists, Facilities Providers	Yes	Yes	Mutual	Requires coordination of space, facilitators, and participants.
4.4	Crisis Intervention & Immediate Support	Emergency Services	Yes	Yes	Upstream	The immediate response depends on the crisis escalation pathways.
4.5	Therapeutic Programme Development	Clinical Leads, Research Bodies	Yes	Yes	Upstream	Programme design depends on evidence-based inputs.
4.6	Family Therapy & Support	Families, Social Services	Yes	Yes	Mutual	Outcomes depend on family engagement.
4.7	Referrals & External Collaboration	Hospitals, NGOs	Yes	Yes	Upstream	Continuity of care relies on partner responsiveness.
4.8	Monitoring & Evaluation of Effectiveness	Clinical Supervisors	Yes	No	Downstream	Evaluation depends on therapy outcomes data.
4.9	Case Documentation & Record-Keeping	Records Management Unit	Yes	No	Upstream	Documentation underpins compliance and continuity.
5.1	Client Intake & Assessment	Intake Officers	Yes	No	Upstream	Case management begins with accurate intake.
5.2	Case Management Planning	Case Managers	Yes	No	Downstream	Planning depends on assessment findings.
5.3	Coordination of Support Services	NGOs, Service Providers	Yes	Yes	Mutual	Service delivery relies on external providers.
5.4	Monitoring & Follow-up	Clients, Providers	Yes	Yes	Downstream	Follow-up depends on feedback and engagement.
5.5	Documentation & Reporting	Compliance Unit	Yes	No	Upstream	Reporting supports audit and governance.
5.6	Client Discharge & Transition	Community Services	Yes	Yes	Downstream	Successful transition relies on follow-on services.
6.1	Client Information Collection	Intake Systems	Yes	No	Upstream	Accurate data capture underpins all records.
6.2	Client Records Maintenance	IT Systems	Yes	No	Mutual	Continuous updates maintain record integrity.
6.3	Confidentiality & Privacy	Legal, Compliance	Yes	Yes	Upstream	Controls depend on regulatory requirements.
6.4	Document Management	EDMS Vendors	Yes	Yes	Mutual	System availability affects document access.
6.5	Record Retrieval & Access Control	IT Security	Yes	No	Downstream	Access depends on role-based permissions.
6.6	Record Disposal	Certified Disposal Vendors	Yes	Yes	Downstream	Disposal depends on compliant vendors and schedules.
6.7	Compliance Monitoring	Regulators, Internal Audit	Yes	Yes	Upstream	Monitoring ensures adherence to laws and policies.
7.1	Stakeholder Identification	Senior Management, Programme Heads; Ministry of Social and Family Development (MSF), Schools, Community Partners	Yes	Yes	Upstream / Mutual	Programme heads and management provide authoritative stakeholder lists; external stakeholders provide updates to contact points and engagement expectations.
7.2	Communication Planning	Crisis Management Team, Programme Management; Communications Consultants / Media Advisors	Yes	Yes	Upstream / Mutual	Communication strategies depend on internal incident and response decisions; external advisers support messaging and media strategy.
7.3	Crisis Communication Execution	IT & Systems Support; Media Outlets, Social Media Platforms	Yes	Yes	Upstream / Downstream	Internal IT systems are required for dissemination; external media channels are used to broadcast messages.
7.4	Internal Communications	Human Resources, Programme Teams; Internal Collaboration Platforms	Yes	Yes	Mutual / Upstream	Internal teams exchange updates; third-party communication platforms support internal communications.
7.5	External Communications	Management, Legal / Governance Function; Donors, Funders, Schools, Community Partners	Yes	Yes	Upstream / Downstream	External messages require internal approvals and governance input; stakeholders depend on timely updates.
7.6	Stakeholder Feedback Collection	Programme Teams, Case Management; Clients, Families, Volunteers, Community Partners	Yes	Yes	Upstream / Mutual	Internal teams collect frontline feedback while stakeholders provide and expect acknowledgement and follow-up.
7.7	Stakeholder Coordination	Case Management, Community Outreach Teams; Schools, Social Service Agencies, Healthcare Providers	Yes	Yes	Mutual	Coordination activities require internal alignment with external partner expectations.
7.8	Post-Crisis Communication Review	Crisis Management Team, Quality & Governance; External Auditors, Regulators	Yes	Yes	Downstream	Internal teams provide review inputs; external parties may review findings.
8.1	Talent Acquisition & Recruitment	Recruitment Agencies, Job Portals, HR Department	Yes	Yes	Upstream	External sources provide candidates; internal HR conducts selection and hiring.
8.2	Staff Training & Development	Training Providers, Educational Institutions, HR, Department Heads	Yes	Yes	Downstream	External trainers provide courses; internal teams align training with needs.
8.3	Performance Management & Appraisal	Department Heads, Performance Review Systems; External HR consultants	Yes	Yes	Mutual	Internal and external parties collaborate on appraisal practices.
8.4	Succession Planning	HR, Leadership Team; External leadership coaches	Yes	Yes	Downstream	Internal teams develop strategies with external coaching support.
8.5	Employee Well-being & Support	Employee Assistance Program Providers, Health Insurers, HR Department	Yes	Yes	Upstream	External providers offer wellbeing services coordinated by HR.
8.6	Workforce Planning	Department Heads, External Labour Market Analysts; HR, Department Heads	Yes	Yes	Mutual	Internal planning with insights from external analysts and consultants.
9.1	Fundraising & Grant Applications	Fundraising Team, Communications & Marketing Team; Grant Agencies, Corporate Sponsors	Yes	Yes	Upstream	Internal teams prepare proposals supported by external grant/funding partners.
9.2	Donor Management	Donor Relations Team, IT/Data Management; Individual Donors, CSR Partners	Yes	Yes	Mutual	Internal systems and external donation platforms support donor engagement processes.
9.3	Resource Allocation & Budgeting	Finance Team, Program Managers; Vendors, Service Providers	Yes	Yes	Downstream	Budgeting affects program resources; external vendors provide services.
9.4	Financial Reporting & Accountability	Finance Team, Audit & Compliance; Regulatory Authorities, Funding Bodies	Yes	Yes	Upstream	Internal finance records and external requirements shape reporting.
9.5	Partnership & Stakeholder Engagement	Partnerships & Collaboration Team; Community Partners, NGOs, Government Agencies	Yes	Yes	Mutual	Internal coordination with external partners for engagement activities.
9.6	Emergency Fund Management	Finance Team, Program Leadership; External Donors, Relief Organisations	Yes	Yes	Downstream	Internal planning and external contributions inform emergency deployments.
10.1	Partnership Development	Programme Teams, Senior Management, Corporate Partners, Government Agencies	Yes	Yes	Upstream & Mutual	Internal leadership defines needs; external partners provide collaboration and policy alignment.
10.2	Stakeholder Engagement	Communications Unit, Service Centres, Schools, Community Leaders	Yes	Yes	Mutual	Internal engagement support and external stakeholder participation build trust.
10.3	Community Outreach	Programme Teams, Volunteers, Community Organisations, Grassroots Groups	Yes	Yes	Downstream & Mutual	Internal programmes and external groups enable outreach delivery.
10.4	Network Maintenance and Coordination	Programme Management Office, IT Support; Partner Organisations	Yes	Yes	Mutual	Internal tracking and partner coordination enable shared network operations.
10.5	Resource Sharing and Collaboration	Finance Unit, HR; Donors, Corporate Sponsors, Partner Agencies	Yes	Yes	Upstream & Downstream	Internal governance and budgeting support external resource contributions.
10.6	Partnership Monitoring and Evaluation	Quality Assurance, Management, Funding Agencies, Partners	Yes	Yes	Downstream	Internal monitoring and external outcome feedback inform evaluations.
10.7	Conflict Resolution and Mediation	Senior Management, Legal/HR; Partner Organisations	Yes	Yes	Mutual	Internal governance works with external partners to resolve disputes.
11.1	Facility Management	Facilities Management Team; Property Management Vendors	Yes	Yes	Mutual	Internal and external teams collaborate on maintenance and repairs.
11.2	IT Systems Management	IT Department, External IT Service Providers	Yes	Yes	Upstream	IT systems depend on external vendors for updates, patches, and maintenance.
11.3	Telecommunication Services	Telecom Team; Telecom Service Providers	Yes	Yes	Downstream	Telecom services depend on external connectivity while internal teams manage operations.
11.4	Data Centre Management	IT Department, External Data Centre Providers	Yes	Yes	Upstream	Data centres rely on external providers for space, power, and support.
11.5	Service Support and Vendor Management	Procurement Team, IT Support Partners, Vendors & Service Providers	Yes	Yes	Mutual	Internal coordination ensures service levels while external vendors provide support.
11.6	Business Continuity Planning for IT Infrastructure	BCM Team, IT Team, Backup Service Providers	Yes	Yes	Downstream	Internal continuity planning aligns external backup services and recovery processes.
12.1	Compliance Monitoring	Programme Operations Teams; National Council of Social Service (NCSS)	Yes	Yes	Upstream / Downstream	Operational data feed internal monitoring; compliance with external standards supports sector accreditation.
12.2	Regulatory Reporting	Finance & Administration; Ministry of Social and Family Development (MSF)	Yes	Yes	Upstream / Downstream	Internal financial data supports reporting; external authorities receive mandatory reports.
12.3	Governance Oversight	Board of Directors, Internal Audit/Risk Committee; External Legal Advisors	Yes	Yes	Mutual / Upstream	Internal performance reporting and external legal advice shape governance decisions.
12.4	Policy Development & Review	Human Resources; External Consultants / Sector Bodies	Yes	Yes	Mutual / Upstream	Internal HR organizes policies informed by best-practice guidance from external sources.
12.5	Audit and Risk Management	Internal Audit/Risk Committee; External Auditors	Yes	Yes	Mutual / Downstream	Audit findings inform risk actions while external audits assure stakeholders on controls.

The preservation and management of vital records are integral to Bandtree’s ability to recover from disruptions and continue providing critical services to clients, government stakeholders, and the wider community.

The structured identification and protection of these records ensure compliance with statutory requirements and internal governance standards while supporting business continuity objectives.

By maintaining up-to-date inventories, ensuring secure and redundant storage, and assigning clear custodial responsibilities, Bandtree reinforces its commitment to operational excellence and resilience.

Moving forward, regular audits and reviews of vital records management practices will remain a priority, ensuring these records continue to serve as a strong foundation for the company's preparedness and response strategies.

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