What sort of documents should I store in a fireproof file or safe?
Definitely, your organization's vital records, which are defined as records containing information essential to the survival of an organization in the event of a disaster.
Why do vital records need to be protected?
Vital records will document an organization's legal and financial positions and preserve the rights of employees, customers and stockholders in the event of a disaster.If a Vital Record is lost, damaged, destroyed or otherwise rendered unavailable, that loss becomes a disaster-within-a-disaster, affecting critical operations needed to recover from the initial disaster.
Some common examples include: Contracts/agreements that prove ownership of property, equipment, vehicles, products, etc.; Operational records such as: current accounting and tax records, current personnel/payroll records, account histories, and shipping records; Current client files; Current standard operating procedures (SOPs); Produced reports and summaries; Software source codes (to include both licensed programs and systems and custom developed applications).
What forms of recorded data are usually categorized as "Vital?"
The UL Mark, is one of the most recognized, accepted and trusted symbols in the world. UL stands for Underwriters Laboratories Inc. (UL), a not-for-profit, independent testing and standards organization The UL Mark signifies to the buyer that a not-for-profit, independent laboratory has tested samples of products to safety requirements and conducts periodic checks of manufacturers' facilities. The UL Mark lends assurance about the file or safe you may purchase; it's your one assurance that steps have been taken in the interest of safety.
As a buyer, what does the UL Mark mean to me?
This is marketing-driven wordplay, pure and simple you are being led to falsely believe you are getting a product with a UL rating. The reality is, UL has never tested it, and it's simply the manufacturer's claim. How it will stand up to a real fire is anyone's guess.
What if a file or safe says it is built to" a certain UL class specification claim, is that sufficient?
Yes. You will always, at one point in time, have some vital records on-site, and obviously, no one is able to accurately predict the precise time a fire or other business interruption will occur.
We outsource all our records storage to vendor who takes it off-site Do we still need to purchase fireproof files and safes?
Not all records are good candidates for digitization. In many cases, it's cheaper to store paper records than to digitize them.
Should I have all of the vital records in my organization digitized?
Offsite storage of Vital records can be a viable option for archived records, however, but for current information, such as daily backups and transaction records, storing Vital records offsite requires such a high degree of discipline and coordination that it will become extraordinarily expensive and time consuming to try to move daily backups to an off-site location At the end of the day, its just not feasible to rely 100% on off-site. Organizations still have to address the question of how to guarantee vital records are secure and fire-protected while they remain on-site.
If an organization stores all vital records at an off-site location, they are adequately protected, right?
In the event a FireKing classic file is damaged in a fire, at any time while in the possession of the original purchaser, FireKing will replace the cabinet free of charge, and ship it freight collect to the original owner. In addition, if a mechanical or operable part of the FireKing records container malfunctions or breaks down during normal use, FireKing will at its option, repair or replace such part FREE for as long as the original purchaser owns the product.
What's the warranty on a FireKing file that goes through a fire?