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Department heads or their designees, in conjunction with the manager, Records Office, are responsible for reviewing their record series to identify their department’s vital records, if any. Vital records should be listed on the Vital Records Inventory Form, which can be obtained through the manager, Records Office.
- Hard-copy Vital Records
- The manager, Records Office, designates appropriate hard-copy vital records storage facilities away from the locations housing original hard-copy vital records with safeguards appropriate to ensure the quality and integrity of the vital records.
- Unless an alternate process has been set up and approved in writing by the manager, Records Office, when a new hard copy (e.g., paper, microform, or CD) vital record is created or received, the employee responsible for the vital record forwards a copy to his or her Postal Service manager. The record should be clearly labeled as a vital record.
- The Postal Service manager or his or her designee contacts the manager, Records Office to review and transfer the copy of the vital record to the appropriate storage facility.
- Electronic Vital Records
The vice president responsible for the vital record(s) and the chief technology officer verify that an adequate disaster recovery plan is in place for each department’s electronic vital records. Information Technology ensures that backup for electronic vital records is located at an appropriate facility away from the locations housing original electronic vital records with safeguards appropriate to ensure the quality and integrity of the vital records.
Postal Service managers should review their departments’ Vital Records Inventory Form at least once a year to verify that it is current and that each record designated as a vital record continues to warrant that designation. After the Postal Service managers review the Vital Records Inventory Form, they should send it to their vice president for approval and transmittal to the manager, Records Office.
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