Operation Plan Template Page 28
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43[Month Day, Year]
[Organization Name] Manual ####.#
5.2
V
R
M
ITAL
ECORDS
ANAGEMENT
Sharing vital records and databases between your organization and your devolution
counterparts is key to the overall success of a devolution of operations. This section identifies
those with responsibilities for overseeing vital records for your organization. This section also
refers readers to the Vital Records Management appendix. Sample text for this section includes:
The [enter the name(s) of the appropriate organization(s) within your organization here], in
coordination with the [enter the name of the appropriate offices within your organization
here], provides overall guidance and oversight for the protection of vital records to support the
performance of [Organization Name] essential functions under any emergency or potential
emergency. Categories of these types of vital records and databases may include emergency
operating records and legal and financial rights records. Each office/division within the
organization holds overall responsibility for updating vital records and databases and for sharing
all vital records and databases with their devolution counterparts. See Appendix B for the vital
records and databases specific to each office and division.
5.3
P
-P
I
RE
OSITIONED
NFORMATION
This section emphasizes the need to share the vital records and databases for your organization
with your devolution counterparts. Pre-positioning records is the preferred method of providing
your counterparts with vital records and databases, so that they already have the information in
the event your operations devolve. Sample text for this section includes:
Without appropriate planning, essential data maintained at the [Organization Name] primary
operating facility may not be available to the DERG members at the devolution of operations
sites. The [Organization Name] offices and divisions will coordinate with their devolution of
operations counterparts to update all databases and other reference material supporting the
[Organization Name] mission and essential functions. All parties will make these databases
and other supporting materials available by either pre-positioning them at the devolution of
operations sites or making them available through an automated data backup process.
5.4
C
C
ONTINUITY
OMMUNICATIONS
Your organization cannot consider vital records and databases as the only supporting materials
you will need to devolve operations. Continuity communications will ensure your organization
can successfully devolve operations and that your counterparts can successfully perform your
mission and essential functions. This section emphasizes these points and provides the appendix
that contains specific telecommunications and information systems items needed at your
devolution site(s). Sample text for this section includes:
The [Organization Name] offices and divisions must ensure that they consider any unique or
critical information system requirements and identify all capabilities needed for their devolution
of operations counterparts to perform their essential functions.
The [Organization Name] offices and divisions will fully coordinate all telecommunications
and information support requirements with their devolution of operations counterparts and the
[enter appropriate office/individual for your organization]. All offices and divisions will
maintain and update all necessary files, documents, computer software, and databases required to
carry out essential functions at the devolution of operations sites.
5-2
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