Vital Records Program - Federal Agency

Abstract

This research paper is dedicated towards analyzing the current records management system of a Federal Agency and suggesting ways to improve record keeping within the organization. Vital records are the crucial records of an agency that are required at all times in order to meet with the operational tasks under national security emergencies, which are called the emergency operating records containing information about various emergencies and disaster conditions. Legal and financial rights records also fall under vital records as they include data which protects the financial and legal rights of the government and those affected by any such governmental activities (Homeland Security, 2008). These records are needed for any country and can date back to hundreds of years. Keeping these safe can help governments formulate plans for disaster prevention and management, resource allocation, tracking the inflow and outflow out data within the various federal and state agencies and organizations, etc.

Table of Contents

Introduction5

Discussion6

Identification6

History of Organization8

What are Vital Records of the Coast Guards?9

Vital Records Program: Implementation9

What is Records Management and Why is it Important?10

The Management Process at Coast Guard11

Management of Inward Communication13

Registration Of Correspondence: Inwards13

Registration Of Correspondence: Outwards14

Advantages of the Vital Record Program14

Disadvantages of the Vital Record Program15

Does the Agency Use an Electronic Database?16

Benefits of an Electronic Record System For Vital Records16

Suggestions For Improvement17

Conclusions18

References20

Appendices22

Vital Records Program - Federal Agency

Introduction

Throughout history, domestic and international terrorist attacks as well as national and environmental disasters have prevailed in a land governed by numerous state and federal agencies whose sole purpose is to protect our homeland from natural catastrophes' as well as planned attacks . However, such attacks have proven that the localized organizations are never adequately prepared to take action against actual threats and respond efficiently to real situations, be it on the land or seas. Furthermore, it has shown how contribution by different governmental agencies could have amplified reaction capability and how a federal or centralized approach towards eliminating or controlling these threats and situations could have prevailed. Therefore, a National Incident Management System was developed with standard working procedures and codes to augment the various areas of situation management, planning, organization, training, principles, logistics and realistic practice which has been implemented nationally as a requirement for the sanctioning of a preparedness budget (FEMA). The emergence of NIMS brought about the development of the Integrated Command System and the Multi Agency Support Systems alongside several communal informational structures (Homeland Security, 2008).

Such systems are in place to guarantee a centralized availability of resources from the various agencies, governmental levels and stakeholders with regards to funds, workforce, technology or logistics. Furthermore, this system facilitates the working relationship and co-ordination amongst the different organizations especially during crisis or ongoing incidents. This system has managed to greatly enhance the quality of response and helps in identifying and improving areas which need improvement (Homeland Security, 2008).

This National Incident Management System is a successful model which regularly benefits Department of Homeland Security and the various agencies and organizations like the ...