BUSINESS CONTINUITY PLAN
Locations
Main Office: The Orchard, Staines Lane, Chertsey, Surrey KT16 8PS 01932 563662
Secondary Office: c/o Spelthorne Borough Council, Knowle Green, Staines-upon-Thames, Surrey TW18 1XB
01784 444200
Approved by Trustees: 21 Aug 2014 Next review due: Aug 2015
PREFACE
Business Continuity Management is a planning process that can be applied to any business, small or large, that helps to manage the risks that threaten its survival by providing a framework to ensure the resilience of the business so that it can continue to operate in the event of any disruption
This document has been developed to outline the general procedures to be taken in the event of a serious business disruption (or the threat thereof) affecting the operation of our key functions. A business interruption is defined as –
“An unwanted incident that threatens personnel, buildings, operational procedures or the reputation of the business which requires special measures to be taken to restore things back to normal.”
This Business Continuity Plan is the property of Age UK Runnymede and Spelthorne (AUKRS). It is an operational document which is constantly being monitored and updated to reflect our ongoing business operations.
Activation of this Plan is the responsibility of the Chief Officer, or, in their absence, the Deputy Chief Officer.
PLAN DISTRIBUTION LIST
(List who has a copy of your plan and where each copy is held. This will ensure that when you update the plan, you know who will need an updated copy)
Copy No. Name Location
1 Chief Officer Hardcopy in person
2 Deputy Chief Officer Hardcopy in person
3 Chair Hardcopy in person
4 General availability G:\In case of business emergency in pdf format
5 For amendment purposes G:\_Management (restricted)\Business Continuity in Word format
STAFF CASCADE - CONTACTS
(This list ensures that all key members of your staff are contacted and made aware of the incident. Make sure a list of all those contacted and those not contacted is kept)
Name Telephone Numbers
WORK HOME MOBILE
Chief Officer 01932 563662 01252 501436 0790 0008034
Deputy Chief Officer
01932 563662 07810750599 01252 781605 07891 838802 Chair Finance Manager 01932 563662 07904 241541 Treasurer 07813 191745 I & A Manager 01784 444200 07760 666317
KEY STAFF - ROLES & RESPONSIBILITIES
(In the event of an emergency, carry out the following actions)
Name Role Responsibilities
Tony Docker Chief Officer Initiate the plan, notifying third parties Di Cheeseman Deputy Chief Officer Evacuation of Chertsey location Ray Mayhill Finance Manager Integrity of IT system, including back
ups
Marion Maitland I & A Manager Evacuation of Staines location
OFF-SITE RECOVERY LOCATION
(Alternative work place to organise your recovery from)
If a location needs to be evacuated for more than one hour, people should either go home or go to the location at Chertsey or Staines after informing the AUKRS person in charge of their intentions.
Task Detail Completed IN FIRST HOUR
Chertsey location Notify first name on staff cascade list Notify other location
Relocate people
Test power
Establish damage Test phone system Test IT system Update cascade list Update other location Notify insurance company if relevant
Inform the CO immediately, or next name in cascade list if unavailable
Inform the Staines location, and relevant organisations in Business Contact list of current situation and
establish best method of future communication If building has been evacuated, allow them back into the building, subject to authorisation from the person in charge. If re-entry not authorised direct people to other AUKRS location, or home, or to other suitable
accommodation
If it is safe to do so, turn on lights and power supplies If there has been any damage take photographs and record it in writing
Check to see if the landline phone system is operational
Turn on PCs and test for access to internal network and internet connections
Inform the contacts listed in the cascade list of the current situation
Update people in the other AUKRS locations of the current situation
Call our insurers and notify of the incident, providing whatever details are known at the time and establishing future actions and assistance available
Staines location Notify first name on staff cascade list Notify other location
Liaise with person in charge of situation Relocate people
Test power
Establish damage Test phone system Test IT system Update cascade list Inform other location
Inform the CO immediately, or next name in cascade list if unavailable
Inform the Chertsey location, and relevant organisations in Business Contact list of current situation and establish best method of future communication
Establish a link with the person in overall charge, inform them of person in charge of AUKRS people If building has been evacuated, allow them back into the building, subject to authorisation from the person in charge. If re-entry not authorised direct people to other AUKRS location, or home, or to other suitable
accommodation
If it is safe to do so, turn on lights and power supplies If there has been any damage take photographs and record it in writing
Check to see if the landline phone system is operational
Turn on PCs and test for access to internal network and internet connections
Inform the contacts listed in the cascade list of the current situation
Update people in the other AUKRS locations of the current situation
IN THE FIRST 24 HOURS Chertsey location
Notify other location Relocate people
If allowed back into the building after first hour:
Test power
Establish damage Test phone system Test IT system Update cascade list Update other location
Inform the Staines location at end of business day of current situation
If people not allowed back into the building, organise working arrangements for next day and advise everyone, including those not working today
If it is safe to do so, turn on lights and power supplies If there has been any damage take photographs and record it in writing
Check to see if the landline phone system is operational
Turn on PCs and test for access to internal network and internet connections
Inform the contacts listed in the cascade list of the current situation
Update people in the other AUKRS locations of the current situation
Staines location Notify other location Relocate people
If allowed back into the building after first hour:
Test power
Inform the Chertsey location at end of business day of current situation
If people not allowed back into the building, organise working arrangements for next day and advise everyone, including those not working today
Establish damage Test phone system Test IT system Update cascade list Update other location
If there has been any damage take photographs and record it in writing
Check to see if the landline phone system is operational
Turn on PCs and test for access to internal network and internet connections
Inform the contacts listed in the cascade list of the current situation
Update people in the other AUKRS locations of the current situation
IN THE FIRST 48 HOURS
If we are allowed back into the location follow the same procedure as “in the first 24 hours” If a normal return to work is not expected within the first 48 hours then a plan must be created and implemented to carry on work as best as possible within the given conditions. A small team comprised of the senior management team and trustees would be responsible for this.
If the Chertsey or Staines locations are closed down staff should try to be accommodated within the other office, and other options such as home working, holiday, deferred hours etc considered.
If the Stanwell location is closed down, the business will have to cease for as long as necessary, with staff temporarily allocated other duties within the organisation.
Liaise with our IT Support provider to maximise existing IT communications for all staff
AFTER THE EVENT
Once things have settled down, and after normal business has been resumed, a team comprising staff and trustees should meet to discuss the events and learn lessons from it. This may result is reviewing Polices and/or Procedures, including this Business Continuity Plan
BUSINESS CONTACT LIST
(The details of important business contacts where it is necessary for personal contact to be made, it will include key customers and key suppliers)
Company Contact Tel. Number(s)
Runnymede Borough Council Suzanne Stronge 01932 425869
07500 984164
Spelthorne Borough Council Liz Borthwick 01784 446376
Individual staff should contact any clients they are seeing and any individuals or organisations using our services during the period of disruption and make alternative arrangements where appropriate
OTHER USEFUL TELEPHONE NUMBERS (For example, utility companies)
Company Contact Tel. Number
Pendle Connections – IT Support Warren Calvert 01483 268936
Premier Choice Telecom Liz (Account Manager) 020 8300 9495
INSURANCE DETAILS
Company Tel. Number Policy Ref.
Towergate MIA 01483 739731 CHMIA1000539
BACK-UP INFORMATION/EQUIPMENT Back-up
Computer
records/data location
Pendle Connections – see above
Critical paper records/information location
Paper records are stored in both the Chertsey and Staines location, sensitive records under lock and key
KEY EQUIPMENT REQUIREMENTS
(What essential equipment would you need if you had to move to an alternative site) Equipment
In order to carry out our business we are reliant upon our IT system and paper records. The IT system can be accessed from either Chertsey or Staines locations. The Charitylog database is web based and can be accessed from any terminal.
Most of the paper records are held at Chertsey.
INITIAL RECOVERY LOG
(Maintaining this log at the time of the incident will provide a record of all events, actions/decisions taken, it should include the names of those instructed, timings and actions taken)
OTHER NOTES:
After this document has been used it must be given to the Chief Officer. It will provide the basis of a review of the incident and an opportunity to learn any lessons for future use.
