BUSINESS RESILIENCE AND DISASTER RECOVERY POLICY

Transcription

1 1. BACKGROUND RATCH-Australia Corporation Limited (ACN ) (RAC) is an unlisted public company, which is owned by the following two shareholders: (a) RH International (Singapore) Corporation Pte. Ltd. (company number M) (RHIS), which holds 80% of the ordinary shares in RAC (Ordinary Shares); and (b) Transfield Services Limited (ACN ) (TSE), which holds 20% of the Ordinary Shares in RAC, (together, the Shareholders). RAC has Shareholders whereby: (a) Ratchaburi Electricity Generating Holding PCL, the parent company of RHIS listed on the Stock Exchange of Thailand; and (b) TSE listed on the Australian Securities Exchange. RAC is committed to responsible corporate governance and risk management and accordingly, has endorsed this Business Resilience and Disaster Recovery Policy as part of its governance framework. References in this policy to RAC include its related entities. 2. CONTEXT OF THIS POLICY RAC entered into a Transitional Services Agreement (TSA) with Transfield Services (Australia) Pty Ltd (TSAPL). Under the TSA, TSAPL will maintain, identify and implement appropriate risk management policies and procedures. Therefore, as part of the risk management services to be provided by TSAPL, a fully operational and documented business continuity and disaster recovery plan is to be implemented and maintained by TSAPL for RAC. Further to this, RAC also entered into an Operation and Maintenance Alliance Agreement (O&M Agreement) with TSAPL to operate and maintain selected assets on behalf of RAC. The owner of the assets will either be a RAC subsidiary, or a subsidiary of a RAC subsidiary. Each owner of the assets has entered 1

2 into an asset site agreement which incorporates a set of general terms and conditions of the O&M Agreement and ensures that the services are tailored specifically for each asset (Asset Site Agreement). Where RAC outsource other material functions (such as asset management and registry services), RAC will ensure that the relevant agreement for that service provider maintain adequate business continuity and disaster recovery procedures in respect of RAC s operations and records. 3. PURPOSE OF THIS POLICY The purpose of this policy is to ultimately deal with disaster prevention and damage reduction and immediate response activities by documenting the procedures in place to: (a) Deal with the consequences of a disaster occurring that may adversely impact the business of RAC; (b) Ensure effective communication should a disaster occur; (c) Prevent or mitigate those consequences; and (d) Implement immediate response activities. 4. SOURCE OF OBLIGATIONS The sources of obligations behind this policy include: (a) Corporations Act 2001 (Cth); (b) TSA; (c) O&M Agreement; (d) The Occupational Health and Safety Act 2000 (NSW), Work Health and Safety Act 2011 (Qld) and Occupational Health and Safety Act 2004 (Vic), and any other applicable occupational or work health and safety legislation (including in jurisdictions not referred to above, or on an industry basis), and all associated regulations, codes of practice, applicable standards and guidelines as published from time to time ; 2

3 (e) Australian Standard AS 3745:2009 Planning for emergencies in facilities 5. THE MEANING OF DISASTER A disaster may occur at any time. It may take the form of an emergency, catastrophe, computer disaster or other occurrence, whether or not due to natural causes or as the result of a wilful act or negligence or an inevitable accident, that causes loss of, or damage to, property (including data or records of RAC) or causes loss of life, injury, distress or danger to persons. It may occur as the result of matters such as fire, storms, water leakage, electricity blackouts, break-in and the like. 6. SCOPE OF THIS POLICY This policy provides for the following: (a) An Emergency Information Sheet in Appendix 1; (b) A Communication Plan in Appendix 2; (c) The prevention/protection strategy identifying: i. The prevention/protection task; ii. The person responsible for that task; and iii. The strategy to prevent or protect RAC and its operations against the potential damage in the Prevention / Protection Strategy in Appendix 3; (d) Responses to imminent disasters in Pre-Disaster Action in Appendix 4; (e) Instructions for response and recovery in the event of a disaster in Disaster Response and Recovery in Appendix 5; and (f) An Emergency Action Sheet in Appendix 6. 3

4 7. TESTING OF THIS POLICY The Occupational Health & Safety (OH&S) Committee should ensure that the following procedures are tested at least 6 monthly: (a) Evacuation procedures; and (b) Data recovery procedures. 8. COMMUNICATION OF THIS POLICY The OH&S Committee should ensure that staff members have: (a) A hard copy of the Emergency Information Sheet; (b) A hard copy of the Emergency Action Sheet; and (c) Access to the Communication Plan. 9. RESPONSIBILITY FOR AND REVIEW OF THIS POLICY The Company Secretary has the prime responsibility for the development, review and implementation of this policy. The Company Secretary will liaise with RAC s Chief Financial Officer to ensure this policy is maintained. The Company Secretary must: (a) Ensure this policy is reviewed at least annually and, in the event the registered place of business is relocated, within 1 month after the relocation; (b) Report to the Risk, Audit and Compliance Committee (RACC) at least every 12 months on the currency of this policy. The RACC will recommend any changes to the Board of RAC, who will be responsible for approving any changes to this policy; (c) Table a copy of any report at the next meeting of the RACC; and 4

5 (d) Must ensure that administrative procedures are in place to ensure that whenever contact or communication details change within RAC or service providers, that the corresponding details in this policy are changed as soon as is reasonably practicable after the change. 5

6 Appendix 1 Emergency Information Sheet 1.1 Emergency contacts and response Contacts Telephone Number Emergency Police / Fire / Ambulance 000 Poisons Information Centre North Sydney Medical Practice Walker Street, North Sydney Royal North Shore Hospital North Sydney Police Station Electricity Faults and Emergencies Integral Energy: Ergon Australia: Gas (Leak or Hazard) AGL Telephone (Telstra Service Faults) Sydney Water/Sewerage (Emergency) SES - State Emergency Service Northern Sydney: Western Sydney: Southern Sydney: WorkCover NSW Building Agent ING OH&S Coordinator Refer to the HSE Notice Board on Level 13 Emergency Contact Details Sheet (containing emergency contact details for employees) RAC CEO Executive Assistant

7 Appendix 2 Communication Plan 2.1 Reception: Phone: (Internal ext. 9) Fax: Address: Postal Locked Bag 917 North Sydney NSW 2059 Street / Reception Level 13, 111 Pacific Highway, North Sydney NSW 2060 Further contacts: A full listing of all personnel and extension numbers is available on the intranet. 2.2 Property Management Information for 111 Pacific Highway, North Sydney All property management issues are directed to the Executive Assistant on Telephone System STD calls are available on all lines. ISD calls should be arranged via reception. Any changes to seating locations/phone numbers are to be passed onto the Reception / Executive Assistant to ensure that phone listings are maintained as current. This includes notification to the Executive Assistant of personnel relocating into or out of the building. 2.4 Stationery and office supplies Ordering of general company supplies/stationery is co-ordinated centrally through the Executive Assistant with Lyreco. 7

8 Appendix 3 Prevention / Protection Strategy 3.1 Reception Reception/Executive Assistant is the point of contact for the following services: Building maintenance coordination Cleaners - liaison Courier and delivery management Emergency response General enquiries Milk supply Visitor registration, signing in and out Security access and cards Reception is located in the lobby of Level 10. Any visitors for other levels must first be directed to Reception on Level 10 to sign in as a visitor. You must collect your visitors from level 10. Reception can be contacted on extension 9 between the hours of 8am and 5pm. 3.2 Information Technology (IT) and computer issues For any Information Technology (IT) and computer issues contact BIS Support Centre. AUS: (or internal dial 18111) bissc@transfieldservices.com 8

9 Appendix 4 Pre-disaster actions 4.1 Records management and storage RAC uses a shelf filing system. For more information on how to use this system and to receive correct files / labels for your department, please talk to the CEO Executive Assistant. 4.2 Storage at a secure off-site location Computer equipment and files, removable office supplies, records and files etc. can be sent to a secure off-site location. We currently use RECALL - Total Information Management for this service. For more information on how to use this storage system contact the CEO Executive Assistant. To contact RECALL directly with any queries please contact their CARE team on or at carensw@recall.com who will be more than happy to assist. 4.3 Information Technology (IT) and computer storage For any Information Technology (IT) and computer storage queries or issues please contact the Transfield Services BIS Support Centre on the details listed in Clause 3.2 of Appendix 3. 9

10 Appendix 5 Disaster response and recovery 5.1 Notice Boards Employee noticeboards are located in the kitchens. Typically these are used to display Health and Safety information and other items of work-related interest. 5.2 Hazard and incident reporting Should you become aware of a hazardous situation, action should be taken to either remove or isolate the hazard where this can be done safely. All hazards and incidents must be reported immediately to your manager or an OH&S Committee member. 5.3 Injury Reporting An injury is defined, as "a work-related impact on a person, which results in first aid or medical treatment, or which, requires absence from work for one day or more". If you are injured at work, you must: Seek First Aid. Ensure details of treatment are entered on the Incident Report Book. 5.4 Evacuation Procedure Please refer to Clause 6.3 in Appendix Fire Wardens Please refer to Clause 6.4 in Appendix 6. 10

11 5.6 Information Technology (IT) and computer storage For any Information Technology (IT) and computer storage queries or issues please contact the Transfield Services BIS Support Centre on the details listed in Clause 3.2 in Appendix Building maintenance Any damage or requests for maintenance are to be forwarded to the Executive Assistant. 11

12 Appendix 6 Emergency Action Sheet 6.1 Evacuation The site Emergency Response Plan is the Emergency Planning and Evacuation Procedures Manual as authorised and distributed by a qualified external third party. During an emergency, wardens can be identified by their yellow / white / red hard hats and will provide directions to employees on evacuation routes and assembly areas. Training for new wardens and general evacuation procedures is conducted by a qualified external third party. Scheduled Fire Warden Training is conducted four times a year and general evacuation training is conducted once or twice a year. 6.2 Assembly Areas for 111 Pacific Highway Levels 1-9 for Assembly Area No. 1 Mount Street area near MLC Building. Levels Assembly Area No. 2 Elizabeth Plaza outside Turner House before Mount Street. Please refer to the Health and Safety Notice Board for a map of the assembly areas. 6.3 EVACUATION PROCEDURE On hearing the alert tone Beep...Beep...Beep... Be aware of an emergency situation occurring Check for the signs of Smoke/Fire in your immediate area and prepare for an evacuation If safe to do so, attempt to extinguish the fire On hearing the evacuation tone Whoop...Whoop...Whoop Assist mobility impaired persons, if safe to do so 12

13 Evacuate the building via the nearest safe fire exit, closing all doors behind you Proceed to your external assembly area At the assembly area Account for people in the building Report any person missing to the Fire Brigade DO NOT Re-enter the building until the all clear' is given by the responding emergency services. 6.4 Fire Wardens Please refer to the Health and Safety Notice Board on level 13 for a list of Fire Wardens for each level. 6.5 Fire fighting equipment Fixed hose reels and dry chemical extinguishers are located throughout the building. These appliances are inspected on a six monthly basis and tagged accordingly by Firezone Systems. Please ensure that access to fire fighting equipment is not obstructed at any time. 6.6 Fire Escapes Two fire escape stairways are provided to exit to ground level. All personnel are to follow the instructions for the floor wardens, gather their personal belongings and walk down the stairs to the allocated assembly areas. 6.7 First Aid A first aid kit is located in the kitchen area of level 13. These is also a main first aid area which is the First Aid room located on Level 9 near the TSE BIS and Global Services teams. Any use of the First Aid Kits should be done so in conjunction with a qualified First Aider, where possible. All first aid incidents are to be recorded in the log books located in the First Aid room and in each first aid kit. It is a requirement that all incidents and near misses be reported, and recorded in the incident management database. 13

14 Please refer to the Health and Safety Notice Board for a list of Senior First Aid Officers for each level. First Aid Kits are available to all employees and are regularly inspected and re-stocked every two months according to the kit requirements defined in the Occupational Health and Safety Regulation The First Aider contact list is located near the First Aid facility. 6.8 Emergency procedures to assist First Aider Call Ambulance 000 Arrange for First Aider to stay with patient whole time Arrange for Reception/ Executive Assistant to 'hold' lift at Ground Floor Await arrival of Ambulance personnel then escort to the patient Hold lift at emergency level 14