This document is a working template designed by a leading multinational company for use by all of its offices and departments. This company has encouraged the culture of business continuity within their organisation and actively practice and review their continuity plans on a regular basis. This template covers the scenario of a particular location being inaccessible following an incident and having to move to a secondary location designed for critical staff. LOCATION XX Purpose of this Document This plan describes the actions to be taken in case Location XX is not accessible and the basic services provided in Location XX are not available. It includes the co-ordination of Business Continuity arrangements and the establishment of a fallback facility at (Fall back location) for approximately (insert relevant number) designated critical staff. It requires a decision by Team/Committee XX to activate and deactivate this (BCP). (adjust where relevant) A list of common services to be made available at Fall back location XX is described. (where relevant). The list of BCP focal points and the list of designated critical staff with contact details are included. 1
General Outline of Plan 1. Following the non-accessibility of Location XX and the unavailability of the basic services provided by this office, there is an immediate requirement to respond to the crisis and to continue time-sensitive activities. 2. Sufficient facilities will be provided at Fall back location XX (where relevant) such that Location XX functions will be able to relocate approximately (insert number) critical staff and have them working effectively within X hours of a Location XX crisis being declared. To facilitate this (list equipment which is to be stored at fall back location/specify that staff are expected to bring their own lap top where possible) 3. Email continuity will be provided for in the short term by (detail migration of mailboxes/disaster recovery plans etc) 4. Detail telephone redirection where relevant/specify that mobile phones will be used as back up if land lines are not accessible 5. Team XX takes the lead with respect to the establishment of arrangements for the resumption of services and facilities. 2
IMMEDIATE ACTION CHECKLIST The following checklist of key questions and implied actions is not exhaustive, but is intended to assist Team/Committee XX in implementing this BCP. 1. Has the BCP formally been activated by the Chairman of relevant team or his alternate? 2. Are all Location XX staff aware of the non-accessibility of the Location XX office and the unavailability of basic services? 3. Have BCP focal points* (where relevant) and designated critical staff been informed about the activation of the BCP? 4. Has the recorded message been activated on the staff information line? 5. Have the key stakeholders been alerted (list key stakeholders?) 6. Has the fall back location been prepared/notified? 7. If circumstances dictate, has a Relatives Response Team been activated? *BCP Focal Points: If numerous departments exist it is useful to have focal points who are responsible for cascading information in case of emergency. They should also keep and distribute up to date lists of contact names and numbers. 3
Matrix of unfolding events: decision and communication milestones. WHEN WHAT HOW WHO Crisis Building evacuation + 1 hour Eg Management to re-locate to fallback facilities 0-2 hours + 2 hours From +3 hours From +12 hours TBD After Eg regular updates of situation to staff Eg Recovery Phase Starts Evaluate Business Continuity Plans. This can be more/less detailed, depending on complexity of plans 4
Suggested attachments: Annex 1: Team roles and responsibilities Annex 2: BCP Focal Points : Roles and responsibilities and list of focal points. Annex 3: List of designated critical staff Annex 4: Facilities at fall-back location Annex 5: Telephone arrangements Annex 6: Responses to relatives Annex 7: Messages to Staff Annex 8: Recovery Phase Annex 9: Restoration Phase Annex 10: Stakeholder list 5
RELATED DOCUMENTS This plan should be read in conjunction with the following related documents (where relevant list eg Fire & Emergency Manual; Crisis Plan): 6
Annex 1 Team X roles and responsibilities Team X provides executive control in the event of a Location XX crisis. Role eg Team Member Deputy Fire & Security HR In the event of a crisis Team X will : Immediately : (list actions eg) 1. Convene at the evacuation point following a Location XX evacuation or convene state meeting room etc if a warning is received that an evacuation may be necessary or communicate by telephone conference call (list relevant number) if the incident happens out of office hours. 7
Annex 2 BCP focal points Roles and responsibilities The BCP focal points are responsible for : 1. Maintaining their own department BCP 2. Maintaining the list of Location XX critical staff in their departments and communicating any changes. 3. Communicating the Location BCP within their departments 4. Taking part in BCP tests or exercises 5. Nominating a deputy And in the event of a crisis : 1. Receive instruction that the Location XX BCP is to be implemented 2. Cascade this instruction to critical staff Names and contact details The names and contact details of the focal points and their deputies are given in the table overleaf : 8
Department Focal Point name Office phone Mobile phone Deputy name Deputy mobile phone 9
Annex 3 Critical staff numbers and names Name Dpt Office Mobile Number 10
Annex 4 Facilities at Fall back location Detail facilities and logistical arrangements in fall back location 11
Annex 5 Telephone arrangements Detail procedure for activating telephone facilities 12
Annex 6 Responses to relatives Detail any plans for dealing with concerned relatives in the event of injuries/loss of life 13
Annex 7 Messages to Staff Initial message to all Location XX staff Trigger/Reason: Office hours: Non-critical staff need to be told to go (or if outside office hours: stay) home and await further developments Relevant crisis team/person calls the BCP focal points and tells them to cascade in their department the message that non-critical staff have to go home. Also, the following message will be sent From: XX To: All Location Staff Subject: Location XX: emergency situation. Eg only: As you will have noticed an emergency situation has arisen. The Location XX buildings are no longer accessible. You are therefore requested to stay at home until further notice. Please telephone your supervisor or Department BCP Focal Point as soon as possible and inform them of your whereabouts. You will be kept up to date with developments in the situation according to the s. Also, the central information number (list where available) is available to you if you require the latest information. Outside office hours: The relevant Team calls the BCP Focal Points and tells them to cascade in their business the message that non-critical staff have to stay home. Message to BCP focal points Trigger/reason: Office hours: The relevant Team informs them that the BCP has been activated. The (relevant) Team calls the business BCP focal points and advises them to order their critical staff to leave for fall back location. Also, the following message will be sent From: XX To: BCP focalpoints. Subject: : emergency situation As you will be aware an emergency situation has arisen. The Location XX buildings are no longer accessible. According to the you are requested to depart to Fall back location and participate in the business resumption activities. 14
If possible take your laptop with you On arrival you will be informed about your office location and you will be briefed on the situation. Annex 8 Recovery Phase Detail recovery plans under the following headings: Buildings Technical Infrastructure People External 15
Annex 9 Restoration Phase The purpose of the restoration phase is to manage the restoration of all facilities and services. By the end of the restoration phase all staff will have a fully functional working environment and all business/function activities will have returned to normal. 16
Annex 10 London Stakeholder Contact List BCP Stakeholders Name Company Telephone Mobile 17