BUSINESS CONTINUITY PLAN Locations Main Office: Secondary Office: The Orchard, Staines Lane, Chertsey, Surrey KT16 8PS 01932 563662 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 1
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 5 For amendment purposes G:\In case of business emergency in pdf format G:\_Management (restricted)\business Continuity in Word format 2
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 Chair 01932 563662 07810750599 01252 781605 07891 838802 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. 3
Task Detail Completed IN FIRST HOUR Chertsey location Notify first name on staff cascade list Notify other location Inform the CO immediately, or next name in cascade list if unavailable Inform the Staines location, and relevant organisations in Business Contact list of and establish best method of future communication Relocate people Test power Establish damage Test phone system Test IT system Update cascade list Update other location Notify insurance company if relevant 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 Update people in the other AUKRS locations of the Call our insurers and notify of the incident, providing whatever details are known at the time and establishing future actions and assistance available 4
Staines location Notify first name on staff cascade list Notify other location Liaise with person in charge of situation 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 Relocate people Test power Establish damage Test phone system Test IT system Update cascade list Inform other location 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 Update people in the other AUKRS locations of the 5
IN THE FIRST 24 HOURS Chertsey location Notify other location Relocate people Inform the Staines location at end of business day of If people not allowed back into the building, organise working arrangements for next day and advise everyone, including those not working today 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 Staines location Notify other location Relocate people 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 Update people in the other AUKRS locations of the Inform the Chertsey location at end of business day of If people not allowed back into the building, organise working arrangements for next day and advise everyone, including those not working today If allowed back into the building after first hour: Test power If it is safe to do so, turn on lights and power supplies 6
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 Update people in the other AUKRS locations of the 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 7
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 8
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. Many staff have company mobile phones which also provide access to e-mails 9
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) Date/Time Name Action Comment 10
Date/Time Name Action Comment 11
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. 12