Basics of Business Continuity Planning - a primer for your business

PHASE ONE

Piano Cover

The table cover not only identify your company, but also to provide relevant information that may be assessed at a glance. See the attached example.

Company Address:

The address should reflect the position for which it was designed this particular plan. Other corporate offices and their information will be indexed in other material within the plan.

Site Director:

The site director should be the main decision maker of the company. Would someone at any moment would be able to decide whether employees must shelter in place, go home or wait for further information.

Alternate Site Director (s):

The director of the alternative would be the person or persons who would be the second in command, and would also be able to make the same decisions as the director of the site where the site manager was not available. You can also assign a third or fourth person in this section. It 's better if the person is on site most of the time and do not travel much.

Schedule Date:

Every time you review the plan, it is useful to put the revision number on the front of the plane. It will change some material such as telephone directories for employees, which does not warrant changing the date on the cover plan. This is mostly useful to insert a date on the footer at the bottom to the material that will change on a regular basis.

Business Continuity Plan
For ABC Company

The ABC Company
123 Address
Pittsburgh, PA. 15222

Phone:
Fax:

Website:
Email:

Site Director

John Mayall
Office
Home
Cell

Site Deputy Director:

Alice Joseph
Office
Home
Cell

SECOND PHASE

Emergency Response Team

Your Emergency Response Team is usually composed of critical department managers as well as your facility managers. If you have a number of positions, each position must have a director and a site Emergency Response Team.

All the Emergency Response Team will report to the Director of the site in case of emergency. The directors of each site for each location refers to the position of principal conductor of the Site or the president / owner of the company.

When choosing your Emergency Response Team, be sure to choose people who "step up to the plate" in case of emergency. Often critical in a disaster, it is human nature to want to leave to take care of family members. Each team member should have a new person in case of vacancy, absence, accident, etc.

Determine or talking to the fire chief and other officials.
or determine who may authorize emergency work
Ø Establish who will disseminate information about your company to the media

Examples of Emergency Response Team members:

Office Manager Responsible for communication to all employees, suppliers, vendors, custodians floors, etc.

Facility Manager Responsible for valves, electrical / power outages, emergency generators, etc.

IT Manager Responsible for all actions of the computer, backup, recovery, etc.

Communications will be key members of the emergency response team to communicate with each other during an emergency. We recommend using cell phones or other two-way communications.

STEP THREE

Develop a checklist of responsibilities

This will be one of the most important steps you will take. In an emergency, many people begin to panic and need immediate direction. Planning for a list of steps before the emergency will guide them through the disaster at hand and to appease people. It 's imperative that after these checklists are developed and run "table-top exercises" (see table of contents) to practice a real disaster.

The sample attached (three checklist response stage) with instructions for the Site Manager, Resource Manager and Director of Services, will give you an idea of ​​exactly what steps a company has worked in the hypothetical case of a disaster. This company is a business that manufactures medical equipment with 24 hours a day, 7 days a week production line. There are 100 employees working in the industrial and 30 employees. Their home office is in another state. They are located in an industrial park with a river on one side of their construction and rail on the opposite side.

Once you have developed this checklist to continue building the rest of this plan. As you do this, you will find that you need to return the checklist items to add or change what you have already written. The "operating table" will also help you develop the checklist even more.

An example

Stage Three Response List

Warning Phase:

1. Check all the necessary features and supplies
2. Meeting with Site Manager to discuss possible repercussions
3. Brief employees can impending disaster and what is expected of them.
4. Ensure that you have all necessary documents in case of evacuation.
5. The emergency monitor possible through the channels - TV, radio, local

Emergency Response Phase:

1. Meeting with Site Manager and Management Team to discuss course of action.
2. Receive direction from Site Manager on the next step
3. Meeting with employees to inform them.
4. Monitor progress in specific department

Recovery phase:

1. Restoring services
2. To pursue insurance coverage, claims procedures and
3. Repairs and returning to site
4. Preparation and restore all the necessary equipment

STEP FOUR
Identify the hazards

Disaster likely

Power cut 91%

Hardware Error 77%

Fire 58%

Flood 53%

Earthquake of 53%

Hurricane 52%

Software Error 43%

Bombing 39%

Storms 38%

Network error of 23%

Breakage of tubes of 9%

Riot 3%

Source: Disaster Recovery Journal - 2005

Hazards most likely:

Preparation Hazard Do

Power Failures
o Check for emergency lighting in your facility,
or have some on hand flashlights that pay regularly (with battery backup),
o If a storm is coming off all computers,
Ø Provide electrical outlets with protection from electrical surges,
Check-in or emergency generators.

Winter Storm (snow storm, ice storm, etc.)
Tune in stations or local
Have a radio or emergency at hand,
Refer to the police or emergency phone numbers and management

Fire
or check fire extinguishers,
o Be certain employees know how to use them,
or conduct exercises on a regular basis,
safety practices or procedures in case of fire accidents

Tornado / Windstorm
or practice evacuation procedures,
o Be sure to have a safe place to go in case of tornadoes,
Or have emergency supplies on hand in case you need to shelter in place or make emergency repairs or rescue.

Hazardous Materials
o If you have hazardous materials in your facility, you must list them all and bring the list to the local authorities in case they need to fight a fire
o Check the materials regularly to insure that there are no leaks and your inventory is correct

Bomb Threats
o Be sure that the staff that answers your phones are familiar with the bomb threat checklist
After a bomb threat or immediately isolate the person who took the call and have them write down exactly what happened during the call

Flood / loss
Ø Make regular checks of hot water tanks, boilers, pipes, washing machines, dishwashers pipes, connections, sink, toilet tank, etc.
o If the files are stored in an area that is prone to flooding, move to upper floors or platforms.
o If you are in a flood zone, be sure to tune in radio stations for emergency updates.

STEP FIVE

Do lists

Lists will be the most important tool that will be needed in an emergency or major disaster.

In addition to the Emergency Response team, you must have more than one list at hand for use during the preparation, emergency and recovery phase of business.

The following pages will give you a good start for what you need to have lists. Feel free to enter or upload their own forms and / or lists.

Many of these lists must be maintained and updated on a regular basis. An example of this would be dependent on the phone tree, list and lists of supply of computer equipment.

In addition to these lists, we included a list of materials that must be kept in the homes of several employees. This material list must be thought of in advance and then checked by numerous employees involved to be sure everything is included.

This list of material to be stored in employees' homes should be all you need to operate your business, if you are not able to enter your offices or in the case of main power failure.

Employee Phone Tree

It 's essential to keep this list updated and to make the monthly tests of this list and to make submissions in the "Response" with regard to the call. For example: Spoke to the employee, has not reached the wrong number, etc.

SAMPLE:

Name Phone Alternate Phone Response

George Mellon #

George calls:

Sally Field did not respond

Nora Ephron Answered

Replied Sally Hays

Ron Mischner #

Ron calls:

Dave Miller's wife brought the message

Denny Miller Responded

In addition to the list of employees, you should keep a list of all temporary employees phone numbers and / or their temporary phone numbers of agencies

Emergency Phone Numbers

You should have at hand a list of emergency telephone numbers should include the following:

In case of emergency, call _______

If this number is not responding or is slow to respond, call the following numbers:

The police emergency number

The fire is not the number of emergency

City Emergency Number

County Emergency Operations

Local emergency

Poison Center

Hazmat team

Phone Number City

Disaster Recovery provider

Insurance Information

All information necessary insurance should be listed and preserved in this book as well as emergency plan in the emergency container stored at selected locations.

It is also imperative that the copies of your insurance policy to be retained in duplicate in the boxes at home or in a safe deposit box.

In addition, we strongly suggest you to take photographs of the following:

and Office Equipment
or carpet
Or desks, file cabinets, chairs, bookcases, etc.
or Computer
O priceless paintings
o Power supply cabinet
rooms and areas of your computer or server
or electrical and telephone rooms
o Any special equipment, supplies, works of art that would be useful and unique

Critical equipment and materials
Use this list in collaboration with insurance forms to determine what to photograph and what safeguards might be necessary to copy and store in a safe place.

CRITICAL EQUIPMENT AND MATERIALS

Equipment / room access to the request path
Yes / no preventive action request
Emergency generator
Emergency Command Center
Emergency Supplies
Hazardous materials storage
Phone System Equipment
Rooms with Satellite
Computer Center
Servers
Workstation / PC
Elevator Control Room
Photocopiers
Printers
Fax Machines

Date: __________________________ update: ____________________________

By: ___________________________

Construction and Utility Shut Offs equipment

It is a form that must be completed and then reviewed by several people in the department that handles this equipment as well as employees who may work in the evening on a regular basis and the entire Emergency Response Team.

You may review this form and realize that some of this equipment, not related to your job because it is run by building management. You should contact the building manager or maintenance staff building and let them know you would be interested to examine the equipment in the event of a disaster and also for insurance purposes.

BUILDING AND UTILITY
EQUIPMENT SHUT OFFS

Construction / Off Utility Location Address

Gas
Water
Electric
Fire Suppression
Sprinkler or
Dry chemical or-
Other or
Boiler
Sump Pumps
Other ________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________

Fire Detection / Alarm Checklist

Check with your local fire department or fire extinguisher supplier for fire extinguisher training. Fire extinguishers are good to put out small fires and many employees, if properly trained would be comfortable using them.

We also suggest that we invite the fire department in your building to make sure everything is up to code in your building. Many building owners are reluctant to do so fearing fines or shut downs, but many firefighters reception on arrival before a fire starts to give advice and to be familiar with the tenants of a building.

While going through your checklist, walk around your office or building

Check or areas that may need a fire extinguisher as computer rooms, photocopying rooms, kitchens, etc.

o Ensure that employees use electrical extension cords and other amenities properly. Check to make sure electrical outlets are not overloaded and avoid using plug-in air fresheners as they sometimes explode and cause fires.

o Check to make sure doors are locked at all times and signage is properly placed over them so that workers know how to keep them closed at all times.

Check or stairs and emergency exits, to ensure there are clear of debris and waste that is not emergency exits chained shut. Also check to be certain that carry out in the road are not blocked by cars or debris.

Computer and Information Management

Your person is the best person to complete this form. They know what information your company would need and what type of additional equipment may be necessary to bring the company back and running after the disaster.

We strongly recommend you find a company that can provide an off-site back-up system for computer information.

E 'can back up files on a regular basis and have them stored off-site or at home is an employee at another company location.

COMPUTER AND INFORMATION MANAGEMENT
List in order of importance

Position
Equipment
Serial #
Security Level
Owner / Service Lease Agr. / Supplier Warranty expires Manager
In Charge

Date: __________________________ update: ____________________________

By: ___________________________

Key service providers

In the event of an impending disaster or during a disaster, you will need to contact the suppliers of Kep, which should help immediately. The following list will serve as a guideline, but you can add more depending on the type of activity.

Specialized Training / Skills Bank

It is recommended to inspect your employees to determine who has the skills that will help in an emergency. You must ensure that these employees understand that if they are on this list, they shall be called to assist in the event of a disaster.

It is advisable to sign a kind of liberation or an agreement stating they will assist, but are not responsible in the event of a major disaster or medical event.

Some employees may be former military, emergency personnel, nurses, or who have been trained in CPR or first aid.

STAGE SIX

Deciding where to go if you need to evacuate the building immediately.

If you need to evacuate the building due to fire or other emergency, you decide where to meet and how they will account for all employees.

Guardian Plan

You brigade floor in your building or between office staff? Otherwise, ask for volunteers to help evacuate the floor and make sure everyone is safely evacuated. You should then conduct evacuation drills for your employees on a regular basis, even if the building management does not.

Floor Warden responsibilities should include:

or the safe evacuation everyone working on your floor.
o Check to make sure that the toilets, offices, conference rooms, etc. are clear.
O locking all the doors behind, especially in case of fire. The doors will prevent the fire from spreading to adjacent offices.
Accounting for all, or once you have evacuated safely.

First Aid

Have first aid kit handy? Do all employees know how to access the first aid kit? There are employees who are trained in first aid?

Meeting Point

Your meeting place should be a safe distance from your building. Consider the following:

Meeting or in an adjacent building in the event of bad weather Keep a safe distance from any emergency vehicles that may need access
Accounts or for all employees - can have a list of your employees close to exits to ensure that you have on hand.
Or access your book emergency plan. If you do not have on hand to take with you in an emergency, someone can store in your car or can be stored in an adjacent building with an employer that the protection for you.
o A safe distance is usually 300 meters away from danger.
Shelter In Place or - you may need to stay in your building and not to evacuate.

Shelter In Place

Guidelines
One of the instructions may be given in cases of emergency where hazardous materials may have been released into the atmosphere is to shelter-in-place. This is a precaution aimed to maintain safe, while remaining in the house. Shelter-in-place means selecting a small interior room, with no or few windows, and taking refuge there. This does not mean isolating the entire home or office building.
Situations where you may need to shelter-in-place should include: chemical, biological, radiological contaminants may be released accidentally or intentionally into the environment. In this case, the information will be provided by local authorities on television and radio stations on how to protect yourself and your family. Because information will most likely be provided on television and radio, it is important to keep a TV or radio, even during the workday. The important thing is for you to follow the instructions of local authorities and know what to do if we advise you to shelter-in-place.
Some guidelines:
o Close the business.

o If there are customers, clients or visitors in the building, provide for their safety by asking them to stay - not leave. When authorities provide directions to shelter-in-place, they want everyone to take those steps now, where they are, and not to drive or walk outdoors.

or unless there is an imminent threat, ask employees, customers, clients and visitors to call their emergency contact to let them know where they are and they are safe.

o Activate call forwarding or alternative telephone response systems or services. If your company has voice mail or an automated attendant, change the record to indicate that the business is closed, and that staff and visitors are in the building until authorities advice is safe to leave.

o Close and lock all windows, exterior doors, and all other openings to the outside.

o If you are told there is danger of explosion, close the curtains, blinds, or curtains.

or employees who are familiar with your building's mechanical systems turn off all fans of heating and air conditioning systems. Some systems automatically provide for the exchange of air inside with the outside air - these systems, in particular, must be turned off, sealed, or disabled.

Ø Gather essential disaster supplies, such as nonperishable food, bottled water, battery-powered radio, first aid supplies, flashlights, batteries, duct tape, plastic sheeting and plastic garbage bags.

Select internal or room (s) above the ground floor, with the fewest windows or openings. The room (s) should have adequate space for everyone to be able to sit inside to avoid overcrowding by selecting several rooms if necessary. Capacious cupboards, closets, pantries, copy and conference rooms without exterior windows will work well. Avoid selecting a room with mechanical means of ventilation, such as fans or pipes, because this device may not be able to be sealed from the outside.

Ø It 's ideal to have a hard-wired telephone in the room (s) selected. Can call the emergency contacts and have the phone available if you need to report a life-threatening. Mobile phone handset can be overwhelmed or damaged during an emergency.

Use or adhesive tape and plastic sheeting (heavier than food wrap) to seal all cracks around the door (s) and any openings in the room.

Ø Bring everyone in the room (s). Close and lock the door (s).

Ø Write the names of everyone in the room, and call the designated emergency contact of your business' reporting that is in the room with you, and their affiliation with your business (employees, visitors, customers, customer).

or continue to listen to the radio or television until you are told all is safe or you are told to evacuate. Local officials may require evacuation in specific areas at greatest risk in your community.

STEP SEVEN (optional)

Office Security Team

Many companies safeguard their employees through the training of several employees to act as a security team. This team of employees would be trained in basic first aid, triage, search and rescue and how to administer CPR.

Employees have agreed to take classes and seminars and serve as floor wardens in the event of a disaster. Depending on the number of employees you have, you should decide on a ratio of how many members of security is needed in relation to the number of employees. Company management must decide whether or not this is a plan that you want to undertake.

Emergency Backpacks

Once the security team has developed office, we recommend releasing their emergency backpacks. Some companies sell them already made and packaged, but you can make your own, and the broth with the following proposals:

Bandages
Flashlight
Whistle
Helmet
Safety glasses
Safety Mask
Gloves
Tape
Water
Medications for wounds
Medical Tape
Plant
Emergency numbers
Pen / paper / markers
Emergency Food

PHASE EIGHT

Make a list of items you will need to continue operating the business after the disaster.

Here are some suggested items that you need to have in a separate location, which will help you operate until they are able to re-enter your building / business. You can have a narrow branch from where you can store these items. Otherwise, you can get either a safe or store items in someone's home.

Computer System:

If your computer is at your current location and you do not have a back up system, now is the time to determine how your data recovery backup discs taken out of the building on your IT staff, servers, backup in another location, there is another route that will take your data, etc.

Website:

If your company is not able to reopen immediately, are able to access your site to update it to reflect his status and when it reopens? Otherwise, talk to your webmaster.

Phone System:

What happens if the building is destroyed by a fire or you are unable to access their offices - as you will let your customers and employees know what is going on?

Tips: Get a number of site contingency, which can be programmed to advise customers and employees what to do and who to call for services. Check with your phone company about what would happen in an emergency and how you can access the phone system if you can not access your building or office. If the building is destroyed, the whole system is lost phone?

Hot or cold site:

A hot site is a position that is already prepared for your business up and running in a very short time. Depending on the type of activities you may need office space, computers and telephones at once. You must arrange for this service prior to a disaster as you will work with them to determine how many computers and other office equipment you need. Generally you pay a monthly fee for the company to have these services available to the site. A cold site refers to a location where the leased space is not provided for office equipment. A word of caution is to ask how they determine who gets space in the event of regional disaster, as many companies operate in a "first come, first served". If this is the case, may have no use of the site hot in a regional disaster.

PHASE NINE

After the disaster

Once the emergency is over, it is necessary to continue business operations and seek to return to normal as soon as possible. Now it's time to choose options to achieve this.

Some of the forms suggested in Step Eight follow this page, but in addition to that we must also consider the following:

Records emergency expenses form to keep track of what is spent manually after the emergency.
Purchase Orders. If you do business with companies that require a purchase order, agreements have already been set.
Rent a Car. If your cars are parked in your building and you need to move employees quickly, it is advisable to pre-arrange a car rental company. This means that you meet with them and give them all relevant information so that you have on file.

Written agreements with companies that, in the event of a disaster, you will have a grace period for billing or delivery....