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Business Continuity and Incident management

Personnel
  • To account for the whereabouts and well-being of all staff
  • Ensure safe evacuation and staff well-being
  • Provision of welfare facilities and support
  • Liaison with hospital

Record Keeping

  • To record all actions taken and decisions made
  • To record all expenditure
  • To record all other relevant information
  • To present the information in the post-exercise debrief

Communications

  • Deliver initial text message to staff
  • Update staff at regular intervals
  • Set up staff helpline
  • Liaise with personnel to ensure clear and consistent communications
  • Control text communication channel
  • Update the website at regular intervals
  • Liaise with the media representative to ensure the correct message is delivered
  • Co-ordinate the communication with all external parties, suppliers, customers and stakeholders
Recovery Plan
  • of which people have key skills and knowledge
  • Training individuals to acquire additional skills and knowledge
  • Documenting key processes to allow staff to undertake roles with which they are unfamiliar
  • Keeping a list of retired or ex-employees with key skills and knowledge that can be called up when required
  • Using people with the relevant skills and knowledge from a third party (either through a contractual arrangement or keeping a list of suitable third parties)
  • Geographical separation of individuals or groups with key skills and knowledge
  • Outsourcing a portion of the work requiring key skills and knowledge to a third party that has the capability of taking over more of the work at short notice
Premises
  • Using available space within the organisation (this might include meeting rooms, training space, canteens, etc).
  • Record remotely.
  • Remote working includes the concept of ‘working from home’, and working from other non-corporate locations like hotels. Working from home can be a very effective solution but care must be taken to ensure health and safety issues are addressed, suitable IT equipment with properly licensed software is provided and sufficient networking capacity/technical support is available.
  • Reciprocal agreements with other organisations to use their premises .
  • Using a list of available premises or potential suppliers of premises.
  • Acquiring and fitting out additional premises ready to be used when required as a recovery site.
  • Mobile accommodation – can be brought into use rapidly, but provides limited space and may require service and power connections.
  • Moving the activity, but not the staff, to another site that has the capability to undertake the activity (known as ‘Diverse Locations’).

 

And where possible

 

  • Temporary prefabricated accommodation (caravans, cabins, etc).
Data (electronics and paper)
  • Backups – backing up the information held in the computer systems, and storing the backups in a safe and secure location that is geographically separated from the computer systems on which the original information is held.
  • Ad-hoc – wait until the IT is lost and then obtain replacement equipment if required, and recover the systems and information from backups (this option is low cost, but high risk, and is suitable where the optimum timescale for recovery is in weeks rather than days, or where the replacement equipment is readily available and the configuration of the IT is relatively straightforward).
  • Support agreement – enter into a support agreement with a third party to supply replacement equipment in a pre-defined time period to a pre-defined configuration, and recover the systems and information from backups.
  • Standby equipment – spare equipment held as a standby (either pre-configured or not) that can be used if equipment is lost, with the systems and information recovered from backups (holding standby equipment at a geographically separate site will improve the chance that the standby equipment is available when required).
  • Duplicate equipment – a complete duplicate of equipment pre-configured with the systems already loaded, that can be used if equipment is lost, with the information recovered from backups
  • Third party equipment – a contract with a third party to use their equipment located at a third party site, with the systems and information recovered on to their equipment from backups.
  • Replica systems – replicas of the equipment, systems, and data, which can be held at one of the organisation’s own sites or at a third party site (a geographically separate site will improve the chance that the replica can be used when required) and can take the form of:
  • Continuous replication – where the data is being continually replicated from the original system to the replica (theoretically providing zero data loss)
  • Mirroring and or shadowing – where changes to the data in the original system are mirrored or shadowed in the replica (providing minimal data loss)
  • Logging – where changes to the data in the original system are logged and batched before being sent to the replica (depending on the timescale used, data loss could be measured in minutes or hours)
  • Backup – where a backup is taken of the data in the original system, which is then copied to the replica (changes made to the original since the last backup would be lost)

Paper

  • Do nothing – accept the loss.
  • Copy the paper records and store the copies at a site geographically separated from where the original records are held.
  • Scan the paper records and store the images electronically (the electronic records can be held either at the same site, with backups held elsewhere, or at a geographically separated site).
  • Recreate the paper records as best as possible from information supplied by staff, customers, suppliers, and other stakeholders.
Equipment
  • General equipment (that used day to day in normal business process and readily available).
  • Standby equipment – spare equipment held as a standby that can be used if equipment is lost .
  • Holding spares of important components.
  • Holding of older equipment as emergency replacement or for spares.

 

Utilities
  • Uninterruptible power supply (UPS) or Mainline – to enable the safe shut down of equipment (particularly computers).
  • Standby back-up battery – that cut-in, either manually or automatically, when power fails to protect equipment from more prolonged power failures.
  • Portable batteries– ordered in advance.
  • Broadband internet – off-site backup solution for example, potable wifi.
Local Emergency Services

Service

Location

Telephone

Ambulance

Emergencies

999

Fire Service

Emergencies

999

Floodline

Information service

0845 988 1188

NHS Direct

 

0845 46 47

Police

Emergencies

Non-emergency matters

999

101