Document Name: Business Continuity Plan

<Logo>
Document No.

<Insert Organization Name

Here>

Business Continuity Plan

Version

Date

Version Number: 1.00 Confidentiality Level

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Document Name: Business Continuity Plan
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Document No.

Document Control

Author
Document Reference
Document Version
Date

Distribution

Executive Approval

Signature Date
Name:
Designation
Name:
Designation

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Document Name: Business Continuity Plan
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Document No.

Table of Contents

Document Control ......................................... 2

Executive Approval ........................................ 2
1. Introduction ........................................... 4
2. Objectives of the plan ................................... 4
3. Critical Functions Checklist ................................ 4
4. Plan Activation Procedure ................................ 5
Notification Process ....................................... 5
Call Tree ............................................... 6
5. Critical Function Analysis and Recovery Process ............... 7
6. Emergency Response Checklist ........................... 10
7. Contact Lists .......................................... 11
A. Staff ............................................. 11
B. Critical Suppliers List ................................. 12
C. Emergency Services ................................. 12
8. Emergency Pack Contents .............................. 12
9. Actions and Expenses Log ............................... 14

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1. Introduction

This plan has been designed to prepare {organisation name} to cope

with the effects of an emergency or crisis. It is intended that this
document will provide the basis for a relatively quick and painless
return to “business as usual” regardless of the cause.

2. Objectives of the plan

 Understand the critical functions and activities of the

organisation.
 Analyse and respond to the risks to the organisation.
 Provide a detailed, prioritised and timetabled response to an
emergency situation.
 Identify the key roles, responsibilities and contacts to respond to
an emergency.

3. Critical Functions Checklist

Priority Critical function Timeframe Page

1 {Name of function or activity} {Recovery 4
timeframe}
2 5

3 6

This list may be used as a checklist to ensure that critical tasks are
completed on time and according to a pre-agreed priority schedule. It
may also be used to provide a hand-over document between different
shifts in the recovery process.

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4. Plan Activation Procedure

The decision to use this plan will be taken by the following, who will also
be responsible for taking the “difficult” decisions for the organisation
overall:

Name Title Contact details

Notification Process
This section specifies how the team members are to be notified if the plan is to
be put into effect by identifying who calls whom, and in what order.

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Call Tree

Name
Phone No:

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5. Critical Function Analysis and Recovery Process

Priority: 1 Critical
function:
Responsibility:
(role responsible for leading
on this activity, plus
deputies)
Potential impact on
organisation
if interrupted:

Likelihood of interruption to
organisation:

Recovery timeframe:
(how quickly must this
function be recovered to
avoid lasting damage)
Resources required for recovery:
Staff
(numbers, skills, knowledge,
alternative sources)

Data / systems
(backup and recovery
processes, staff and
equipment required)
Premises
(potential relocation or work-
from-home options)
Communications
(methods of contacting
staff, suppliers, customers,
etc) Also see Section 6 Contact Lists.
Equipment
(key equipment recovery or
replacement processes;
alternative sources; mutual
aid)
Supplies
(processes to replace stock
and key supplies required;
provision in emergency
pack)
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5. Critical Function Analysis and Recovery Process (continued)

Priority: 2 Critical function:

Responsibility:
(role responsible for leading on
this activity, plus deputies)
Potential impact on
organisation
if interrupted:

Likelihood of interruption to
organisation:

Recovery timeframe:
(how quickly must this function
be recovered to avoid lasting
damage)
Resources required for recovery:
Staff
(numbers, skills, knowledge,
alternative sources)

Data / systems
(backup and recovery
processes, staff and equipment
required)

Premises
(potential relocation or work-
from-home options)

Communications
(methods of contacting staff,
suppliers, customers, etc)
Also see Section 6 Contact Lists.
Equipment
(key equipment recovery or
replacement processes;
alternative sources; mutual aid)
Supplies
(processes to replace stock
and key supplies required;
provision in emergency pack)

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5. Critical Function Analysis and Recovery Process (continued)

Priority: 3 Critical function:

Responsibility:
(role responsible for leading on
this activity, plus deputies)

Potential impact on organisation

if interrupted:

Likelihood of interruption to
organisation:

Recovery timeframe:
(how quickly must this function
be recovered to avoid lasting
damage)
Resources required for recovery:
Staff
(numbers, skills, knowledge,
alternative sources)
Data / systems
(backup and recovery
processes, staff and equipment
required)
Premises
(potential relocation or work-
from-home options)

Communications
(methods of contacting staff, Also see Section 6 Contact Lists.
suppliers, customers, etc)

Equipment
(key equipment recovery or
replacement processes;
alternative sources; mutual aid)

Supplies
(processes to replace stock and
key supplies required; provision in
emergency pack)

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6. Emergency Response Checklist

This page should be used as a checklist during the emergency.

Task Completed
(date, time, by)

Actions within XX hours:

Start of log of actions and expenses undertaken (see
section 8 Action and Expenses Log)
Liaise with emergency services (see section 6E Contact List
– Emergency Services)
Identify and quantify any damage to the organisation,
including staff, premises, equipment, data, records, etc
Identify which critical functions have been disrupted (use
section 3 Critical Function Checklist)
Convene those responsible for recovering identified critical
functions, and decide upon the actions to be taken, and
in what time-frames (use section 4 Critical Function Analysis
and Recovery Process)
Provide information to:
 Staff
 Suppliers and customers
 other 3rd parties

Daily actions during the recovery process:

Convene those responsible for recovery to understand
progress made, obstacles encountered, and decide
continuing recovery process
Provide information to:
 Staff
 Suppliers and customers
 Other 3rd parties
Provide public information to maintain the reputation of
the organisation and keep relevant authorities informed

Following the recovery process:

Arrange a debrief of all staff and identify any additional
staff welfare needs (e.g. counselling) or rewards

Use information gained from the debrief to review and

update this business continuity management plan

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7. Contact Lists

This section contains the contact details that are essential for
continuing the operation of the organisation.

A. Staff

Name Work phone Home phone Mobile E-mail

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B. Critical Suppliers List

Supplier What is Supplied Key Contact Telephone E-mail

Person

C. Emergency Services

Service Location Telephone

Ambulance
Fire Service
Hospital
Police

8. Emergency Pack Contents

As part of the recovery plan for the organisation, key documents,

records and equipment are held off-site at {location} in an emergency
pack. This pack may be retrieved in an emergency to aid in the
recovery process.

The contents of the emergency pack comprise the following:

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Documents:

 A copy of this plan, including key contact details

 Manual recovery procedures
 Staff lists

Records:

 Computer backup tapes and / or disks

 Other records

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9. Actions and Expenses Log

This form should be used to record decisions, actions and expenses

incurred in the recovery process. This will provide information for the
post-recovery debriefing, and help to provide evidence of costs
incurred for any claim under an insurance policy.

Date/time Decision / action taken By whom Costs incurred

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