Disaster Recovery and Business Continuity Plan

Plan owner	Simeon Drage
Plan objectives	To assist the incident management team (IMT) in managing an incident To provide, via checklists, an orderly process for managing incidents To assist in prioritisation of the recovery of critical functions Provide a detailed, prioritised and timetabled response to an emergency situation To provide information on how to recover critical functions To provide contact details to assist in the management of an incident
Review date	6th	Jan	2024
Date issued	6th	Feb	2017
Date of next review	The plan must be regularly reviewed annually to ensure: Information contained within is up to date and correct; That it reflects any changes in the business or the way in which it operates; That the exercise programme is up to date; and That it continues to be appropriate and sufficient.
Location of plan	Cloud drive

NOTE: Redacted for Public Release

Some sections of the document have been deemed confidential and have been removed.

Contents

Purpose and Scope

1.1 People & Groups covered by this plan

1.2 Physical locations & facilities covered by this plan

1.3 Activities & processes at risk / to be recovered

Responsibilities

2.1 Incident management team

2.2 Authority to spend finances in a disaster situation

2.3 Invoking the Plan

2.4 Definition of an Incident

2.5 Mobilisation and Escalation

Incident Management Checklists

3.1 General (must be completed for all types of Incidents)

3.2 Staff members or General Public

3.3 Physical Location

3.4 Infrastructure and Service Loss

Recovery Plans

4.1 Staff or General Public

4.2 Physical Location

4.2.1 - Data held onsite (Electronic and Paper)

4.2.2 Communications affected at Physical Location

4.2.3 Machinery/Equipment/Utilities affected at Physical Location

4.2.3 Suppliers using Physical Location

4.3 Supporting Systems Failure/Limited Functionality

4.4 Loss of Critical Systems

Exercise Programme

Appendices

Appendix A: Activity log sheet

Appendix B: Resource needs planner

Appendix C: Staff contacts

Appendix D: Emergency contact list

Appendix E: Critical suppliers contact list

Appendix F: Key customers contact list

Appendix G: Other stakeholders

1. Purpose and scope

1.1 People & Groups covered by this plan

This plan covers the employees of IRIS Connect, including those based at the main office, regional offices and working from home.

It also covers the regional partner’s organisation that IRIS Connect works with to provide sales and support within the UK and internationally.

1.2 Physical locations & facilities covered by this plan

The locations covered are:

IRIS Connect offices (UK and US)
IRIS Connect warehouses (UK and EU)

1.3 Activities & processes at risk / to be recovered

The IRIS Connect system

The Web Platform
The mobile Record app
The mobile Platform app

Internal systems
CRM - Podio
Email system - Gmail
Internal communications - Slack
Customer communications -

Phone: Ring Central
Live chat - Zendesk

2. Responsibilities

2.1 Incident management team

Definition: The group of individuals responsible for implementing a plan in response to a disruptive incident. The team consists of a core group of decision-makers trained in incident management and prepared to respond to any situation with the responsibility to make decisions and notify the relevant parties within the business to ensure the swift resolution of the issue.

Role	Responsibilities	Person responsible
Incident Commander	Take overall control of the incident Allocate roles and responsibilities Establish the strategic objectives of the response to the incident Determine recovery policy and long-term strategy Second other staff to the team as required Take strategic decisions and authorise expenditure Provide regular team briefings and updates	Steve Clapp Matt Newell
People	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 Staff transportation	Primary - Simeon Drage Deputy – Steve Clapp
Record keeper	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	Primary - Steve Clapp Deputy - Simeon Drage
Communications	Deliver initial text message to staff Update staff at regular intervals Coordinate communication with all external suppliers – office related Liaise with personnel to ensure clear and consistent communications	Primary - Simeon Drage Deputy – Steve Clapp
Marketing & Social Media liaison	Update the website at regular intervals Co-ordinate the communication with all external parties, suppliers, customers and stakeholders Agree and issue social media statements	Primary - Rico Patzer
Internal IT/ Support	Ensure that the IT disaster recovery plan is expedited effectively Comms reinstatement	Primary – Kieron Etherington Deputy – Simeon Drage
Development	Ensure that the Development disaster recovery plan is expedited effectively	Matt Newell
Facilities	Damage assessment Securing of the site Emergency services liaison Co-ordinate relocation to alternate premises	Primary - Simeon Drage Deputy – Steve Clapp

2.2 Authority to spend finances in a disaster situation

As per standard operating processes, the Financial Director must be consulted prior to any notable expenditure. The Financial Director must be informed that the expenditure is related to a Disaster Recover Issue as outlined in 1.4 so the appropriate attention and priority can be given to it.

2.3 Invoking the Plan

The Incident Management plan may be invoked by any member of the incident management team in response to an incident that they feel may have an adverse effect on the normal day-to-day operations of the company.

2.4 Definition of an Incident

An event that has the capacity to lead to loss of or a disruption to an organisation’s operations, services or functions.

An incident need not be physical it may be one that could lead to reputational damage without any associated material loss such as infrastructure and service loss directly affecting customers service provision

An incident also covers the physical premises or staff members – which, if not managed, can escalate into an emergency, crisis or disaster.

Incidents are categorised as relating to one or more of the following:

Staff members
Physical location
Infrastructure and service loss
Other

2.5 Mobilisation and Escalation

The incident management team will be assembled by the person invoking the plan using the contact numbers in section 2.

Should any further staff be required to populate the Incident Management Team they will be contacted individually, by the IMT, via phone or email or internal chat.

Initial contact with staff (to explain the situation) will be made by the communications role.

The IMT can only be stood down on the instruction of the incident commander who is agreed upon as per the nature of the incident

3. Incident management checklists

3.1 General (must be completed for all types of Incidents)

	Task	Owner	Completed
1	Start action log	Simeon Drage
2	Review critical functions priority list	Steve Clapp/ Simeon Drage /Matt Newell
3	Identify disrupted activities	Steve Clapp/ Matt Newell
4	Identify appropriate recovery strategy and strategic response	Steve Clapp/ Matt Newell
5	Decide on a course of action and allocate duties	Steve Clapp/ Matt Newell
6	Convene operational recovery teams	Simeon Drage
7	Communicate details to staff and stakeholders	Simeon Drage
8	Prepare customer/ website statement and communication strategy	Rico Patzer / Steve Clapp
9	Review incident management plan and reassess priorities	Steve Clapp/ Simeon Drage

3.2 Staff members or General Public

	Task	Owner	Completed
1	Account for staff (whereabouts and well-being)	Simeon Drage
2	Dispatch office manager to be on site	Simeon Drage
3	Liaise with emergency services and identify salvage priorities	Simeon Drage
4	Prepare customer/ website statement and communication strategy	Rico Patzer / Steve Clapp
5	Inform Insurance company	Simeon Drage
6	Ensure adequate resources to man phone lines for Support Calls/ Office Calls and telesales	Simeon Drage/ Kieron Etherington
7	Update Staff	Simeon Drage
8	Review incident management plan and reassess priorities	Steve Clapp/ Simeon Drage

3.3 Physical Location

	Task	Owner	Completed
1	Account for staff (whereabouts and well-being)	Simeon Drage
2	Dispatch office manager to be on site	Simeon Drage
3	Liaise with emergency services and identify salvage priorities	Simeon Drage
4	Identify and assess damage	Simeon Drage / Steve Clapp
5	Secure damaged asset/building	Simeon Drage
6	Inform Insurance company	Simeon Drage
7	Ensure adequate resources to man phone lines for Support Calls/ Office Calls and telesales	Simeon Drage/ Kieron Etherington
8	Contact suppliers	Stephen Leslie
9	Update Staff	Simeon Drage

3.4 Infrastructure and Service Loss

	Task	Owner	Completed
1	Review impact and supplier communications	Kieron Etherington
2	Communicate to Dev team	Kieron Etherington
3	Update Staff	Simeon Drage

1. Purpose and scope

1.1 People & Groups covered by this plan

1.2 Physical locations & facilities covered by this plan

1.3 Activities & processes at risk / to be recovered

2. Responsibilities

2.1 Incident management team

2.2 Authority to spend finances in a disaster situation

2.3 Invoking the Plan

2.4 Definition of an Incident

2.5 Mobilisation and Escalation

3. Incident management checklists

3.1 General (must be completed for all types of Incidents)

3.2 Staff members or General Public

3.3 Physical Location

3.4 Infrastructure and Service Loss

Use Cases

Solutions

Company

Resources

Support

1. Purpose and scope

1.1 People & Groups covered by this plan

1.2 Physical locations & facilities covered by this plan

1.3 Activities & processes at risk / to be recovered

2. Responsibilities

2.1 Incident management team

2.2 Authority to spend finances in a disaster situation

2.3 Invoking the Plan

2.4 Definition of an Incident

2.5 Mobilisation and Escalation

3. Incident management checklists

3.1 General (must be completed for all types of Incidents)

3.2 Staff members or General Public

3.3 Physical Location

3.4 Infrastructure and Service Loss

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