Company News
Emergency Recovery Plan
Date: 04/05/2009
Introduction and Aims: This Emergency Recovery Plan applies to ALL sectors of the operation including
- Offices/Premises
- IT and Hardware
- External Operations including Logistics and
- Installation Fulfilment
The overall aim of the Policy is to show Plan2’s commitment to comply with current Legislation and to take active, measurable steps to reduce the impact on Stakeholders in the event of an emergency whether these Stakeholders are either
- Customers/Clients
- Industry Regulators
- Any working environment where the organisation conducts its operations
The Policy forms part of the Operational Management System created to satisfy the “Assessment Criteria” for SCC Certification applied for on 14/11/2008 (Safety-health-environment, Checklist for Contractors
An Emergency is defined as any Unwanted or Unexpected Incident, which threatens people; premises or the usual way the Business operates that would require Special measures to be taken to restore the status quo.
In order to establish the Emergency Recovery Plan the following incidents have been identified as an Emergency.
1. Building Fire
2. Electrical Equipment Fire
3. Power Failure – Heating, Lighting and Portable Electrical Appliances
4. Access to premises blocked e.g. Collapse or Flood
5. Loss of communications
6. Sudden illness to Employees or Subcontractors
7. Accidents resulting in injury to Employees or Subcontractors
8. Accidents resulting in the loss of the use of Equipment
9. Theft/Robbery from Premises or Employees or Subcontractors of Equipment, Tools and Records
10. Terrorist incident Each of these incidents has been evaluated and the likelihood of their occurrence assessed.
An Action Plan for the successful handling of each has been determined which considers the following:
· Warning and alerting procedures
· Duties and responsibilities of those assigned to handle the incident
· What training and qualifications are required by those responsible
· What to do in any type of emergency
· What considerations need be taken regarding medical care
An Emergency Recovery Team has been created to implement the Action Plan consisting of
· Managing Director · Operations Manager · Senior Project Manager
Risk Evaluation:
Likelihood: 1. Highly Unlikely 2. Unlikely 3. Possible 4. Probable 5. Certain| Incident | Rating | Action | |
| 1 | Building Fire | 3 | A |
| 2 | Electrical Equipment Fire | 3 | B |
| 3 | Power Failure – Heating, Lighting and Portable Electrical Appliances | 3 | B |
| 4 | Access to premises blocked e.g. Collapse or Flood | 1 | A |
| 5 | Loss of communications | 2 | B |
| 6 | Sudden illness to Employees or Subcontractors | 4 | C |
| 7 | Accidents resulting in injury to Employees or Subcontractors | 3 | C |
| 8 | Accidents resulting in the loss of the use of Equipment | 4 | B |
| 9 | Theft/Robbery from Premises or Employees or Subcontractors of Equipment, Tools and Records | 2 | B |
| 10 | Terrorist incident | 1 | A |
Emergency Recovery Plan Warning and Alerting:
- All Employees, Subcontractors and Stakeholders have been instructed to notify the Emergency Recovery Team immediately they either suspect an incident may occur or has occurred, by telephone. Each member of the Emergency Recovery Team has both a Landline telephone Number or Mobile telephone number.
- Stakeholders are given a copy of the Off Site Accident Report Form
- Each member of the Emergency Recovery Team has been given a list of duties which ensure that the points listed in the Action Plan(s) are completed
- E.G. Liaison with the Landlords and Insurers of the affected premises
- E.G Contact the IT specialist to implement the Computer Recovery
- Emergency Team – see also Employees
- Managing Director
- Operations Manager
- Senior Project Manager
- Employees
- Health and Safety Training including Risk Assessment and Evacuation
- Fire Safety including Risk Assessment, Fire Alarms and safe use of Fire Extinguishers to tackle a nascent fire
- Subcontractors
- All subcontractors are qualified to CSCS Standards
- All Carry:
- Dry Powder Fire Extinguishers
- First Aid Kit
- EU standard Warning Triangle
- Foil Emergency Blanket
- Accident Report book
Upon completion of the Emergency Recovery Plan the Team will convene to assess the success or failure of the recovery. A further Action Plan will be created as part of this review.
Action Plan
A: An incident where Evacuation from the Building is required.
- In the event of a Building Fire or Terrorist Incident the Fire Alarm will sound or be activated
- A decision by the most senior member of staff on site will be taken instantly to establish that the Fire cannot be tackled and all occupants have been instructed to evacuate the building immediately. Emergency Lighting will be activated to assist
- If a member of the Emergency Team is present he may conclude that an attempt to remove the Computer’s Remote Back Up Drive can be made otherwise
- All occupants will leave the building by the marked route
- All doors will be closed on exit
- All occupants will report to the assembly point
- A 999 call will be made to the Fire Brigade to report the incident
- No one will attempt to re-enter the building unless authorised to do so
- The member of the Emergency Team present or another member of staff will conduct a “roll call” of assembled people.
- If none of the members of the Emergency Team are present then a member of staff will contact a member of the Emergency Team immediately.
- The Emergency Team will be called into action to undertake the following:
- Contact the Emergency Services to inform them of the incident and establish that all occupants have left the building or not
- Contact the Utility Companies to inform them of the incident
- I.e. Gas – Electricity and Water
- Attempt to provide a warm and safe environment for all those assembled until a decision is made by the Fire Services whether or not
- A return to the building can be made as it is safe to do so, or
- Non-critical staff should be sent home to await further instructions
- If the building is rendered out of use, the Emergency Team will meet at a suitable location to:
- Contact the Landlord
- Contact the Insurers
- Contact any Stakeholders affected by the incident
- Implement a return to usual Business Operations – see also action Plan B
- Notify all staff that a Recovery Plan is in place and working and notification of a return to work will be forthwith
- The off Site Computer Remote Back Up Disc will be reclaimed and the Company’s Computer Services specialist will be sought to restore the Company’s facilities as soon as possible
- 80% of the Company’s records are retained by its Asset Tracker System – a Web Based reporting and Archive Tool which only needs Internet Access to operate
- On return to the premises the following action will be taken:
- An Inventory of damaged and useable items will be made
- An Insurance Assessor will be requested to visit
- Emphasis will be placed upon restoring the normal Business Operations by
- Replacing Equipment and Services as quickly as possible
- The Phone system will be restored as soon as possible
- The Emergency Team are equipped with Mobile Telephones and business will be conducted where practicable using these
- Tradesmen will be sought to restore the building to a reasonable working environment as quickly as possible
- In the event that there is a Fire to Electrical Equipment an attempt will be made to extinguish this with the most appropriate Fire Extinguisher available.
- If this cannot be accomplished then Action Plan A may be executed
- In the event that there is a Power Failure then the following equipment will be assessed:
- Checks will be made to ensure that Emergency Power is available to
- Fire Alarm and Emergency Lighting
- The Computer Server
- In the event that Emergency Power has also failed then the Utility Company will be contacted immediately to seek assistance
- Checks will be made to ensure that Emergency Power is available to
- If any damage to equipment has occurred as a result of such a Power Failure then Repairs to restore the equipment to their operational level will be sought immediately
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- The off Site Computer Remote Back Up Disc will be reclaimed and the Company’s Computer Services specialist will be sought to restore the Company’s facilities as soon as possible
- 80% of the Company’s records are retained by its Asset Tracker System – a Web Based reporting and Archive Tool which only needs Internet Access to operate
- The off Site Computer Remote Back Up Disc will be reclaimed and the Company’s Computer Services specialist will be sought to restore the Company’s facilities as soon as possible
- In the event that Equipment becomes unusable as a direct consequence of an accident or theft, then replacements to restore the equipment to their operational level will be sought immediately
- In the event that a member of staff is unable to carry out his duties then a member of the Senior Project Manager will be notified and he will implement an Exception Plan to ensure normal business operations are conducted
- All Stakeholders will be notified of any such Exception Plan
- In the case of a Subcontractor – as part of the On site Induction undertaken at each job an Off Site Accident Reporting Form has been issued to proffer to any On site Manager, which explains the reporting procedure for an accident to an employee
- This exception Plan may include the direct replacement of both an employee and subcontractor by another employee or subcontractor at a moment’s notice
- Emphasis will be placed upon ensuring that the impact on Stakeholders is minimised to the full.