How to Write a Recovery Plan for a Certain Company Research (Research Paper Sample)

RECOVERY PLAN
PRESENTED BY: JOAN WANGECHI
2/5/2016
INTRODUCTION
Distribution List
Copy Number

Name

Office(s)

001

Paul Lilan

Head Office (Nairobi), Eldoret Office, KVDA Plaza

002

Philemon Koech

Head Office (Nairobi), Eldoret Office, KVDA Plaza

003

Terer Festus

Head Office (Nairobi), Eldoret Office, KVDA Plaza

004

Elizabeth M. Nyagucha

Head Office (Nairobi), Eldoret Office, KVDA Plaza

005



006



If you have any suggested changes to this Plan, please notify Paul Lilan, Philemon Koech the Senior Partners
Aim
This Business Continuity Plan has been developed to provide guidelines to minimize effects of disruptions or emergencies that may occur. It will ensure that, within specified time-frames the continuity of essential services of the Company to its key clients are recovered regardless of the cause.
Objectives
The Lilan & Koech Associates continuity objectives of the plan include:
* Defining and prioritizing Critical functions of Lilan & Koech Associates.
* Analyze the risks facing the Firm.
* Agree on the response to an emergency.
* Identify key contacts during an emergency.
* Reduce or mitigate the effects of any disaster to facilities and operations.
* Protect equipment, personnel, record and other crucial assets to the performance of essential functions in the event of a disruption.
* Ensure readiness of the employees through thorough training sessions, and exercises and updating the plan.
Authority
The Management Team of Lilan & Koech Associates takes full authority of this Plan in the event of emergency or disruption. This plan covers all the Lilan & Koech Associates staff and will be followed comprehensively.
Purpose and Scope
It is the intention of the Senior Management of Lilan & Koech Associates to continue service to its customers in spite of any unplanned and extended interruption of primary business functions. The purpose of this document is to designate who will be responsible for making critical decisions during an emergency situation and to provide guidelines to be followed in an emergency.
Therefore, Lilan & Koech Associates will uphold its ability to maintain its promises and deliver our clients’ expectations. This Continuity Plan applies to the functions, operations, and resources necessary to ensure the continuation of Lilan & Koech Associates essential functions in the event its normal operations at its Head Offices or its branch at KVDA Plaza, Eldoret are disrupted or threatened with disruption. This plan applies to all Lilan & Koech Associates personnel at its Head Office and its branch. Lilan & Koech Associates staff should be familiar with continuity policies and procedures and their respective continuity roles and responsibilities.
*****Glossary
Risk
Hazard
Threat
Plan Storage
All parties on the distribution list, are required to safely and confidentially store a copy of this plan at their regular place of work and off-site, that is, at home/ in vehicles (if appropriate). Ensure that the plans can be accessed easily by key employees during non-working hours. It should be kept current and dated.
Communications
Continuity communications are part of Business Continuity Plan. This identifies both Internal communication systems that are used to communicate with your personnel, evacuation procedures, call lists while External communication systems are those which the Firm will communicate with clients, suppliers, regulatory bodies, public, other law firms. It is important to communicate with clients regarding the disaster.
****Vital Records and Databases (Refer to the Company website)
All vital records for a Firm/Department are that information that are vital for the survival of an organization or company. In case the vital records are lost or damages, then the loss is a disaster. Example of vital records include Contracts or agreements that indicate ownership of property, equipment, equipment, Current client files, Operating procedures, Records on taxes, all files and documents in the various Critical Functions of the firm, that is, Insurance, Commercial Law & Conveyancing, Civil & Commercial Litigation, Aviation, Admilarty & Maritime Law, Arbitration &Alternative Dispute Resolution, Litigation and International and cross-border practice, payroll records among others. The Vital Records Sheet is found in Appendix D
The firm needs to identify vital records to the organization and then protect them in order to:
* Minimize the impact of a disaster event.
* Safeguards rights through the preservation of records of clients and employees.
* Implement control techniques to ensure that the records are available at alternate sites.
* Ensure that records are easily retrieved and maintained.
* Ensure a current inventory of records located at the sites is readily accessible.
Order of Succession/Delegation of Authority
In the event of a disaster, the staff of the Firm will continue to conduct the affairs of the Firm under such guidance from the senior management as may be available subject to conformance with any governmental or Law Society of Kenya (LSK) directives during the emergency.
The top management shall have the power in the absence or disability of any partner, or upon refusal of any partner to act, to delegate and prescribe such partner’s power and duties to any other partner or associates.
If the Partner cannot be located or is unable to assume or continue normal duties, then the authority and duties of the Partner without further action of the senior management be automatically assumed by one of the following persons in the order designated.
Partner: Paul Lilan/Philemon Koech
Associates: Terer Festus
Elizabeth M. Nyagucha
In any disaster, all clerks and employees should proceed to the Firm or to the relocation site as appropriate. The person whose name appears highest on the succession list will become the Firm’s acting partner until the arrival of someone higher on the succession list.
*****Administrative and Other Personnel Succession
The administrative and personnel succession shall follow a similar plan where succession for each department will flow from Department Manager to the next highest level employee in the department in the event the Department Manager is unable to assume or continue normal duties.
Department

Person Responsible

Successor













Emergency Management Team
It is essential that Lilan & Koech Associates builds an Emergency Management Team. This will enable the Firm make timely decisions and use a structured approach in dealing with disruptions or emergencies. The EMT will be composed of the Emergency Team Leader and in this case it will be the Senior Partner and his alternate together with the team members of the Firm’s processes. It is important that the team member has an alternate someone who will carry out the respective continuity responsibilities in case the team member is unavailable.
Plan Activation
This Plan will be activated in response to an incident causing significant disruption to the School, particularly the delivery of key/critical activities. Examples of circumstances triggering activation of this Plan include:
* Loss of key staff or skills e.g. above normal levels of absenteeism due to illness or other scenarios such as severe weather, transport disruption
* Loss of critical systems e.g. ICT failure, power outage
* Denial of access, or damage to, facilities e.g. loss of a building through fire or flood, an external emergency with the School in the Emergency Service’s cordon preventing access, , School facilities in use for General/Local Elections, severe weather scenarios or utilities failure
* Loss of a key resource e.g. an external supplier/partner vital to the delivery of a critical school activity such as your catering provider or any providers of transport e.g. for SEN pupils
Plan Responsibility
In the event that a situation or disaster occurs at Lilan & Koech Associates or its branch, the Emergency Management Team is responsible for assessing the emergency situation. The plan will be activated by either Paul Lilan or Philemon Koech.
Levels of Disruption
Level One 1(Minor Emergency)
These are the most common types of business interruption but least serious. These interruptions may lead to temporary impact on one or more departments or portions of the company leading to the need for staff relocation to temporary share available office space and resources. This may not lead to Plan Activation unless the disruption is expected to significantly worsen and therefore have a bigger impact to the firms essential processes or affects the safety of the staff. They include Electrical failures, Power outages and blackouts, Computer failures (hardware failure), Air conditioning failures, Utility failures.
Level Two 2 (Major Emergency)
At this level, emergencies are either man-made or natural and can vary from flooding, acts of terrorism, collapse of building/or other serious events that may lead to denial of access. The response to be taken during these incidents includes delaying completion of certain tasks or transferring some of the firms operations to an alternative site.
Level Three 3 (Disaster)
There is an emergency which has the potential to prevent the firm form continuing with its normal operations at its original office location which has sever implications on the firm’s operations and will result in temporary inaccessibility to the facility. This could be acts of terrorism and massive floo...