Business Continutity

Document Options operates in accordance with a Business Continuity Policy. The Policy and the Disaster Recovery Plan form part of our Information Management System that is accredited to ISO27001. Consequently, we have identified and considered the risks to our business and continuing operations.

Document Options has an alternative workplace that can be used in the event that we cannot access. The company operates from two locations 500m apart in the Crawley area with smaller satellite operations in Brighton and Chichester.

Data is backed up during the day and securely stored offsite overnight. Monthly backups are stored offsite at a different location.

Further details are available on request from the Information Security Manager

 

Document Options has in place systems and strategies to prevent and mitigate against disasters or disruptions to business. This ensures the timely re-establishment of business activities following disruption or a disaster. The primary objective of these strategies is to minimise service disruption to our clients, with priority determined as follows:

 

Highest Priority:

  • Commitments covered by contract or SLA
  • Regular or major clients with scheduled works
  • Other clients with scheduled works
  • Small clients with scheduled works

Lowest Priority:

  • Any other works

Document Options Limited has a number of contingency alternatives depending on the duration and nature of the service disruption. In addition, documented procedures, plans and backups are in place to cope with serious disruptions to the business that are carried out in line with good practice and, where practical, industry best practice.

 

Equipment Failure

All production systems (including high volume scanners, software systems and data servers) are covered by warranties and support / service contracts with the manufacturers and developers to ensure support is made available within acceptable time frames. Where applicable, these are further covered by service level agreements, to enable us to review performance suppliers of these systems.

 

In the event of continued equipment downtime or repeated equipment failure, we ensure that there is enough spare capacity to run projects. Alternative machinery is capable of producing the same or similar results.

 

Document Options schedules works and turnaround based on normal office hours. If necessary, we are able to run 24 hour shifts in order to cope with equipment downtime.

Staff Shortages

All staff are employed on a full time, permanent basis. Production levels are regularly forecast and reviewed by sales and production management.

 

Document Options schedules works and turnaround based on normal office hours. If necessary, we are able to run 24 hour shifts in order to cope with staff shortages.

 

A policy is in place and will be put into operation in the event of an outbreak of any serious communicable disease.

Power Fluctuations

The power supply for all critical systems, such as production equipment and servers is protected by UPS and surge protection systems.

 

Data Loss

All completed client works are typically sent to the client within 1-2 days of completion. Copies are held on production systems for at least 30 days.

 

All production servers are RAID 5. Daily progressive and weekly full backups of all live production data are made and taken off site out of business hours.

 

The company has a written policy and procedures for the security, back up and disaster recovery of Data.

Communications Failure

Telephone systems are covered by maintenance agreement with the manufacturer and all key personnel have either been provided with or have access to mobile telephones.

 

Data transfer channels are covered by service level agreement. This includes a backup ADSL line, should the fixed lines suffer disruption for any reason.

 

As a client option client data held on our Web-server may be produced to DVD for backup purposes and provided to the client on an agreed schedule.

Theft or Fire

Document Options premises benefit from good physical security including steel bars on all doors and ground floor access windows and biometric entry systems. Access to certain areas such as the server room, secure room and document safes is further secured by keycode or key entry. Keys are held in a wall mounted, combination key safe.

 

Document storage areas have concrete floors and metal shelving to guard against spread of fire. In addition, fireproof safes are maintained onsite for the storage of important documents.

 

The building has intruder and fire alarms that are monitored 24 hours per day and linked to the relevant authorities.

 

Lack of Access to Business Premises

In the event of a major disruption or prohibited access at our main production facility, we also have a secondary high volume scanning production centre, located over 10 miles away, which is capable of meeting the requirements of our customer commitments that are covered by Contract or Service Level Agreement.

 

If disruption is continue, any available staff or equipment would be moved to this site in order to increase production capacity.

 

In the event of total loss of both of our facilities but assuming normal business activities continue in our geographical location, we believe that we would offer a limited service within 7 working days and normal service within 15 working days.

 

If there is widespread disruption to the businesses and/or infrastructure that affects all our locations then the length of time required to resume normal business activities would be subject to review.

 

Insurances

The business as a whole is covered by employers liability, public and products liability, keyman, theft and business interruption insurance. These are maintained at adequate levels in accordance with the size of the business and level and scope of services we provide to our clients.

 

Copies of these policies can be produced upon request.

 

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Contact Details

Burridge House Priestley Way Crawley West Sussex RH10 9NT

Tel: + 44 (0) 1293 426677

Fax: + 44 (0) 1293 403453

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