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 our main premises. 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:
- Commitments covered by contract or SLA
- Regular or major clients with scheduled works
- Other clients with scheduled works
- 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.
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 the performance of all suppliers.
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 can increase capacity when an emergency arises and have a number of methods that can be implemented swiftly.
All staff are employed on a full time, permanent basis. Production levels are regularly forecast and reviewed by production management.
A policy is in place and will be put into operation in the event of an outbreak of any serious communicable disease.
The power supply for all critical systems, such as production equipment and servers is protected by UPS and surge protection systems.
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.
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 communication 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 or Secure FTP 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 are further secured by key code 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 the 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 Contractor Service Level Agreement.
If the disruption continues, any available staff or equipment would be moved to this site in order to increase production capacity.
Our target would be to return to business as usual within five working days, any restricted services after this time would be communicated at least daily.
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.