Clarke Film and Media Ltd Business Continuity Plan

Date: 01 February 2022

Review date: 01 February 2023

Plan tested: 02 February 2022

Feedback from test: Passed stress test

This plan is stored electronically here: http://www.clarkefilmandmedia.co.uk/clarke-film-and-media-policies/981025

Aim of the plan

This plan has been designed to prepare Clarke Film and Media Ltd to deal with the effects of a major disruption. It will provide the basis

for a return to “business as usual” regardless of the cause of the disruption.

Objectives of the plan

To provide a flexible response so that Clarke Film and Media Ltd can:

· Respond to a disruptive incident

· Maintain delivery of critical activities during an incident

· Return to “business as usual”

Critical Function Checklist

These are the functions that are critical for Clarke Film and Media Ltd to continue.

Priority Critical function Timeframe

1 IT systems 72 hours

2 Staff illness 72hours

Critical Function Analysis and Recovery Process

Critical function: IT Systems

Responsibility: Mark Clarke

Potential impact on

organisation if interrupted:

Temporary disruption for max 72 hours even if disruption is physical equipment malfunction

Likelihood of interruption: Low risk

Recovery timeframe: 72 hours

Staff All team members

Data / systems Recover from Cloud based BackBlaze and or replace damaged drive in the 8 drive RAID 5 system and rebuild the data.

Premises Studio at 52 Station Road S730BJ

Communications BT enable mobile 5G data options

Equipment Equipment loss activate insurance cover and order replacement from CVP. Activate rental equipment.

Supplies

Critical function: Staffing of production crew / editing

Responsibility: Mark Clarke

Potential impact on

organisation if interrupted:

All foreseeable risks can be rectified within 72 hours.

Likelihood of interruption: Minimal low risk

Recovery timeframe: 72 hours

Staff All team members can quickly be temporarily replaced using our network of freelance operators though membership of the

Guild Television Camera Professionals and network of UK Film and TV operators.

Data / systems All critical systems online and can be access from any premises

Premises All critical systems online and can be access from any premises

Communications All critical systems online and can be access from any premises

Equipment Equipment loss or failure activate rental

Emergency Response Checklist

Task Completed

(date, time, by)

Actions within 24 hours:

Start of log of actions and expenses undertaken

Liaise with emergency services

Identify and quantify any damage to the organisation, including staff, premises, equipment, data, records, etc.

Assess the key priorities for the remainder of the working day and take relevant action. Consider sending staff home, to a recovery site

etc.

Inform staff what they need to do

Identify which critical functions have been disrupted

Convene those responsible for recovering identified critical functions, and decide upon the actions to be taken, and in what timeframes

Provide information to:

· Staff

· Suppliers and customers

· Insurance company

Publicise the interim arrangements for delivery of critical activities. Ensure all stakeholders are kept informed of contingency

arrangements as appropriate

5.

Recover vital assets/equipment to enable delivery of critical activities. The essential equipment/resources/information that need to be

recovered where possible are: cameras and production equipment

Daily actions during the recovery process:

Convene those responsible for recovery to understand progress made, obstacles encountered, and decide continuing recovery

process

Provide information to:

· Staff

· Suppliers and customers

· Insurance company

Provide public information to maintain the reputation of the organisation and keep relevant authorities informed

Following the recovery process:

Arrange a debrief of all staff and identify any additional staff welfare needs (e.g. counselling) or rewards

Use information gained from the debrief to review and update this business continuity management plan

Contact List

Staff

This section contains the contact details that are essential for continuing the operation of the organisation.

Name Job Title Office Contact Mobile Contact Home Contact

Staff name Manager Tele Tele Tele

Mark Clarke DoP 07483214190 07483214190 07483214190

Dian Clarke Creative Director 07447 649634 07447 649634 07447 649634

Chris Ferguson Camera operator 07786 253787 07786 253787 07786 253787

Key Suppliers Contact List

Supplier Provides Telephone E-mail

Adobe Creative Cloud Editing software

Quickbooks online Accounting

Apple insurance / supplies IT Maintenance

HP ink Printer

VIMEO Business Hosting

6.

BackBlaze unlimited Back up

Online Picture Proof Website

Microsoft 365 Email, Calendar, booking system, online files

Key Customers Contact List

Customer Service / goods used Telephone E-mail

Equality and Human Rights Commission Film

CIDON Properties Film

Doncaster Council Film

Age UK Film

Rotherham Council Film

South Yorkshire Police Film

Utility Companies Contact List

Utility Company Telephone E-mail

Electricity British Gas

Gas British Gas

Telecommunications BT

Water Yorkshire Water

Include a plan of your premises (for use by emergency services) showing locations of:

- Main water stop-cock

- Switches for gas and electricity supply

- Any hazardous substances

- Items that would have priority if salvage became a possibility

Local Emergency Services

Service Location Telephone

Ambulance Emergencies 999

Fire Service Emergencies 999

Floodline Information service 0345 988 1188

NHS Direct Non-emergency matters 111

Police Emergencies

Non-emergency matters

999

101

Insurance and Finance Companies

Service Company Telephone E-mail

Banking Barclays Business

Insurance Performance Film and Media Insurance - £10M PL 020 82564932 andrew@mediaroo-insurance.co.uk

Emergency Pack Contents

As part of the recovery plan for the organisation, key documents, records and equipment are held off-site at [Insert location] in an

emergency pack. This pack may be retrieved in an emergency to aid in the recovery process.

The contents of the emergency pack comprise the following:

Documents:

· A copy of this plan, including key contact details

· Insurance policy

Records:

· Computer backed up to cloud storage, 128TB RAID 5 damaged drive replaced and data rebuilt.

· Financial records: Online accounting software Quickbooks

Equipment:

· Spare keys

· Torch and batteries

Actions and Expenses Log

Date/time Decision / action taken By whom Costs incurred