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BCPs and Related Undertakings
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A growing number of organizations
are interested in formulating and managing business continuity
plans (BCPs). In this section, undertakings by administrative
departments responsible for the management of their respective
business sites are presented to illustrate the tasks of BCPs
and BCP management as actually practiced.
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BCPs and Related
Undertakings |
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Ricoh has re-defined its roles and functions
in regard to business continuity as well as disaster control. The
administrative division of each business site has been given the
tasks and functions of ensuring the business continuity of its own
business sections and units. (These are the tasks and functions
of the "logistical support and human resources countermeasure
team" in line with the BCP Formulation Guidelines of the Ministry
of Economy, Trade and Industry.) For the purpose of BCPs, an earthquake
with an intensity of 6-plus or above on the seven-point Japanese
intensity scale constitutes a material risk. A business continuity
plan is prepared to prescribe actions to be taken at the onset of
the crisis (initial actions and recovery measures). In a parallel
move, business continuity training (desktop training) is run jointly
by the business sections and units at the site.
In fiscal 2005, business sites came up with their respective Business
Site SLAs* and presented them to their departments and units. Matters
covered by SLAs are, among others, buildings, electric power, air
conditioning and disaster prevention facilities as well as entry/exit
control and control of suppliers. For key SLA issues, the potential
damage caused by an earthquake with an intensity of 6-plus or above
was estimated. Together with specific recovery measures to be followed
in the event of such a disaster, this estimate was incorporated
into "BCP for Business Sites: A Procedural Manual for SLA Recovery."
This was completed jointly in fiscal 2006 by Ricoh Group companies
charged with relevant functions - Ricoh Engineering and Ricoh
Technosystems - and relevant building owners and property management
firms. Simulations in the SLA Recovery Manual will be performed
in fiscal 2007 in order to improve the Manual.
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SLA: Service Level Agreement |
Improving the Information
Communication
Network System |
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For the proper execution of BCPs, the administrative
division of the business site plays a key role in Phase 1 (the BCP
is triggered) and Phase 2 (business is resumed). The principal functions
to carry out in Phase 1 are to confirm the safety of employees and
their families and to determine the damage to business site facilities.
In Phase 2, key actions are to administer makeshift measures to
preserve facilities, to secure needed supplies and to assign personnel.
To facilitate these actions, an uninterruptible power supply (UPS)
system for the sole use of the administrative division of each business
site and enhanced PC networks (with wireless/wired LANs) have been
provided to improve information communication. These facilities
were thoroughly revamped in fiscal 2006.
Confirming the
Safety of Employees and
Their Families |
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During emergencies, measures will be in
place to confirm the safety of Ricoh employees and their families.
There will be similar measures for employees dispatched by temporary
agencies, contractors, and cooperating corporate partners, who all
contribute to Ricoh's business continuity, as well as their families.
In parallel with measures to confirm and ensure their safety, Ricoh
plans to create a structure to be activated at the onset of a disaster
to facilitate a quick business resumption and recovery (scheduled
for introduction in fiscal 2007).
Aside from the BCP measures and management
outlined above, the company, as part of its efforts to minimize
damage, plans to inspect aseismic strengths of buildings at business
sites and reinforce buildings to ensure that they can withstand
an earthquake with an intensity of 6. (Some sites already did this
in fiscal 2006.) Looking ahead, Ricoh continues its commitment,
in line with national and local plans, to promote BCPs that ensure
the execution of business activity, offering peace of mind and safety.
SLA recovery manual
References
- BCP Formulation Guidelines, the Ministry of Economy,
Trade and Industry (2005)
- Estimating Potential Damage Caused by a Vertical Earthquake
Directly Hitting the Tokyo Area, Cabinet Office, Government
of Japan (2004)
- Panel of Experts on the Investigation of Measures
for Tokai Earthquake, Central Disaster Prevention Council
(2003)
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