In the event of a crisis, you have to ensure your team can access the emergency plans they have been trained upon. However, a “binder on the shelf” is useless if you are not near it during a crisis, or if it is destroyed during a disaster. Having your critical documents stored electronically makes them easily accessible to your crisis team and the individual contributors at the front lines of handling a crisis. These documents should include Emergency Response Plans, Business Continuity Plans, crisis communications plans, floor plans and emergency contact lists.
Here are a few items to consider when examining possible solutions for critical document management:
– Make sure your documents are stored offsite electronically. Storage in “the cloud” allows for the greatest accessibility and assurance that a crisis at you location will not cause your organization to lose your plans.
– Best practices call for mobile access to your documents. During a disaster it is very likely that you will not have access to your organization intranet or a desktop computer. You need to be able to access your documents from wherever you are with whichever electronic device you have.
– Your document management system should be secure and permissions-based. Some plans may contain sensitive information. It is important to balance accessibility with security when managing your documents. Permissions-based access allows your organization to restrict access to certain documents for certain users. This enables the organization to increase document accessibility while making sure they do not fall into the wrong hands.
For more information about critical document storage for your business, contact us at email@example.com or give us a call at 404.662.2950. Click here to download the complete 7 Steps To Preparedness eBook. Be sure to follow Preparis on Facebook and Twitter plus check back on the blog for more practical steps to a comprehensive business continuity program.