EXEO EXEO Group,Inc Sustainability Website

BCP

Basic policy

Our Group’s Business Continuity Plan (BCP) is our basic policy to maintain the minimum necessary business operations based on predetermined roles in the event of a disaster (major earthquake, new pandemic, etc.) in order to ensure the future continuation of our business and prevent or minimize resulting damage to the business value of our Group. We have designated the order of priorities for work operations in advance, taking into consideration that in-house resources could be limited when a disaster occurs.

Order of priorities when disasters occur

(1) Ensure life safety

(2) Minimize the financial impact and damage to customer value

Disaster response

The Group has defined provisions for how to deal with potential natural disasters such as typhoons and earthquakes, and man-made disasters such as cyber terrorism, pandemics, and armed attacks. When disasters occur (including when they might occur) we establish an information coordination preparatory office according to the circumstances of the disaster and begin coordinating information while smoothly transitioning to an information coordination office, a disaster response task force, or a crisis response task force depending on the scale and expectations of the damage and engaging in recovery activities. We also support swift recovery by coordinating with the disaster response organizations at each branch and Group company.

Information coordination office

The information coordination preparatory office shall be established by decision of the Crisis Management Office manager, branch, or branch manager, of general manager of safety and quality in the following cases.

This office will gather information including the circumstances of the damage and its impact, and shall then transition into a disaster response task force or crisis response task force if there is risk that disaster could grow in scale. Taking into consideration the state of damage recovery, aid to affected families, and other circumstances, the information coordination office shall be disbanded by decision of the Crisis Management Office manager (branch manager or general manager of safety and quality).

Disaster response task force

Disaster response task forces shall be established by instruction of the disaster response task force director in the following cases.

Disaster response task forces shall be established when earthquakes with intensity of just under 6.0 or above occur in Tokyo (excluding island areas) regardless of whether there has been emergency contact to convene. Task forces shall be established at branches by the decision of the branch manager when requested by Head Office or parties such as customers in particular regions.

Crisis response task force

Crisis response task forces shall be established by instruction of the crisis response task force director in the following cases.

If the crisis response task force director is involved in an accident, that director’s job shall be performed on their behalf according to predetermined substitute procedures. When tasks such as damage restoration can be delegated to the pertinent supervisors, the crisis response task force shall be disbanded by decision of the crisis response task force director.

Human resources development & training

We conduct training at the time they are transferred and on a regular basis at least once per year for employees and others (including contractors) to enable them to execute processes when disasters occur and tasks at the time of activation without delay.

In addition, we conduct drills at least once per year for processes when BCP is activated (including checking safety). Measures are taken for issues discovered in the drills, and the issues are utilized in improving the plan.

In fiscal 2022, we also conducted drills (exercises) for responding to cyberattacks.

Overview of cyberattack response drills conducted in fiscal 2022

Purpose of training
  • Understanding internal information-gathering processes, understanding processes for communicating information externally (to media, customers, etc.)
  • Training for setting up crisis response task forces and managing meetings to address cyberattacks
  • Training for business continuity actions

In fiscal 2023, we conducted earthquake preparedness training with the theme of an offshore earthquake occurring in the Nankai Trough.

Overview of earthquake preparedness training conducted in fiscal 2023.

Purpose of training

Enable trainees to take more practical (in actual practice) basic actions autonomously

  • Check the activities of teams who have added new task force members in conjunction with organizational reforms or personnel transfers
  • Check methods of information linkage between the teams and major companies
  • Check response processes with actual response time in mind
  • Verify the issues tackled in the previous training (check operational rules posted on bulletin board, working concurrently with teleconferences, estimation of damage from tsunamis, etc.)
Background of training An earthquake occurs along the Nankai Trough in Western Japan (off the coast of Shikoku), causing massive damage on the coastline from the areas of Tokai to Shikoku.
Training details
  • Verify the process from establishing an information coordination office to establishing a disaster task force when there are limited ways to communicate and link information, and understand the tools to use for information sharing (mobile phone messaging, Teams, satellite telephony, etc.)
  • Confirm the safety of employees using the safety confirmation systems at each company (five major companies in the Group)
  • Check linkage between team and branches with the aim of sharing information about damage-related circumstances (initial phase)
  • Confirming requests for assistance from customers and the systems in place, and sending requests for assistance to each area (actions for the emergency restoration phase)