SayPro

Upload and Review of Updated Business Continuity Plans

Purpose

To establish a standardized procedure for uploading, reviewing, and approving updated Business Continuity Plans (BCPs) to maintain organizational readiness and compliance.

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1. Submission of Updated Plans

• Responsible Parties: Department Heads, Business Continuity Coordinators
• Process:
  • Departments update their respective Business Continuity Plans according to the latest guidelines and feedback.
  • Completed plans must be submitted electronically via the designated SayPro BCP Management Portal or shared via the official SayPro secure intranet folder.

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2. Upload Procedure

• Step 1: Verify the document format (PDF/Word) and naming convention (e.g., BCP_[Department]_[YYYYMMDD].pdf).
• Step 2: Upload the updated BCP to the designated SayPro central repository, ensuring proper tagging with department name and version number.
• Step 3: Notify the SayPro Strategic Planning Office (SPO) via email with a link to the uploaded document and a brief summary of major changes.

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3. Review Process

• Initial Review:
  • Conducted by the SayPro SPO team for completeness, compliance, and alignment with overall organizational continuity strategy.
  • Use a standardized checklist covering critical elements such as risk assessment, recovery strategies, communication protocols, and roles/responsibilities.
• Departmental Follow-Up:
  • Feedback and required amendments are communicated to the originating department for revisions.
  • Revised documents are resubmitted and re-reviewed as needed.

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4. Approval and Finalization

• Once the plan meets all criteria, the SayPro SPO formally approves the updated BCP.
• The approved document version is archived in the official SayPro Business Continuity Plan database.
• A notification of approval and updated plan availability is sent to all relevant stakeholders.

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5. Communication and Training

• Communicate updates and key changes to all employees and stakeholders through newsletters, workshops, or department meetings.
• Schedule refresher training sessions for teams affected by the updates.

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6. Documentation and Record-Keeping

• Maintain records of submission dates, reviewer comments, approval dates, and version history for audit and compliance purposes.