BUSINESSS CONTINUITY PLAN FOR LEGAL, COLLECTION & PROCESSING DEPARTMENT

SECTION 1: MAIN THRUST OF BCP FOR LCPD

The Business Continuity Plan [BCP] of the [LCPD] is laid out to ensure the following areas of
concern:

 Critical records and documents of the department are stored, restored or augmented
to address emergency situations that may otherwise occur in the workplace
 Open and uninterrupted access to official legal documents and records, particularly on
contracts involving buyers/clients, borrowers, lessees, third-party contractors, joint
venturers/partners, and other critical documents affecting the day to day office
operations of the State group of companies
 Assist, support and coordinate with other departments of the State group of
companies allowing them monitored access to documents and records in the custody
of the LCPD in order to speed up the restoration and resumption of normal operations.

SECTION II: DEPARTMENT OVERVIEW

This BCP covers three Sections/Compartments of the Department, broken down as follows:

 Collection
 Sales Processing
 Corporate Legal

This business continuity plan (BCP) is intended to be implemented when there is an event that
disrupts normal business operations such as, but not limited to, fire, earthquake, massive
blackout, flood, and similar disturbances of catastrophic proportions.

This plan defines the mission critical services/forms/documents and processes to ensure that
they can be continued and/or recovered when normal operations are not workable at a given
time and circumstance.
Section III: CRITICAL SERVICES AND RELEVANT DOCUMENTS

A. Collection
This Section handles the checking and monitoring of receivables from sales and lease
contracts, loan accommodations by _______________and extends administrative
assistance to the litigation department in the effective discharge of litigation functions.
This Section has custody of individual ledgers/folders for the following:

i. Buyers - Sales Contracts Receivables

ii. Tenants – Lease Contracts
iii. Venue Clients – Venue rental agreements
iv. Security-in Receipts (e.g. Post-dated Checks)
v. Provisional Receipots
vi. Security-Out Receipts
vii. Statements of Account
viii. Demand Letters
ix. Others for electricity and water {Maynilad, PLDT, etc)

B. Processing
This Section handles the processing and safekeeping of the following contracts:

i. Sales Contracts
ii. Lease Contracts
iii. Money Market documents
iv. Loan documents such as Promissory Notes, Credit Agreements, Real Estate
Mortgage
v. Other Registration documents

C. Corporate Legal

Corporate Legal, under the supervision of the Legal Head, is in charge of the
custody/safe-keep or monitoring of any and all kinds of legal documents affecting the
daily operations of the State group of companies ranging from contracts with third
party contractors or joint venturers/partners to all kinds of records and documents
obtained from different government agencies resulting from the application,
processing and registration of permits and licenses for the various projects of the State
group of companies.
Section IV. DEPARTMENT’S ANTICIPATED EMERGENCY RESPONSE

The following outlines the Department’s calculated actions to anticipate emergency situations
or events which may otherwise adversely impact or restrict its ability to operate:

Initial Recommended Actions per Section:

A. Collection

 Important files are scanned and stored in the Section’s designated google
drive, in common/shared folders with the Legal Head, as well as in a
company-owned USB
 Store collection files in a back-up server and updated regularly
 Maintain manual postings to ledgers for buyers, tenants, venue clients, etc.
 Individual folders should be kept intact and safe-kept in secured filing cabinets
for easy access
 Collection Staff monitors the files of SIR at the end of each day to ensure that
checks due are deposited on time
 Accountable forms {e.g. PRs, SIRs, SORs and SOAs for SPC/SITI) are safe-kept
by the Collection Staff inside a Vault dedicated for that purpose
 Provide adequate training to Collection Staff for readiness and standard
emergency response to events or situations that may restrict or limit the
capacity to access pertinent records or data
 Contact numbers of clients should be updated on a regular basis.
Note: This Section should have its own company-owned cellphone line, apart
from a direct landline, to accommodate calls and sms from the company’s
various clientele.

B. Processing

 All file folders of each and every client are scanned and saved according to the
designated section’s Z drive install in the desktop. [The drive is updated
monthly]
 Scanned documents are likewise saved in the Google drive to secure that files
can be restored in case of virus, trojan, computer glitches etc.
  Scanning of documents is done only by processing staff to ensure client
security and confidentiality of documents
 Maintain a separate file/folder of all documents per client for easy/quick
reference. All important documents (e.g. Info Sheet, OS, CTS, CAR, DAS, old
and transferred Titles) shall be photocopied, compiled and placed in one folder
for quick accessibility.
 The folders shall be safe kept in a vault for safety and prolonged physical
existence thereof.
 Give specific staff trainings to enable them to discharge their responsibilities
responsibly in case an emergency event occurs in the workplace.
 Update contact details of clients
 Money-market transactions and pre-numbered forms, along with all
documents appurtenant thereto, are all stored in a vault highly resistant to
fire.

Note: Money market documents in the custody of this Section are all matured
placements and the original copies thereof are with the clients and
surrendered only upon their maturity. The pre-numbered forms may be re-
printed but takes time.

C. Corporate Legal

 Scan all relevant corporate documents and store the files in the
department’s designated google drive as well as in common folders
installed in the desktop
 Scanning of important documents are done solely by the Legal Secretary or
as may otherwise be instructed by the Legal head to ensure safety, privacy
and confidentiality of information
 Store files in a company-owned USB for back up and faster access
 Maintain two servers for LCPD for all stored files [same as in processing]
 Files are photocopied, sorted out and arranged properly in separate file
folders per transaction or project.
 File Folders are stored and safe kept in secured filing cabinets

Note: In order for this plan to be effective, it is suggested that an annual exercise and/or
training of this plan must be carried out in conjunction with other departments to appreciate
its results and gather relevant feedback on output for adoption of corrective measures, if any,
and to update procedures/processes to keep up with the exigencies of the times.

Prepared by: