Disaster Recovery and Business Continuity Plan

At Blackbox Document Solutions (BDS), we are committed to ensuring your business operations remain uninterrupted, even in the face of unforeseen events. This comprehensive plan outlines our strategies and commitments to maintain continuity of your managed print services.

1. Continuity of Finance and Lease Agreements

Your lease agreement for the capital equipment is a separate legal contract between your company and one of our reputable finance partners, including Tower Leasing, BNP Paribas, CF Corporate, and PEAC Finance.

In the unlikely event of BDS’s liquidation, your lease contract would remain entirely unchanged. The finance provider, who is the legal owner of the equipment, would continue to invoice your company for the capital lease. Your financial obligations under that agreement would be unaffected.

2. Continuity of Hardware Service and Support

The service and maintenance contract you have with BDS for your hardware would be immediately and automatically transferred to the equipment manufacturer. This is a pre-arranged agreement to ensure that all service commitments are honoured for the remainder of your contract term.

The original manufacturer of your equipment, such as Konica Minolta, Sharp Business Systems, or Hewlett-Packard, would assume full responsibility for all service provisions, including:

• Consumables: Provision of toner, ink, and other consumables.
• Parts & Labour: Coverage for all necessary parts and labour for repairs.
• Preventative Maintenance: Scheduled maintenance to ensure optimal device performance.
• Help Desk Support: Access to technical support for troubleshooting.
• Service Callouts: On-site support for any device issues.

3. Continuity of Print Management Software

All Print Management Software Solutions provided by BDS will be supported and maintained through our dedicated partners, Info Technology Supply Ltd (ITS) and Konica Minolta UK Ltd.

These partners will continue to provide support and will be responsible for all necessary firmware and software upgrades, ensuring your print environment remains secure and up to date.

4. Response to Physical Disasters

In the event your business premises are affected by a fire, flood, or other natural disaster that damages your equipment, BDS will provide a rapid response.

• Assessment: We will coordinate with you to conduct a swift assessment of the damaged equipment.
• Replacement: We will prioritize the sourcing and installation of a replacement device from our available stock to minimize your downtime.
• Installation: Our logistics team will handle the delivery and installation of the new device.

5. Cybersecurity and Network Disruptions

Should your company face a cyberattack, such as ransomware, that affects the connectivity or functionality of your print devices, our help desk will provide immediate support.

• Expert Support: Our team will work directly with your IT department to diagnose and troubleshoot any network-related issues impacting your devices.
• Firmware & Security: We will provide guidance on updating device firmware and security settings to mitigate future risks.

6. Supply Chain Disruption

In the event of a major disruption to the supply chain for consumables or parts from our manufacturers, BDS will proactively manage the situation.

• Inventory Management: We maintain a strategic inventory of essential consumables and parts to buffer against short-term shortages.
• Alternative Sourcing: We will leverage our extensive network of suppliers to source necessary items from alternative channels.
• Temporary Solutions: If a part or consumable is unavailable for an extended period, we will discuss temporary solutions, such as providing a loaner device, to ensure your business operations continue with minimal disruption.

7. Activation of the Plan

In any of the above scenarios, no action is required from you to initiate our response. However, for a smooth and efficient process, we advise you to take the following steps:

1. Immediate Notification: Contact our support team immediately to report any incident.
2. Device Information: Have the device’s serial number and a brief description of the issue ready to assist our team.

Our Commitment

This plan is a testament to our commitment to your business continuity. By establishing these agreements with our finance partners and equipment manufacturers and planning for various eventualities, we have created a robust safety net to protect your investment and ensure your daily operations remain uninterrupted.