COVID-19 Risk Assessment and Pandemic Action Plan
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COVID-19 Risk Assessment and Pandemic Action Plan
Staying COVID-19 Secure
We confirm we have complied with the government’s
guidance on managing the risk of COVID-19
FIVE STEPS TO SAFER
WORKING TOGETHER
We have carried out a COVID-19 risk assessment and
shared the results with the people who work here
We have cleaning, handwashing and hygiene procedures
in line with guidance
We have taken all reasonable steps to help people work
safely from a COVID-19 Secure workplace or work from
home
We have taken all reasonable steps to maintain a 2m
distance in the workplace
Where people cannot keep 2m apart we have ensured at
least a 1m distance and taken all the mitigating actions
possible to manage transmission risk
Signed on behalf of employer
Employer CFH Docmail Limited Date 09/03/2021
Who to contact: Mr Pat Snooks - Group Head of QHSE
(or the Health and Safety Executive at www.hse.gov.uk or 0300 003 1647)CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
Level One
Risk / Trigger: Infections confirmed only abroad (source information WHO and NHS England) Radstock Livingston PRINT.UK.COM
Responsibility Action Action Action
Risk Control (Who) Requirements (What) Control Actions (How) Completed Date Completed Date Completed Date
1.1 Provide General Health information and QHSE / HR Official notification and guidance from WHO and NHS Notices posted in communal areas, inclusion in newsletter, group wide
hygiene information to employees England email, inclusion in payslip if necessary, verbal communication from line
managers
Completed 06/02/2020 Completed 10/02/2020 Completed 24/06/2021
1.2 Create and publish high level Pandemic Board Customer/Public Communication Plan Compile and write up communication plan
Plan that can be shared with customers
Completed 05/03/2020 n/a - group 05/03/2020 n/a - group 05/03/2020
1.3 Information updated and communicated QHSE / HR Latest updates and status of pandemic Regular checking of WHO website, NHS England
to employees from WHO and NHS England
Ongoing 05/03/2020 n/a - group 05/03/2020 n/a - group 05/03/2020
1.4 Communications by Notices, Newsletters QHSE / HR Hand sanitising posters. Official information from Publish hygiene notices around each site, publish information in
and Emails throughout the business WHO, NHS England newsletters
Completed 06/02/2020 Completed 06/02/2020 Completed 24/06/2021
1.5 Identify current stock levels and increase HR / Logistics Purchase additional stocks of hand sanitiser Establish current stock levels and order additional stocks
stocks of hand sanitiser Completed 08/02/2020 Completed 04/03/2020 Completed 04/03/2020
1.6 Additional 60% alcohol Hand sanitiser QHSE / HR Hand sanitising dispensers Install additional hand sanitiser units at entrances and doorways.
units installed internally throughout the
business Completed 08/02/2020 Completed 08/02/2020 Completed 18/06/2021
1.7 Enhanced cleaning regimes throughout Board / HR Increased cleaning regimes and areas with disinfectant Cleaners to use disinfectant of doorways, exit and entrances
the site of doorways, exit and entrances Completed 08/02/2020 Completed 06/03/2020 Completed 21/06/2021
1.8 Communicate requirement for self Board / HR Self isolation of staff travelled from infected area Communicated via HR and line manager. Employees to inform company of
isolation following travel from affected recent travel. HR/QHSE/Board to maintain up to date info on affected
country/area countries/areas
ongoing 26/02/2020 ongoing 26/02/2020 ongoing 26/02/2020
1.9 Communicate payment terms and Board / HR Sick pay terms for any pandemic related illness Assessed and communicated to employees on individual case basis by
conditions to affected employees Board/HR Completed 27/02/2020 n/a - group 27/02/2020 n/a - group 27/02/2020
1.10 Identify high risk employees HR Identify employees that have pre determined health Review of HR records to identify high risk staff
conditions that puts them at higher risk Completed 10/03/2020 n/a - group 10/03/2020 n/a - group 10/03/2020CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
Level Two (additional controls required from level one)
Risk / Trigger: Infections confirmed within the country (source information WHO and NHS England) Radstock Livingston PRINT.UK.COM
2.1 Risk Control Responsibility Requirements (What) Control Actions (How) Action Date Action Date Action Date
(Who) Completed Completed Completed
2.2 Employee business travel restrictions Board Members Business travel on public transport not permitted. Notification to all employees who travel on business includes BDMs &
deployed and HR Travel by own or company vehicles permitted CRMs. Overnight stays temporary suspended and not permitted
Completed 24/02/2020 Completed 06/03/2020 Completed 06/03/2020
2.3 Conduct business meetings via Meet Up All staff Restrict attendance to meetings to those staff that are Communicated to all staff via email and printed where email access is not
Call or conference call wherever possible essential for the purpose and use teleconference and available
meetupcall facilities as an alternative if possible
Completed 28/02/2020 Completed 06/03/2020 Completed 18/06/2021
2.4 Personal 60% alcohol Hand sanitiser HR Personal hand sanitising bottles Issued to individual employees. Employees encouraged to carry personal
distributed to employees hand sanitising supply with them. Completed 27/03/2020 Completed 06/03/2020 Completed 18/06/2021
2.5 Install additional hand sanitisation HR / Identify all external entrances and install hand Ensure that you sanitise before entering the site, before and after using
dispensers around site to cover external Engineering sanitisation dispensers.. toilet facilities and before and after eating.
entrances Please politely check with any visitors to site that you are working with, for
example customers, maintenance and support, deliveries that they have
sanitised.
Completed 06/03/2020 Completed 06/03/2020 Completed 18/06/2021
2.6 Obtain employee recent holiday travel HR Identify employees who have recently travelled Review holiday database to identify employees who have recently returned
plans to/from high risk areas or have had contact with from annual leave. Contact employees to confirm if they have travelled
someone who has travelled to/from high risk areas from any high risk areas. Consider communication by letter to all employees
with regards to possible contact with any other persons who may be at risk.
Completed 02/03/2020 Completed 06/03/2020 Completed 06/03/2020
2.7 Mandatory sanitization for all external All staff Mandatory sanitization for all external deliveries / Please politely check with any visitors to site that you are working with, for
deliveries / contractors / visitors contractors / visitors example customers, maintenance and support, deliveries that they have
sanitised.
Completed 03/03/2020 Completed 06/03/2020 Completed 18/06/2021CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
Level Two (additional controls required from level one)
Risk / Trigger: Infections confirmed within the country (source information WHO and NHS England) Radstock Livingston PRINT.UK.COM
2.8 Enhanced cleaning regimes throughout Board / HR Increase frequency of cleaning regimes throughout the Additional cleaners employed. Cleaning at minimum of twice per day of all
the site site areas. Doorways; kitchens and toilets. Remove any dishcloths and tea
towels.
Toilets
Please close the lid before flushing the toilet, this reduces the risk of
contamination from water droplets.
Desk / Workstations
Under normal circumstances these may be cleaned out of hours by the
company’s cleaning staff.
In order to reduce the risk of cross contamination until further notice
please clean your own workstation with antiseptic wipes provided
General site cleaning
The frequency of cleaning in commonly shared spaces at all sites is being
increased until further notice.
Doors
Door handles/banisters are subject to an increased cleaning frequency.
Production
Complete clean of production PC keyboards, mouse, any touchscreen
equipment. Purchase and install plastic covers for keyboards Ongoing 17/03/2020 Ongoing 17/03/2020 Ongoing 21/06/2021
2.9 Identify critical business functions Board / HR Identifying and categorising business functions Review of business functions to identify critical business functions.
according to criticality of maintaining BAU Completed 02/03/2020 Completed 02/03/2020 Completed 02/03/2020
2.10 Identify critical employees required on Board / Identify and categorise employee functions according Review of employees and categorising against staff required to be on site
site Managers to criticality of maintaining BAU and staff able to work remotely. Completed 02/03/2020 Completed 02/03/2020 Completed 18/06/2021
2.11 Identify critical employees able to work Board / Identify employees with laptops, VPN and mobile Review asset register to establish who has the appropriate equipment to
remotely Managers / HR phones that have the ability and are able to work from work remotely. Compare against critical employees required to work on
home site
Provide H&S for home working to all relevant employees (IHASCO)
Completed 02/03/2020 Completed 02/03/2020 Completed 02/03/2020CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
Level Two (additional controls required from level one)
Risk / Trigger: Infections confirmed within the country (source information WHO and NHS England) Radstock Livingston PRINT.UK.COM
2.12 Identify any single points of failure Department Identify any staff that the BAU is solely dependent Departmental Managers to review staff and roles to identify any single
Managers points of failure Completed 02/03/2020 Completed 02/03/2020 Completed 21/06/2021
2.13 Complete a "load test" the Board / Identify and select employees with laptops, VPN and Schedule load testing, communicate to employees. Measure results from
infrastructure for homeworking Managers / HR mobile phones to participate in load test load testing. Ongoing 17/03/2020 Ongoing 17/03/2020 Ongoing 19/03/2020
2.14 All internal doors to remain opened Board / HR / Doors can be propped open during the working day but Until further notice however and when staff are present on site internal
wherever possible to minimise cross Engineering only in areas that are occupied corridor and general thoroughfare doors will be chocked in an open
contamination Identify doors for office areas that will not be occupied position to reduce the risk of cross contamination.
out of normal working hours. IT development office doors Radstock - This is on the proviso that
All office doors and unoccupied areas to be closed as management ensures that observe personal sanitising requirements and
normal at end of each working day. This must be ensures that the door handles are sanitised with antiseptic wipes during the
checked by daily patrols after hours by fire marshals working day.
and documented
Any doors that would compromise site security must
remain closed (possible additional cleaning for these
doors)
On sounding of fire alarms ALL doors should be
immediately closed during evacuation of staff
Issue notification to all staff of the temporary
arrangements and daily requirements
If alert level of the pandemic reduces back to “level 1”
then revert to all doors shut
IT development office can remain closed as they are
struggling to concentrate with background noise from
digital operations
Completed 28/02/2020 Completed 10/03/2020 Completed 23/06/2021
2.15 Food and drink restrictions All staff Drink Communicated to all staff via email and printed where email access is not
implemented Employees to use their own cups and do not share it, available
Do not make or carry drinks for other members of staff.
Food
Bring your own food for the day and do not share it.
Please sanitise before and after eating.
The sandwich facility at Radstock is temporarily
suspended.
Completed 28/02/2020 Completed 28/02/2020 Completed 18/06/2021CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
Level Two (additional controls required from level one)
Risk / Trigger: Infections confirmed within the country (source information WHO and NHS England) Radstock Livingston PRINT.UK.COM
2.16 Suspension of Radstock Gym use All staff The gym is closed temporarily and until further notice. Communicated to all staff via email and printed where email access is not
available. The gym has been locked until further notice.
Completed 28/02/2020 N/A N/A N/A N/A
2.17 Purchase PPE equipment for deep clean Logistics Identify suitable suppliers able to supply the Purchase hazsuits, goggle, gloves, face masks, spray guns, haz bins. Training
appropriate PPE. Government guidance information supplied for PPE users.
Completed 30/03/2020 Completed 06/04/2020 Completed 06/04/2020
2.18 Review of stock levels and suppliers Logistics / Review current stock levels of raw materials. Contact suppliers to request if they have put any plans in place to mitigate
Account Review and Identify supplier geographical locations. supply risk. Any supplies coming from high risk areas are subject to delivery
Managers controls. Increase minimum stock levels to minimise disruption to BAU.
Ongoing 17/03/2020 Ongoing 17/03/2020 Ongoing 17/03/2020CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
Level Three (additional controls required from level one and level two)
Risk / Trigger: Infections spreading around the country (source information WHO and NHS England) Radstock Livingston PRINT.UK.COM
Responsibility Action Action Action
Risk Control (Who) Requirements (What) Control Actions (How) Completed Date Completed Date Completed Date
3.1 Business travel restricted to essential Board / HR All non essential business travel suspended Notification to all employees who travel on business
only
Completed 19/03/2020 Completed 19/03/2020 Completed 19/03/2020
3.2 Obtain employee future holiday travel HR Request employees to share their future holiday Communication to all staff via letter request holiday destination. HR to
plans destinations compare against high risk area/country as advised by WHO / PHE
Ongoing 19/03/2020 Ongoing 19/03/2020 Ongoing 19/03/2020
3.3 Review of social distancing Board / HR Conduct review of social distancing Review and trial of homeworking and social distancing in the workplace
Completed 25/03/2020 Completed 19/03/2020 Completed 19/03/2020
3.4 Introduce options for homeworking Board / HR Mandatory homeworking for selected staff according Line manager to communicate to their teams
to role Ongoing 17/03/2020 Ongoing 17/03/2020 Ongoing 18/06/2021
3.5 Restrict deliveries to those required for Board / Personal deliveries to site suspended until further Communication to all staff to suspend any personal deliveries to their work
business operations only Logistics notice address
Completed 17/03/2020 Completed 17/03/2020 Completed 17/03/2020
3.6 Restrict suppliers to essential visits Board / Only allow suppliers essential to maintaining BAU Inform suppliers not to visit unless instructed. Communication to be sent to
Production / all Line Managers
Engineers Completed 17/03/2020 Completed 17/03/2020 Completed 17/03/2020
3.7 Suppliers unable to fulfil their Legal Suppliers are not fulfilling (or not intending to fulfil) Legal department to create register of our main suppliers, showing the
contractual obligations Department their contractual duty for supplies, that may have force majeure provisions. Legal department to communicate register to all
adverse consequences to our BAU staff who deal with our suppliers, regarding force majeure, and
requirement to contact Legal for second opinion, advice and assistance
Ongoing 21/04/2020 Ongoing 21/04/2020 Ongoing 21/04/2020
3.8 Enhanced cleaning of production All production Sanitise equipment at beginning and end of each shift Communication of cleaning regime and notices provided to production
equipment staff personnel and supervised by line manager. Suitable cleaning materials to be
provided. Daily audit checklists to be completed by Line Managers
Completed 17/03/2020 Completed 17/03/2020 Completed 21/06/2021
3.9 Restrict internal group All staff Meetings/group gatherings restricted to essential only. Possible staggering of breaks to minimise groups gathering in break room
gatherings/meetings to a minimum at the same time. Communicated to all staff via email and printed where
email access is not available. Production line management to create break
schedule and communicate to staff. Notification of essential meetings only
posted on "booking meeting rooms" spreadsheet.
Completed 17/03/2020 Completed 17/03/2020 Completed 21/06/2021CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
Level Three (additional controls required from level one and level two)
Risk / Trigger: Infections spreading around the country (source information WHO and NHS England) Radstock Livingston PRINT.UK.COM
3.10 Employees asked to stay home if All Staff Staff with illness symptoms to refrain from coming to Staff to contact their line manager immediately to inform them of any
experiencing any illness symptoms work symptoms. The line manager contacts HR for latest status.
Completed 17/03/2020 Completed 17/03/2020 Completed 17/03/2020
3.11 Employees experiencing illness whilst at All Staff Staff with potential COVID-19 symptoms. Staff to contact their line manager/first aider immediately to inform them
Work Communication to first aiders and line managers on of any symptoms. The line manager contacts HR and the member of staff is
the procedures to be followed. moved to an isolation room if necessary. HR/first aider to conduct tests and
assess according to NHS decision tree. Isolation room to be deep cleaned
following end of isolation period.
Ongoing 25/03/2020 Ongoing 25/03/2020 Ongoing 25/03/2020
3.12 Temporary staff employed Board/HR In the event permanent staff are unable to attend work HR to recruit temporary staff to fulfil positions where there is a shortfall of
due to illness or other reasons members of staff Ongoing 25/03/2020 Ongoing 25/03/2020 Ongoing 25/03/2020
3.13 Initiate mandatory minimum of 10 day All Staff Any members of staff showing signs of symptoms of Affected staff should self isolate for a minimum of 10 days
isolation for any member of staff or family or COVID-19
close contact with COVID-19 symptoms
according to latest government guidelines
Ongoing 17/03/2020 Ongoing 17/03/2020 Ongoing 17/03/2020
3.14 High risk staff not permitted onsite Board / HR Any high risk staff must stay at home and/or work from HR to communicate instructions to affected staff
home Completed 25/03/2020 Completed 25/03/2020 Completed 25/03/2020
3.15 Conduct relevant medical surveillance HR HR sickness level reports and possible health Review staff sickness records and consider temperature monitoring of
of employees surveillance checks employees
Ongoing 17/03/2020 Ongoing 17/03/2020 Ongoing 17/03/2020CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
Level Four (additional controls required from level one, level two and level three)
Trigger / Risk: Possible Covid-19 case in the workplace that does not require partial/full closure of site; 3.11 controls apply along with additional measures Radstock Livingston PRINT.UK.COM
Risk Control Responsibility Requirements (What) Control Actions (How) Action Date Action Date Action Date
(Who) Completed Completed Completed
4.1 Remote working BDM/CRM staff not Board / HR BDM/CRM staff not permitted to visit Communicate to BDM/CRM not to visit sites
permitted to visit site (level 3) Competed 19/03/2020 Competed 19/03/2020 Competed 19/03/2020
4.2 Minimise contact (social distancing) with All staff Working proximity to each other (social distancing and Communication to all staff and notices posted at entrances to departments.
other employees whilst on site possible flexible working hours Security access cards restricted. Segregate and split up departmental staff.
Introduce flexible working and staggered breaks and cancel all internal
meetings and/or group gatherings to minimise contact. Whilst onsite
conduct meetings via tele conference. Conduct morning huddles by phone
from your own desk.
Ongoing 25/03/2020 Ongoing 19/03/2002 Ongoing 24/06/2021
4.3 Removal of shared food/drink All staff Removal of all vending machines, kettles, water Communication with all members of staff to inform them of the suspension
preparation equipment coolers, kitchen utensils and microwaves. Fridges food/drink preparation equipment. Members of staff should bring in their
switched off. drinks and lunches which do not require refrigeration or cooking.
Competed 25/03/2020 Competed 25/03/2020 Competed 18/06/2021
4.4 Cancel all business travel All staff Business travel suspended until further notice Communication to all staff to cancel/postpone all business meeting/visits
Competed 25/03/2020 Competed 25/03/2020 Competed 25/03/2020
4.5 Cancel all visitors to the site other than All staff All visitors to site suspended until further notice Communication to all staff to cancel/postpone all visitors other than for
those for essential purposes. essential purposes (e.g. maintenance and repairs) Competed 25/03/2020 Competed 25/03/2020 Competed 25/03/2020
4.6 Strict controls implemented for essential Board / Deliveries restricted to essential to BAU only Strict controls applied to any deliveries (unload/load outside of gates; driver
deliveries only Logistics to remain in vehicle). Contactless deliveries and delivery notes not to be
signed and placed in tray outside of building and left for 72 hours before
collection
Competed 17/03/2020 Competed 17/03/2020 Competed 18/06/2021
4.7 Strict controls implemented for Board / All staff Contractors only permitted onsite essential to BAU Strict hygiene controls applied for any essential visit.
contractors / maintenance Competed 25/03/2020 Competed 25/03/2020 Competed 18/06/2021
4.8 Strict controls applied for access to the All staff Authorised employees and contractor permitted onsite Letter to be provided to all employees confirming they are "Key Workers"
site for any persons, including employees to present to law enforcement if requested. Create register of authorised
employees permitted on site. Employees must carry CFH photo ID badge to
be allowed access to the site. Possible security guards posted on entrances
to control access to the site, any contractor required onsite must be
communicated to the security guard on a daily basis.
Ongoing 30/03/2020 Ongoing 30/03/2020 Ongoing 30/03/2020CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
Level Four (additional controls required from level one, level two and level three)
Trigger / Risk: Possible Covid-19 case in the workplace that does not require partial/full closure of site; 3.11 controls apply along with additional measures Radstock Livingston PRINT.UK.COM
4.9 Formal training for use of Covid-19 PPE HR Provide formal training of staff for correct use of PPE Engage external 3rd party to provide onsite training to appropriate staff
equipment (certificate provided for completion of formal training)
Completed 21/04//2020 Completed 23/06/2020 Completed 02/07/2020
4.10 Close main Radstock reception Board Close reception and introduce safe and secure Minimise contact between reception staff and to delivery
procedures for deliveries/contractors personnel/contractors entering the site
Competed 17/03/2020 Competed 09/04/2020 N/A N/A
4.11 Document a prioritised customer BCP Board Identify prioritised customer BCP plan Create prioritised customer BCP plan for each site
plan Ongoing 06/05/2020 Ongoing 06/05/2020 Ongoing 06/05/2020
4.12 Communicate to any affected Board Inform customers of any potential disruption to their Board to communicate any potential disruption to deliveries/service via
customers of any service restrictions service telephone, email, letter
Ongoing 21/04/2020 Ongoing 21/04/2020 Ongoing 21/04/2020
4.13 BCP/DR test to secondary sites Board Full BCP/DR test to secondary site/s Conduct BIA according to the published Business Continuity & Site
Emergency Plan
Ongoing 19/03/2020 Ongoing 08/04/2020 Ongoing 17/03/2020
4.14 Installation of screens and barriers Production Installation of screens and barriers in the production Install perspex barriers between hand enclosing operatives. PRINT.UK.COM
hand enclosing department hand enclosing operatives are seated 3 metres apart, Perspex barriers will
be installed upon availability. Completed 19/05/2020 Completed 19/05/2020 Completed 18/06/2021
4.15 Compliance with government guidance All staff Staying COVID-19 Secure in 2020 confirm we have Communicate and publish risk assessment, publish a compliance notice and
Staying COVID-19 Secure in 2020 complied with the government’s guidance on provide communication to all staff around the use of face coverings
managing the risk of COVID-19 including the supply of two items to each member of staff. Social distance
and one-way signage installed at all sites Completed 19/05/2020 Completed 26/05/2020 Completed 24/06/2021
4.16 Close Contact Reporting All staff To understand and minimise close contact within the Members of staff will be required to complete a Close Contact Form, for
business between employees/visitors and contractors planned and unplanned contact when they have been in Close Contact with
(where applicable) a close contact reporting system has another member of staff
been implemented across all Group Company locations
and applies to all staff Completed 19/06/2020 Completed 19/06/2020 Completed 18/06/2021
4.17 Risk Assessment for shared facilities East Kilbride Create risk assessment for East Kilbride office to Create a daily checklist to be completed for each and every visit
Office include specific risks associated with the use of shared
facilities N/A N/A Completed 01/06/2020 N/A N/A
4.18 Main Radstock reception Board Following the temporary suspension of the main The reception area is segregated by both a transparent barrier and lobby
Radstock reception, the switchboard is reinstated and door from site visitor Self-Service Reception. The www.cfh.com site has
operational been updated to reflect the changes in reception. Deliveries to the site
continue to follow the temporary delivery procedure Completed 30/07/2020 N/A Group N/A N/A Group N/A
4.19 Ventilation - Fresh Air All staff Fresh air ventilation in preparation for the winter Establish the best methodology and measurement to ensure good air
months exchange within enclosed areas / office areas. CO2 levels up to 600ppm is
the upper limit we are using to measure good air exchange. Windows must
remain opened with a gap of at least 100mm in occupied offices at all times
without exception Ongoing 06/10/2020 Ongoing 06/10/2020 Ongoing 23/06/2021
4.20 Track and Trace App - Disable Bluetooth All staff The Scotland and England Contact Tracing App logs a Notices and communication issued to staff to disable Bluetooth before
close contact when an app users’ phone has been entering the site. The daily audit checklist to include Bluetooth checks
within 2 metres of another app user for more than 15
minutes. To avoid triggering false alerts staff must
disable their phones Bluetooth whilst on premises if
they have downloaded the app Ongoing 06/10/2020 Ongoing 06/10/2020 Ongoing 06/10/2020CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
4.21 PHE Action Cards All staff PHE Action Cards issued to all managers to understand Report to PHE England when the number of cases in the workplace exceeds
what action to take in the event of COVID-19 infection 5 within 14 days. Report to PHE Scotland when the number of cases in the
alert in the workplace workplace exceeds 2 within 14 days. All reporting to PHE should be
communicated through HR
Completed 29/09/2020 Completed 29/09/2020 Completed 29/09/2020
4.22 COVID 19 Visitor and Contractor All staff Visitors and contractors accessing our premises are All visitors to the site, including contractors to be issued with site rules and
Questionnaire subject to the site rules and COVID-19 health complete a screening questionnaire in advance of their visit. Participation is
questionnaire mandatory to allow access to the site. The completed form should be
passed to host either before or on arrival Completed 20/08/2020 Completed 20/08/2020 Completed 15/06/2021
4.23 Bubble Segregation All staff From Monday 17th May 2021 the use of face coverings Each bubble will surround the immediate work area an employee is a part
is relaxed due to the following circumstances: of, e.g. print room, office, warehouse, engineering workshop.
• the low prevalence of national/local infection rates Visitors and Contractors are required to hand sanitise before entry and exit
and covid-19 cases and wear face coverings at all times when on site. They shall continue to be
• very low numbers of staff required to self-isolate encouraged to take a lateral flow test prior to entry.
• no recent outbreaks of cases within the company Staff from Engineering, Logistics, Chargehands, Cleaners and Managers and
• a good level of LFT testing taken up by staff. occupants of offices are required to wear face coverings at all times whilst
in the factory. All staff are required to wear face coverings when they move
The business may and will consider introducing the between bubbles.
mandatory wearing of face covering at all times again Staff members currently working from home who visit the site are required
if: to sign in, hand sanitise upon entry and exit and wear a face covering if
• significant numbers increase in staff members moving around the site. They shall continue to be encouraged to take a
isolating lateral flow test prior to entry.
• increase of the spread of Covid-19 within the
community
• covid-19 outbreak in factory
• the CFH Covid-19 pandemic rules implemented are
not being followed. (hands, face, space)
Ongoing 17/05/2021 Ongoing 17/05/2021 Ongoing 18/06/2021
4.24 Increased Cleaning Regime All Sites Cleaners carryout a deep clean of used office Cleaners to deep clean; work station, keyboard, mouse, telephone and
workstations at the end of each working day. Shared screens. Cleaning wipes issued to all staff and instructed to sanitise any
equipment sanitised before and after each use shared equipment before and after each use
Completed 07/01/2021 Completed 07/01/2021 Completed 15/06/2021
4.25 Possible Covid-19 case in the workplace All Staff Staff member has become ill at work with covid-19 As 3.11 above with addition of: Staff member to maintain social distance
symptoms from other colleagues and report immediately to line manager and HR. Staff
member removed from work area as detailed in 3.11 action above. Identify
any other staff that have been working in the same area or been in contact
with the affected member of staff, and instruct them to leave work and self-
isolate. Isolate and cordon off the areas the affected staff have been.
Initiate deep clean of the area/s the staff member and others have been.
Ensure the cleaners wear appropriate PPE during clean (overalls, goggles,
masks, gloves). Ensure correct disposal of used PPE following cleaning
(bagged, sealed and placed in external waste bin)
Ongoing 19/11/2020 Ongoing 19/11/2020 Ongoing 18/06/2021CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
4.26 Asymptomatic Testing for Employees, HR/Site Lateral Flow Testing to identify staff, contractors and Voluntary COVID-19 asymptomatic testing service for all staff working on
Contractors and Visitors Manager visitors who show no symptoms of COVID-19 and may site, staff visiting the site, contractors and visitors. Lateral Flow Testing
transmit the virus to others without being aware procedure communicated to all staff working onsite and available to all
persons upon arrival to the site.
Ongoing 01/03/2021 Ongoing 01/03/2021 Ongoing 18/06/2021
4.27 COVID-19 self-isolation notification All staff The COVID isolation rules in England, Scotland and COVID-19 self-isolation form is to be completed by the Line Manager when
Wales have changed for anyone who has had two they have been contacted by a member of staff that has been notified by
doses of the vaccine NHS Track & Trace to “self-isolate” due to being “pinged” or who has been
in close contact with a positive COVID-19 case.
Isolation flowchart to help Managers and Staff under the self-isolation rules
Completed 16/08/2021 Completed 16/08/2021 Completed 16/08/2021
4.28 Installation of "Touch Free" hot and All staff The installation of "Touch Free" hot and cold water Members of staff should bring in their water bottles to re-fill whilst onsite.
cold water dispensers dispensers Members of staff will use their own mugs and will be allocated with tea
coffee, sugar in zip lock bags to avoid cross contamination of provisions
Completed 14/10/2021 Completed 14/10/2021 Completed 14/10/2021
4.29 Reporting of diseases under RIDDOR HR An unintended incident at work has led to someone’s HR to report any work related disease cases online. Reported to HSE via
possible or actual exposure to coronavirus. This must online portal
be reported as a dangerous occurrence.
A worker has been diagnosed as having COVID 19 and
there is reasonable evidence that it was caused by
exposure at work. This must be reported as a case of
disease.
A worker dies as a result of occupational exposure to
coronavirus. Ongoing - Ongoing -
when/if when/if Ongoing -
required 21/04/2020 required 21/04/2020 when/if required 21/04/2020CFH Docmail Group Ltd - Covid-19 Risk Assessment and Pandemic Action Plan Version 13
The pandemic planning project was formally initiated in February 2020, with mitigating controls and actions taken according to Government Guidelines and the risk level. The
pandemic planning project has created a five-stage risk assessment and pandemic action plan which introduces new protective measures to limit the spread of the COVID-19 virus
within our business, protect our employees and minimise the disruption to our organisation. The plan is reviewed and updated on a regular basis according to latest Government
and Public Health England Guidelines
Current Control Level/Status Four
Level Five (additional controls required from level one, level two, level three and level four)
Risk / Trigger: Member/s of workforce confirmed with Covid-19 that will cause partial/full closure of site and affect customer SLA's Radstock Livingston PRINT.UK.COM
Action Action Action
5.1 Risk Control Responsibility (Who)
Requirements (What) Control Actions (How) Completed Date Completed Date Completed Date
5.2 Review partial/ full closure of site and Board Instruct relevant staff not to attend site and carry out HR to communicate to all staff, via email, phone, letter. Place posters on
initiate professional deep clean deep clean. Inform customers we intend to reduce our relevant entrances and gates to provide warning and contact information.
capacity and/or cease partial or full production for a Communication to any affected customers. Perform deep clean of affected
limited period area/s by trained staff with appropriate PPE. Communicate completion of
deep clean
5.3 Inform customers of any possible Board Provide detailed information to customers on status Provide detailed information to customers on status. Communicate details
disruption to services of any disruption and BCP/DR plans to customers
5.4 Invoke BCP / DR plans and conduct BIA's Board Members In event of disruption to production/IT infrastructure Invoke Business Continuity & Site Emergency Plan. Complete BIA to assess
as required/appropriate the type and level of disruption. Communicate with secondary site/s to
establish readiness and capability. Establish register of possible transfer of
key staff to secondary location/s. Contact customers who may be affected
prioritising customers with DR arrangements. Contact suppliers to redirect
deliveries of raw materials if required. Contact collection providers to
redirect if requiredCFH Docmail Ltd COVID-19 Risk Assessment and Pandemic Action Plan CFH Docmail Ltd (head office) CFH Docmail Ltd (Scotland) PRINT.UK.COM St Peter’s Park Starlaw Business Park Unit 1, Windsor Trade Centre Wells Road, Westfield Livingston EH54 8SF Fairacres Industrial Estate Radstock BA3 3UP Windsor SL4 4LE
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