We are doing everything we can to help our staff, clients and supply chain throughout this uncertain time.
Business continuity at Roythornes
Following the Government’s recent announcements with regard to coronavirus, our priority is to protect the health, safety and welfare of our staff and clients, and we want to reassure you that we are doing our utmost to help everyone throughout this uncertain time.
In order for us to continue to maintain the high level of service for which we are known, we have put in place the following measures.
- Like much of the UK, we are starting to return to our offices. Initially this will be on a phased basis to ensure a safe environment for all. We continue to encourage clients, wherever possible, to use electronic means of communication.
- If you do come into our offices, please be aware we will need to take your details in order to comply with the Government’s track and trace procedures. In addition, in line with Government guidelines, face masks must be worn when entering our buildings, and when in public areas of our offices.
- Should any of our five offices become inaccessible for any length of time, or indeed be closed, we are able to relocate staff to an alternative site and pass on much of the administration. Redirection and subsequent processing of post will take place, though please be aware this could cause delay. We, therefore, encourage our clients and contacts to use email as much as possible. If it is necessary to send personal or confidential information, then please contact us and we can provide instructions on how to use our secure email and file services.
- In the event that our cross-team and cross-office working practices are compromised due to illness or inability to work, we will consider how to best use what is available. It is likely we will have to prioritise urgent workloads and we will inform our clients should such a situation arise. Every effort to mitigate any impact will be made.
- All client records and the majority of documents are now held electronically which means that paper files will not be removed from site, unless in exceptional circumstances. Any historic or original documents (eg deeds, wills, etc) held on site, or archived off site, will not be available remotely.
- We will maintain our stringent practices around data protection to ensure our clients’ personal data remains safe.
- We will ensure that payments and receipts required to complete transactions continue to operate as normally as possible. We have put in place plans to ensure that the Finance team can access our secure banking facilities remotely. As with emails, we strongly encourage electronic payments for transactions be made to offset any possible postal delay. Same day CHAPS or Faster payments are the preferred options, but BACS is still available.
- We have reminded our staff and would like to remind you to please remain vigilant regarding potential cyber risks. Fraudsters may well try and treat the current circumstances as an opportunity.