The Purpose of Business Continuity Planning

The Toppan Group provides an array of products and services in the Information & Communication, Living & Industry, and Electronics fields. A wide-scale disaster could potentially halt Group operations. When prolonged, a supply stoppage of Toppan products and services would cause considerable impact on customer companies and consumers. Toppan has therefore developed business continuity planning (BCP) to ensure the safety of Group employees and minimize damage to business activities when a disaster strikes. Toppan has also formulated a Basic Plan for Countermeasures against Disasters to set forth a Groupwide structure and action procedures for the prompt recovery of business operations. The basic plan is subject to annual reviews. Toppan will continue BCP initiatives to maintain a steady supply of products and services to customer companies and society at large, and thereby fulfill the Group’s corporate social responsibility as a proponent of a sustainable society.

For Groupwide Business Continuity

Disaster Preparedness

Toppan has promoted Groupwide BCP by installing administration offices at business divisions, head office divisions, Group companies, and major subsidiaries around the world. The administration offices are overseen by the BCP Promotion Office in the head office Legal Affairs & Intellectual Property Division. The promotion office coordinates with the administration offices to further improve the effectiveness of emergency taskforces, enhance employee awareness of disaster preparedness, secure business continuity throughout the entire supply chain, support BCP activities undertaken at overseas subsidiaries, and implement various other BCP measures across the Group.

Toppan Group BCP Promotion Structure
Toppan Group BCP Promotion Structure
Main Activities
  • Development of emergency taskforce members
    The Toppan Group organizes drills for the startup of emergency taskforces, drills for individual support teams for Groupwide countermeasures, and emergency taskforce drills held at subdivisions.
  • Training and education
    The Group arranges training for personnel at BCP administration offices, helps BCP personnel acquire relevant qualifications, operates a disaster-preparedness intranet site for Group employees, and delivers necessary information via the Toppan internal portal site.
  • Revision of pertinent documents
    The Group revises the Basic Plan for Countermeasures against Disasters (semiannually) and individual action-procedure sheets (annually).
  • Reinforced coordination
    The Group holds liaison meetings at the Company (quarterly) and at related companies (semiannually).
  • Securing of business continuity throughout the supply chain
    The Group invites external experts to lecture at BCP workshops for business partners (annually).
  • Linkage with anti-disaster activities
    The Group organizes comprehensive disaster-preparedness drills and drills to check the safety of employees and their families, and engages in community activities for stockpiling emergency supplies.

Framework during Actual Disasters

In the event of a disaster, the Toppan Group will promptly set up emergency taskforces at the head office in Tokyo and operational sites in the disaster-affected region. The taskforces will spearhead the Group’s recovery efforts based on the Basic Plan for Countermeasures against Disasters. The President & Representative Director of Toppan Inc. will head the emergency taskforces with assistance from the Executive Vice President & Representative Director. Under the representative directors, the taskforces will consist of taskforce directors, as well as support teams for Groupwide countermeasures. The Group has also established an alternate site for forming an emergency taskforce remote from the Kanto region as a contingency for a large-scale disaster striking the Tokyo metropolitan area.

Coordination between Groupwide Taskforces and External Bodies
Coordination between Groupwide Taskforces and External Bodies

Once the emergency taskforces are formed, support teams for Groupwide countermeasures will go into action in accordance with their assigned roles. The teams will assess damage to the enterprise, help Group employees, and care for customer companies and suppliers in the aftermath of the disaster, staying in contact with central and local governments. After initial actions, the teams will move seamlessly to the next business-resumption phase by designing a recovery and business resumption plan based on the result of their damage assessment.

Highly effective BCP requires continuous optimization of the taskforce framework and action procedure sheet. Toppan is aware of the importance of ongoing plan-do-check-act (PDCA) cycles through repeated drills. The Group always reviews action procedures after a drill and rectifies issues identified during a drill. The updated procedures are reviewed again in the next drill, and the process repeats going forward.