RMS’s firm-wide business contingency plan is to respond to a
Significant Business Disruption (SBD) by securing employees’ safety and
firm property, making financial and operational assessments, promptly
recovering and resuming operations, protecting all of the firm’s books
and records, and allowing our customers to transact business. In the
event that we determine we are unable to continue our business, we will
assure customers prompt access to their funds and securities.
Significant Business Disruptions (SBDs)
Our plan anticipates two kinds of SBDs, internal and external.
Internal SBDs affect only our firm’s ability to communicate and do
business, such as a fire or power outage in one of our facilities.
External SBDs prevent the operation of the securities markets or a
number of firms, such as a terrorist attack, a city flood, or a
wide-scale regional disruption. Our response to an external SBD relies
heavily on the availability of other organizations, particularly our
market data providers.
Approval and Execution Authority
RMS business continuity and disaster recovery plan is reviewed and
approved by Senior Management annually.
Plan Location and Access
Our firm will maintain copies of its BCP plan and the annual reviews,
and the changes that have been made to it for inspection by regulators.
Members of the BCP Team have additional copies of the plan stored
off-site.
Business Description
RMS is a diversified financial services firm headquartered in
Chicago, IL consisting of:
• Mergers & Acquisitions Advisory
• Placement of Private Corporate Securities
Office Locations
Our Firm has one primary office located in Chicago, IL.
Alternative Physical Location(s) of Employees
In the event of an SBD, we will move our staff from affected offices
to the closest of our unaffected office locations. If none of our other
office locations is available to receive those staff, critical employees
will be instructed to work from home.
Data Back-Up and Recovery (Hard Copy and Electronic)
RMS uses a third party provider to back up its electronic records on
a nightly basis. These backups are stored off-site and retrieved on an
as needed basis.
In the event of an internal or external SBD that causes the loss of
our paper records, we will physically recover them from our back-up
site. If our primary site is inoperable, we will continue operations
from our back-up site or an alternate location. For the loss of
electronic records, we will either physically recover the storage media
or electronically recover data from our back-up site, or, if our primary
site is inoperable, continue operations from our back-up site or an
alternate location.
Financial and Operational Assessments
Operational Risk
In the event of an SBD, we will immediately contact our electronic
file services provider, and our email provider, to identify what means
will permit us to communicate with our customers, employees and critical
business constituents including the SEC and FINRA. Although the effects
of an SBD will determine the means of alternative communication, the
communications options we will employ will include our Web site,
telephone voice mail, and message blasting capabilities. In addition, we
will retrieve our key activity records as described in the section
above, Data Back-Up and Recovery (Hard Copy and Electronic).
Financial and Credit Risk
In the event of an SBD, we will determine the value and liquidity of
our investments and other assets to evaluate our ability to continue to
fund our operations and remain in capital compliance. We will contact
our critical banks, and investors to apprise them of our financial
status. If we determine that we may be unable to meet our obligations to
those counter-parties, or otherwise continue to fund our operations, we
will request additional financing from our bank or other credit sources
to fulfill our obligations to our customers and clients. If we cannot
remedy a capital deficiency, we will file appropriate notices with our
regulators and immediately take appropriate action.
Mission Critical Systems
Our firm’s “mission critical systems” are those that ensure prompt
and accurate processing of securities and insurance transactions,
including order taking, entry, execution, comparison, allocation,
clearance and settlement of securities transactions, the maintenance of
customer accounts, access to customer accounts, and the delivery of
funds and securities. We will use our mission critical database to
maintain, verify and reference mission critical applications firm wide.
We have primary responsibility for establishing and maintaining our
business relationships with our clients and have sole responsibility for
our mission critical functions.
Our service bureau and market data vendors represent that nightly
backs-up are performed, and could be restored at a remote operating
facility in a geographically separate area with the capability to
conduct the same volume of business as its primary site. Our service
bureau has also confirmed the effectiveness of its back-up arrangements
to recover from a wide scale disruption by testing twice a year.
Recovery-time objectives provide concrete goals to plan for and test
against. They are not, however, hard and fast deadlines that must be met
in every emergency situation, and various external factors surrounding a
disruption, such as time of day, scope of disruption, and status of
critical infrastructure—particularly telecommunications—can affect
actual recovery times. Recovery refers to the restoration of
communication and record retention systems after a wide-scale
disruption.
Alternate Communications Between the Firm and its Clients and
Employees
Clients
We currently communicate with our customers using the telephone,
e-mail, our Web site, fax, U.S. mail, and in-person visits at our firm
or at the other’s location. In the event of an SBD, we will assess which
means of communication are still available to us, and use the means
closest in speed and form (written or oral) to the means that we have
used in the past to communicate with the other party. Options would be
available to check on the status of systems and facility access or to
leave a message with a member of the I.T. Department or Disaster
Recovery Office.
Employees
We currently communicate with our employees using the telephone,
e-mail, and in person. In the event of an SBD, we will assess which
means of communication are still available to us, and use the means
closest in speed and form (written or oral) to the means that we have
used in the past to communicate with the other party. We will also
employ a call tree so that senior management can reach all employees
quickly during an SBD. The call tree includes all staff home, office,
pager and cell phone numbers. Options would be available to check on the
status of systems and facility access or to leave a message with a
member of the I.T. Department or Disaster Recovery Office. We are also
exploring the capability of an emergency notification system that would
blast messages to all the devices listed above.