5 August 2020
In response to the recent stage four lockdown in Victoria, we have determined that Law In Order is a permitted service. Our activities relate to document and technology support for lawyers and legal firms and support the essential operation of matters / cases within the court system.
Therefore, we will remain open and operate as normal but within a controlled environment.
Our COVID-19 plan (below) is still in place for the safety of our people and clients. Our eDiscovery and eHearings teams continue to work remotely.
Law In Order COVID-19 Plan
Last Updated - 11 May 2020
Law In Order, like many organisations, Covid-19 plans that centre around health and safety, sustainability, and business continuity.
At Law In Order our people are our most important asset. That is why we have focused on educating our employees on what to do for both their own personal well-being as well as those around them.
We are ensuring staff are kept informed about standard precautionary methods with regards to hygiene and social distancing, as well as the latest updates from government websites.
Law In Order has in place already:
- Provisions of hand sanitizers and good hygiene practices across all our offices. We already have systems in place to ensure our staff are complying with our strict hygiene rules.
- Self-quarantine by staff who have recently returned from overseas.
- Paused all travel and conference attendance except in the circumstance of business-critical requirements such as specific client project.
- An Employee Assistance Program (EAP) accessible for all staff who are available for emotional support.
All staff have been advised that they must seek immediate medical attention if they are unwell, have been exposed to risk areas or believe they have been on contact with anyone from a risk exposed area. They are also to remain at home if unwell and their situation monitored by management.
Finally, we are monitoring information from World Health Organization (WHO) as well as local government advice and recommendations for each country.
Law In Order’s services focus on three key areas:
- Electronic Services; and
- Production Services; and
- eHearing Services.
At this stage we see very little disruption our to electronic and eHearing service lines as these can be provided by experienced professionals working remotely. We offer virtual arbitration solutions which enable legal teams to work around the current travel restrictions as well as offer flexible working arrangements by conducting hearings with overseas parties. Law In Order has various data centres throughout Asia whereby if one site goes down, we can move over to other territories.
In relation to our Production Services we have focused on the health and safety of our staff as well as business continuity. This is an evolving situation which we will be monitoring on a regular basis.
Some things that have already been implemented are:
- We work to a shift structure and have implemented staggered start times.
- For the teams that are able to remote work they will be encouraged to do so.
- We have isolated production teams in place. That means that we will have a Team A and Team B scenario for the production floor where only one team will be in the office on any given day.
Given the uniqueness of our work, in that we will make deliveries throughout the CBD areas to various office buildings we have put specific Delivery Team safety measures, alongside the general hygiene practices, in place. These include:
- Trolleys are wiped down before and after each delivery.
- Delivery Team will wear gloves for all deliveries from when they leave to when they return to the office.
- Delivery Teams minimise contact with others ie shaking hands, contact in general and will ensure that they comply with the distancing rule of maintaining 1.5 metres.
- Signatures are no longer required, and the delivery team will ask the client for their name and fill in the required client detail on the job sheet.
- In some cases, we use vans to deliver so that minimises exposure to the general population.
- If you have provided an “authority to leave material”, the Delivery team will take a photo to confirm delivery.
- Temperature checking is in place using a forehead thermometer.
As with all staff we have open lines of communication with our people to ensure they are understanding symptoms and talk to us about any concerns they have.
Law In Order is following the advice of the relevant government and health organisations and understand that person to person spread of coronaviruses generally occurs between people who are close contacts with one another. A close contact is typically someone who has been face to face for at least 15 minutes or been in the same closed space for at least 2 hours, with a person that was infectious. If your contact with the person was less than this, there is a much smaller risk of you being infected.
When delivering materials to our clients these safety measures should aid in mitigating any potential risk of infection given, they will never have the close contact indicated by the relevant governing bodies.
We will also discuss the best place for delivery that will have minimal risk to both organisations and can organise for couriers to our client’s homes if they are working from home. We will continue to discuss timelines, locations and delivery timeframes; however, we are confident that our risk mitigation strategies mean we will still be able to deliver service.
Law In Order has contacted our major key suppliers and vendors to understand the impact, if any, that their service delivery will have to us and ultimately our clients. Currently we source materials and supplier of services from numerous providers so can use alternate services for goods.
This includes third party suppliers, stationery, and production suppliers as well as couriers.
As we get further information from suppliers, we will update our plan accordingly and share the information with you.
Remote Worker Capabilities
As mentioned above, many of our services can be delivered and provided by experienced staff working remotely.
Our IT team have deployed systems to allow for remote worksites which will minimise the impact of people travelling to the office and as well as large amounts of people onsite. We regularly use collaboration tools including Microsoft Teams for internal and external meetings and will continue to do so in this instance.
Our IT policies have also covered off any concerns related to data privacy and so on.
Staying in Touch
Law In Order understand the importance of having open communication with staff and clients alike. We will ensure that we are responding promptly, accurately, and confidently to all stakeholders across our business.
At this point in time, we are taking precautions for the health and safety of our people. Which means we will not initiate requests for face-to-face engagement. There will be no face-to-face visits at our client’s premises or engagement at a place outside the client’s normal place of business or at our offices until further notice. Meetings will be set-up as video or telephone meetings.
Law In Order recognises that there may be certain circumstances where onsite attendance by our staff, outside of deliveries, may have to occur. These circumstances may include:
- Forensic collections
- Other onsite visits (where necessary and approved by Law In Order)
Before attending any premises, our team will ask the client some general questions about their response to COVID-19 including:
- Do you have a COVID-19 hygiene plan in place?
- Will I have access to sanitiser and hygiene wipes at your premises?
- How many people will be on site when I attend your premises?
- Is it possible that I view the material in a separate office?
All collected material (boxes, folders etc) are to be wiped down (if appropriate) for health and safety purposes, before it is labelled, used and/or stored.
Law In Order will monitor the situation and if required will rely on our Risk Management and Business Continuity Plan.
As the situations evolves, then Law In Order will update the plan accordingly.