Business Continuity Plan for Judy Doherty Photography

1. Purpose and Scope

This Business Continuity Plan outlines procedures to maintain and recover critical business operations for [Studio Name] in the event of disruptions such as natural disasters, equipment failure, illness, or data loss. It covers photography, videography, editing, client communication, and delivery of final assets.

2. Objectives

  • Ensure the safety of personnel, clients, and assets.

  • Minimize downtime and financial loss.

  • Protect and recover digital files and client data.

  • Maintain client relationships and communication during disruptions.

  • Provide a roadmap for resuming full operations quickly and efficiently.

3. Risk Assessment

Potential Threats Include:

  • Power outages (impacting shoots, editing, and lighting).

  • Equipment failure (camera, lighting, storage).

  • Data loss (due to hardware malfunction or cyberattack).

  • Health emergencies (e.g., illness of the photographer or key staff).

  • Natural disasters (fire, flood, earthquake).

  • Transportation delays (affecting on-location shoots).

  • Vendor issues (printing labs, model availability, etc.).

4. Key Roles and Responsibilities

RoleResponsibility

Photographer/Owner: Overall decision-making, communication with clients, prioritizing projects

Assistant: Securing equipment, backing up files, and helping set up alternate locations

Studio Manager (if applicable), Overseeing rescheduling, client coordination, and vendor communication

IT Support (outsourced or internal), Data recovery, backups, software, and cloud access

5. Critical Operations and Recovery Priorities

Operation Priority Recovery Strategy

Active client shoots High Reschedule immediately; use alternate studio or outdoor setup

File storage and backup High Maintain 3-2-1 backup (cloud + local + offsite)

Post-production Medium Use backup computer or hire a freelance editor if needed

Client communications: High Use mobile, laptop, or cloud email access to maintain contact

Equipment functionalit:y High Rent or borrow replacements via preferred vendor within 24 hours, all equipment has at least one or two backup substitutes ie 3 cameras, 3 lighting systems, multiple computers, battery backup

6. Backup and Data Recovery Plan

  • Daily backup of active projects to cloud storage (Dropbox, Google Drive, or Backblaze).

  • Weekly backup to external hard drives stored offsite.

  • All contracts and invoices are stored in cloud-based systems (e.g., QuickBooks, HoneyBook, or Notion).

  • Maintain a redundant catalog system for Capture One.

  • Use RAID drives for redundancy during active projects.

  • Network storage for all projects daily in addition to drives at each station

7. Alternate Work Locations

If the studio becomes unavailable:

  • Relocate shoots to a partner studio, coworking space, or client site.

  • Edit remotely using laptop setups and cloud software access.

  • Maintain a list of available rental studios within a 25-mile radius or use AirBNB to find a suitable shooting location.

8. Equipment and Supply Redundancy

  • Maintain a backup camera body, lenses, and lighting kit.

  • Establish relationships with local camera rental companies (e.g., BorrowLenses, Samy’s Camera).

  • Keep backup batteries, SD cards, and lighting accessories in emergency storage.

  • Maintain a portable power supply for on-location shoots.

9. Communication Plan

  • Maintain a client contact list in cloud storage and a physical backup.

  • Notify clients immediately of any delays or rescheduling needs.

  • Use email autoresponders and social media updates for broad notifications.

  • Maintain communication with key vendors (printers, stylists, assistants) through group messaging or Slack.

10. Financial and Insurance Preparedness

  • Maintain business interruption insurance and equipment coverage.

  • Keep financial reserves for emergencies (3–6 months of operating expenses).

  • Store all financial records and insurance documents digitally and off-site.

11. Plan Review and Testing

  • Review and update the plan every 6 months or after any major incident.

  • Conduct a mock recovery test annually (simulate data recovery or studio closure).

  • Train all staff on emergency procedures and backup workflows.

12. Key Contacts

Judy Doherty, photographer, judy@judydohertyphotography.com