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Ensuring Business Continuity in Emergency Situations

Business continuity planning is essential for protecting your practice in unforeseen circumstances, such as the death of a practitioner. This article outlines two approaches to safeguard your practice and ensure seamless management of responsibilities.

In this article:

Option 1: Establish a Practice Will

A Practice Will is a formal document that specifies what should happen to the practice if a practitioner passes away. It identifies a responsible person to take over management. To facilitate access for the designated individual, follow these steps:

  1. Obtain the following documents:

    • A copy of the Practice Will provided by the executor.
    • The practitioner’s death certificate.
    • Proof of identity (ID) of the person named in the Practice Will.

  2. Submit these documents to Zanda support to grant access to the named individual.

This approach ensures a smooth transition by pre-defining responsibilities and access rights.

Option 2: Utilize Zanda Access Management Features

Zanda offers in-built access management tools to enable practitioners to prepare for emergencies. Here’s how you can set up restricted access securely:

  1. Create a Restricted User Account:

    • Navigate to User Menu > Account Settings > Team > User Management in Zanda.
    • Create a new user profile with limited access to specific features.

  2. Enable Two-Factor Authentication (2FA):

    • Go to User Menu > Account Settings > Team > User Management and enable 2FA for the restricted user account.
    • This ensures an additional layer of security for login attempts.

  3. Prepare for Emergency Access:

    • Share the username and password of the restricted account with a trusted executor.
    • Assign the 2FA device (e.g., smartphone with an authenticator app) to a second trusted person.

  4. Implement Segregation of Duties:

    • To log in, the executor and the individual with the 2FA device must work together.
    • This ensures the account is accessed only under exceptional circumstances, such as emergencies.

This approach aligns with Information Security principles, particularly segregation of duties, which prevents unauthorized activities and minimizes risks.

Which Option to Choose?

  • Use Option 1 (Practice Will) if you prefer a formal, legal framework for business continuity.
  • Use Option 2 (Access Management) if you want to leverage Zanda features for added security and control.

By planning proactively, you can ensure the continuity and protection of your practice in any situation.