British Chambers of Commerce Documentation Portal

The government has stated that a move from the 'containment' to the 'delay' phase of infection control is highly likely in the near future.  In the last week we have see the number of people in the UK testing positive for the virus increase substantially. 

A move to the delay phase means that the disease has become established in the UK, and that further measures need to be taken to reduce the rate and extent of its spread.  When we enter the 'delay' phase you may take the decision to reduce the number of people coming in to your offices, and this could affect your ability to deliver documentation services.  I would therefore encourage you to take time now to prepare for that eventuality to ensure we can continue to deliver the services that your customers need to keep on trading. 

Our approved electronic documentation platforms provide the scope for documentation teams to almost eliminate contact with trader representatives should it be necessary.  Almost all documentation certified by chambers can be issued remotely when applied for through the electronic platforms. There is scope for the the volume of electronic documentation to be increased where customers continue to apply manually.     Some traders will need help with setting up and accessing the software used by your chamber as well as advice on printing documents at their own premises.  The time to do this is now.

Therefore, can I suggest that you consider:-

• compiling a list of customers that don't use your electronic platform for applications
• compiling a list of customers that apply through the electronic platform but have their documents printed at the chamber
• encourage traders to be prepared and offer training on using the electronic platform (suppliers will be able to support)
  
• arrange for supplies of blank certificates to be provided for printing at the customers premises
• ask traders to practice using the software by applying for 'live' certificates
• check your blank certificate volumes and order additional supplies if appropriate
  
• consider a system for traders to drop off and pick up documents that avoids direct contact with staff, should that be necessary

As there is also a risk of staff sickness, self-isolation, or travel disruption this is also a good opportunity to test your disaster recovery planning.  All of our software services are available through a web browser and some are hosted in the cloud.  Therefore, this is an opportunity to test home working for documentation staff and to arrange call forwarding to mobile devices.  If electronic applications are utilised there will be no requirement for staff to remove stamps or blank documents from chamber premises.

I would also encourage documentation staff to routinely take a laptop home each evening and that you consider having staff work from home on rotation or on at least 1 day per week to test that they are comfortable with this system of operation.

Chambers have also been asking about issuing of Force Majeure letters to traders.  I attach the wording that is being used by London Chamber of Commerce, thanks to Peter Bishop for sharing this with the network.  An extract from our guidelines are also attached as a reminder to chamber staff.

Please keep updated on the advice being issued from the UK Government and the Department of Transport.  If you have any feedback, questions or information that you would like to share with the wider network please get in touch.