Ricoh 2014 Annual Report Download - page 43

Overview Action Data & Prole
Governance
Ricoh Group Sustainability Report 2014 42
• Basic flow of the Hotline system in Japan
In the simulated emergency, participants split up into
teams to consider countermeasures.
We believe that it is important for every employee
to adhere strictly to laws, company regulations and
corporate ethics in their daily activities.
All Ricoh Group executives and employees in Japan
receive annual training via e-learning on the Ricoh
Group Code of Conduct, which provides principles of
conductindailyactivities.Equivalenttrainingisgivento
all overseas Ricoh Group companies.
An integrated internal audit checks the status of
compliance in every organization. ➤ WEB1
Anti-corruption initiatives
The Ricoh Group stipulates its basic anti-corruption
policy in the Ricoh Group Code of Conduct and
promotes it across the Group through Code of Conduct
education. In 2013, the Ricoh Group Standard for
BriberyPreventionbecameapartoftheRGStohelp
ensure total compliance with laws and regulations that
prevent illegal transactions, such as the Foreign Corrupt
PracticesActoftheUnitedStatesandtheBriberyAct
(2010) of the United Kingdom. In addition, the Ricoh
GroupBriberyPreventionGuidelinesforThirdParties
has been enacted as a means to prevent corruption
among Ricoh Group business partners*. ➤ WEB2
Hotline system
The Ricoh Group Hotline has been in operation
since April 2003 in Japan as a contact point for
employees wishing to report incidents or seek advice.
Independent external contacts have also been
established to supplement the internal contacts.
To make the Hotline easier for employees to use,
we continuously review its hours of operation and
procedures. In addition, major Group companies
worldwide have established and operate reporting
and advice contacts.
Whistleblowers are protected from retaliation by
rules prohibiting discriminatory acts against those
who have contacted the Hotline.
“Businesspartners”
refers to organizations
and individuals outside
the Ricoh Group which
perform services that
contribute to the profits of
any Ricoh Group company
or that represent any
Ricoh Group company.
*
Compliance
BCP encompassing supply chain
Many of the parts for Ricoh’s products come from outside
suppliers in various locations. From the experience of the Great
East Japan Earthquake, the Ricoh Group has been working on
a business continuity management system (BCMS) throughout
the entire supply chain that will underpin the stable supply of
products even in times of disaster.
According to the survey conducted by the Ricoh Group,
70% of the Group’s suppliers now have substitute production
facilities. However, less than 20% of the suppliers have the
ability to meet the Group’s required timing of deliveries.
These results prompted Ricoh to implement BCP seminars for
suppliers in Japan, beginning in December 2013, to facilitate the
resumption of operations as quickly as possible on both Ricoh
and supplier sides in the event of a disaster. These seminars were
held at ve locations in Japan and approximately 100 companies
attended. Ricoh representatives explained the Company’s
BCP policy and rolled out activities, such as drills assuming an
emergency situation that engaged participants in a simulation
running from initial responses through to the resumption of
operations.
Participants gained a renewed appreciation for the
importance of BCP.
Responding to incidents and accidents
To respond quickly and appropriately in the event
anincident arises, we clarify areas of management
responsibility and reporting levels according to the
nature of the incident. At the same time, we pro-
pose the implementation sequence of emergency
response procedures and reports to the president
and relevant executives based on the president’s
policies as applied to the RGS.
In scal year ending in March 2014, there were
no major incidents that required disclosures to
external organizations.
Business continuity plan
The Ricoh Group has created a business continuity
plan(BCP)toenablethebusinesstoquicklyrecover
and continue and to minimize the degree of damage
in the event of an unanticipated disaster or accident.
TheBCPhasbeenimplementedthroughoutthe
Group to ensure a common response to new strains
ofinuenzaandwidespreadnaturaldisastersin
Japan.
Report Confirmation
Whistleblower
Investigation
report
External
consultation
Ricoh internal
reception center
Departments
and affiliates
Investigation/planning
and implementation
of response
Consultation
Consultation
Confirmation
Confirmation
➤ WEB1Compliance: www.ricoh.com/about/governance/compliance.html
➤ WEB2BriberyPreventionGuidelines:www.ricoh.com/ja/governance/trm/pdf/bribery3rd.pdf