With the spread of the Coronavirus becoming an increasingly influential part of business operations in Kenya, the Filing Room has constructed its own contingency plan for how to handle the outbreak.

The below measures are designed to curb the worst effects of the virus and can be considered the official policy for our document archival company. We publish the report of these measures so that our clients and other stakeholders might be able to take reference as to how we intend to protect our employees.

Coronavirus Contingency Planning Measures

Dated              13th March 2020

Version            1.1

1       Introduction

To date Kenya has been spared a widespread outbreak of the Coronavirus. It may well be that the temperature and humidity conditions do not favour the virus but some countries are suggesting possible infection rates of 30%. Border screening has been intensified since the first reported case of the American visitor but it would be wrong to assume that Kenya will remain immune from a major outbreak. Our Contingency Plan is based on the following:

  • Monitoring for early sign of an outbreak in Kenya
  • Reducing the risk of infection
  • Containment & Treatment measures
  • Supply Contingency Personnel

1.1      Monitoring

We continue to monitor the situation for further spread of the virus and while we hope for the best, we will plan for the worst with the focus being to stop or slow any spread of the virus.

1.2      Reducing the risk

The workforce has been informed about best practices on how to reduce the risk of contracting the virus. We will emphasize the importance of having all employees practice effective preventive measures to reduce the risk of getting the virus and protect others from infection.

General advice for decreasing the spread of the virus include:

  • Washing hands often with alcohol-based cleansers where possible. Where this is not practical soap and water should be used.
  • Covering nose and mouth with a tissue when coughing or sneezing.
  • Throwing tissues in the trash after using them.
  • Using alcohol-based hand cleaners where possible.
  • Not touching eyes, nose or mouth (as infections are easily spread this way).

1.3      Containment & Treatment

We have educated the workforce on the symptoms to look for. They include:

  • Fever
  • Aches and pains
  • Sore throat
  • Dry coughing and trouble breathing

In addition, we have prioritised containment measures.

  • Filing Room Facilities have alcohol-based hand cleaners installed
  • All employees and visitors are required to sanitise their hands frequently
  • Alcohol or bleach-based cleaners are being used on surfaces which are frequently contact touched
  • Masks to be issued to high risk areas
  • Employees showing signs of infection will be sent home for 14 days or until fit for work and past infection stage.


There is unlikely to be an easy or conclusive end to this global pandemic and, whilst we advocate that all businesses take necessary precautions, we must stress that this is a matter for the handling of health care officials. If you, or any of your friends or family, feel ill we recommend following the Covid-19 guidelines as stated by the Kenyan Ministry of Health.