| Business
Continuity Plan Summary
At J. W. Cole Financial, Inc.
("J.W. Cole”)
we recognize how heavily our clients rely on
our systems and services. We also recognize that
the unexpected can and does occur--from simple
situations to major outages. Our business continuity
plan is subject to modification. Updated plans
will be promptly posted on our web site. Alternatively,
our customers may obtain updated plans by requesting
a written copy of the plan by mail.
J.W. Cole
plans include the ability to recover from situations
including, but not limited to, unplanned evacuations,
power outages, major water, leaks, fire, loss
of water, severe weather, and any facilities
failures that may cause business interruption.
Features of J.W. Cole Business Continuity Plan
include annual reviews of the following:
- Identification
of all mission critical systems and system
backup and recovery for such systems.
- A
review of financial and operational risks.
- Alternate
communications between J.W. Cole and our clients.
- Employee
safety strategies and communications.
- Systems
and telecommunications accessibility.
- Alternate
physical site location and preparedness.
J.W. Cole Contingency Planning and Business Recovery
J.W. Cole’s policy is to respond to a Significant
Business Disruption (SBD) by safeguarding employees’ lives
and firm property, making a financial and operational
assessment, quickly recovering and resuming operations,
protecting all of the firm’s books and records,
and allowing our customers to transact business.
In the event that we determine we are unable to
continue our business, we will assure customers
prompt access to their funds and securities. J.W.
Cole’s plan anticipates two kinds of SBDs,
internal and external. Internal SBDs affect only
our firm’s ability to communicate and do
business, such as a fire in our building. External
SBDs prevent the operation of the securities markets
or a number of firms, such as a terrorist attack,
a hurricane, a flood, or a wide-scale, regional
disruption. Our response to an external SBD relies
more heavily on other organizations and systems,
especially on the capabilities of our clearing
firm.
Business Description
J.W. Cole conducts business in equity and fixed
income securities, mutual funds, 529 College Savings
Plans, variable annuities and variable life insurance.
Our firm is an introducing firm and does not perform
any type of clearing function for itself or others.
Furthermore, we do not hold customer funds or securities.
We accept and enter orders. All transactions are
either sent directly to packaged product vendors
or are sent to National Financial Services, LLC
(NFS). NFS executes our orders, compares them,
allocates them, clears and settles them. NFS also
maintains our customers’ accounts, can grant
customers access to them, and delivers funds and
securities. Our firm services only retail customers.
Alternative Physical Location
In the event of an SBD that necessitates evacuation,
J.W. Cole will move its staff from any affected
offices to another facility within J.W. Cole’s
office complex at 3550 Buschwood Park Dr., Suite
135, Tampa, FL 33618. In the event of the incapacity
of the Tampa, FL facility, J.W. Cole will move
its staff to the closest unaffected office location.
Processing Transactions during
an SBD
In the event of a SBD, you will be contacted by
your representative or one of J.W. Cole managers
with instructions for processing your funds and
securities transactions. In the event that you
are unable to contact your representative, you
may visit our web site at www.jwcolefinancial.com
or telephone at (813) 935-6776.
If you are unable
to contact J.W. Cole, and your account is carried
by NFS, you may call the NFS Customer Service
Line at (617) 563-5977 to receive instructions
from NFS as to how to access funds and securities.
In the event of an internal SBD, for business in
mutual funds, 529 College Savings Plans, and variable
annuities and life insurance where transactions
are processed by application and forwarded to
a packaged product vendor, transactions will be
processed in the normal manner from an alternate
location of J.W. Cole.
In the event of an external
SBD effecting mutual funds, 529 College Savings
Plans, and variable annuities and life insurance,
application-way transactions will not be accepted
or transmitted without assurance that the vendor
has recovered and resumed its operations.
Customers’ Access
to Funds and Securities
J.W. Cole does not maintain custody of customers’ funds
or securities. Customer funds and securities are
held by NFS. In the event of an internal or external
SBD, if telephone service is available, our registered
persons will take customer orders or instructions
and contact NFS. If our Internet access is available,
our firm will post on our Web site whom customers
may contact to access their funds and securities.
J.W. Cole will make this information available
to customers at account opening through its regular
disclosure routine.
If SIPC determines that we
are unable to meet our obligations due to an
unforeseen disaster, and our liabilities exceed
our assets in violation of Securities Exchange
Act Rule 15c3-1, SIPC may seek to appoint a trustee
to disburse our assets to customers. We will assist
SIPC and the trustee by providing our books and
records identifying customer accounts subject to
SIPC regulation.
Back Up Facilities and Arrangements
J.W. Cole maintains its primary hard copy books
and records at 3550 Buschwood Park Dr., Suite 135,
Tampa, FL 33618. All J.W. Cole forms and representative
files are maintained in the same location and updated
periodically and distributed to all registered
J.W. Cole representatives. J.W. Cole maintains
duplicate electronic records at an off-site Internet
based location. In the event of an SBD, J.W. Cole
expects to recover and resume its internal business
operations within one business day of an internal
SBD. External SBD's are dependent upon the ability
of the packaged-product vendors and NFS to recover
and resume operations.
The processing of application-way
transactions is dependent on delivery to the
packaged product vendors and the availability of
the vendors to accept transactions. The majority
of vendors doing business with J.W. Cole are sizeable
and regulated financial institutions with the capacity
to recover and resume processing transactions
within a short period of time. J.W. Cole will cease
recommending products of vendors who are unable
to recover and resume promptly.
NFS maintains a
business continuity plan and the capacity to
execute that plan. NFS has represented that it
will advise J.W. Cole, of any material changes
to its plan that might affect J.W. Cole’s ability to
maintain its business. In the event NFS executes
its plan, it represents that it will notify J.W.
Cole of such execution and provide J.W. Cole equal
access to services. If J.W. Cole reasonably determines
that NFS has not or cannot put its plan in place
quickly enough to meet J.W. Cole needs, or is otherwise
unable to provide access to such services, NFS
will assist J.W. Cole in seeking services from
an alternative source.
NFS represents that it backs up
our records at a remote site and operates a back-up
operating facility in a geographically separate
area with the capability to conduct the same volume
of business as its primary site. NFS has confirmed
to J.W. Cole the effectiveness of its back-up arrangements
to recover from a wide scale disruption, by testing.
It has confirmed that it tests its back-up arrangements
every six months.
Recovery-time objectives provide
concrete goals to plan for and test against.
They are not, however, hard and fast deadlines
that must be met in every emergency situation,
and various external factors surrounding a disruption,
such as time of day, scope of disruption, and status
of critical infrastructure—particularly telecommunications—can
affect actual recovery times. Recovery refers to
the restoration of clearing and settlement activities
after a wide-scale disruption; resumption refers
to the capacity to accept and process new transactions
and payments after a wide-scale disruption. NFS
has represented to J.W. Cole that its recovery
time objective for business resumption, including
those involving a relocation of personnel or technology,
is one (1) hour. NFS estimates resumption time
to be within 48 hours.
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