KSeF and system failures: operating procedure in the company
How to prepare a business continuity procedure when technical interruptions or service errors occur.
Why an emergency procedure is mandatory
Each central system experiences periodic technical outages and incidents. Without an emergency procedure, a company reacts chaotically, which increases the risk of delays and errors.
It is best to prepare a short, operational manual for the finance, sales and IT departments.
- •Who announces emergency mode.
- •What actions are allowed in the event of a failure.
- •Who is responsible for returning to standard mode.
Break mode
In safe mode, document buffering and shipping queuing are critical. Thanks to this, the company does not lose data and can resume the process once availability is restored.
It is worth separating communication with the end customer from technical incident handling to maintain the quality of service.
- •Offline document queue.
- •Shipping priorities upon resumption.
- •Customer communication templates.
Retrospective after the incident
After each failure, the company should perform a short retrospective: what worked, what slowed down the process and what automations need to be added.
This is the only way to ensure that subsequent incidents are shortened instead of repeated with the same errors.
- •Cause and effect report.
- •Corrective action list.
- •Procedure and training update.