Travel risk management -- Guidance for organizations

Gestion des risques liés aux voyages -- Recommandations pour les organismes

Obvladovanje tveganja na potovanjih - Napotki za organizacije

General Information

Status

Published

ICS

03.100.01 - Company organization and management in general

Technical Committee

ISO/TC 262 - Risk management

Drafting Committee

ISO/TC 262/WG 7 - Managing travel risk

Current Stage

5020 - FDIS ballot initiated: 2 months. Proof sent to secretariat

Start Date

22-Jun-2021

Completion Date

22-Jun-2021

Ref Project

kSIST ISO/FDIS 31030:2021 - Travel risk management - Guidance for organizations

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SLOVENSKI STANDARD
kSIST ISO/FDIS 31030:2021
01-september-2021
Obvladovanje tveganja na potovanjih - Napotki za organizacije
Travel risk management - Guidance for organizations
Gestion des risques liés aux voyages - Recommandations pour les organismes
Ta slovenski standard je istoveten z: ISO/FDIS 31030
ICS:
03.100.01 Organizacija in vodenje Company organization and
podjetja na splošno management in general
03.200.01 Prosti čas in turizem na Leisure and tourism in
splošno general
kSIST ISO/FDIS 31030:2021 en,fr,de

2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.

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kSIST ISO/FDIS 31030:2021
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kSIST ISO/FDIS 31030:2021
FINAL
INTERNATIONAL ISO/FDIS
DRAFT
STANDARD 31030
ISO/TC 262
Travel risk management — Guidance
Secretariat: BSI
for organizations
Voting begins on:
20210622
Gestion des risques liés aux voyages — Recommandations pour les
organismes
Voting terminates on:
20210817
RECIPIENTS OF THIS DRAFT ARE INVITED TO
SUBMIT, WITH THEIR COMMENTS, NOTIFICATION
OF ANY RELEVANT PATENT RIGHTS OF WHICH
THEY ARE AWARE AND TO PROVIDE SUPPOR TING
DOCUMENTATION.
IN ADDITION TO THEIR EVALUATION AS
Reference number
BEING ACCEPTABLE FOR INDUSTRIAL, TECHNO
ISO/FDIS 31030:2021(E)
LOGICAL, COMMERCIAL AND USER PURPOSES,
DRAFT INTERNATIONAL STANDARDS MAY ON
OCCASION HAVE TO BE CONSIDERED IN THE
LIGHT OF THEIR POTENTIAL TO BECOME STAN
DARDS TO WHICH REFERENCE MAY BE MADE IN
NATIONAL REGULATIONS. ISO 2021
---------------------- Page: 3 ----------------------
kSIST ISO/FDIS 31030:2021
ISO/FDIS 31030:2021(E)
COPYRIGHT PROTECTED DOCUMENT
© ISO 2021

be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting

on the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address

below or ISO’s member body in the country of the requester.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii © ISO 2021 – All rights reserved
---------------------- Page: 4 ----------------------
kSIST ISO/FDIS 31030:2021
ISO/FDIS 31030:2021(E)
Contents Page

Foreword ..........................................................................................................................................................................................................................................v

Introduction ................................................................................................................................................................................................................................vi

1 Scope ................................................................................................................................................................................................................................. 1

2 Normative references ...................................................................................................................................................................................... 1

3 Terms and definitions ..................................................................................................................................................................................... 1

4 Understanding the organization and its context................................................................................................................. 5

4.1 Operating context ................................................................................................................................................................................. 5

4.1.1 General...................................................................................................................................................................................... 5

4.1.2 Industry/sector specific ............................................................................................................................................ 6

4.1.3 Risk profile ............................................................................................................................................................................ 6

4.2 Stakeholders .............................................................................................................................................................................................. 6

4.3 Travelling population ........................................................................................................................................................................ 7

4.4 Business objectives, risk appetite and criteria ............................................................................................................ 8

4.5 Travel risk management and delivery ................................................................................................................................ 8

5 Managing travel risk ......................................................................................................................................................................................... 8

5.1 Leadership and commitment ..................................................................................................................................................... 8

5.2 Policy ............................................................................................................................................................................................................... 9

5.3 Roles, responsibilities and accountability ....................................................................................................................10

5.4 Objectives..................................................................................................................................................................................................10

5.5 Planning/establishing the programme ...........................................................................................................................10

5.6 Implementation ...................................................................................................................................................................................11

6 Travel risk assessment ................................................................................................................................................................................12

6.1 General ........................................................................................................................................................................................................12

6.2 Risk identification .............................................................................................................................................................................14

6.3 Risk analysis ...........................................................................................................................................................................................14

6.4 Risk evaluation .....................................................................................................................................................................................15

7 Travel risk treatment ....................................................................................................................................................................................16

7.1 General ........................................................................................................................................................................................................16

7.2 Risk avoidance ......................................................................................................................................................................................16

7.2.1 Pretravel authorizations.......................................................................................................................................16

7.2.2 Restrictions ........................................................................................................................................................................17

7.3 Risk sharing ............................................................................................................................................................................................17

7.3.1 General...................................................................................................................................................................................17

7.3.2 General insurance ........................................................................................................................................................18

7.3.3 Specialist insurance ....................................................................................................................................................18

7.4 Risk reduction .......................................................................................................................................................................................18

7.4.1 Selecting treatment options ................................................................................................................................18

7.4.2 Competence .......................................................................................................................................................................19

7.4.3 Information, advice and updates ....................................................................................................................19

7.4.4 Communication protocols/platforms .........................................................................................................20

7.4.5 Accommodation selection .................. ...................................................................................................................20

7.4.6 Information security and privacy protection .......................................................................................21

7.4.7 Transportation ................................................................................................................................................................22

7.4.8 Journey management ................................................................................................................................................22

7.4.9 Medical and health risk reduction .................................................................................................................22

7.4.10 Medical and security support services ......................................................................................................24

7.4.11 Incident management planning .......................................................................................................................24

7.4.12 Incident and emergency contact points ....................................................................................................25

7.4.13 Traveller tracking .........................................................................................................................................................26

7.4.14 Kidnap and ransom planning .............................................................................................................................27

7.4.15 Evacuation planning ..................................................................................................................................................27

© ISO 2021 – All rights reserved iii
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kSIST ISO/FDIS 31030:2021
ISO/FDIS 31030:2021(E)

8 Communication and consultation ...................................................................................................................................................28

8.1 Programme/strategic communications .........................................................................................................................28

8.2 Operational/technical communications ........................................................................................................................29

9 Programme monitoring and review ..............................................................................................................................................29

9.1 General ........................................................................................................................................................................................................29

9.2 Surveys ........................................................................................................................................................................................................30

9.3 Benchmarking.......................................................................................................................................................................................30

9.4 Metrics .........................................................................................................................................................................................................30

10 Programme recording and reporting ..........................................................................................................................................31

10.1 General ........................................................................................................................................................................................................31

10.2 Documentation ....................................................................................................................................................................................31

10.3 Recording and reporting .............................................................................................................................................................32

Annex A (informative) Development and implementation of a TRM programme .............................................34

Annex B (informative) Minors travelling without legal guardians ....................................................................................37

Annex C (informative) Travel considerations during global disruption ......................................................................40

Annex D (informative) Risk treatment restrictions ...........................................................................................................................42

Annex E (informative) Training ..............................................................................................................................................................................43

Annex F (informative) Considerations for accommodation in higher-risk locations .....................................45

Bibliography .............................................................................................................................................................................................................................48

iv © ISO 2021 – All rights reserved
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kSIST ISO/FDIS 31030:2021
ISO/FDIS 31030:2021(E)
Foreword

ISO (the International Organization for Standardization) is a worldwide federation of national standards

bodies (ISO member bodies). The work of preparing International Standards is normally carried out

through ISO technical committees. Each member body interested in a subject for which a technical

committee has been established has the right to be represented on that committee. International

organizations, governmental and nongovernmental, in liaison with ISO, also take part in the work.

ISO collaborates closely with the International Electrotechnical Commission (IEC) on all matters of

electrotechnical standardization.

The procedures used to develop this document and those intended for its further maintenance are

described in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the

different types of ISO documents should be noted. This document was drafted in accordance with the

editorial rules of the ISO/IEC Directives, Part 2 (see www .iso .org/ directives).

Attention is drawn to the possibility that some of the elements of this document may be the subject of

patent rights. ISO shall not be held responsible for identifying any or all such patent rights. Details of

any patent rights identified during the development of the document will be in the Introduction and/or

on the ISO list of patent declarations received (see www .iso .org/ patents).

Any trade name used in this document is information given for the convenience of users and does not

constitute an endorsement.

For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and

expressions related to conformity assessment, as well as information about ISO’s adherence to the

World Trade Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www .iso .org/

iso/ foreword .html.
This document was prepared by Technical Committee ISO/TC 262, Risk management.

Any feedback or questions on this document should be directed to the user’s national standards body. A

complete listing of these bodies can be found at www .iso .org/ members .html.
© ISO 2021 – All rights reserved v
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kSIST ISO/FDIS 31030:2021
ISO/FDIS 31030:2021(E)
Introduction

This document is intended to assist those managing and participating in organizational travel. The

management of travel risk is a component of any organization’s travel-related activities and should

include interaction with stakeholders.

There are many reasons why people travel for their organization. Travelling has increasingly become

a common feature of people’s jobs or functions. Consequently, organizations need to meet their duty of

care across multiple jurisdictions in different parts of the world.

Travellers, whether international or domestic, can be faced with unfamiliar situations and environments

that have different risk profiles to those of their normal location. Road accidents, disease outbreaks,

epidemics and natural disasters, as well as conflict, crime (including cyber and information), cyber

threats, terrorism and political and socially motivated instability, can threaten the safety, security

(including information security) and health (including mental health) of travellers, and can adversely

affect the outcome of their travel objectives.

NOTE Unless otherwise indicated, any reference to security also includes information security.

Managing risks for travel to a country where the organization has no local base requires more

comprehensive controls than for locations where risk profiles are well known and treatments have

already been established. Timeliness and accuracy of intelligence, analysis and advice, including travel

warnings, are increasingly important in influencing travel decisions.

Travel risk management (TRM) requires that organizations anticipate and assess the potential for

events, develop treatments and communicate anticipated risk exposures to their travellers. Advising

and providing travellers with adequate medical, emergency response guidance, security and

information security precautions, including challenges to travel logistics, can significantly impact the

outcome of disruptive events.

This document provides a means for organizations to demonstrate that travel decisions are based on

the organization’s capacity to treat risk using internal resources or with external assistance. Not all

travel warrants the same level of rigour for risk assessment and management. Although this document

provides a comprehensive set of risk treatment options that an organization can consider, application

should be reasoned and proportionate to the risk exposure. This will help the organization and

individual travellers realize the opportunities and benefits for which travel is required.

This document proposes that the organization’s overall appetite and acceptance of risk should not take

precedence, or be used exclusively, in deciding whether travel is appropriate for security, safety or

health reasons.

This document is based on the principles, framework and process of ISO 31000, as illustrated in

Figure 1. Travel-related risk presents a specific context and an organization’s existing risk management

process may need to be adapted to reflect this. It is also aligned with the core occupational health and

safety management system set out in ISO 45001. As such, elements of this document can assist or inform

organizations developing such management systems, but it is not a management system standard.

This document can be used on a standalone basis or integrated within other risk management

programmes.
vi © ISO 2021 – All rights reserved
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kSIST ISO/FDIS 31030:2021
ISO/FDIS 31030:2021(E)
Figure 1 — Principles, framework and process

One of the aims of this document is to promote a culture where travel-related risk is taken seriously,

resourced adequately, and managed effectively. And where the benefits to the organization and relevant

stakeholders are recognized. Such benefits include:
— protecting personnel, data, intellectual property and assets;
— reducing legal and financial exposure;
— enabling business in high-risk locations;

— enhancing an organization’s reputation and credibility, which in turn can have a positive effect on

competitiveness, staff turnover and talent acquisition;

— improving worker confidence in health, safety and security arrangements with regard to travel;

— contributing to business continuity capability and organizational resilience;

— demonstrating the organization’s ability to control its travel-related risks effectively and efficiently,

which can also help in lowering its insurance premiums;

— providing assurance to business partners, thus banks and investors will be more willing to finance

its business;

— enabling the organization to meet customers’ expectations in terms of the security and stability of

their supply chain;
— increasing general productivity;

— contributing to meeting the sustainable development goals by strengthening the social dimension

of sustainability.
© ISO 2021 – All rights reserved vii
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kSIST ISO/FDIS 31030:2021
ISO/FDIS 31030:2021(E)
In this document, the following verbal forms are used:
a) “should” indicates a recommendation;
b) “may” indicates a permission;
c) “can” indicates a possibility or a capability.

Information marked as “NOTE” is intended to assist the understanding or use of the document.

“Notes to entry” used in Clause 3 provide additional information that supplements the terminological

data and can contain provisions relating to the use of a term.
viii © ISO 2021 – All rights reserved
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kSIST ISO/FDIS 31030:2021
FINAL DRAFT INTERNATIONAL STANDARD ISO/FDIS 31030:2021(E)
Travel risk management — Guidance for organizations
1 Scope

This document gives guidance to organizations on how to manage the risk(s), to the organization and

its travellers, as a result of undertaking travel.

This document provides a structured approach to the development, implementation, evaluation and

review of:
— policy;
— programme development;
— threat and hazard identification;
— opportunities and strengths;
— risk assessment;
— prevention and mitigation strategies.

This document is applicable to any type of organization, irrespective of sector or size, including but not

limited to:
— commercial organizations;
— charitable and not-for-profit organizations;
— governmental organizations;
— non-governmental organizations;
— educational organizations.

This document does not apply to tourism and leisure-related travel, except in relation to travellers

travelling on behalf of the organization.
2 Normative references

The following documents are referred to in the text in such a way that some or all of their content

constitutes requirements of this document. For dated references, only the edition cited applies. For

undated references, the latest edition of the referenced document (including any amendments) applies.

ISO 31000, Risk management — Guidelines
3 Terms and definitions

For the purposes of this document, the terms and definitions given in ISO 31000 and the following apply.

ISO and IEC maintain terminological databases for use in standardization at the following addresses:

— ISO Online browsing platform: available at https:// www .iso .org/ obp
— IEC Electropedia: available at http:// www .electropedia .org/
© ISO 2021 – All rights reserved 1
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kSIST ISO/FDIS 31030:2021
ISO/FDIS 31030:2021(E)
3.1
competence
ability to apply knowledge and skills to achieve intended results

Note 1 to entry: This constitutes one of the common terms and core definitions of the harmonized structure for

ISO management system standards.
[SOURCE: ISO 22300:2021, 3.1.42]
3.2
crisis

abnormal or extraordinary event or situation that threatens an organization (3.9) and requires a

strategic, adaptive and timely response in order to preserve its viability and integrity

Note 1 to entry: The event can include a high degree of uncertainty.

Note 2 to entry: The event can exceed the response capacity or capability of the organization.

Note 3 to entry: Given the nature of a crisis, it is possible that there will not be an adequate or appropriate plan to

deal with the event, such that a flexible and dynamic approach is needed.
3.3
crisis management team

group of individuals functionally responsible for the direction and implementation of the organization’s

(3.9) crisis (3.2) management capabilities
3.4
duty of care

moral responsibility or legal requirement of an organization (3.9) to protect the traveller (3.21) from

hazards (3.5) and threats (3.17)

Note 1 to entry: The legal aspect of duty of care can arise from, among others, negligence, contract and statute.

Note 2 to entry: Legal requirements and how they arise, including insurance coverage, can differ between

jurisdictions.

Note 3 to entry: Legal requirements can be qualified in scope (e.g. it is possible they will not be absolute).

Note 4 to entry: Organizations should seek advice from a competent legal adviser to ascertain the scope and

nature of their duty of care relating to the context of this document.
3.5
hazard
source of potential harm
[SOURCE: ISO 31073:— , 3.7.5, modified — Note 1 to entry has been deleted.]
3.6
incident

adverse event that can be, or can lead to, a disruption, loss, emergency or crisis (3.2)

Note 1 to entry: An incident can negatively impact a traveller’s (3.21) health, safety and security.

Note 2 to entry: An incident can negatively impact the organization (3.9), e.g. by reputational damage, financial

loss.
Note 3 to entry: An incident can negatively impact organizational resilience.
1) Under preparation. Stage at the time of publication: ISO/DIS 31073:2021.
2 © ISO 2021 – All rights reserved
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kSIST ISO/FDIS 31030:2021
ISO/FDIS 31030:2021(E)
3.7
incident management team

group of individuals functionally responsible for planning for the likelihood and management of an

incident (3.6)

Note 1 to entry: Responsibilities of the incident management team can include liaison with external organizations

(3.9), stakeholders (3.15) and families.
3.8
off-duty time

time when travellers (3.21) are not engaged in work activities but remain under the general supervisory

responsibility of the organization (3.9)
Note 1 to entry: This can include a weekend depending on the trip duration.
3.9
organization

person or group of people that has its own functions with responsibilities, authorities and relationships

to achieve its objectives

Note 1 to entry: The concept of organization includes, but is not limited to, sole-trader, company, corporation,

firm, enterprise, authority, partnership, association, charity or institution, or part or combination thereof,

whether incorporated or not, public or private.
[SOURCE: ISO 31022:2020, 3.4, modified — Note 1 to entry has been modified.]
3.10
personal leave time

period of time, occurring before, after or within the scheduled duration of the work activity or project,

that falls outside the supervisory responsibility of the organization (3.9)
3.11
provider

organization (3.9) providing services or products, or both, to the organization in accordance with

agreed specifications, terms and conditions
3.12
risk
effect of uncertainty on objectives

Note 1 to entry: An effect is a deviation from the expected. It can be positive, negative or both, and can address,

create or result in opportunities and threats (3.17).

Note 2 to entry: Objectives can have different aspects and categories and can be applied at different levels.

Note 3 to entry: Risk is usually expressed in terms of risk sources, potential events, their consequences and their

likelihood.
[SOURCE: ISO 31000:2018, 3.1]
3.13
risk assessment
overall process of risk
...

FINAL
INTERNATIONAL ISO/FDIS
DRAFT
STANDARD 31030
ISO/TC 262
Travel risk management — Guidance
Secretariat: BSI
for organizations
Voting begins on:
20210622
Gestion des risques liés aux voyages — Recommandations pour les
organismes
Voting terminates on:
20210817
RECIPIENTS OF THIS DRAFT ARE INVITED TO
SUBMIT, WITH THEIR COMMENTS, NOTIFICATION
OF ANY RELEVANT PATENT RIGHTS OF WHICH
THEY ARE AWARE AND TO PROVIDE SUPPOR TING
DOCUMENTATION.
IN ADDITION TO THEIR EVALUATION AS
Reference number
BEING ACCEPTABLE FOR INDUSTRIAL, TECHNO
ISO/FDIS 31030:2021(E)
LOGICAL, COMMERCIAL AND USER PURPOSES,
DRAFT INTERNATIONAL STANDARDS MAY ON
OCCASION HAVE TO BE CONSIDERED IN THE
LIGHT OF THEIR POTENTIAL TO BECOME STAN
DARDS TO WHICH REFERENCE MAY BE MADE IN
NATIONAL REGULATIONS. ISO 2021
---------------------- Page: 1 ----------------------
ISO/FDIS 31030:2021(E)
COPYRIGHT PROTECTED DOCUMENT
© ISO 2021

be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting

on the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address

below or ISO’s member body in the country of the requester.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii © ISO 2021 – All rights reserved
---------------------- Page: 2 ----------------------
ISO/FDIS 31030:2021(E)
Contents Page