To Our Valued Customers of AVI Systems, Magenium Solutions, and Dascom Systems (“our
Our country faces the difficult challenge of responding to the coronavirus (COVID-19) pandemic
and the impact it is having on our nation and the world. Our Companies has decided, at this
time, to continue its operations in fulfilling the essential nature of our business, following the
current guidance from government and local health authorities.
During the coronavirus outbreak, AVI Systems is focused on the safety and well-being of our
employees, who are vitally important to support our customers and their critical business. AVI
Systems is also focused on the safety and continued service of our customers, who are all part of
our Nation’s critical infrastructure.
AVI Systems and its employees are part of our Nation’s Essential Critical Infrastructure
Workforce, as defined in guidance issued by the U.S. Department of Homeland Security,
Cybersecurity & Infrastructure Security Agency on March 19, 2020. Given this duty, we have
instituted preventative and precautionary actions to ensure AVI Systems’ business continuity,
while ensuring the health and safety of our valuable employees.
The business continuity of our customers is a key priority. We intend to minimize service
disruptions consistent with the safety of our employees. AVI Systems seeks to provide the level
of quality, responsiveness and support that our customers have come to expect.
Restrictions on gatherings, cross-border movements and other measures present challenges to
businesses. AVI Systems will adapt as best as possible to this new working environment while
serving our customers.
Should you have any questions regarding this letter, please do not hesitate to contact me.
On March 3, 2020 AVI/Magenium put into place directives targeted at managing the impact of COVID-19 on its business operations, and subsequently its customers. Those included the elimination of non-essential travel, increased awareness to stay home if exhibiting any illness symptoms and preparing to work remotely.
On March 16th, AVI/Magenium added direction for its employees not working directly on customers premises to begin working remotely, for all employees to convert in-person meetings to virtual meetings where possible, and to operate its field deployment offices with minimum local office staffing, restricting all visitors. In addition, employees have clear instructions to notify Human Resources of any COVID-19 related health issue and to self-quarantine in the event of any COVID-19 symptoms per CDC guidelines.
The full copy of this COVID-19 Directive is below my signature line.
We recognize that some of our customers may choose to restrict access to work locations for suppliers such as AVI/Magenium. AVI/Magenium will honor those requests by delaying onsite installation, service, or support work. We will work to mutually agree upon shifting project completion times to accommodate this evolving environment.
If you have specific direction to your suppliers such as AVI/Magenium, we ask that you forward that to email@example.com.
The global supply chain is already impacted as many raw material supplies for audio visual collaboration technologies originate in China & Europe, and factories are affected. AVI/Magenium urges its customers with work in progress, or projects that are eminent to release materials as soon as possible.
One point we want to make clear to our customers is that we will continue the highest levels of customer support even as we make this change in how many of us work.
Infectious Disease Outbreak Response Plan
This Directive to the employees of AVI Systems and its subsidiaries is meant to provide stability in an unstable time. We are an amazing collection of employee owners, and we want to preserve the business we have built together.
Let me start with, the COVID-19 is not just the flu. We are dealing with a global pandemic that requires a steady hand, common sense solutions, and appropriate levels of response by governments, communities, businesses, families and leaders. We want to avoid panic, and realize that at some point, the worst will pass. We must maintain a proper balance between what is fact and what is fear.
On March 3, we issued a Directive to AVI’s managers. That included elimination of non-essential travel, managing the financial aspects of the company such as overtime, chargeability and hiring. We also asked that employees have a heightened awareness of illness and stay home if showing any symptoms of any illness, and to prepare to work remotely.
Our greatest concern is the health and safety of our families, employees, and customers. This Directive is meant to guide us through the concerns brought on by the COVID-19 pandemic.
This Directive will not answer every question, common sense, good judgement, and consulting with managers will fill in the gaps. If you have specific questions or concerns, please bring those to the attention of your managers. This Directive is subject to update, or further Directives.
- All non-essential travel is eliminated
- Any employee traveling for AVI business must report their travel dates and locations to AVI’s Human Resources Department. Report travel to firstname.lastname@example.org
- Any employee having traveled to a CDC defined level 3 area will be required to self-quarantine for 14 days, report incidents to email@example.com. No employee will travel to a level 3 area on behalf of AVI. Information regarding travel levels can be found here: https://www.cdc.gov/coronavirus/2019-ncov/travelers/index.html
- No “High Risk” employee will be asked to travel for business (for essential travel). Information on High Risk employees can be found here: https://www.cdc.gov/coronavirus/2019-ncov/specific-groups/high-risk-complications.html
- If you are sick for any reason, stay home
- If you are unsure, only work remotely if possible
- Employees who are well but who have a sick family member at home with COVID-19 should notify their supervisor and refer to CDC guidance for how to conduct a risk assessment of their potential exposure. Report incidents to firstname.lastname@example.org
- If an employee is confirmed to have COVID-19, employers will inform fellow employees of their possible exposure to COVID-19 in the workplace but maintain confidentiality as required by the Americans with Disabilities Act (ADA). Employees exposed to a co-worker with confirmed COVID-19 should refer to CDC guidance for how to conduct a risk assessment of their potential exposure. AVI will also determine if any customer has been potentially exposed and notify immediately. Report incidents to email@example.com
- Cleaning and interacting with others
- Wash your hands frequently, and cover any cough
- All employees must practice social distancing and avoid handshaking in carrying out AVI’s business
- All AVI offices are to have alcohol-based hand sanitizer placed at its entrances and kitchen areas
- All AVI offices are to instruct cleaning contractors to increase the frequency and intensity of office cleaning. Cleaning guidelines can be found here:
- Remote Work
- All employees who are able and not reporting to customer sites may begin working remotely effective 3-18-2020
- Convert all meetings with employees, suppliers, or customers to virtual meetings where reasonably possible
- Each Branch to staff its warehouse, one manager and any other critical functions
- Restrict visitors to AVI facilities