Disaster Recovery Planning

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1 Disaster Recovery Planning Presented by Micky Hogue, CRM Sandia National Laboratories Albuquerque, New Mexico 1 2 3

2 If that happened to your business... Would your business be able to survive??? 4 Agenda Business Disaster Recovery Planning Analyzing your company & it s needs Regulations, Recovery, & Risks Testing the plan Mutual Aid & Pre-disaster Agreements 5 Business Disaster Recovery Planning Disasters happen... If your company is here today, and gone tomorrow... Will it matter? 6

3 Focus on the Organization s most Critical Functions These Need to be Recovered First. 7 Definitions Disaster Planning--determines risks & potential impacts Disaster Prevention--steps to prevent or lessen impacts Contingency Planning--develop records program, recovery strategies, and procedures, coordinated written plans, make assignments, list resources, do training and testing. 8 Definitions...(continued) Disaster Response & Recovery--Implementing your Plan, dedicate resources to priority critical function areas - retrieve/restore all vital records for these areas. Business Resumption--retrieve/restore all vital records & information for the rest of the company s work areas -- finally return to normal business. 9

4 Levels of Disasters Individual loss of file, diskette, hard drive Loss of office fire, water Local (loss of building) fire, earthquake, bomb, biological hazard Region Wide flood, storm, earthquake, fire, bio/chemical hazards Nationwide terrorism, massive computer failure, bio/chemical hazards,war 10 An Information Disaster is... a sudden event that results in the loss of records essential to an organization s continued operation. Destruction--fire, water, earthquake, etc. Stolen--industrial espionage, theft for profit or sabotage Inaccessible--toxic contaminates, earthquake 11 Is Your Company Unique? Sole provider of your services/function? How fast must you resume services-- immediately? 24 hrs? 48 hrs? 1 wk?... Who is harmed if you cannot function? Are special skills/knowledge required? Will your employees be available? Are special records or equipment required? If so, will they be available in time? 12

5 What are Your Company s Post-Disaster Needs? Your building is gone -- Where will you go? Transportation? Housing? Food? Will employees leave home & family? Alternate work site established & contracted? Equipment, supplies, telecom -- in place? Current Vital Records Plan & backups? Do you have a plan now? Does staff know of it, and what they are supposed to do? 13 Will the Disaster Change Your Responsibilities, Functions, or Direction in Any Way? What will be new or different during the response and recovery? Do business as usual? Or address specific response & recovery services? Do you have procedures for these response & recovery function? Have your employees been trained & rehearsed? 14 Why Should I Develop a Company Disaster Recovery Plan? How can I justify? What are the Benefits?» Meet regulatory requirements» Ensures continuation of services» Increase employee confidence & morale» Insure job security» Identifies the vital parts of the agency & helps to focus and streamline procedures & strategies» Minimizes liability and lawsuits 15

6 Regulations & Statutes for Recovery Planning Contingency Planning Regulations Liability Laws Life/Safety Guidelines Risk Reduction Statutes Security Acts Vital Records Statutes 16 Risks Impact if records are lost? To company, customers, or public? Which type of disasters can happen most often? How quickly must you resume business? How tough is your competition? How soon will you lose market share? 17 Risks (continued) Will customer sue you if they suffer losses? What if the disaster involves your offsite storage or archives? What are legal, IRS, and other implications? 18

7 Where to Begin? Get management agreement for a plan, and the extent of the plan Set up a Contingency Planning Group Select a disaster recovery team Get every department working on a disaster plan and vital records plan 19 Four Phases of Disaster Recovery -- S, S, R, and R S = Survival» Immediate response to threats to life safety, equipment, buildings, or area. S = Stabilize» Take sensible steps to regain control of situation R = Recover» Take necessary steps to recover critical & essential functions & facilities R = Resume» Transition from recovery to normal business 20 Business Disaster Recovery Plan Strategies All work units develop disaster recovery plans & test them at least twice each year Recovery Priority Level is based on the impact to customer, regulatory requirements, and financial stability:» 1. CRITICAL -- recovery within 48 hours» 2. ESSENTIAL -- recovery within 1 week» 3. SUPPORT -- assist recovery of other units» 4. DEFERRED RECOVERY -- recovery can be delayed 21

8 Business Disaster Recovery Plan Strategies (continued) Standard Disaster Plan Format:» corporate policy, response & recovery strategies, plan assumptions» explains changes during a recovery period» ensures all essential information & decisions are included in the plan» information is in a logical sequence» information is easily referenced during a disaster 22 Business Disaster Recovery Plan Strategies (continued) Standard Disaster Plan Format:» planning process efficient for managers» allows DRP to easily read & critique every plan» allows DRP to compare strategies of business units» allows another manager to implement a plan other than their own 23 Basic Steps in Developing a Disaster Recovery Plan (cont...) Inform all function areas of the priority status and your recovery plans for them Develop a Standard Disaster Recovery Plan to be completed, & updated annually by all business units. Copies of the plan to be kept in the managers offices and homes Plan to include standard emergency response instructions--who to call, etc. 24

9 Basic Steps in Developing a Disaster Recovery Plan Do a Risk Analysis (building/regional) Do Business Impact Analysis (types of disasters on business functions) Do Human Impact Analysis Ensure Adequate Business Interruption Insurance Ensure frequent off-site backups of all vital records, data, software, etc. 25 Basic Steps in Developing a Disaster Recovery Plan (cont...) Develop Hotsite/Warmsite/Coldsite Plan-- implement and do tests Plan Communication after a Disaster» Where will key managers meet?» What should staff do when they hear of disaster?» How to keep everyone up-to-date & informed? Determine what your critical functions are, and if any are independent of location 26 Basic Steps in Developing a Disaster Recovery Plan (cont...) Critical functions that must resume operations in less than 1 week must develop, equip, install telecommunications and mainframe connectivity, supply, and test an alternative worksite Determine what order Critical functions should be recovered Determine how to best use staff & resources of your non-critical functions 27

10 Basic Steps in Developing a Disaster Recovery Plan (cont...) Do a 1-page summary of key information for every Critical function s dept s. plan--these summaries must be immediately available to the corporation s Recovery Management Team Prepare a Work Unit Location Analysis for every multi-store building--which units, # of people, criticality status, square footage, equipment needed, etc. 28 Basic Steps in Developing a Disaster Recovery Plan (cont...) Develop a multi-room Emergency Operations Center (EOC)» Develop rolls/responsibilities and basic procedures» Have key managers/staff practice activating and using it Interview major restoration companies» Consider pre-signed service agreements for emergency evaluation and priority service 29 Basic Steps in Developing a Disaster Recovery Plan (cont...) Beyond your fire warden program, develop an Emergency Response and Life Safety Program based on a severe regional emergency or disaster. Focus on your ability to survive up to 1 week without any outside assistance--fire, injuries, deaths, search & rescue, water, food, sanitation, communications, & evacuations 30

11 The Only Certain Thing About an Untested Plan... Is That the Plan Won t Work. 31 Types of Tests Notification Tests Table Top Tests Walk Through Tests Operational Tests of Emergency Voice Communications Operational Tests of Hotsite 32 Types of Tests (continued) Triage Tests Mini - Simulations Major - Simulations Coordinated Partnership Response Test of a Major Disaster Simulation 33

12 Pre-Disaster Agreements, Service Contracts, & Mutual Aid What should you do? What can you do? 34 Pre-Disaster Agreements, Service Contracts, and Mutual Aid Can You Recover All By Yourself? Generally speaking, if your business or agency is going to have a realistic chance of recovering in time, you are going to need the help of others. And in order for them to recover, they may need your help. 35 Mutual Aid & Pre-Disaster Agreements Helping Each Other Philosophy -- Volunteering to Assist Mutual Aid and Pre-Disaster Agreements:» Are voluntary» Do not bind or obligate the signers; they will only assist if possible» Define the general types of assistance that may be required» Identify the chain of command for activating the agreement» Define 24-hour communications procedures 36

13 Service Contracts-- --How to Ensure Essential Services Will Continue Service Contracts:» Are legal and binding contracts» Stipulate how, when, and where specific services are to resume» Are negotiated and signed by the vendors owners or high-level managers» Identify the chain of command for activating the agreement» Define 24-hour communications procedures 37 Public & Private Partnerships Mutual Aid and Pre-Disaster Agreements:» Are voluntary» Do not bind or obligate the signers; they will only assist if possible» Define the general types of assistance that may be required» Identify the chain of command for activating the agreement» Define 24-hour communications procedures 38 There are no Permanent Answers... Only Evolving Solutions 39

14 Any Questions?? 40

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