Miami Valley Educational Computer Association Disaster Recovery Plan December, 2008

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1 Miami Valley Educational Computer Association Disaster Recovery Plan December, 2008 The following document how to implement the Disaster Recovery Process for MVECA staff and the District users.

2 MVECA Responsibilities... 3 Off Site Storage Of Data and System Media... 3 MVECA Generator... 3 Disaster Reciprocal Agreement: ( Hot Site )... 3 User Responsibilities... 4 Recovery Plan... 4 Priority Usage List of Hot Site Usage... 5 Contact List... 6 APPENDICES... 6 A.1 MVECA Member Districts... 7 A.2 Reciprocal Disaster Services Agreement with MDECA... 10

3 MVECA Responsibilities The following information outlines the responsibilities of the Miami Valley Educational Computer Association (MVECA). Off Site Storage Of Data and System Media MVECA provides off-site storage at the Greene County Career Center located at 2960 West Enon Road, Xenia, Ohio. MVECA uses the StorServer backup solution for all servers. This solution backs up all files on all servers, and then nightly backs up any file that change. Backups are run 7 days a week on all servers. As part of the backup process, daily DR tapes are created. The tapes contain the latest files for all servers and a copy of the backup database. These tapes are taken off site on Tuesday and Friday. StorServer is configured to keep 45 copies of inactive files (previous versions of files) and to keep a single copy of any file that is deleted for 30 days. In addition to the StorServer tapes, copies of the districts fiscal files are copied to a server located at the MDECA ITC in Dayton. The files are ZIPed before copying and are copied using Secure FTP. MVECA Generator On November 20, 2008, the MVECA General Assembly approved the purchase and installation of an emergency back-up electric generator. The generator will be sized to handle our 30 kva UPS and other related computer room equipment, including two computer room HVAC condensers. The generator will provide automatic transfer of power to our entire computer room and also to our training lab. We expect that the generator will be installed during the month of January Disaster Reciprocal Agreement: ( Hot Site ) MVECA has an agreement with the Metropolitan Dayton Educational Cooperative Association (MDECA) located at 225 Linwood Street, Dayton, Ohio. This agreement stipulates that in case of a disaster (where the computer equipment at either location is out of service) that the non-functioning site "users" may have access to the computer at the functioning location so that necessary data processing operations may be performed

4 User Responsibilities User is responsible to bring the district s records up-to-date from the date of the latest backup used in restoring the district s records. In most circumstances data would be restored from the previous working day. In the event that the most recent daily backup media was destroyed, then the recovery work would have to be done from the previous DAILY or WEEKLY backup. MVECA personnel would instruct each user regarding the dates of work that must be reproduced. Transportation to and from the hot site (or to a location convenient with the hot site). All forms (i.e. paper, checks, p/o s) must be brought with the user. All charges that the hot site normally assesses the users within their consortium will be passed on to the non-functioning user using the hot site. Recovery Plan The following recovery plan will be implemented and followed until computer services normally provided by MVECA are restored. This agreement stipulates that in case of a disaster (where the computer equipment at either location is out of service) that the non-functioning site "users" may have access to the computer at the functioning location so that necessary data processing operations may be performed. This arrangement of a hot site, where data processing functions can be resumed in the event of a disaster, is not intended for daily use by the non-functioning users. The services provided will be assigned on a priority basis as outlined in the Priority Usage List. MVECA will make all the necessary arrangements in order to schedule those Districts requesting services. 1. MVECA users notified of the current situation, and advised to follow Recovery Plan. 2. Hot site notified of the situation and request made to implement this recovery plan. 3. All data media, such as tapes, containing the necessary files be gathered from the off-site storage facilities: 4. Latest DAILY backup copy of the working week. 5. Latest WEEKLY backup copy. 6. Latest STANDALONE backup copy. 7. Those users requesting services as outlined in the Priority Usage List notify MVECA office of their needs.

5 8. MVECA will make the arrangements with the hot site to see that the requesting user has an account established for them and to insure that the data files are then loaded. 9. The hot site will notify MVECA of a district within their consortium that is located in an area of proximity to MVECA. This location will have the necessary terminals and printers for the nonfunctioning district s use. 10. MVECA will maintain a staff member at a location convenient with the hot site to help the nonfunctioning districts. 11. Necessary vendors and insurance companies are notified per Contact List. 12. Backups are run at the hot site for those districts that have been utilizing the system. These are then stored as per outlined in OffSite Storage of Data and System Media section. 13. Once a facility has been selected and new equipment installed for MVECA s operations, all user files are brought up-to-date with the latest backup copies. 14. Users are notified of the location and hours of operation of the re-installed, operational MVECA ITC. Priority Usage List of Hot Site Usage The following information outlines the priority in which users affected by the disaster may have access to the designated hot site. 1. Those districts required to meet their payroll will be given priority over all other users. 2. Normal daily operations such as p/o, receipt, and check processing will be allowed access to the hot site on a bi-weekly basis. 3. Student Services: a. Grade reporting will be given priority over all other student services operations. b. Attendance, and other reports will be allowed access to the hot site on a bi-weekly basis. 4. All other non-essential operations will cease until normal operations are provided by MVECA.

6 Contact List The following agencies/individuals will be contacted as soon as possible as per the need of their services. MVECA Contacts Gary Bosserman, Director of Operations o MVECA, x3105 o Cell, Dean Reineke, Executive Director o MVECA, x3104 o Home, o Cell, MDECA Contacts MDECA Office Number Jerry Woodyard, Executive Director o x3013 Bill Griffith, System Manager, Operations o x3018 HP Contact Personnel HP Hardware support Communications Equipment Needs Ameritech, AT&T Cisco Smartnet Maintenance Contract Number: DataServ Inc: (800) Time Warner Cincinnati and Dayton, touch 9 for dedicated access Time Warner Columbus, or SOMACS T1 (800) State Software Development Team Duane Baker, NWOCA, Reddy Electric Company Kenneth White, or (cell) Insurance Contact Indiana Insurance Policy Local Agent - Anderson-Williamson, Proxy Server Contact Stratacache State Department Jennie Arnold, (614) APPENDICES

7 A.1 MVECA Member Districts The following pages list the member districts within the MVECA Service Territory. Beavercreek City Schools 3040 Kemp Road Beavercreek, Ohio Dennis Morrison, Superintendent ( ) Stephen Maag, Treasurer ( ) Phone: Fax: Cedar Cliff Local Schools P. O. Box 45 Cedarville, Ohio David Baits, Superintendent ( ) Pat Michalski, Treasurer ) Phone: Fax: Clark-Shawnee Local Schools 3680 Selma Road Road Springfield, Ohio Debbie Finkes, Superintendent Jullie Turner, Treasurer Phone: Fax: Greene County ESC 360 East Enon Road Yellow Springs, Ohio Terry Thomas, Superintendent Robert Arledge Jr., Treasurer Phone: Fax: Greenon Local Schools 500 Enon-Xenia Road Enon, Ohio Lori Lytle, Superintendent Dawn Weller, Treasurer Phone: Fax: Blanchester Local Schools 951 Cherry Street Blanchester, Ohio Brian Ruckel, Superintendent Darlene Kassner, Treasurer Phone: Fax: Clark County ESC 25 West Pleasant Street Springfield, Ohio Stacia Smith, Superintendent John Calland, Treasurer Phone: Fax: East Clinton Local Schools 97 College Street Lees Creek, Ohio Gary West, Superintendent Deborah Lawwell, Treasurer Phone: Fax: Greene County Career Center 2960 West Enon Road Xenia, Ohio Marsha Leonard, Superintendent Judy Geers, Treasurer Phone: Fax: Greeneview Local Schools 4 South Charleston Road Jamestown, Ohio Valerie Browning, Superintendent Julie Gibson, Treasurer Phone: Fax:

8 Hillsboro City Schools 338 West Main Street Hillsboro, Ohio Art Reiber, Superintendent Jeff Anderson, Treasurer Phone: Fax: Miami Trace Local Schools 1400 US Rt. 22 NW Washington CH, Ohio Dan Roberts, Superintendent Debbie Black, Treasurer Phone: Fax: Northwestern Local Schools 5610 Troy Road Springfield, Ohio Fred Breyer, Superintendent Dave Bollheimer, Treasurer Phone: Fax: Southern Ohio ESC 3321 Airborne Road Wilmington, Ohio Robert Dalton, Superintendent Alleyn Unversaw, Treasurer Phone: Fax: Sugarcreek Local Schools 60 East South Street Bellbrook, Ohio Dr. Keith St. Pierre, Superintendent Kevin Liming, Treasurer Phone: Fax: Madison-Plains Local Schools 55 Linson Road London, OH Boon Hall, Superintendent Scott Hiles Treasurer Phone: Fax: Northeastern Local Schools 1414 Bowman Road Springfield, Ohio Rick Broderick, Superintendent Denise Schneider, Treasurer Phone: Fax: Southeastern Local Schools 195 Jamestown Street, P.O. Box Z South Charleston, Ohio John Abdella, Superintendent Brad McKee, Treasurer Phone: Fax: Springfield-Clark JVS 1901 Selma Road Springfield, Ohio Randy Richardson, Superintendent Pam Mustovich, Treasurer Phone: Fax: Tecumseh Local Schools 9760 West National Road New Carlisle, Ohio Dr. James Gay, Superintendent Debra Decker, Treasurer Phone: Fax:

9 Washington CH City Schools 306 Highland Avenue Washington CH, Ohio Keith Brown, Superintendent Ben Teeters, Treasurer Phone: Fax: Xenia Community Schools 578 East Market Street Xenia, Ohio Jeffrey Lewis, Superintendent Rosalee Townsend, Treasurer Phone: Fax: Wilmington City Schools 341 South Nelson Avenue Wilmington, Ohio Ron Sexton Superintendent Holly Cahall, Treasurer Phone: Fax: Yellow Springs Exempted Schools 201 South Walnut Street Yellow Springs, Ohio Norman Glismann, Superintendent Joy Kitzmiller, Treasurer Phone: Fax:

10 A.2 Reciprocal Disaster Services Agreement with MDECA Following is a copy of the Reciprocal Disaster Services Agreement.

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