POLICY NAME IT DISASTER RECOVERY POLICY AND PLAN POLICY NUMBER POLICY FILE REFERENCE 3/3/6 DATE OF ADOPTION REVIEW OR AMENDMENT DATES

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1 POLICY NAME IT DISASTER RECOVERY POLICY AND PLAN POLICY NUMBER P6 POLICY FILE REFERENCE 3/3/6 DATE OF ADOPTION REVIEW OR AMENDMENT DATES

2 C O N T E N T S INTRODUCTION SECTION 1 DISASTER PREVENTION AND RECOVERY PLAN 2. PREVENTION 3. DISASTER RECOVERY PLAN SECTION 2 - DATA BACKUP POLICY 2. BACKUP PROCESS 3. INDIVIDUAL USERS 4. MIRROR SERVERS SECTION 3 DISASTER RECOVERY PLAN 2. RESPONSIBILITIES 3. DOCUMENTATION 4. DATA BACKUP 5. DISASTER RECOVERY PROCEDURE 6. OTHER EVENTUALITIES

3 INTRODUCTION The purpose of this policy is to guide the Council in respect of the following in relation to Information Technology (IT): - Section 1 Section 2 Section 3 - Prevention and recover of any disaster relating to the Information Technology system. - Guidelines on the backup procedures regarding all data utilised by the municipality in the normal course of business. - Procedure to be followed in the event of a network failure to ensure the network is operational in the shortest possible time.

4 SECTION 1 DISASTER PREVENTION AND RECOVERY PLAN The objective of the policy is to provide guidance on the prevention and recovery of any disaster relating to the Information Technology system. 2. PREVENTION Measures to be taken to prevent a disaster and facilitate the implementation of the Disaster Recovery Disaster Recovery plan are as follows: 2.1. Physical security The systems file servers must be in a secure, fireproof environment Off Site Backup The Backup Policy prescribes daily, weekly and monthly backups of the file servers to be performed and stored off site. On site backup tapes should be stored in a secure, in a secure, fireproof environment. A mirror backup to an adjacent server would also allow a quick restoration in the event of data loss File Server Redundant Power Supply It is recommended that a redundant (additional) power supply be installed in the file server. In the circumstance of the main power supply failing, the redundant power supply will pick up the load, stopping the server from going down, and the failed power supply can be replaced without loss of time or data File Server Hard Drive Configuration All servers hard drive configuration should be set up in a raid 5 format, meaning a fourth hard drive is configured into the server, which creates file parity, for the recreation of information/data held across all hard drives. This allows for a single hard disk to fail, and be replaced, without the server suffering from down time or data loss Access Security Network security must be strictly adhered to in terms of the Network Security Policy. 3. DISASTER RECOVERY PLAN A Disaster Recovery Plan will be updated regularly to align to the IT system architecture and configuration. Responsibilities for the implementation thereof should be clearly assigned.

5 SECTION 2 - DATA BACKUP POLICY The objective of the policy is to provide guidelines on the backup procedures to be adhered to regarding all data utilised by the municipality in the normal course of business. 2. BACKUP PROCESS The following backup procedures shall be adhered to by users on the system: Daily backups shall be done by the Supervisor (Income) in respect of the Abakus system (system and data files); Daily backups shall be done by the Supervisor (Income) in respect of data files on the Windows server; Weekly backups, in the form of alternate tapes and discs, shall be done by the Supervisor (Income) on the Sco Unix and Abakus system; Monthly backups, in the form of alternate tapes and discs, shall be done as follows: - o By the Supervisor (Expenditure) in respect of stores, creditors and salaries; o By the Supervisor (Income) in respect of the billing system; o By the Accountant (Budget and Treasury Office) in respect of the general ledger system; o By the Accountant (Income) in respect of the Cash Controller system. o A backup register shall be maintained by the Accountant (Expenditure); o The weekly and monthly backups referred to above shall be stored off site. 3. INDIVIDUAL USERS As only a percentage of the municipality s critical business information resides on its servers, backup procedures are required also in respect of information served on personal computers. Such backups will be saved on the Windows XP server by all individual users. Users must have access to a shared folder on the server with the appropriate security permissions on each folder that allows them to back up business critical data that may reside on their terminal, this shared folder should part of the weekly backup. It is particularly important that users of portable computers routinely make copies of key documents, either by copying them to the network when in the office, or to portable memory when away from the office. It is the laptop user s responsibility to ensure that this is done correctly.

6 4. MIRROR SERVERS When the municipality is in the position to have linked servers on more than one site, a daily backup of the file server and server will be done and stored off site as a mirror backup to the adjacent server. In the case of data loss or fire it allows time to get the lost data back without it being overwritten and allows a quick restoration in the event of data loss.

7 SECTION 3 DISASTER RECOVERY PLAN The aim of this plan is to document the procedure to be followed in the event of a network failure to ensure the network is operational in the shortest possible time. 2. RESPONSIBILITIES The Chief Information Officer shall prepare, review and update (as circumstances require) a list of persons who must be contacted by users in the event of the occurrence of any of the situations set out in the disaster recovery plan. Such list shall be made available to all authorised users on the municipality s IT network. 3. DOCUMENTATION The configuration of all servers must be documented and filed. This includes hardware, software, backup software, service pack level, e mail solution, users, groups and rights to the file system. 4. DATA BACKUP At least a weekly backup must be stored off site at another secure environment. Daily backups should also be stored in a fireproof and secure environment, as described in the Backup Policy. 5. DISASTER RECOVERY PROCEDURE The following eventualities, with recovery steps, are covered by this document: 5.1 Power Supply Failure In the event of the server s PSU failing, another unit will be installed, and the server restarted and it will be checked that the system is functioning. It is a specialised PSU (eg. Compaq, HP, Intel ect.) then the original PSU will be sent for repair, and reinstalled once it has been repaired, or it will be replaced. 5.2 Memory Failure Replacement memory will be installed and the faulty memory be swapped out or replaced if not under warranty. 5.3 Main Board Failure In this circumstance, a loan file server will be brought in and the hard drive(s) and tape streamer moved to the loan server. If the failed server has an onboard SCSI controller and

8 after moving the drives over it is found that they cannot be read, a loan 9 GB SCSI will be installed. This will require a full reinstallation of the operating system and backup software (e.g. Arcserve) and then a restore from the latest backup tape will be initiated. The server will then be removed and returned to the supplier for replacement if under warranty. If it is not under warranty, a quote for repair and a quote for replacement will be obtained and a decision made on which route to follow. Once the server has been sorted out by either repair or replacement, a backup will be taken of the current data, and then restored to the repaired server. 5.4 Hard Drive Failure If the hard drive is under warranty, then a loan 9 GB SCSI drive will be installed, low level formatted, operating system installed, backup software installed (eg. Arcserve) and then a restore initiated from the latest backup tape. The faulty drive will then either be swapped out under warranty or replaced, a backup taken and the format and the reinstall procedure done again. 5.5 Ethernet Hub Failure The offending hub will be removed and replaced with a loan unit until the faulty unit is repaired / replaced. 5.6 File Server Network Card Failure A new network card will be installed into the file server and either the on-board or the faulty board removed. The operating system will then be reconfigured to recognise the new hardware together with the appropriate addresses. 5.7 Server UPS Failure A loan UPS will be installed until the fault is sorted out. The UPS could be by-passed for immediate system operation. 5.8 Theft of Server The stand by server will be installed and the latest backup restored. 5.9 Server Destroyed by Fire, Flood The stand by server will be installed in a suitable environment, and the latest backup restored. The problem with this is that in most installations the wiring closet or cabinet is installed in the same location as the server. In this circumstance, the central core of the cabling system may also be damaged or destroyed This may result in the damage being assessed and the server together with a loan hub being installed in the most practical position.

9 5.10 Total Site Destruction by Fire, Flood etc. In the event of the site being completely destroyed, an alternate venue will be decided on the loan server installed and latest backup restored A loan hub and a minimum of three workstations will be made available to get the core function operational. This could take a little longer as the workstations would have to have the corresponding client software installed off the server and that could only happen once the server has been restored completely. Printers will be made available where possible: at least a laser and a dot matix. 6. OTHER EVENTUALITIES If an eventuality is not catered for, then the best possible solution for the problem will be found and implemented.

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