UMZINYATHI DISTRICT MUNICIPALITY IT DISASTER RECOVERY PLAN

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1 UMZINYATHI DISTRICT MUNICIPALITY IT DISASTER RECOVERY PLAN

2 Index 1. Aims Of The Disaster Recovery Plan 2. Ownership 3. Disaster Recovery Plan Coverage 4. Emergency Contact Details Of Key Persons 5. Priority Levels Of Key Systems 6. Deadline for Key Recovery 7. Key System Requirements 8. Preventative Measures 9. Financial Management Systems 10. Mail Server 11. Separate Recovery Site 2

3 This is a formal Disaster Recovery Plan for UMZINYATHI DISTRICT Municipality. 1. Aim of the Disaster Recovery Plan The main aim of the IT Disaster Recovery Plan is to ensure that should the Municipality experience disaster of any nature (e.g., firebreak, power surge or building is damaged etc.), the Municipality has contingency plans for backup systems. The plan is there to make staff aware of what procedures should be followed when connecting backup systems and who are the key contact persons for the systems. The DRP is there to ensure that the Disaster Recovery Team is appointed and trained properly, so that even if the IT staff is not in the office the team can take charge successfully. 2. Ownership The Municipality has several departments amongst which there is Financial Services Department. The Financial Services Department is responsible for managing all computer systems for the Municipality; hence, they must make sure that in times of disasters they are supposed to have a proper plan in place. The Financial Services Department is therefore the custodian of the Disaster Recovery Plan. The designated Disaster Recovery Plan contact person is IT Officer. The contact details are as follows: Tel : (W) 034 (H) 034 (Cell) (consider providing a municipal cellphone) The Information Technology Disaster Recovery Plan shall be kept at Umzinyathi District Municipality or in with the Municipal Bank. The contact person is the Branch Manager. Tel: 034 3

4 Fax: 034 Cell: 3. Disaster Recovery Plan Coverage The person who has authority to declare a disaster is the is the Information Technology Administrator(ITA) in consultation with the Municipal Manager and IT Committee. The Disaster Recovery Team will consist of IT Manager, Chief Financial officer and Accountant. Ex-Officio members are HOD s from Corporate Services. The Systems that the Municipality has are: Sebata Financial Management System Sebata Integrated Payroll System VIP Vizual Personel Internet facilities All the above systems are in different servers within the municipality. 4. Emergency Contact Details of Key Persons Details Contact Person Telephone Number Fax Number Sebata FMS Sebata Payroll System Internet Network & Hubs In the event that a problem that cannot be resolved locally, the Disaster Recovery Team in consultation with the Municipal manager would recommend the relevant companies to be contacted to fix the problem. 5. Priority Levels of Key Systems 4

5 The Municipal systems will be listed according to their priority order, the 1 st one being the: Sebata Financial Management System Sebata Payroll Systems Firewall Network, routers and Hubs Mail Server & Internet Server 6. Deadline for Recovery If there is a disaster of any kind, it must only take a maximum of three days to recover and have all users online. 7. Key System Requirements Financial Management System is running on a windors 2003.UNIX Operating System, the programming language used is COBOL. Mail Server and Firewall are running on BSD Operating System built on Redhat Configuration Settings Details IP address Contact Sebata Financial Management System Payroll System Mail Server Firewall Internet 5

6 8. Preventative Measures There is a 20 KVA UPS that can power the servers and processing facilities for a minimum of an hour. There is also an air conditioning system in the Server room for the purpose of maintaining a constant cool temperature. There are Backups taken on a daily, weekly & monthly basis for Sebata Financial Management System, Payroll System & File Server. The SH-Month backup should be done on a monthly basis that backs Payday system, Sebata Financial Management System as well as Hardware & Software of the UNIX machine. It is therefore this SH-Month backup that we keep off-site together with a monthly backup of a File Server. The other tape backups we keep on-site in a Safe. The tapes that are off-site are kept at Umzinyathi District municipality. The contact person is the Assistant Chief Financial Officer : IT division. The backup tapes are tested on a regular basis. Procedure for the Retrieval of Backup tapes The type of tapes used for Sebata Financial Management System is HP DDS 4 Phone Umzinyathi District Municipality to get SH-Month backup tape for the previous month DDS 4 Also get a previous monthly backup tape for a File server. 9. Sebata Financial Management System 6

7 Install basic UNIX this will be done by Sebata Financial Management System Systems Sebata Financial Management System: Put in an SH-Month backup tape and Login as root In root you type the following command: Once this is done, you then put in the latest daily backup tape You Login name On your main menu you choose R: for Security Utilities after which you choose B for Restoring Data and then restore all modules then exit. 10. MAIL SERVER Mail server and Firewall would only need re-installation then re-configuration The STU s are rented with Telkom and the Routers are rented with ( ), as a result in time of disaster the district office will only need to call ( ) for the replacement of these devices. 11. Payroll System Insert tape backup Login as root In the shell prompt type Remove tape Exit 12. Separate Recovery Site The Municipality is in a process of buying backup Servers in the order of importance as mentioned above. All of the servers will be installed and configured to be the same as the existing machines. Once that exercise is complete those machines will be placed off-site, so 7

8 that if the whole building gets damaged the backup machines will just be taken from off-site, plug in and be online immediately thus minimizing down time. The off-site equipment will always be used as a test once a month to make sure that everything is in order. The command centre where all members of the recovery team will report to is the Director Corporate. There is no company contracted to assist in the recovery process, but the emergency contact details of key persons afore-mentioned can be utilized. COUNCIL APPROVAL AND EFFECTIVE DATE Approval of Policy by Council and Effective date: 17 December

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