Disaster Recovery Plan. (Updated Aug 30, 2015)

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1 Disaster Recovery Plan (Updated Aug 30, 2015)

2 St. Thomas School Disaster Plan TABLE OF CONTENTS Introduction... 3 General Definition... 3 Goal... 3 Advance Preparation and Emergency Response Phase Leadership... 3 Emergency Equipment... 3 Where to Meet... 3 Communications: inbound and outbound... 4 Communications: notification chain... 4 Escalation of alerts in the event of potential terrorist action... 4 Rest and Recovery... 4 Districts Role in Community Recovery... 5 Business Recovery Phase Computing facilities and data... 5 Office Space... 5 Office Equipment... 5 Telephone Service... 5 Mail and Package Delivery... 5 Bank Authorizations... 5 Payroll Service... 5 Insurance Vendors... 5 Educational Program... 5 Implementation Phase Plan Distribution... 6 Briefing and Training... 6 Practice Drill / Walk-through... 6 Reviewing, Evaluating, and Updating... 6 St. Thomas School Disaster Recovery Plan 2

3 Introduction The primary goal is to provide a comprehensive disaster recovery plan to ensure that the school's administrative structure and computer systems are safe and secure. This plan also takes into account many other areas that will need to be addressed in case of a disaster. A. General 1. Definition: The purpose of this disaster recovery plan is to provide the necessary policies and procedures that would be followed in the event of a disaster which would provide a path to recovery. 2. Goal: to resume normal business operations in 48 hours. B. Advance Preparation and Emergency Response Phase 1. Leadership: define a Disaster Recovery (DR) Team. a. Membership. i. Head of School ii. Director of the Early Learning Center iii. Director of the Middle School iv. Director of the Elementary Center v. Director of Finance and Operations vi. Director of Marketing and Communications vii. Director of Information and Communication Technology viii. Director of Facilities and Transportation b. Duties (Refer to Communications and Incident Command sections of Emergency Response Plan) i. Head of School directs the Team; official spokesperson; point person to whom all information is reported; makes major operational decisions; consults with all members; assigns persons to the DR Team; delegates these tasks as appropriate. ii. Director of Marketing and Communications: liaison with Head of School. Fields all inquiries from media, members and the public; prepares official statements, talking points, and communication strategies and advises iii. Director of Finance and Operations: Performs Head of School s duties as delegated if Head of School and Director of Marketing and Communications are unavailable. In association with the Director of Facilities and Transportation, confers with local fire and rescue teams, utility companies, etc. as may be appropriate to gather information; in charge of recovery of premises and physical property. iv. Director of Communication and Information Technology: insures that all network infrastructure and telecommunications are operational, provides information to the community via the website and other established avenues, and insures that all data is restored. Ensures that all necessary servers are operational and verifies what data needs to be restored, if any. v. Director of Facilities and Transportation: Reviews and reports on Building Systems and advises on building occupancy status. 2. Emergency equipment a. First aid kit(s) St. Thomas School Disaster Recovery Plan 3

4 b. Flashlights, batteries, rescue and escape equipment (as appropriate) c. Backup communications, cell phones, radios, etc. d. Directories with all staff, STS family contact information, and emergency contact information d. Other as delineated in the Emergency Response Plan 3. Where to meet Refer to Incident Command Procedure and note preferred order: a. Main Office b. St Thomas Church c. Overlake Country Club d. Medina Park across from school e. Virtually via cell phones, , shared folders, etc. 4. Communications: inbound and outbound a. Communications processes will follow established procedures as outlined in the Communications Procedure section of the Emergency Response Plan. b. Inbound: Head of School will establish processes for communicating inbound information and status. For example: a person, with a phone/ /desk location where news and subsequent developments should be reported. c. Outbound: Head of School will establish processes for communicating with outside agencies ( fire, police, rescue, and related services) as well as processes for communicating with STS families and the media. 5. Communications: notification chain a. Employees 1. The Head of School or his/her designee is responsible for communicating with the senior administrative team and main office administrative assistants. 2. Senior administrators are responsible for communicating with faculty and staff within their divisions and departments. 3. Senior administrators are to ensure their own access to phone numbers and e- mail addresses of every employee, and STS family. b. Officers and Board 1. The Head of School or his/her designee is responsible for communicating with the Board. 2. The Board of Trustees should be notified as promptly as possible, so that they are informed and ready to convene and make decisions if necessary and specifically, when the scope of the emergency and recovery schedule are known. c. Meeting registrants and other members currently engaged in association activities 1. Meetings or other activities underway or scheduled in the near future, will need to be addressed and a designated person should communicate information about continuation, postponement, or cancellation as soon as the decision is made. d. Media 1. A proactive approach to the media is to be taken, rather than waiting for requests for information. Only the designated spokesperson is to communicate with the media. St. Thomas School Disaster Recovery Plan 4

5 6. Escalation of alerts in the event of potential disaster or terrorist action Green (low risk): routine maintenance of Plan Blue (guarded risk): routine maintenance of Plan Yellow (elevated risk): review Plan; ensure all data is current and emergency equipment is functional. Orange (high risk): review as above; also check staff schedules and availability of DR Team and backups Red (severe risk): Convene and brief DR Team 7. Rest and Recovery The DR Team must pay attention to the physical and emotional needs of those who are engaged in the emergency and recovery. People perform less efficiently after only a few hours without food and beverages, and after 8-10 hours of continuous stressful activity without a break and rest. Availability of refreshments, food, washrooms, and places to rest is very important and should be on the agenda at each meeting of the Team during crisis recovery. Personnel will be assigned to locate these kinds of facilities early in the recovery process. 8. School s Role in Community Recovery The Head of School may designate employees of the school that have necessary skills, to assist with the community s recovery. C. Business Recovery Phase DR team will work together to roll out a plan for school to start back up. 1. Back up: Backups are done on a regular basis by the IT department. Backups are kept for three weeks before cycling of the tapes takes place. The Director of Technology is the primary contact for backup inquiries. 2. Computing facilities and data Hardware: The Director of Communications and Technology will secure computer equipment for necessary operations and identify staff laptops and home computer equipment which can be brought on-line immediately, securing staff consent to do so; if necessary, identify vendor(s) who are willing to provide temporary computers, servers, and networks. Software: extra copies will be stored offsite along with a list of all software licenses and vendor contacts. 3. Office space: A temporary headquarters will be designated by the Head of School if necessary 4. Office equipment: Copiers, fax service, furniture, desk supplies. These items should be acquired and placed as needed. 5. Telephone service: This is vital to communications; temporary lines may need to be established at the designated headquarters. These numbers should be publicized as needed. This responsibility lies with the Director of Communication and Information Technology and the Facilities Manager. 6. Mail and Package Delivery St. Thomas School Disaster Recovery Plan 5

6 US Postal Service, FedEx, UPS, and other delivery services should be notified about how to make deliveries during the emergency and recovery, which will require review in an actual emergency before issuance. 7. Bank Authorizations The Director of Finance will handle the transfer and withdraw of funds, and the written authorizations in keeping with established procedures and policies. 8. Payroll Service Employees should be notified how they will receive payroll ASAP. 9. Insurance Vendors The Director of Finance and Operations will coordinate with insurance brokers and agencies as needed. 10. Division Directors Directors will work with faculty to deliver the educational program. 11. Director of Facilities and Transportation Director of Facilities and Transportation will work with senior administrative team to secure educational facilities as needed. D. Implementation 1. Pre-Issuance Reviews and Updates a. Policies and Procedures are current and appropriate. b. The School maintains sufficient cash reserves to fund emergency recover and to ensure continuous operations. c. Emergency equipment is in place and functional. d. Backups for equipment, software, data, and office facilities have been arranged. Keys and combinations are secure, but available off-site, and locations are known to key persons. e. All relevant and critical information for daily operations from various departments are maintained in appropriate shared folders (admissions, financial aid, vendors and emergency contacts, curriculum, warranties, insurance coverage, warranties, etc). 2. Plan Distribution Head of School, along with the entire DR team, will decide who will receive what parts of the plan to implement if it is not specifically noted in the plan. 3. Briefing and Training Head of School or designated official will ensure that every staff member and senior administrator knows his/her part in the Plan. Discussion in a one-on-one or small group format will help ensure that all staff are informed and prepared, and will also reveal areas in which the Plan can be improved; specific training needs, such as where fire exits are, availability of staff with CPR and first aid qualifications, will be ongoing. 4. Practice Drill/Walk-through A practice drill should be carried out at least once a year to insure plan is complete and to make additions or modifications as needed. 5. Reviewing, Evaluating, and Updating A meeting of the DR team will occur once a year to review, evaluate and update the plan. St. Thomas School Disaster Recovery Plan 6

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