Disaster Recovery Plan Florida-Bahamas Synod of the Evangelical Lutheran Church in America April 4, 2014

Transcription

1 Disaster Recovery Plan Florida-Bahamas Synod of the Evangelical Lutheran Church in America April 4, 2014 The Florida-Bahamas Synod gratefully acknowledges the model and selected text from "Administrative Information Systems Disaster Recovery Plan", Syracuse University, and Macalister College. 1.0 Introduction Planning for the recovery of information services in the wake of a disaster is an important component of the successful function of the synod as an organization. Recovery efforts involve the time, energy and coordination of staff within the synod. A successful recovery plan is necessary to provide a precise guideline for directing staff efforts in the event of fire, hurricane, tornado, flood or other catastrophes that could theoretically take place. This document is a record of the recovery plan for the Florida- Bahamas Synod office Authority The decision to implement disaster recovery procedures is the responsibility of the Assistant to the Bishop for Administration or his/her designee. This person will act as the Disaster Recovery Team director. The Disaster Recovery Team will convene as soon as possible after a disaster has occurred to assess damages and make recommendations to the Director. The Disaster Recovery Team will consist of: 1. Synod House Staff. 2. The Assistant to the Bishop for Administration. 3. Assistant to the Bishop, Leadership Development 4. Risk Management - Office of the Treasurer, ELCA 5. Lutheran Disaster Response - ELCA 6. Back-up Site Administrator - Pastor Russell Meyer 7. Communications Ms. Irene Flynn 1

2 1. 2 Distribution This plan will be distributed to and used by those persons responsible for its implementation and operation. These individuals are identified in Appendix A. This document will be maintained and updated by the Assistant to the Bishop for Administration whenever significant changes occur. 2.0 Basic recovery Plan Requirements The basic requirements for the Recovery plan are as follows: A. Evacuation Procedure B. Disaster recovery team. C. Disaster recovery documentation. D. Backup computer facilities. E. Disaster Recovery Central Site St Paul Lutheran Church, Tampa. F. Disaster Recovery Alternate Site St John s Winter Park 2.0 Disaster Evacuation In an event when a severe disaster is announced or likely to occur, the following steps are to be taken: 1) Bishop and deployed assistants will be notified of the office closure. They will be first-line contacts with congregations within their geographical areas of responsibility. 2) Synod Council Executive Committee, the ELCA Secretary, Lutheran Disaster Response, Chicago, and Lutheran Services Florida shall be notified of implementation of the disaster plan (Administrator) 2) Personal safety is paramount. Do not take risks with your personal safety as it relates to this procedure. (ALL) 2) Disconnect your CPU and place it on top of the file cabinets in the vault (ALL) 3) Power down the file server and remove it from the building. This machine will be transported by the Administrator. (Administrator) 4) Power down the backup server and place it in a separate vehicle leaving the scene 2

3 (Secretary to the Assistant) 5) Bring a copy of the Disaster recovery plan located on the Workroom bulletin board. (Administrator) 6) Leave the building, arming the security system and move to a safe location. 2.1 Disaster Recovery Team The Disaster Recovery Team (see Appendix A) has been established and organized to assess the damage to the computer facility, to control and coordinate recovery/backup actions, and to make recommendations to the Assistant to the Bishop for Administration. The team will consist of a cross section of persons responsible for one or more of the following functions: A. Recovery administration 1. insurance notification Assistant to the Bishop for Administration 2. supplies Secretary to the Assistant to the Bishop for Administration 3. organization Secretary to the Bishop 4. staff Assistant to the Bishop for Administration B. Systems software - Assistant to the Bishop for Administration C. Application software Accountant D. Communications - Technical Admin E. Operations - Assistant to the Bishop for Administration F. Facilities - Assistant to the Bishop for Administration G. Hardware - Assistant to the Bishop for Administration H. Staffing issues - Assistant to the Bishop for Administration The Assistant to the Bishop for Administration serves as the Chair. In the absence of the Assistant to the Bishop for Administration, the Assistant to the Bishop for Leadership is to serve as chair. The disaster recovery team shall meet annually to discuss the current document and make recommendations for changes to it. All changes must be agreed upon by the majority of the team before they become part of the document. It is the responsibility of the Chair to make the necessary changes and distribute the new document to the appropriate persons. In the event of a disaster or major failure, the team should convene with as many team members as possible. All members of the team should assess damages and report to the Chair at the earliest opportunity. The primary designated site is St. Paul Lutheran in Tampa, Florida. 3

4 The Alternate Site is St. John s LC, Winter Park. 2.2 Offsite storage of system backup files/tapes In the event that disaster befalls the current location of the computers, having backup files stored off site is critical. The most current full system backup and the most recent full database export should be stored far enough away from the computer room to be safe in the case of fire or flood. Weekly backups of the complete system, and individual databases are stored offsite, preferably in a vault. 2.3 Backup facilities (hot site) In the case of fire or natural disaster it may become necessary to move the computer room to a backup location or hot site. 3.0 Recovery Plans Several recovery plans have been identified, depending upon the circumstances. A. Disaster Preparation. Being ready and planning ahead is the easiest way to be sure we can quickly and fully recover from a disaster. B. Emergency Response. These are the first actions taken in an emergency situation, designed to bring the computer systems back to operation, even if not at full capacity or in a degraded state. C. Recovery Procedures. These are the procedures designed to return the computer systems to a fully operational state, or degraded state, including bringing up the hot site. 3.1 Disaster Preparation This section outlines the minimum steps needed to insure we can fully recover from a disaster. A. The disaster plan must be kept current and all of the personnel on the recovery team must be made aware of any changes. B. The offsite storage area should be inspected periodically to insure it is clean, organized and that the correct backups are in storage. C. The fire extinguisher in the computer room area should be inspected regularly. 4

5 D. As many staff as possible should be aware of the consequences of a disaster and what they can do while recovery is in progress. E. The building and grounds staff should have the telephone numbers of pertinent persons to contact in the case of an emergency occurring during off hours. F. Procedures and lead times for replacement equipment and communications should be established. G. All computing personnel should be informed of the proper emergency and evacuation procedures. H. Procedures for informing user community should be established. In the event that there is warning of an impending disaster, e.g. potential flood situations, hurricane activity in the immediate area, fire or potential building damage, the following steps should be taken. A. Notice should be given to as many recovery team members as possible. (see appendix A) B. The Assistant to the Bishop for Administration should be briefed and a decision should be made whether to shut down the systems. C. The recovery team should convene and review whatever actions may be necessary. 3.2 Emergency Response This section details the basic actions that need to be taken in the event of a disaster situation. A. The office staff and synod executives should be notified as soon as possible. B. The disaster recovery team should be notified and assembled as soon as reasonable under the circumstances. C. Team members should assess damages to their individual areas of expertise. D. Team members should advise the Assistant to the Bishop for as to the extent of damage and recovery procedures necessary so that the decision to move the computer equipment can be made after the assessment of the damage done to the current facility. 5

6 E. Pertinent vendors should be contacted and negotiations should be made for the delivery of equipment, delivery time should be noted. (see appendix B) F. All synod staff, executives and boards should be informed of the decision and given an estimated time to the return to either full or degraded service. G. Each member of the disaster recovery team should supervise their own area of expertise. H. The computer facility should be secured. 3.3 Recovery Procedures Recovery from a complete failure to a degraded mode of service may be necessary. In this case it may be possible to bring up individual departments on a priority basis. The order in which systems are to brought up will be as follows: A. Communications reestablish synod contact and B. Financial Systems to support disaster response and funding C. All others, Roster, Congregation, etc. If it is decided to transfer the computer center to the hot site (TBD): A. It is assumed that the basic emergency procedures have been followed as detailed in section 3.2. B. An inventory of the status of existing equipment and files should be compiled. C. The move should be coordinated by the Assistant to the Bishop for Administration D. Vendors should be contacted to initiate delivery of replacement equipment to the hot site. At this time estimated time of delivery should be noted. (see appendix B) E. A new offsite (backup) storage facility should be located and used immediately, if necessary. F. All facility systems should be verified operational at this time. G. Systems should be tested and loaded as soon as the vendors release them. H. Communications, networking, operations and applications software personnel should be prepared to install and or setup their individual function in the appropriate 6

7 order. I. Synod Executives should be made aware of progress and or setbacks on a regular basis. J. Existing safety and emergency procedures at the backup facility should be examined for their adequacy as a computer room Recovery Timetable The following timetable does not take into account the amount of time required to input data held on hard copy during the recovery period, or re-entering data which may have been lost during recovery. Day 1 Convene the disaster recovery team and assess damages, contact vendors, discuss options. Days 2-5 Days 6 Days 7 Restore programs and data, test integrity of programs and data. Begin restoring communications and networking capabilities. Restore partial operation to priority systems Determine priority of data processing. Days 8-12 Take delivery and setup new equipment. Restore full communications and networking capabilities. 4.0 Disaster Recovery Plan Review The following steps will be taken to insure that the Disaster Recovery Plan is current, feasible and effective: A Every year the Disaster Recovery Team will be convened to review the Plan and Appendices. Updates or revisions will be made at this time B. The contents of the off-site disaster backup tape storage will be subjected to unannounced periodic audits by the Assistant to the Bishop for Administration. Results of the audit will be documented and filed with the Disaster Recovery Plan addenda materials. 7

8 Appendix A Emergency Phone Number List Florida-Bahamas Synod - Evangelical Lutheran Church in America Name Home Phone Number Synod House Michele Hilton Disaster Admin Pr. Robert G. Schaefer CEO-Bishop Pr. Russell Meyer-Zeno Systems Tech Support Irene Flynn Communications Kim Raymond Accounting Function Beverly Evans Phone Tree and Contacts Ileana Sardinas Bishop s Coordinator Pr. Jim Graeser Disaster Coordinator North Region Pr. Jaime Dubon Disaster Coordinator South Region Recovery Site St. Paul Lutheran Church, Tampa

9 Appendix B Vendor Contacts INFOSTRUCTURE Tiger Direct - Tampa NFP Consultants Financial Systems Microsoft Technical Support Zeno Business Services Barba Mather Business Technology Advisor Zymphony Technology Solutions Direct: bmather@zts.com Telephone System Drew Martin Internet Verizon Fios FACILITY Roofing Tarheel Roofing Plumbing Hero Plumbing Electrical George Brown