Outline for Disaster Recovery Plan

Transcription

1 Outline for Disaster Recovery Plan I. GENERAL PRECAUTIONARY PREPARATIONS A. Disaster Recovery Committee (See Exhibit 1) B. Maintain a telephone contact list in order to contact key management personnel if a disaster occurs after normal working hours (See Exhibit 2) C. Annually assess local real estate, buildings, and office space availability and consider contacting a realtor for priority for alternative space if needed (See Exhibit 25) or have hotsite contracts already signed. D. Identify a list of rental furniture companies (See Exhibit 3) E. Maintain a list of moving companies who can provide assistance on short notice (See Exhibit 4) F. Maintain equipment used for emergency, such as flashlights, batteries, first aid kits, etc. G. Establish Disaster Recovery Headquarters location at a nearby hotel where Disaster Recovery Committee will meet (See Exhibit 5) H. Maintain a copy of the list of vendor contacts. Include telephone numbers and item descriptions (See Exhibit H) I. Store pre-determined quantities of firm letterhead, envelopes, invoice forms, and printed office supplies offsite and annually review (See Exhibit 7) J. Copies of all relevant disaster recovery documentation should be stored offsite, including copies of all firm leases (Firm Letterhead, envelopes, invoice forms, diskette with HP/DR Plan files, etc) K. Maintain list of Local Civil Authorities (Exhibit D) II. EXECUTE SPECIFIC PREPARATION PLAN IF DISASTER IS EXPECTED A. Transfer technology operations/data as needed B. Back up personnel, payroll systems, phones, databases, voice mail & contacts Outlook Contacts Elite extract file for interim conflict processing along with a printout of last five business days of new file information C. Fund next two payroll deposits III. DISASTER OCCURS-DISASTER RECOVERY COMMITTEE MEETS A. Assemble Disaster Recovery Committee B. Declaration of disaster severity (See Exhibit 8 for Disaster Recovery Chart) C. File Emergency Claim with Insurer (See Exhibit 14) D. Assign two captains, one to establish alternate sites and one for restoration of main site (If applicable) E. Assess Severity of Damage F. Determine human resource availability G. Determine when allowed back in site H. If possible, hand carry extremely valuable items away from site such as cash, notebook computers, computer backup tapes or files etc., any valuable documents I. Determine if alternative site is needed J. Contact professional crisis counselors to assist with emotional trauma after disaster (See Exhibit 9) K. Contact video company to record damaged areas and documents (See Exhibit 10) L. Notification of interested parties of disaster and contingency plans via web (See Exhibit J) and numbers (See Exhibit G). Notify: member firms, members or clients, Phelps Dunbar employees, client vendors, media, alternate site provider, off-site storage providers, insurers, service providers, necessary courts, and other applicable parties. Execute pre-planned media campaign. M. Sample notification letter (See Exhibit 11)

2 N. Appoint Media/Civil Communications Captain O. Transfer of operations, issuance of ID cards/passes to Disaster Recovery Headquarters P. Commence Salvage Operations File & critical paper needs coordinator assigned. Q. List of Critical Functions R. Determination of available manual procedures (Bills, Timesheets) S. Alternate communication plan T. Review Procurement of Equipment/Services (See Exhibits 12 and 21) U. Secure Main site V. Family Assistance (See Exhibit 13) W. Maintain Hotline X. Reciprocal agreements with other firms Y. Banking/trust accounting list of accounts (See Exhibit 15) Z. Building management evacuation plan AA. Reparation plan for when elite system is down BB. Determination of client records, wills, corporate documents that need to be protected CC. Manual or limited computer based conflicts checking (See Exhibit 16) DD. Legal research, Lexis and Westlaw emergency contact (See Exhibit 17) EE. Evaluate all work options, including branch offices, client offices, temporary space, and having attorneys and staff work at home FF. Contact Data Warehousing Company (See Exhibit 18) GG. Review Lease Provisions regarding Rent relief, restoration timeline, etc (See Exhibit 23) HH. Discuss cash needs relating to lock box / P.O. unavailability IV. ESTABLISH ALTERNATIVE SITE A. Determine if site is required long or short term. B. Execute hot site contingency plan or Contact Real Estate Broker (See Exhibit 24). C. Locate space and sign lease if outside of pre-negotiated contracts. D. Order all necessary communications lines if at hot site outside pre-negotiated contracts. E. Review new office Checklist (See Exhibit 21). Begin procurement process. F. Make final decisions about which employees will be asked to report to alternative site and where they will work G. Call appropriate companies for office supplies, refrigerators, security system in new building, etc. (See Exhibit 19) H. Provide advance notice to employees who have been selected that they will be asked to report to alternative site I. Establish technology backbone at alternative site and establish technology priority list J. Test systems to ensure they work as expected K. Install PC s / printers at hot-site L. Assemble copies of computerized personnel, payroll histories etc. M. Communicate policies regarding office closure, paid time off, cash advances, alternate work assignments or hours, etc. N. Establish security protocols for alternative site O. Notify interested parties of temporary operational status at Hot Site V. MOVE INTO ALTERNATIVE SITE A. Bring any hand carry items to alternative site B. Provide directions or arrange transportation to alternate site for employees who have been asked to report at location C. Provide orientation to employees on layout of alternate site and how business will be conducted there D. Duplicate and maintain off-site personnel records as needed E. Resume business operation F. Establish daily key business needs meeting G. Notify interested parties of operational status

3 VI. RESTORATION OF MAIN SITE A. Assess damage to main site physical infrastructure, office furniture, communications gear, servers/computers, if longer than a 5 day outage can gear be removed? B. Establish vendors that will perform restoration duties C. Repair or replace computers, desks, phones, office space, fax machines, filing cabinets, paper, copiers, security system in building, etc. (See Exhibits 3 and 20) D. Obtain materials for Restoring Main Site (See Exhibit 12) VII. MOVE BACK INTO MAIN SITE A. Schedule date for close of business at alternative site B. Notifications of interested parties of return to main site: (See Exhibit 22) 1. Member firms 2. Members of clients 3. Phelps Dunbar employees 4. Client vendors 5. Media 6. Alternate site provider 7. Off-site tape storage provider 8. Off-site storage providers 9. Insurers 10. Service providers 11. Necessary courts 12. Other applicable parties C. Restore computer systems from final backup tapes made at hot-site D. Move paper files from alternative site to main site E. Cancel all temporary rental arrangements, phone lines, etc. VIII. AUTHORITY CONTACT LIST (See Exhibit D) IX. FOLLOW UP X. HOME ADDRESS/PHONE DIRECTORY (See Exhibit 25) Document # s Office Home Address Directory Office Directory Flowchart Letters Temp Loc/Insurance/Engagement of Svc Firm Relocation

4 EXHIBITS 1. Disaster Recovery Committee 2. Numbers to Contact in Case of an Emergency 3. Office Furniture Rental Companies 4. Moving Companies 5. Hotels 6. Interoffice Directory 7. Stores of Pre-Determined Office Supplies 8. Disaster Severity Recovery Chart 9. Professional Crisis Counselors 10. Video Companies for Recording Damage Assessment 11. Sample Notification Letter Temporary Relocation 12. Materials for Restoring Main Site 13. Family Assistance Matters 14. Filing an Emergency Claim with Insurer 15. Bank Accounts and Contact Names and Numbers 16. Manual Conflicts Checking 17. Legal Research Emergency Contacts 18. Data Warehousing Companies 19. Office Supply Companies 20. Unused 21. Office Checklist 22. Relocation Sample Letter 23. Lease Provisions Regarding Rent Relief, Restoration Timeline, Etc. 24. Real Estate Brokers 25. Home/Office Directory

5 DISASTER RECOVERY COMMITTEE 1. Managing Firm Partner 2. Operations Committee Members 3. Firm Administrator 4. Administrative Directors 5. Managing Partner of Regional Office (If applicable) 6. Regional Office Manager (If applicable) Any appropriate Management Staff will be put on alert to help as needed

6 NUMBERS TO CONTACT IN CASE OF AN EMERGENCY xxx-xxxx Answering Service / Emergency Hotline Professional Communications AT&T Teleconference xxx-xxxx Host Password 5292, Access Code After disaster is declared or is imminent a call will be placed to Professional Communications with instructions to post for all people calling in to the hotline number above. They will be provided with a current home address directory, and we will verify that they are able to access our people finder database on the internet. Instruction will be given for the service to begin requesting updated information from all employees and partners that call in to the hotline. Office and Home Directories Attached (Exhibits I and J of Hurricane Preparations) KEY PERSONNEL Name Probable Location/Destination Contact No. phone/cell

7 OFFICE FURNITURE RENTAL COMPANIES In New Orleans Contact: In Houston Contact: In Gulfport Contact: In Baton Rouge Contact: In Tampa Contact: In Tupelo Contact: In Jackson Contact: NECESSARY FURNITURE IF ALTERNATIVE SITE IS REQUIRED Desks Chairs Tables File Cabinets (5 drawer lateral) Shelving In Linear Feet Existing Square Footage New Orleans Houston Gulfport Baton Rouge Tampa Tupelo Jackson ,120 19,309 8,000 27,744 21,000 14,000 45,000

8 MOVING COMPANIES For all offices contact: Your moving company info here

9 HOTELS New Orleans (504) (504) Wyndham New Orleans at Canal Place W New Orleans 100 Rue Iberville 8333 Poydras St. New Orleans, LA New Orleans, LA (504) (504) New Orleans Marriott Sheraton New Orleans Hotel 555 Canal St. 500 Canal St. New Orleans LA New Orleans, LA (504) Residence Inn by Marriott 345 St. Joseph St. New Orleans, LA Houston (713) Crowne Plaza Downtown Cullen 1700 Smith St. Houston, TX Gulfport (228) (228) Holiday Inn Gulfport Beachfront Regency Inn 1600 E. Beach Blvd E. Beach Blvd. Gulfport, MS Gulfport, MS (228) Royal Beach Hotel 4310 W. Beach Blvd. Gulfport, MS Baton Rouge (225) Downtown Sheraton 102 France St. Baton Rouge, LA Tampa (813) (813) Hyatt Regency Hotel Wyndham Harbor Island Hotel Two Tampa City Center 725 S Harbor Island Blvd. Tampa, Florida Tampa, Florida (813) (813) Marriott Hotel Radisson Hotel 700 South Florida Ave. 200 North Ashley Dr. Tampa, Florida Tampa, Florida (813) Crowne Plaza Hotel Princess Palm Ave. Tampa, FL Tupelo (662) N. Gloster St. Courtyard by Marriott-Tupelo Tupelo, MS Jackson (713) (601) Holiday Inn Express Edison Walthall 310 Greymont Ave. 225 E Capital St. Jackson, MS Jackson, MS VENDOR CONTACTS

10 See imanage No:xxxxxxxxx.1 for Vendor Contacts ITEM Firm Letterhead AMOUNT ½ Case

11 Envelopes Invoice forms Printed office supplies Folders pad each: Timesheets, Lit/Non-Lit; Reimbursements, Pink/Green; Attorney Memo Pads By-Hand envelopes, First Class Envelopes Green/Red Rope, 2 boxes of each Pens/Pencils Four Boxes of Each 2 Hole Punch 1 3 Hole Punch 2 Paper Clips All sizes, 2 boxes of each Staplers 1 Note: These Items are located in Phelps Box # xxxxxxxxx and xxxxxxxxx at Iron Mountain, (xxx)xxx-xxxx New Orleans, Louisiana

12 PROFESSIONAL CRISIS COUNSELORS For all offices Contact: Your EAP info here VIDEO COMPANIES FOR RECORDING DAMAGE ASSESSMENT

13 New Orleans (504) A-Legal Video Services 201 St. Charles Ave. New Orleans, LA Houston (713) Certified Video Svc. Inc. Gulfport Mehaffey Multimedia Productions Baton Rouge (225) T&B Creations and Video Taping Tampa (813) Sprint Multimedia Inc. Jackson and Tupelo Mehaffey Multimedia Production Note: The Purchase of disposable cameras is suggested. SAMPLE NOTIFICATION LETTER

14 Attached

15 MATERIALS FOR RESTORING MAIN SITE Pumps to remove any unwanted water Generators to power equipment such as emergency lights, air-conditioning, fans etc. Wet and dry vacuum cleaners to clean up mud and debris Washing tanks or large plastic garbage containers Sponges, brushes, hoses to wash materials Wheeled carts to move materials Absorbent paper or materials to absorb moisture Company to Contact to Rent Materials for Clean Up: New Orleans: (504) (504) Mayer-Hammant Equipment, LLC. Servicemaster of Greater New Orleans ANES Company 2624 Delaware Ave. 471 Manhattan Blvd., Kenner, LA Harvey Louisiana Houston, Gulfport, Baton Rouge, Tampa, Tupelo, and Jackson: Lee Sartin Trucking Servicemaster National Phone # P.O. Box 968, US Route 52 Kermit, WV Mobile telephones or portable radios to coordinate the disaster team New Orleans: (504) Alltel Mobile Phone Company Central Business District Houston, Gulfport, Baton Rouge, Tampa, Tupelo, and Jackson: Verizon Wireless

16 Tarps and plastic sheeting to protect materials from water, to insulate windows and to cover tables during salvage operations, Toiletries, Garbage bags etc. New Orleans: Houston: Gulfport: Baton Rouge: Tampa: Tupelo: Jackson: (504) Home Depot (713) (713) (713) Home Depot Market St. Home Depot North Loop W Home Depot NW Fwy. (228) Home Depot (225) Home Depot Airline Highway (813) (813) Home Depot N Florida Ave. Home Depot Dale Mabry Hwy. (662) Home Depot (601) Home Depot Robinson Rd.

17 FAMILY ASSISTANCE MATTERS Consult with Director of Human Resources Daycare Private Telephone Areas Flextime Borrowing Against 401K PTO Policies

18 FILING AN EMERGENCY CLAIM WITH INSURER See Attached Letter and Claim Notice Procedure Policies imaged and located as a link from Intranet Contracts. BANK ACCOUNTS AND CONTACT NAMES AND NUMBERS

19 Administrator, Controller, Director of Office Services and Facilities will keep a list of accounts, contact names and numbers. MANUAL CONFLICTS CHECKING

20 During the time of restoration, if no conflicts checking is available, an alternative engagement letter should be considered for any client we open a file on. See attached sample. LEGAL RESEARCH EMERGENCY CONTACTS

21 Westlaw EMERGENCY Contact Westlaw ( ) Lexis EMERGENCY Contact DATA WAREHOUSING COMPANIES

22 Contact: (212) (901) Callixa Integration Server HiTech Data 177 Post St Poplar, Suite 25 San Francisco, CA Memphis, TN (919) (212) SAS Institute Inc. Information Builders Irvine, CA Two Penn Plaza New York, NY (425) (718) Revenue Science/Digimine Inc. Framework Technologies Corporation (Joe) NE 8 th St. 13 th Floor 23 Third Ave. Bellevue, WA Burlington, MA OFFICE SUPPLY COMPANIES New Orleans: (504)

23 GBP Direct 20 Veterans Blvd. Suite 110 Kenner, LA Houston: Gulfport: Baton Rouge: Tampa: Tupelo: Jackson: (713) Office Depot (228) Office Depot (225) Office Depot (813) Office Depot (662) Office Depot (225) Office Depot OFFICE CHECKLIST Description T-1 lines, phone lines, phone system, voice mail system

24 Dictaphone equipment Temporary office signage Furniture desks, chairs, tables Computers 19 in. TV and a VCR Video Conferencing Equipment Reception Desk Yellow Page Listings Temporary bank accounts Lexis/Westlaw Access Business, Occupational and Tax Licenses Temporarily establish Interoffice Packages & mail schedule Ice maker HVAC Stamps Copy center Check request forms Reimbursement forms Time sheets Checking account / temp financial arrangements All needed tools (Allen wrenches, level, tape measure) Analog phones Confirm Tech assistance needed on phones Do layout of space / phones Gather operations instructions for office equipment Keyboard trays Temp Lease Negotiated and executed Library shelves, books Punch down tool, butt set Arrange loading dock space Arrange Parking Contracts Prepare Office Procedural Manual Confirm Water/coffee Insurance policies updated Meet with attorneys to discuss new procedures Preliminary budget for temp office Vending machines Arrange for Fed Ex, UPS, Reg Mail Account #'s Calling Cards, Hertz cards, other operating cards Chamber of Commerce Confirm Mail arrangements with US Post office Month-At-A-Glance calendar (receptionist) Postage machine Obtain necessary info on tax and occupancy licenses for new location Office supplies (see separate list) Order date, draft stamps Medicine Stationary Pencil cups Petty Cash box Prepare a list of all deliveries Court run forms/procedures Court Information Petty cash

25 Cleaning supplies Coasters Dishes Mail Cart and Hand Truck, Step Ladder Paper goods Speaker phones Fax, phone, copy soft cost forms (Logs)

26 RELOCATION SAMPLE LETTER Attached. REAL ESTATE BROKERS

27 New Orleans & Houston Baton Rouge Jackson Tupelo Gulfport Tampa