Disaster
Planning and Recovery: Details for Personal and Professional Success
White
Paper presented by:
REMOTE
BACKUP SYSTEMS, INC.
ONLINE
BACKUP SOFTWARE
Failing
to Plan = Planning to Fail
For many
years, disaster recovery and business continuity planning were concerns
addressed only by larger corporations and well funded enterprises. Data center preparedness, contingency plans,
and hot backup locations for data storage and operations were expensive to
activate and to maintain. In the case of
larger entities, not a lot has changed in this respect. Alternate locations for larger corporations,
however Spartan, come with added expenses to lease or purchase and to outfit
with the infrastructure and equipment needed to resume business quickly. For small and mid-sized businesses (SMBs) and
families, however, the current landscape of disaster and contingency planning products,
information and services are better than ever, and offer virtually any
organization or household the ability to ensure that they are not caught
unprepared in the face of a major interruption of services or the sudden and
sustained unavailability of goods.
Recent
events such as the Tsunami in southeast Asia, heat waves and flooding in
Central Europe and the hurricanes that decimated the U.S. Gulf Coast have
brought the concepts of survival and temporary self-sufficiency to the top of
many corporate and domestic to-do lists.
The images of those who had lost everything and were at the mercy of
governmental infighting and ineptitude have been burned into our collective
consciousness, and should not be forgotten.
What then, is a family or SMB to do?
What are the priorities for assuring relative comfort and safety during
the most harrowing of times? We have
polled dozens of leading industry experts and combined their suggestions with
our own knowledge of business continuity and data backup to offer the following
overview. This overview is intended to
address the highest-need items and greatest value services that disaster
victims and industry experts have reported as critical during the days and weeks
following a major event.
While the
suggestions contained in this document are comprehensive and circumspect in
nature, the exact disaster recovery plan will vary according to the specific
needs of your business or household.
Read on, and consider the importance of advanced planning and action
prior to a disaster. The best evacuation
or survival plan is worthless if it exists only on paper. We'll begin with a general disaster recovery
plan which is applicable to both businesses and households, and then
concentrate on business-specific concerns.
A complete plan must assume that the post-disaster situation will be
ongoing and that evacuation will be difficult, if not impossible, in the short
term. Keep this in mind while we cover such
topics as shelter and water rations. If
you are fortunate enough to be able to evacuate to a safe environment with
electrical power and utilities then of course you should (and will!) do
so. If not, the checklists and
suggestions included here could save your life and those of your coworkers and
family members - as well as your business.
Immediate Concerns - Assess and
Address
As with any emergency, the first step towards recovery
after a disaster is to assess the circumstances and prioritize activities
according to the situation. This applies
regardless of the environment you are in when the disaster strikes. Is evacuation or relocation immediately
necessary? If so, a clearly stated and
rehearsed building and area evacuation plan is a critical piece of the larger
disaster plan, and can assure that the maximum number of people can be quickly
and safely removed from a building in peril.
Professional first responders follow a surprisingly
simple initial protocol of removing people from further harm and administering
first aid to those who require it. If
there are injuries as a result of the event, you must prioritize these as well,
assisting those who are still in peril or have spinal/cranial injuries and open
wounds first. Immobilizing those with injuries
is also a priority, and may be extremely difficult in certain situations. Training in first aid is highly suggested for
family or business principals, and specific training for localized or probable
hazards such as flood, fire, earthquake or tornado-related injuries is also
encouraged.
Infrastructure security is also a major concern in the
moments immediately following any type of disaster. Examples of securing a building or home might
include disconnecting or disabling power and/or fuel lines. This responsibility must be thought through,
planned in detail and assigned beforehand, and extreme caution must be
exercised to avoid further injury or loss of life. Depending on the nature of the event, downed
power lines or active gas leaks may prevent or complicate the deactivation of
these services. Minimum preparations
include a written (and safely located) description of the location and
operation of gas and electric shut-off valves, including those for adjoining or
adjacent buildings and structures.
Careful communications with neighbors can ensure that all parties are
aware of the plan and that multiple, knowledgeable people are authorized to
interrupt services on behalf of the group.
After these needs are met, and assuming that the
immediate threat has passed, the next concern is communication to the affected
parties that there is a plan in place, and that everyone needs to remain calm
while the plan is reviewed and implemented.
The existence of a plan is the most critical key to success. It should exist in hard copy as well as in
the minds of those who are tasked with implementing it. Once your colleagues or family members know
that there is a comprehensive plan and that it will be implemented, emotions and
activity tend to become focused on pitching in instead of panicking.
Before delving in to the details of a disaster recovery
kit and plan, let's review a list of planning and preparation essentials:
·
Prior
to event:
o
Discuss and plan for possible disaster
scenarios with staff and family, including escape and evacuation routes
o
Review insurance coverage for business
and home; ask your agent what specific coverage is available; create a photo
album of buildings and inventory, contract with an online backup provider to
preserve computer data.
o
Create a comprehensive, written and
rehearsed disaster recovery plan encompassing activities and materials needed
for the survival and comfort of your staff or family
o
ACT on the plan, collect and safely
store the plan and all related materials and equipment, formally assign duties
and roles, first aid training
o
Communicate the plan to staff, family
members, and neighbors - redundantly assign roles and responsibilities
·
Immediately
after event:
o
Assess the circumstances, perform life-saving
activities, prioritize and treat injuries, and evacuate if appropriate.
o
Ensure Infrastructure security - shut
off gas, electric and water feeds if appropriate, as well as those for adjacent
buildings
o
Communicate disaster recovery plans to
your group, request periodic status reports from all affected parties
What does a
Disaster Recovery Kit Contain?
Now that we have looked at the immediate and basic needs
of any business or group in the moments following a disaster, let's take a step
back and consider the contents of a good disaster recovery kit and plan, and
exactly what each should include to ensure success.
A valid disaster recovery plan should include a
comprehensive analysis of the needs of a particular group of people, their
probable location and status at the time of the event, and various possible
scenarios in terms of the type and duration of their needs. Many people tend to equate emergency
preparedness only with supplies of food and water, focusing on the obvious and
bare essentials for survival in the long term.
Reality and the experiences of thousands of catastrophe survivors
validate the importance of those particular needs, but also point to many other
items and services that are equal in their importance, if not more critical in
the short term.
If disaster strikes during nighttime hours and the flow
of power to the office building or home is interrupted, multiple sources of
reliable light are perhaps the first and most important need. It is difficult to assess a situation that
you can't clearly see, and evacuating a damaged building in the dark is
perilous at best. A well-stocked first
aid kit is also a priority item, as it allows you to provide care to injured
staff or family using appropriate equipment and materials - instead of making
do with potentially unsafe substitutions.
For members of your group that have specific medical concerns such as
diabetes, epilepsy or asthma, and for infants or sick staff or family members,
having a backup of their medication or other needed materials is particularly
important, especially when you consider that stressful situations can
exacerbate certain conditions.
Review of
first responder equipment:
·
Light sources - Flashlights, LED or halogen
headlamps, candles, backup batteries
·
First Aid Kit - Comprehensive,
including splints, bandages, sutures, scissors, antiseptic, antibiotics, etc.
·
Medication - prescriptions or
emergency medications for special members of the group which are not included
in the general first aid kit
Water, Food, Communications
Equipment and Fuel
Water service is interrupted by many disasters including
flooding, hurricanes, and earthquakes. Water is necessary to sustain life. Most experts agree that kidney shutdown and
death will occur within 7 to 12 days after going without water, and within much
shorter periods if heat or continued physical activities are factors. An emergency ration of bottled water should
be at or near the top of any emergency supplies list. Emergency preparedness guidelines issued by the U.S.
Department of Homeland Security recommend that all households maintain an emergency
supply of water - at least one gallon per person per day for three days - for
drinking, cooking and personal hygiene. Also consider that children, nursing mothers
and sick people may need more water than the average person. While the FDA has
not posted an official shelf life for bottled water, many sources suggest
storing the water at room temperature or below and rotating the stored water every
6 months. Ensure an additional measure
of security by adding a water purification device to the emergency kit.
Food is
another fairly obvious component of a well planned survival or disaster
recovery kit, and care should be taken while preparing and storing the food
cache. Choose foods that are relatively
high in calories, will store well for long periods of time without
refrigeration, and are packaged in a way that makes them resistant or
impervious to the elements. Be sure to
pack a manual can opener and any other required utensils as part of the kit -
chances are you won't have the opportunity to secure these items after the
fact. An air-tight container is an ideal
storage solution for your rations and utensils, and will ensure that even in a
flood or windstorm the meals will be safe from water or other hazards. Canned meats, fruits and vegetables, protein
or fruit bars, peanut butter, crackers, dry cereal or granola and canned juices
are good basic items. Above all, stock your kit with food that your colleagues
and family will actually eat. The most
expensive MREs and survival foodstuffs are worthless if they are considered
inedible by your group. Also consider the dietary needs or requirements of
specific members of your group. Babies will need formula, diapers, bottles,
medicine and other specialty items in order to survive, so consider these items
as carefully as your own rations. Also
consider your pets. While durable and
resilient, they will also need their own food and water.
Communications
equipment is a lifesaver in many adverse situations, providing much needed
information about what has happened and where official aid can be found.
Basic necessities checklist:
·
Bottled
water - equivalent to 1 gallon per adult per day, three days minimum, store at
or below room temperature, rotate every 6 months
·
Food
- non-perishable, high calorie foods stored in an air-tight container.
Utensils, food for babies, pets, or special diets.
·
Communications
equipment - radios, phones, walkie talkies, email/internet/text message
devices, backup batteries
·
Power
and Fuel - generators, gasoline, propane, backup batteries, solid fuel, solar
cells
Shelter and Comfort
Shelter
is also a primary concern, as continued exposure to the elements can lead to
hypothermia, heat exhaustion, or other ailments - depending upon the time of
year and your geographic location.
Dealing with the post-disaster circumstances will be plenty exhausting
without also fighting a losing battle against Mother Nature.
Tarps,
tents and other relatively portable shelters are best in most post-disaster
situations. You'll also want to consider
localized factors such as mosquitoes, gnats and other annoyances - and plan
your shelters accordingly. Cots, pads,
sleeping bags and other concerns might at first seem somewhat elective from a
survival standpoint, but should be considered an important part of your
disaster kit, along with jackets, blankets and extra tarps for warmth and
protection, or for replacing articles of clothing that were torn or otherwise
damaged during the event. Plastic
sheeting and duct tape are perfect for sealing openings in windows, under
doors, vents and outlets, and will be especially important if the disaster is
chemical, biological or radioactive in nature.
Toilet
paper, paper towels, soap, antiseptic wipes, insect repellent, an adjustable
wrench or pliers and other items can make a huge difference in the comfort and
security of your group, and should be included when possible. Most of these items can be stored
indefinitely, but nonetheless should be included on a list for periodic review
of functionality and expiration dates.
A
substantial supply of cash and spare change should also be included in your
disaster kit. In the midst of a disaster
area there are usually hot spots with electrical service, and a cold soft drink
or a payphone call can rejuvenate and energize victims and provide a sense that
things will eventually get back to normal.
Gas stations and supermarkets are also prone to switch to a cash-only
basis due to the interruption of electrical services used to power
authorizations for credit and debit cards.
Local banks and ATMs may be offline for extended periods following a
catastrophe.
Shelter and Comfort Checklist:
·
Shelter
- Tarps, tents, portable shelters, insect protection, cots, pads, extra
blankets, plastic sheeting, duct tape
·
Comfort
- Toilet paper, paper towels, soap, antiseptic wipes, insect repellent
·
Cash/Change
- for re-supplying on cash-only basis, miscellaneous
Just as
your disaster kit is a backup of the items and materials you would need during
a normal day, you should consider a backup for the disaster kit. If the primary kit of emergency supplies is
destroyed in the disaster, you'll be relieved to know that there is another,
perhaps identical, kit stored elsewhere.
Likewise, offsite backups of personal and business computer data, copies
of important documents like passports, identification, bank records, insurance
policies and credit cards can be invaluable in a time of crisis.
Let's Get Down to Business!
For
businesses, recovering from a major disaster is a two-fold consideration. It can be helpful to think of your business
as another living entity, such as a family, that will need special
consideration and accommodations to be comfortable. This family will need to approach disaster
recovery preparation in many of the same ways as laid out in the Immediate
Concerns section of this document, with special consideration given to certain
areas.
One area
of particular concern to any business is safeguarding important and often
irreplaceable information stores.
Contracting with an online backup service provider or deploying remote
backup software prior to a disaster can ensure that your business can resume
operations with your data intact, even if you have to relocate to another city
in order to set up an office. Besides
your employees and coworkers, it is computer data, not hardware or
infrastructure, which is the single most valuable and irreplaceable asset of
most businesses. With an online backup
service provider, your mission-critical records are safely backed up to offsite
servers on a regular basis, instead of being destroyed with the rest of your
equipment. Computer data related
disasters are frequently not directly related to a natural disaster such as a
hurricane or tornado. A minor fire or
broken water pipe can often wreak havoc with computer systems and data stores,
resulting in data losses on par with that found after a larger-scale disaster.
Contingency
planning should also extend to payroll, financial decision making, electronic
correspondence and accounting procedures.
Roles, workflow plans, availability and storage of backup materials, and
responsibilities should be designated and assigned well in advance, and
incorporated into a comprehensive written plan that is stored in multiple
locations. Backup personnel should be
designated for each employee, in the event that one or more of your staff is
unable to report to work.
Disaster Partnership Planning - DPP
for the SMB
Establishing
an alternate business location in advance of a disaster is a brilliant and cost-effective
way to quickly transition to a new base of operations in an emergency. Entering into a Disaster Partnership Plan
(DPP) with another business located outside the probable threat zone assures
that you can distribute alternate phone, mailing, and email contact information
to your clients and contractors before a disaster occurs. The disaster partnership plan should spell
out exactly what your host partner will provide for you, and will allow you to
know ahead of time what materials and staff can accompany you to the alternate
office.
While
not necessarily a legally-binding agreement, a DPP can specify the location of
your temporary offices (unused or vacant office space at another existing
businesses, for example), the number of your personnel that the office can
support, inbound phone lines and numbers that might be temporarily dedicated to
you and your staff, the advanced creation and testing of appropriate email
accounts at the new business, hours of operation, a mutual non-disclosure
agreement covering business operations and proprietary information that might
be shared during the DPP cohabitation, and other items of this nature. A DPP is
designed to take the guesswork out of the temporary relocation of your business
and is perhaps the most cost-effective and easily implemented aspect of a
comprehensive disaster plan. It also
gives a business the opportunity to reciprocate if their partner's location is
affected by a disaster.
WhereIsEverybody.com?
The
ability to know the status of, and to communicate with, your employees after a
disaster is a great bonus, allowing information to be shared and helping to
minimize the disruption of temporary operations. Establishing outsourced and redundant means of
communication is critical, but doesn't have to cost a lot of money. Sure, satellite phones for all executives are
one option, and free web-based email accounts (as a temporary alternative to
in-house server based email) are another good one. At the very least, establish and distribute a
telephone hotline number for all employees to call as soon after the danger
passes as is possible, to report where they are, how they are doing, and how
they can be reached. Stable
communications may not be possible for a fairly long period of time, but
updating the message that greets your employees when they are able to call the
hotline can help you advise them on projected return-to-work dates and other
important company information.
Again,
the plan is the key to success. Discuss
what natural or other types of disasters or emergencies might affect your
company, both internally and externally.
Plan for all scenarios and how your company would respond to each, in
detail. With a well thought out business
continuity plan, your business should be able to resume partial operations in a
relatively short time and be functional within 24 to 72 hours. The actual times will vary, of course,
according to the scope and severity of the disaster, and the ability of your
staff and employees to evacuate the affected area and/or set up temporary
offices. Likewise, the actual plan will
vary from basic to complex depending on the size, business focus, and location
of a particular organization. A good
disaster recovery planning worksheet, as well as other detailed information on
business continuity planning can be found here:
http://remote-backup.com/whitepapers/SampleDRplan.pdf
.
Prior to the event:
·
Review
insurance coverage, limitations and deductibles. Inquire about Business Interruption Insurance
and about specific policies that cover disasters that are possible in your area
- understand exactly what coverage you have and don't have
·
Employ
the services of a remote backup service provider - safely store a copy of
mission- critical computer files and data offsite, discuss and prepare written
plans covering the procedures for 'normal' data restores and disaster recovery
procedures
·
Keep
other forms of data backup locally - CD, DVD, or even paper copies of records
are better than no records at all - and may prove critical in the short term. Include contact information for contractors
(and backup contractors), clients and suppliers, as well as insurance
representatives
·
Pre-arrange
an alternate business location - enter into a Disaster Partnership Plan (DPP)
with a business or leasing company outside of the threat zone. Consider your choice carefully, and with due
consideration given to special infrastructure or communications requirements
·
Establish
check-in procedures - provide all employees with multiple and flexible means of
contact and status reporting
Summary
Whether your
disaster plan is for a business, school, or family, there are many common
elements to its creation. Among these
are early and advanced planning, scenario discussions, escape and evacuation
routes and communications planning, creating a written and well-circulated
plan, development and maintenance of a comprehensive disaster recovery kit, redundancy
for all supplies, equipment and computer data, a thorough understanding of the
roles and responsibilities of all concerned parties, and an annual review of
the plan.
Taking
these steps now will not decrease the odds of your family or business being
faced with a disaster. It will, however,
ensure that you and your group are well prepared for the worst if it should
come.
Media Contact information:
Tommy
Gardner, Director of Sales and Marketing
Remote
Backup Systems, Inc.
P. 901.850.9920 http://remote-backup.com
Copyright Remote Backup
Systems Any reuse without the
expressed written permission of RBS is prohibited.
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