1. Presented by Information Technology Advisory Group (ITAG) www.ItagInfo.comConsult@ItagInfo.com Disaster Recovery/ Business Continuation Workshop

2. About ITAG Technical services firm designed to help our clients improve their competitiveness and profitability through the use of technology in business. Not a reseller of any software or hardware products.

3. Session Format Session Format DefinitionDefinition Stages of a DisasterStages of a Disaster ConsiderationsConsiderations Plan MethodologyPlan Methodology Plan ComponentsPlan Components

4. Definition

5. Business Continuation Plan Ability to ensure the restoration of your business activities to normal operations as quickly as possible after a disruption or disaster.Ability to ensure the restoration of your business activities to normal operations as quickly as possible after a disruption or disaster. Specific to your organizationSpecific to your organization In accordance with Corporate CultureIn accordance with Corporate Culture

6. Types of Disaster Blizzards / Winter StormsBlizzards / Winter Storms Computer Failure / Computer Viruses / Telephone SystemComputer Failure / Computer Viruses / Telephone System EarthquakesEarthquakes Environmental HazardsEnvironmental Hazards Flooding Terrorism Power Outage Transportation Disruptions Fire Hurricane / Tornado

7. Stages of a Disaster

8. Stages of a Disaster Stages of a Disaster RecognizeRecognize RespondRespond RecoverRecover RestoreRestore

9. Stages of a Disaster Stages of a Disaster RecognizeRecognize –protect human life –determine/assess nature of disaster or event –notify management/authorities –inform employees

10. Stages of a Disaster Stages of a Disaster RespondRespond –activate emergency response team –employee relocation procedures –customers/partners/suppliers notified –coordinate with fire, police, etc. –media notified –decision to activate business continuation plan

11. Stages of a Disaster Stages of a Disaster RecoverRecover –achieve your MARC (Minimum Acceptable Recovery Configuration) –short/long term interim processing –employee/operational logistics –review events, begin documentation

12. Stages of a Disaster Stages of a Disaster RestoreRestore –priorities set and maintained –maintain flexibility –restore power, security, environmentals, etc. –restore/replace hardware/software –cleanup and reconstruct –business operations return to normal

13. Considerations

14. Considerations Considerations WhyWhy WhenWhen PeoplePeople External RelationshipsExternal Relationships InsuranceInsurance Data, Information & KnowledgeData, Information & Knowledge TechnologiesTechnologies Legal Implications Legal Implications CostsCosts SecuritySecurity Common DisastersCommon Disasters

15. Considerations Considerations WhyWhy –What do you stand to lose RevenueRevenue Customers / MembersCustomers / Members Market ShareMarket Share Competitive EdgeCompetitive Edge –Industry statistics indicate that 43% of companies never reopen after a disaster has struck.

16. Considerations Considerations WhyWhy –What do you stand to gain Continuity of BusinessContinuity of Business Ability to improve business processesAbility to improve business processes Customer Satisfaction / ConfidenceCustomer Satisfaction / Confidence

17. Considerations Considerations When should you begin developing a planWhen should you begin developing a plan –Now Dont wait for a disaster to hitDont wait for a disaster to hit

18. Considerations PeoplePeople –Call Tree StaffStaff –Identify special skills of staff Members/Customers/Partners/SuppliersMembers/Customers/Partners/Suppliers Emergency ServicesEmergency Services –Fire –Police –Establish policy for employees to report in

19. Considerations People (Employee Support)People (Employee Support) –Cash Advances –Salary Continuation –Flexible / Reduced Hours –Crisis Counseling –Day Care

20. Considerations Considerations External RelationshipsExternal Relationships –Bank –Offsite Storage / Facility –Technology Solution Providers –Telecommunication Supplier –Key Suppliers –Printer

21. Considerations Considerations InsuranceInsurance –Property Value –Coverage Loss of incomeLoss of income Power outagePower outage –Deductible –Requirements for reporting a loss –Vital Records

22. Considerations Data, Information & KnowledgeData, Information & Knowledge –Data Raw facts and figuresRaw facts and figures –key data profile –Information Process of combing data to become meaningfulProcess of combing data to become meaningful –standard operating procedures –Knowledge Process of using information to make decisionsProcess of using information to make decisions –Knowledge Map DB

24. Considerations Considerations TechnologiesTechnologies –Infrastructure –Communications (voice/data) –Internet

25. Considerations Considerations Infrastructure TechnologiesInfrastructure Technologies –Redundancy Plug-n-Play Hardware/Traffic RoutingPlug-n-Play Hardware/Traffic Routing –Wireless Networking –Data Backup –Backup Power –Management Tools inventory, security, configurationinventory, security, configuration

26. Considerations Considerations Communication TechnologiesCommunication Technologies –Voice PBXPBX Cell PhonesCell Phones –Data VPNVPN WAN ReplicationWAN Replication FaxFax PDAPDA

27. Considerations Considerations Internet TechnologiesInternet Technologies –Email –Instant Messaging (IM) –Internet Phone –ASP –Server Hosting –Online Data Storage –E-commerce –Online Directions

28. Considerations Considerations LegalLegal –Contractual obligations such as Publishing (advertising, circulation, etc.)Publishing (advertising, circulation, etc.) IRS or other Government Mandates (PAC reporting, etc.)IRS or other Government Mandates (PAC reporting, etc.) Customer ContractsCustomer Contracts

29. Considerations Considerations CostsCosts –Plan Development External consultantExternal consultant Internal resourcesInternal resources Software (if desired)Software (if desired) –Offsite Storage TapeTape Critical Documents and FormsCritical Documents and Forms

30. Considerations Considerations CostsCosts –Ongoing Plan Maintenance TestingTesting Software Maintenance (if desired)Software Maintenance (if desired) –Contingency Alternative Fees TechnologyTechnology FacilityFacility Telecommunications (voice/data)Telecommunications (voice/data)

31. Considerations Considerations SecuritySecurity –Secure critical file cabinets –Locking desks –Closing windows / doors Most common disastersMost common disasters –Vulnerability/probability analysis

32. Plan Methodology

33. Project InitiationProject Initiation Conduct Impact AnalysisConduct Impact Analysis Identify Continuity AlternativesIdentify Continuity Alternatives Review Internal Policies & ProceduresReview Internal Policies & Procedures Develop PlanDevelop Plan

34. Plan Methodology TestingTesting Incorporate Plan into Day-to-Day OperationsIncorporate Plan into Day-to-Day Operations TrainingTraining Plan MaintenancePlan Maintenance

35. Plan Methodology Project InitiationProject Initiation –Develop Project Team Requires Project Team LeaderRequires Project Team Leader Cross-departmental participationCross-departmental participation –Allocate necessary resources –Obtain senior level buyoff –Establish plan timetable and budget –Communicate mission

36. Plan Methodology Determine Vulnerability AnalysisDetermine Vulnerability Analysis Conduct Impact AnalysisConduct Impact Analysis –According to the Index for Disaster Readiness 75% of companies surveyed do not understand the financial impact associated with every key function in their organization. –Establish rating scale

37. Sample of Interdependencies Membership Meetings/ Education FMS PAC AMS Committee Management Products Exhibits HR Business ProcessesData Repositories Personnel Tracking Financial Reporting User Data Source

38. Plan Methodology Business Process / Function Checklist geared towards AssociationsBusiness Process / Function Checklist geared towards Associations –Dues Processing –Meeting/Education Registration –Exhibition Management –Product Fulfillment / Inventory Tracking –Lobbying / Grassroots

39. Plan Methodology Business Process / Function Checklist geared towards AssociationsBusiness Process / Function Checklist geared towards Associations –PAC –Regulatory Tracking –Committee Management –Chapter Relations

40. Plan Methodology Standard Business Process / Function ChecklistStandard Business Process / Function Checklist –Payroll –Cash Receipts –Accounts Payable –Financial Management –Human Resource

41. Plan Methodology Standard Business Process / Function ChecklistStandard Business Process / Function Checklist –Communications / Public Relations –Marketing / Sales –Purchasing –IT

42. Plan Methodology Continuity AlternativesContinuity Alternatives –Do nothing or suspend business process –Perform business processes manually –Reciprocal agreements –Purchase warm/hot site –Use service bureau –Utilize Internet technologies, where applicable

43. Plan Methodology Identify Continuity Alternatives for each business processIdentify Continuity Alternatives for each business process Establish Minimum Acceptable Recovery Configuration (MARC)Establish Minimum Acceptable Recovery Configuration (MARC)

44. Plan Methodology Review Internal Policies & ProceduresReview Internal Policies & Procedures –Evacuation Floor monitorsFloor monitors Transportation for community-wide evacuationTransportation for community-wide evacuation Procedures to assist people with disabilitiesProcedures to assist people with disabilities –Fire

45. Plan Methodology Review Internal Policies & ProceduresReview Internal Policies & Procedures –Security –Insurance –Employee Manual

46. Plan Methodology Develop PlanDevelop Plan –Reporting Structure –Establish Emergency Response Teams –Communication Strategy InternalInternal ExternalExternal –Business Process Restoration Guidelines –Readiness Timeline

47. Plan Methodology Incorporate Plan into Day-to-Day OperationsIncorporate Plan into Day-to-Day Operations –Accounting –Personnel –Technology –Internal Communications –Operating Procedures

48. Plan Methodology TrainingTraining –Employee Orientation –Periodic Educational Workshops

49. Plan Methodology TestingTesting –Planned and Unplanned Table Top ExercisesTable Top Exercises Walk Through DrillWalk Through Drill Functional DrillFunctional Drill –Business Process specific Evacuation DrillEvacuation Drill Full Scale ExerciseFull Scale Exercise

50. Plan Methodology Plan MaintenancePlan Maintenance –Ongoing Involve all levels of managementInvolve all levels of management –Schedule Periodic plan review and updatesPeriodic plan review and updates –Review Considerations Does Plan reflect lessons learned from testingDoes Plan reflect lessons learned from testing Does Plan reflect changes in Business ProcessDoes Plan reflect changes in Business Process Does Plan include updated Call TreeDoes Plan include updated Call Tree

51. Plan Methodology Plan MaintenancePlan Maintenance –Utilize unscheduled events to initiate plan review and updates Technology UpgradesTechnology Upgrades Business Process ModificationsBusiness Process Modifications Personnel ChangesPersonnel Changes Facility ChangesFacility Changes

52. Plan Components

53. Reporting StructureReporting Structure Emergency Response TeamsEmergency Response Teams Personnel ListingPersonnel Listing Call TreeCall Tree Building / Floor BlueprintsBuilding / Floor Blueprints

54. Plan Components Polices & ProceduresPolices & Procedures Business Process Restoration GuidelinesBusiness Process Restoration Guidelines Existing TechnologiesExisting Technologies

55. Plan Components Reporting StructureReporting Structure Emergency Response TeamsEmergency Response Teams –Administrative Team Acts as command post for all disaster activities. Makes major decisions. Facilitates all information and provides direction.Acts as command post for all disaster activities. Makes major decisions. Facilitates all information and provides direction.

56. Plan Components Emergency Response TeamsEmergency Response Teams –Disaster Assessment/Restoration Team Evaluates extent of damage, determines length of time facility will be unavailable, determines continuity alternative most viable to situation.Evaluates extent of damage, determines length of time facility will be unavailable, determines continuity alternative most viable to situation. –Communications Team Responsible for contacting all staff, press, members, customers, etc.Responsible for contacting all staff, press, members, customers, etc.

57. Plan Components Emergency Response TeamsEmergency Response Teams –Operations/Support Services Team Establishes facilities, desks, office supplies. Also can be used to secure lodging and transportation for staff as necessaryEstablishes facilities, desks, office supplies. Also can be used to secure lodging and transportation for staff as necessary –IT Team Manages technology (data and voice) reconstruction, computer usage and coordinates alternative computing services.Manages technology (data and voice) reconstruction, computer usage and coordinates alternative computing services.

58. Plan Components Personnel ListingPersonnel Listing –home address, phone, alternative contact Call TreeCall Tree Building / Floor BlueprintsBuilding / Floor Blueprints Policies & ProceduresPolicies & Procedures

59. Plan Components Business Processes Restoration GuidelinesBusiness Processes Restoration Guidelines –Impact Analysis Questionnaire –Business Process Contingency Alternatives Existing TechnologiesExisting Technologies –Hardware Platform / Operating System –Software (with version releases/patches)

60. Wrap Up Questions & AnswersQuestions & Answers Thank YouThank You

61. Presented by Information Technology Advisory Group (ITAG) www.ItagInfo.comConsult@ItagInfo.com Disaster Recovery/ Business Continuation Workshop THE END