disaster planning and recovery · 2018-04-21 · as part of this year’s state of disaster...

$: Disaster Planning and Recovery · 2018-04-21 · As part of this year’s State of Disaster Recovery initiative, Zetta surveyed 403 professionals in the IT field to better under\൳tand$
2018 ARMA Houston Spring Conference

Disaster Planning and Recovery

Kimberly DeCola, CRMRecords Analyst

Austin Convention [email protected]

2016 ARMA Houston Spring Conference2

Agenda

Your Disaster Plan Real World Situations Recovery


Disaster By The Numbers

54%Companies

experienced a downtime event lasting

more than 8 hours in the past five years.

67%In a site outage their business would lose

$20k+ a day for every day of downtime.

*Zetta Infographic: State of Disaster Recovery 2016”

Presenter

Presentation Notes

As part of this year’s State of Disaster Recovery initiative, Zetta surveyed 403 professionals in the IT field to better understand their experience with IT disaster recovery, their plans and solutions, difficulties and response to downtime events. The survey was conducted online in October 2016 and included companies in over 20 industries, varying in size from less than 50 to more than 1,000 employees.


4



5

Satisfaction with DR Solutions



Purpose and Scope

What’s included/excluded

ReasonGeneral Statement


Revision History

Reference Section

Change

Revision number

Date


Risks

Natural Risks

01Technological Risks

02Civil Risks

03


Risk Assessment


Risk Assessment

Impact on Records

Risk Probability

1 2 3 4

2 4 6 8

3 6 9 12

4 8 12 16


Positions Affected

List of key participants◦ Job titles Managers Records Analyst/Manager Records Team IT Other staff as identified


Policy

Authority Statement

01Safety

02Security

03


Policy

Authority• Who

declares• Who is in

charge• Authority

Statement

01Disaster

Plan Activation

02

Notification Procedures• When/How• In What

Order

Policy

Presenter

Presentation Notes

Succession plan


Policy


Resumption – Resumption Procedures

Business Functions

Essential (obligated)Non-essential (extra service)

Manual vs. Electronic Processes

BackupsAlternate methods

Needs/Rights

CustomersEmployees

Presenter

Presentation Notes

What functions have to come online first? What backups are available? Alternate methods?


Definitions

RMS Definitions

01Business Definitions

02


Definitions

Some examples include: EmergencyDisasterRecoveryResumption SalvageDisaster PlanVital Records Succession


Acronyms

RMS Acronyms

01Business Acronyms

02


Responsibilities

Chain of Command RMT/DRT

Staff/Volunteers/Temps

Specialists/Vendors


Alternate Work Sites

Cold sites

No equipment

Warm sites

Equipment availableNot set up

Hot sites

Equipment availableSet up


Vital Records

Identification Protection Recovery


Plan Alignment

◦ Business Continuity◦ Information Governance◦ IT

48-72 hours Window


Disaster Team Roles

Names vs Titles

Implement disaster plan• Head recovery operations• Document disaster and

salvage• Head Triage and Salvage• Compose post-disaster

report


Initial Disaster Procedures

Damage

Damage Assessment

Stabilize

Stabilize the Environment

Recovery

Triage and Salvage


Resumption – Damage Assessment

Records Locations

01Inventory

02Damage• Location• Type• Extent

03


Resumption – Stabilize

Personal Protection Gear

01Relocate Records

02Temperature Humidity

03


Resumption – Recovery

Triage

01Salvage

02Disposal

03

Presenter

Presentation Notes

Take care of the staff you assign to each function.


Ongoing Safety/Security

SecurityBuildingRecords

Safety StaffFamilies of staffPublic

Presenter

Presentation Notes

Make sure that you continually plan for the safety of employees. Food, drinks, shelter, a place to sit down and rest If the public is milling about make sure you have a designated place for them to be. Once you’ve taken care of building security, look at records security. If the records have to be moved be sure you establish a continuous custodial change. Inventory, move, re-inventory, etc.


Resumption –Other requirements

Legal CounselContractsPolicy

Legal issues

SuppliesStaffEmergency fund

Funding

Presenter

Presentation Notes

Have numbers in the contact lists for Counsel, purchasing and contracts, emergency funds, etc.


Risks

Use Risks from Section 2

01List By Disaster Type

02Be Specific

03Preservation vs Recovery

04


Risks Water main break Windows Bathrooms and kitchens near records Water pipes

Prevention:Regularly inspect, water pipes to water fountains, sinks, toilets, dishwashers, ice makers,

refrigerators and HVAC systems and window and door sills.Avoid storing records against walls where bathrooms, kitchen or water pipes are

located.Recovery Actions:Immediate action should be taken to determine where the leak is coming from.Records (including media other than paper) should be carefully moved to a safer

location and catalogued.If records are already damaged, carefully remove them from the disaster area. Use

great care not to tear or further damage the material. Use heavier paper or plastic sheets to place wet materials on, in order to provide support during transport.


Salvage – Salvage Instructions

First call to

Records Services!

First Call to RMS

Call the Professionals


Triage and Salvage

SalvagePrioritizePreservation methodsSpecialists

Triage Sort by DamageSort by Media


Triage Instructions

No Damage Light

Media needs• Film• Photos• Paper• Electronic• Hardware

Badly Damaged/Non-Recoverable


Welcome to the Real World

Disaster Photos.pptx Let’s take a look at what a real interruption looks like


Salvage – Equipment & Supply ListsOffice supplies

Cleaning supplies

Hardware equipment

Safety equipment

Rental equipment

Preservation/conservation supplies

Other equipment


Salvage – Equipment & Supply Lists

Include vendor, price, quantity, and product numbers of items

May only need one complete list for both recovery and salvage; pick and choose supplies as needed


Salvage – Equipment & Supply Lists

Lots of roomAt least six (6) long tables

3 for triage, 3 for salvageChairsGarbage cansClean waterTents, if outsidePortable dehumidifiers/fans


Post-Disaster Report

Gaps: What WorkedWhat Didn’t Recommendations:

Amend or Rewrite


Testing

Test,Test and

Test Some More!

40

Testing


Revision -Testing the Plan

Paper Exercises and Role Play:Work through procedures

Hands-on experience Real-world reactions

Find gaps in procedures

Employee Skill:Familiarity with procedures

Reduce panic and errorEveryone knows their role

Revision-Testing the Plan


Review RMT Meeting◦ At least yearly◦ Changes to plan◦ Include revisions in section 3.0

42

Review


Revision – Major Organizational Change

43

New Authority Change in Chain of Command

Reorganization of Company or Departments

Revisions


Appendices

Vital Records List

Disaster Team Roles

Records Control Schedule

Equipment & Supply Lists

Chemical Lists

Contact Lists

Worksheets

Suggested Appendices


Contact Lists Staff

RMS

Building Services

Contact Lists


Resources

Texas State Library and Archives◦ www.tsl.texas.gov

National archives◦ www.archives.gov

Library of Congress◦ www.loc.gov


• Contact Me• Kimberly DeCola• 512-404-4063

Post-Disaster Report

disaster planning and recovery · 2018-04-21 · as part of this year’s state of disaster...

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