preparing your business for a disaster

“What Every Business Owner Needs to Know NOW About Disaster Recovery &

Business Continuity That Will Guarantee Your Business Stays Up And Running In the Event Of A Tornado, Fire, Flood, Or

Other Data-Erasing Disaster”

Your System Management

Experts

CIO Office Inc.Serving Middle Tennessee Since 2000

Supporting small and medium-sized businesses by offering voice & data integration and managed

services at an affordable price, backed by years of experience

Partnering with strong vendors: Microsoft, HP, Dell, Ingram Micro, Toshiba, NuVox, and others


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Outstanding Customer Service, but don’t take our word for it….

“I definitely recommend CIO Office. They are very dedicated to what they do and the customer service factor has been incredible.”-Ken Renner, VP Commercial Sales & Leasing, Vastland Companies

“Just as people come to us for our expertise in countertops, we get the computer expertise that CIO Office offers. We can have the smallest thing addressed in a matter of minutes and keep the workflow going without any interruption.” –Mike Woods, Sales Manager, Custom Fabrication, Inc.

“CIO Office is a business partner. Anyone that enters into a partnership with CIO Office is going to be rewarded with the best advice and service that I know of out there in the IT field in the Nashville area. They make computers easy.”- Gerry McKinney, CFO, The Parent Company

“There is a definite impact on productivity and having system that we can rely on has made a definite impact on us. That is what CIO Office brings to our company.” Angela Lascelle, Office Manager, 360 Artist Agency


Experts

What Your Will Learn Today• The differences between Backup, Disaster

Recovery and Business Continuity• Types of disasters, their frequency and

severity• Why you should be afraid…very afraid• The easiest way to insure your data isn’t

lost• How to put your backup on autopilot with

complete confidence that it works


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What Is Our Goal?• Make sure you never lose critical

data• Minimize downtime• Recover as quickly as possible in the

event of a disaster


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• Of companies experiencing a major loss of data• 25% to 43% never reopen• 51% close within two years of the loss• A mere 6% survived over the long term


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Why is this important?


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Why is this important?• Small businesses account for

• More than 99% of companies with employees• 50% of all private sector workers• Nearly 45% of the nation’s payroll

• Commitment to planning today will help support employees, customers, the community, the local economy and the country


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Business Continuity . . . Is a holistic management process that

identifies potential impacts that threaten an organization and provides a framework for building resilience and the capability for an effective response that safeguards the interests of its key stakeholders, reputation, brand and value creating activities.


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Not Just About IT Issues• Plan for immediate disaster response –

including safety of employees• Identification of critical processes• Review insurance coverage• Disaster prevention• Key suppliers/service providers


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Where to Begin?• Vulnerability Assessment• Probability• Potential Impact

• List potential threats considering• History• Geography• Technology• Building Characteristics

Key Causes of Data Loss78% Equipment Failures 11% Human Error7% Software Corruption2% Computer Viruses1% Natural Disasters1% Other


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Equipment Failures• Malfunction or complete failure of

office machinery• Servers• Desktops or laptops• Fax machines• Phone systems• Network components

• Expect this type of failure at some time


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Human Errors

• Unintentional actions taken by managers and employees acting in good faith

• Most common causes• Inadequate user training• Fatigue• Carelessness


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Third Party Failures

• Service delivery failures• Electrical power• Phone service• Internet service

• Financial disasters• Default of large customer• FDIC bank closure


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Environmental Hazards

• Denial of access due to• Smoke from nearby fire• Hazardous substances in

building• Irritants such as • Fresh paint• Radioactive, biological or

chemical substances


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Other Disasters

• Natural events• Tornados• Floods and storms

• Man-made disasters• Fires• Gas leaks• Water pipe leaks


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Terrorism and Sabotage• Intentional, systematic, planned and

organized• Based on malicious intent• Possibility of very concentrated damage

with relatively little effort• Perpetrated by • Terrorists• Computer hackers• Disgruntled employees

Understand Your RisksNashville was the 9th most dangerous city in the US for Long Track

F3 to F5 tornados between 1880 and 2003


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Evaluate Each Disaster Based on -• Probability of occurrence• Impact• Human - possibility of death or injury• Property – cost of repair/replacement• Business – potential interruption of

operation• Ability to respond• Internal resources• External resources

Vulnerability Assessment


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azard

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ProbabilityImpact


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Key Concepts• Recovery Time Objective – RTO• How long can your business survive before you

have to be operational to remain in business?• How long before the costs of being down

outweigh the cost of recovery?

• Recovery Point Objective – RPO• How old can your data be and still have value?• How old can your data be before the cost of

recovering it outweighs the cost of protecting it?


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Disaster

RTO RPO

14 days 7 days 2 days 1 hour 1 day 2 days

Higher Cost Higher Cost Lower costLower cost


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On-line Resources• www.ready.gov/business• www.disastersafety.org/

business_protection• www.fema.gov/business• www.rothstein.com• www.thebci.org


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Books• Business Continuity Planning: A Step-

by-Step Guide with Planning Forms on CD-ROM, Third Edition

• Kenneth A. Fulmer• Contingency Planning and Disaster

Recovery: A Small Business Guide Donna R. Childs and Stefan Dietrich


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Disaster Recovery . . . Is the process, policies and

procedures of restoring operations critical to the resumption of business after a disaster.


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Backup• Copying your data to a safe medium

for recovery in the event of data loss due to disaster

• Protection from some disasters, like fire or flood, requires two-step backup• On-site • Off-site


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Traditional Backup Methodology• Backup is performed nightly• Someone must remove the media and

replace it with tonight’s media• Two-step backup accomplished by taking a

recent backup off site• Relies on your staff to make sure that

backup is working• Single snapshot per day


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Backup to Tape• Slow – takes half hour to hours and hours• Media degrades over time and is greatly

affected by the environment• Tape drive is expensive• Additional capacity is difficult to add• Formats are typically proprietary – must

have same type of drive and same software to restore


ExpertsMove to Disk Based Backup

Removable Hard Drives• Backup and restore times are much

faster• Capacity is easily increased• Solutions may use standard Windows

file systems• Still requires user interaction• Not as convenient to carry offsite


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Here’s the problem…

We think a good backup is good enough.


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Criteria For A Solid Backup System• Take the human element out of the

equation• Make sure ALL files are backed up• Automated and easy• Intra-day backups• No impact on day to day operations• Fast restores – and to dissimilar hardware


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Criteria For Off-Site Backup• Secure data transfer• Secure data storage• Ability to receive data overnight• Ability to send initial backup on hard drive• Geographically separate from you• Low cost off-site storage• Regulatory compliance – HIPAA, SOX, GLBA


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Questions to ask…• How much revenue, gross AND net, do

you generate?• How many employees do you have,

what is their cost?• How much of that is facilitated, or

even dependent, on your IT infrastructure?


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Questions to ask…• How will a failure – even a short lived

failure – be perceived by your customers and your employees?

• How quickly can you recover lost files?• If a server fails, how long will it be

before you are back up and running…how much opportunity cost would this represent?


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Could you survive . . . ?


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Introducing CIO Office’sTech Advantage BDRS

• Built-in archiving to rid yourself of costly tapes, offsite storage facilities and downtime while waiting on restores.

• 24x7x365 monitoring and management, insuring data integrity

• Comprehensive business continuity, disaster recovery, and back-up, all in one

• Includes our TechAdvantage Basic Plan (Valued at $150)


Experts8 Reasons Why You Need To Replace Your

Current Backup With CIO Office’s Tech Advantage BDRS

1. Near Real-Time Backups: As frequently as every 15 minutes

2. Complete Image: Backs up your entire server including open files

3. Restores that are Intuitive, Flexible and Fast



Current Backup With CIO Office’sTech Advantage BDRS

4. Secure Remote Storage5. Secure Bandwidth Throttling Transfer6. Monitored and Verified 24x7




7. Virtualization• Server Fails• NAS Virtualizes Server• One hour or less• No reconfiguration necessary

• Backups Continue




8. Overnight Disaster Recovery• Replacement appliance delivered

with most recent off-site images• Business can be back up and

running in 24 – 48 hours


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• No longer replace failed tapes• Have you network back up in the time that it

takes an employee to have a coffee break• Have the peace of mind that your records are

up-to-date and your business will not be one of the casualties of a major disaster


ExpertsHow Much Would This Be Worth To Your

Business?

“It’s a no-brainer. The cost of the plan is so low and the backup coverage is so comprehensive. For this price, you can’t even pay an employee to change out the tapes every day or cover the cost of failed tapes throughout the year.”


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Gerry McKinneyCFO

The Parent Company


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Tech AdvantageBDRS-100

Tower2 Servers

400 GB of Data

Tech Advantage BDRS-2100

Tower or Rack3 to 6 Servers 1 TB of Data

Tech AdvantageBDRS-3100

Rack7 to 10 Servers

2 TB of Data

Monthly Fee $199.00 $299.00 $399.00

Setup Charge $995.00 $1,495.00 $1,995.00

Included Off-site 50 GB 100 GB 250 GB

Additional StoragePer GB/month

$1.60

$1.60 up to 500GB

$1.45 over 500GB

$1.60 up to 500GB

$1.45 over 500GB

preparing your business for a disaster

Technology

system management expertswhat

system management expertswhy

system management expertswhere

holistic management

office manager

natural disasters

critical data

customer service factor