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2 . Tee ice 17iolutiont The 10 Disaster Planning Essentials For A Small Business Network If your data is important to your business and you cannot afford to have your operations halted for days even weeks due to data loss or corruption, then you need to read this report and act on the information shared. A disaster can happen at any time on any day and is likely to occur at the most inconvenient time. If you aren t already prepared, you run the risk of having the disaster coming before you have in place a plan to handle it. This report will outline 10 things you should have in place to make sure your business could be back up and running again in the event of a disaster. 1. Have a written plan. As simple as it may sound, just thinking through in ADVANCE what needs to happen if your server has a meltdown or a natural disaster wipes out your office, will go a long way in getting it back fast. At a minimum, the plan should contain details on what disaster could happen and a step-by-step process of what to do, who should do it and how. Also include contact information for various providers and username and password information for various key web sites. Writing this plan will also allow you to think about what you need to budget for backup, maintenance and disaster recovery. If you can t afford to have your network down for more than a few hours, then you need a plan that can get you back up and running within that time frame. You may want the ability to virtualize your server, allowing the office to run off of the virtualized server while the real server is repaired. If you can afford to be down for a couple of days, there are cheaper solutions. Once written, print out a copy and store it in a fireproof safe, an offsite copy (at your home) and a copy with your IT consultant. 2. Hire a trusted professional to help you. Trying to recover your data after a disaster without professional help is business suicide; one misstep during the recovery process can result in forever losing your data or result in weeks of downtime. Make sure you work with someone who has experience in both setting up business contingency plans (so you have a good framework from which you CAN restore your network) and experience in data recovery Magic Drive, Suite 255 San Antonio, TX T Fax Page 1 of 4

3 . Tee ice 17iolutiont 3. Have a communications plan. If something should happen where employees couldn t access your office, or use the phones, how should they communicate with you? Make sure your plan includes this information including MULTIPLE communications methods. 4. Automate your backups. If backing up your data depends on a human being doing something, it s flawed. The #1 cause of data loss is human error (people not swapping out tapes properly, someone not setting up the backup to run properly, etc.). ALWAYS automate your backups so they run like clockwork. 5. Have an offsite backup of your data. Always, always, always maintain a recent copy of your data off site, on a different server, or on a storage device. Onsite backups are good, but they won t help you if they get stolen, flooded, burned or hacked along with your server. 6. Have remote access and management of your network. Not only will this allow you and your staff to keep working if you can t go into your office, but you ll love the convenience it offers. Plus, your IT staff or an IT consultant should be able to access your network remotely in the event of an emergency or for routine maintenance. Make sure they can. 7. Image your server. Having a copy of your data offsite is good, but keep in mind that all that information has to be RESTORED someplace to be of any use. If you don t have all the software disks and licenses, it could take days to reinstate your applications (like Microsoft Office, your database, accounting software, etc.) even though your data may be readily available. Imaging your server is similar to making an exact replica; that replica can then be directly copied to another server saving an enormous amount of time and money in getting your network back. Best of all, you don t have to worry about losing your preferences, configurations or favorites. To find out more about this type of backup, ask your IT professional. 8. Network documentation. Network documentation is simply a blueprint of the software, data, systems and hardware you have in your company s network. Your IT manager or IT consultant should put this together for you. This will make the job of restoring your network faster, easier AND cheaper. It also speeds up the process of everyday repairs on your network since the technicians don t have to spend time figuring out where things are located and how they are configured. And finally, should disaster strike, you have documentation for insurance claims of exactly what you lost. Again, have your IT professional document this and keep a printed copy with your disaster recovery plan Magic Drive, Suite 255 San Antonio, TX T Fax Page 2 of 4

4 . Tee ice 17iolutiont 9. Maintain Your System. One of the most important ways to avoid disaster is by maintaining the security of your network. While fires, floods, theft and natural disasters are certainly a threat, you are much more likely to experience downtime and data loss due to a virus, worm or hacker attack. That s why it s critical to keep your network patched, secure and up-to-date. Additionally, monitor hardware for deterioration and software for corruption. This is another overlooked threat that can wipe you out. Make sure you replace or repair aging software or hardware to avoid this problem. 10. Test, test, test! A study conducted in October 2007 by Forrester Research and the Disaster Recovery Journal found that 50 percent of companies test their disaster recovery plan just once a year, while 14 percent never test. If you are going to go through the trouble of setting up a plan, then at least hire an IT pro to run a test once a month to make sure your backups are working and your system is secure. After all, the worst time to test your parachute is AFTER you ve jumped out of the plane. Want Help In Implementing These 10 Essentials? Call us or ehill@techsagesolutions.com For A Free TechSage Disaster Recovery Shield Audit. If you , put Free TechSage Disaster Recovery Shield Audit in Subject line Magic Drive, Suite 255 San Antonio, TX T Fax Page 3 of 4

5 Business Emergency Plan [Pick the date] Business Continuity and Disaster Preparedness Plan PLAN TO STAY IN BUSINESS If the location is not accessible we will operate from location below: Business Name Business Name Address Address City, State, Zip Code City, State, Zip Code Telephone Number Telephone Number The following person is our primary crisis manager and will serve as the company spokesperson in an emergency If the person is unable to manage the crisis, the person below will succeed management: Primary Emergency Contact Primary Emergency Contact Telephone Number Telephone Number Alternative Number Alternative Number EMERGENCY CONTACT INFORMATION Dial 911 in an emergency Non-Emergency Police/Fire Insurance Provider 1

6 Business Emergency Plan [Pick the date] PLAN TO STAY IN BUSINESS The following natural and man-made disasters could impact our business: EMERGENCY PLANNING TEAM The following people will participate in emergency planning and crisis management WE PLAN TO COORDINATE WITH OTHERS The following people from neighboring businesses and our building management will participate on our Emergency planning team. 2

7 Business Emergency Plan [Pick the date] OUR CRITICAL OPERATIONS The following is a prioritized list of our critical operations, staff, and procedures we need to recover from a disaster. (Examples internet, , power, phones, etc) Operations Staff in Charge Action Plan SUPPLIERS AND CONTRACTORS Company Name: Phone number: Account Number: Materials/Service Provided: Company Name: Phone Number: Contact: Account Number: Materials/Service Provided: Company Name: Street Address: City: Phone Number: Materials/Service Provided: Company Name: Street Address: City: Phone Number: Materials/Service Provided: 3

8 Business Emergency Plan [Pick the date] EVACUATION PLAN FOR LOCATION COMMUNICATONS We will communicate our emergency plans with co-workers in the following way: In the event of a disaster we will communicate with employees in the following way: CYBER SECURITY To protect and computer hardware we will: To protect our computer software, we will: 4

9 Business Emergency Plan [Pick the date] RECORDS BACK-UP and accounting systems. is responsible for backing up our critical records including payroll Back-up records including a copy of this plan, site maps, insurance policies, bank account records and Computer back-ups are stored onsite Another set of back-up records is stored at the following off-site locations: If our accounting and payroll records are destroyed, we will provide for continuity in the following ways: EMPLOYEE EMERGENCY CONTACT INFORMATION The following is a list of our co-workers and their individual emergency contact information: 5

10 Risk Assessment Grid Business Continuity Impact Ranking Recovery Time Risk or Hazard Likelihood Corrective Action Plan 1-10 w/description Objective Act of Violence Arson Sabotage internal/external Vandalism Robbery Natural Disaster Fire Flood Tornado Earthuake Environmental Hazard Hurricane Snowstorms Vendor/Service Disruption Power Gas Water Security External Cyber Crime Data Breach Loss of records or Data Network Failure Emergency Contacts Name Role Work Phone Mobile Phone Address

Additional Items to Consider Adding to an Emergency Supply Kit: Prescription medications and glasses Infant formula and diapers Pet food and extra water for your pet Important family documents such

or information from www.ready.gov Sleeping bag or warm blanket for each person. Consider additional bedding if you live in a cold-weather climate.

11 Additional Items to Consider Adding to an Emergency Supply Kit: Prescription medications and glasses Infant formula and diapers Pet food and extra water for your pet Important family documents such as copies of insurance policies, identification and bank account records in a waterproof, portable container Cash or traveler s checks and change Emergency reference material such as a first aid book or information from Sleeping bag or warm blanket for each person. Consider additional bedding if you live in a cold-weather climate. Complete change of clothing including a long sleeved shirt, long pants and sturdy shoes. Consider additional clothing if you live in a cold-weather climate. Household chlorine bleach and medicine dropper When diluted nine parts water to one part bleach, bleach can be used as a disinfectant. Or in an emergency, you can use it to treat water by using 16 drops of regular household liuid bleach per gallon of water. Do not use scented, color safe or bleaches with added cleaners. Fire Extinguisher Matches in a waterproof container Feminine supplies and personal hygiene items Mess kits, paper cups, plates and plastic utensils, paper towels Paper and pencil Books, games, puzzles or other activities for children Emergency Supply List

12 Recommended Items to Include in a Basic Emergency Supply Kit: Water, one gallon of water per person per day for at least three days, for drinking and sanitation Food, at least a three-day supply of non-perishable food Battery-powered or hand crank radio and a NOAA Weather Radio with tone alert and extra batteries for both Flashlight and extra batteries First aid kit Whistle to signal for help Dust mask, to help filter contaminated air and plastic sheeting and duct tape to shelter-in-place Moist towelettes, garbage bags and plastic ties for personal sanitation Wrench or pliers to turn off utilities Can opener for food (if kit contains canned food) Local maps Through its Ready Campaign, the Federal Emergency Management Agency educates and empowers Americans to take some simple steps to prepare for and respond to potential emergencies, including natural disasters and terrorist attacks. Ready asks individuals to do three key things: get an emergency supply kit, make a family emergency plan, and be informed about the different types of emergencies that could occur and their appropriate responses. All Americans should have some basic supplies on hand in order to survive for at least three days if an emergency occurs. Following is a listing of some basic items that every emergency supply kit should include. However, it is important that individuals review this list and consider where they live and the uniue needs of their family in order to create an emergency supply kit that will meet these needs. Individuals should also consider having at least two emergency supply kits, one full kit at home and smaller portable kits in their workplace, vehicle or other places they spend time. Federal Emergency Management Agency Washington, DC 20472

13 What Are The Costs? The following will give you an idea of what it may cost to develop a disaster protection and business continuity plan. Some of what is recommended can be done at little or no cost. Use this list to get started and then consider what else can be done to protect your people and prepare your business. No Cost Meet with your insurance provider to review current coverage. Create procedures to uickly evacuate and shelter-in-place. Practice the plans. Talk to your people about the company s disaster plans. Two-way communication is central before, during and after a disaster. Create an emergency contact list, include employee emergency contact information. Create a list of critical business contractors and others whom you will use in an emergency. Know what kinds of emergencies might affect your company both internally and externally. Decide in advance what you will do if your building is unusable. Create a list of inventory and euipment, including computer hardware, software and peripherals, for insurance purposes. Talk to utility service providers about potential alternatives and identify back-up options. Promote family and individual preparedness among your co-workers. Include emergency preparedness information during staff meetings, in newsletters, on company intranet, periodic employee s and other internal communications tools. Under $500 Buy a fire extinguisher and smoke alarm. Decide which emergency supplies the company can feasibly provide, if any, and talk to your co-workers about what supplies individuals might want to consider keeping in a personal and portable supply kit. Set up a telephone call tree, password-protected page on the company website, an alert or a call-in voice recording to communicate with employees in an emergency. Provide first aid and CPR training to key co-workers. Use and keep up-to-date computer anti-virus software and firewalls. Attach euipment and cabinets to walls or other stable euipment. Place heavy or breakable objects on low shelves. Elevate valuable inventory and electric machinery off the floor in case of flooding. If applicable, make sure your building s HVAC system is working properly and well-maintained. Back up your records and critical data. Keep a copy offsite. More than $500 Consider additional insurance such as business interruption, flood or earthuake. Purchase, install and pre-wire a generator to the building s essential electrical circuits. Provide for other utility alternatives and back-up options. Install automatic sprinkler systems, fire hoses and fire-resistant doors and walls. Make sure your building meets standards and codes. Consider a professional engineer to evaluate the wind, fire or seismic resistance of your building. Consider a security professional to evaluate and/or create your disaster preparedness and business continuity plan. Upgrade your building s HVAC system to secure outdoor air intakes and increase filter efficiency. Send safety and key emergency response employees to trainings or conferences. Provide a large group of employees with first aid and CPR training.

14 Gift Voucher FREE Disaster Recovery and Backup Audit Assessment One of our Senior certified technicians will come onsite to review your current backup system to make sure all of your data is being backed up correctly and in a usable format. We ll also look for any unforeseen problems that may be brewing. Book your appointment now by calling Kathleen at Expires July 31, 2015

The 10 Disaster Planning Essentials

The 10 Disaster Planning Essentials For A Small Business Network 252 Plymouth Ave. S. Rochester, NY 14608 585-546-4120 info@capstoneitinc.com www.rochestercomputersupport.com The 10 Disaster Planning Essentials