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DISASTER RECOVERY

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Consider personal obligations of staff in event of disaster ... Notify Disaster Recovery Vendor advise of status, severity, required assistance ... – PowerPoint PPT presentation

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Title: DISASTER RECOVERY


1
DISASTER RECOVERY
  • KASBO SPRING CONFERENCE
  • 2009

2
When Disaster Is On Its Way
  • Monitor weather forecast for projected
    arrival/severity/duration
  • Notify Disaster Recovery Vendor of impending
    disaster
  • Provide notice of potential need for recovery
  • Schedule timing of their backup ref. storms
    arrival
  • Request archival of backup
  • Note contact persons information keep copy off
    site

3
When Disaster Is On Its Way
  • Time in-house backup options 1 and 5
  • Use tapes with some but very little use
  • Verify backup options 2 and 6
  • Archive off site
  • Log off and turn off all electronic machines
    except server
  • Unplug if not on uninterrupted power source (e.g.
    Tripp-Lite)
  • Charge all cell phones

4
When Disaster Is On Its Way
  • Discuss with staff accept input
  • Decide on priorities of responsibilities and
    deadlines who does what
  • Formulate what-if scenarios
  • Backup all critical Microsoft files to flash
    drives share the location

5
When Disaster Is On Its Way
  • Collect home and cell numbers for all department
    personnel
  • Share with all staff
  • Keep on person
  • Consider personal obligations of staff in event
    of disaster
  • Recognize that some staff may be hit harder than
    others due to home location

6
When Disaster Is On Its Way
  • Decide on action plan and method of notification
  • If power is lost, land lines are down
  • If cell phone is dead, what is the alternative?
  • If disaster will hit close to A/P check run
  • process checks ahead of time with appropriate
    date and postage
  • Designate staff member to mail on appropriate
    date

7
When Disaster Is On Its Way
  • If disaster will hit close to pay date
  • Process all checks and transmit direct deposits
  • Decide on delivery procedure to staff
  • Communicate this procedure with all staff
  • Determine process for collecting time records
    from all locations
  • Communicate process with building administrators
  • Deliver tax deposits in advance to bank with
    agreement to process on given date

8
When Disaster Is On Its Way
  • Stage all tax transmittals prior to arrival of
    disaster
  • Establish back-up plan for reconciliation and
    delivery of payroll vendor checks

9
When Disaster Strikes
  • Ride out the storm in a safe place
  • Notify Disaster Recovery Vendor advise of
    status, severity, required assistance
  • Estimate down time and impact on priorities
  • Notify staff of impending implementation of
    action plan
  • Implement action plan based upon priorities and
    deadlines

10
When Disaster Strikes
  • Determine storms personal impact on staff to
    determine availability
  • Set up alternate site to proceed with priorities
  • Initiate Vendors Disaster Recovery
  • Be flexible!
  • Maintain daily contact with staff to advise of
    status

11
What We Did
  • Limit any in-office time
  • Temperature
  • Lights
  • Collection of needed materials
  • At-home Disaster Recovery
  • Multiple users
  • Neighboring district assistance
  • Value of personal relationships and contacts

12
What We Did
  • Moving server, printer, folder/sealer
  • Weight
  • Bulk
  • Disconnect/reconnect
  • Change in IP address
  • IT assistance with off-site small network set up
  • Generator for postage meter
  • Frequent monitoring of freezers and refrigerators

13
What We Learned
  • Old advice take to another district and youre
    ready to go this doesnt work!
  • Availability of 4-wheel drive a must
  • Off-site location with heat/power
  • Laptops!
  • User-friendly at-home DSL service
  • Consider availability of unlimited DSL usage
    (other family members needs)

14
What We Learned
  • Generators computer, RS 6000, district server,
    postage meter you probably do not have nearly
    enough
  • If state network is down, youre down
  • When facing critical deadline before the
    disaster, stay as late as necessary to finish it
  • Have a backup plan for critical postage, such as
    adequate petty cash

15
What We Learned
  • If you spool a function for later access with an
    outside vendors product (e.g. PSST), they cannot
    recover it unless previously pulled up with their
    product
  • Munis can access the backup file and email it,
    but it is not usable without Munis software
  • Back up all critical Microsoft files and email
    contacts on flash drive
  • Keep on person
  • Consider encryption

16
What We Learned
  • Dont rely on H-drive server is probably down
  • If youre going to another location, take box of
    all needed supplies copy paper, stapler, pens,
    note paper, post-its, forms, instructions,
    mailing envelopes and addresses, check signature
    diskettes
  • Dont mooch
  • Take IP address, if you dont know it

17
What We Learned
  • Be considerate of other districts time and
    generosity
  • Determine a backup location to the backup
    location ref. heat and power
  • Need for availability of brute force for moving
    heavy equipment
  • Dont rely on other department personnel they
    may have other priorities

18
What We Learned
  • Remember that KDE staff may be impacted/unavailabl
    e as well
  • Keep your cell phone charger with you charge
    whenever possible
  • Heavy-duty extension cords for outside
    generators
  • Flashlights and batteries
  • Empty refrigerators

19
What We Learned
  • Alternate supplier for gasoline for generators
  • Alternate supplier for diesel to start up buses
    (at least one hour)
  • Establish backup source for drinking water - A/P
    vendor set up
  • Determine need for hot tap water ref. lack of
    power to water heaters

20
What We Learned
  • Stay on top of deadlines and plan accordingly
  • Once power is restored, allow 6-8 hours for
    inside temperature to reach an acceptable level
  • Gradually bring up other equipment
  • Restore IP address on RS6000

21
What We Learned
  • Notify Disaster Recovery vendor
  • Do not permit staff to update RS6000 database
    until Disaster Recovery has been completed
  • Move Disaster Recovery updated backup to RS6000
    allow several hours
  • Find a restaurant thats open and get a hot lunch
    and/or hot beverage to warm up

22
What We Learned
  • Use of cell phone cameras is not allowed no
    blackmail material!
  • Maintaining your sense of humor is critical
  • Remember that other people may be without heat
    and lights for a lot longer than you, so they may
    have lost their sense of humor
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