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10 Essential Steps to Disaster Recovery


Risk Analysis and the Security Survey (Hardcover) By: James Broder ... Disaster Management and Preparedness (Hardcover) Thomas Schneid & Larry Collins ... – PowerPoint PPT presentation

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Title: 10 Essential Steps to Disaster Recovery

10 Essential Steps to Disaster Recovery
Colorado Municipal League 2009 Annual
Conference Vail, Colorado
  • Planning to Stay in Business!

Why Is Disaster Planning Important?
  • Should be a part of every organizations
    operations plan
  • Protects public assets and people
  • Proactive vs. Reactive
  • Good business sense
  • Helps assure business and operational

How will you deliver your municipal services
after this?
Greensburg, KS May 4, 2007
The Cost of Disasters Emergencies
  • Deaths and injuries to citizens and staff
  • Property and infrastructure losses
  • Business continuity damaged
  • Operational capacity reduced
  • Negative impacts on budgets and reserves
  • Image and reputation reduced
  • Loss of trust and confidence

Oklahoma City April 19, 1995
Getting Started - Face Reality
  • It cant happen to us…
  • Well, it can!
  • Accept that possibility…

Disaster Management Cycle
(No Transcript)
The First Minutes Of Response Are Critical
  • You need to make great decisions!
  • The actions you take in the first 60 minutes will
    determine how well you succeed in your disaster
    recovery efforts
  • Chaos reigns
  • Shock, Confusion, Danger
  • Little or no information on the situation
  • People may need of rescue medical help
  • How can you make great decisions in this
  • Have a PLAN!

The Value of a Plan
  • It takes planning to get to recovery…
  • Plans build control and stability
  • They create decision perimeters
  • Provide action templates and checklists
  • Support process and critical management elements
    into decision-making during a crisis
  • They minimize
  • Failures by inaction
  • Group-think
  • Analysis-Paralysis
  • Guessing and Freelancing
  • Reliance on luck
  • Poor communication Surprises

Grand Forks, ND Flood of the Century Spring 1997
Business Continuity
  • A simple concept
  • Its assuring the continuation of your
    organization following a disaster
  • Knowing what to do in order to protect and
    recover your business functions and assets
  • What to do How to do it When to do it
  • Where to do it Who will do it
  • Without continuity planning you only have a 50-50
    chance of surviving a disaster
  • Are those odds good enough for you???

Step One Start Your Emergency Management
Planning Process
  • NOW! Planning is the foundation to a successful
    disaster or emergency incident recovery
  • Task a group to develop the EMP
  • The Planning Team
  • Someone must be responsible and accountable for
    the plan
  • The size of the planning team depends on your
    needs and expectations
  • The PT should have members from all
    areas/functions/stakeholders of the organization
    to encourage participation and buy-in to the
  • A larger group increases the amount of time and
    energy participants are able to invest in the
    planning process
  • It also enhances the visibility and stature of
    the planning process
  • It provides for a broad perspective on the issues
  • Have participants appointed in writing by upper
    management and their job descriptions could also
    reflect this assignment

Step One - Emergency Management Plan
  • Issue a Mission Statement developed by the
    Planning Group and supported by management
  • The mission statement should
  • Define the purpose of the plan and day that it
    will involve the entire organization
  • Define the authority and structure of the
    Planning Group
  • Establish a work schedule and planning deadlines.
    Timelines can be modified as priorities become
    more clearly defined.
  • Establish a Schedule and Budget
  • Develop an initial budget that will support the
    planning process and sufficient to complete the

Dont Build a Big Book
  • The old Books are ineffective plans
  • Civil Defense Era Model (limited scope)
  • Todays recovery challenges are dynamic
  • So…focus on
  • Activating your recovery plan
  • Keeping your entity operational
  • Survival
  • Reduce actions to checklists
  • Youll never regret this effort

Southern California Mudslides December 2003
Step Two - Identify Rank Your Key
Business/Operational Functions
  • What elements are essential to keep you
  • Rank these critical areas for the most attention
    in your planning process
  • If you have five and can only afford to address
    two now, pick the top two
  • Protect and prepare to recover what is most
    important to keeping your doors open

Step Three - Avoid the Black Box Trap
  • Many organizations ready have a plan
  • But most have little idea how it was generated
  • Often, the plan itself is sometimes too
    complicated to understand
  • During a disaster response, you wont have time
    to read a book!
  • For a plan to work you and your people must
    understand it
  • Know how it is created Focus on the goal
  • Good plans follow a logical process
  • Keep it SIMPLE

Step Four Stage Your Response
  • In a disaster, some things must be done
    immediately and some can wait
  • Identify the levels of your response and document
    them in the EMP
  • When disaster strikes you want
  • The right people and decisions
  • Assets and support immediately
  • Resources necessary to maintain operations
  • Remember, recovery starts with the response!

Resource Priority Levels
  • Needed immediately!
  • Within the next 8-12 hours
  • Within 24 hours
  • Within 48-72 hours
  • Do this in your plan

Step Five Recognize Your Threats
  • Natural Disasters
  • Floods Blizzards Landslides Tornados Fires
  • Technological and Human Disasters
  • Train Wrecks Haz-Mat Incidents Aircraft
    Crashes Gas Line Explosions Power Failures
  • Cyber-Attack Computer Virus Sabotage
  • Human Error Worker Strikes
  • Biological Disasters
  • Flu Outbreak Pandemics
  • Terrorist Attacks or Threat Events
  • Bombings Biological Releases Hostage Situations

Step Six Prioritize Your Threats
  • Put your threats in order
  • What will hurt you most?
  • What are the odds it will happen?
  • Focus on those that will hurt the most

Step Seven Adopt the Three Cs
  • Communication The Fatal Flaw
  • Without communication nothing happens
  • You cant over communicate
  • Plan for communication back-ups
  • Practice matrix communication
  • Cooperation
  • Internally and Externally
  • Coordination
  • If it doesnt work well today, it will work worse
    during an emergency
  • Encourage inter-departmental coordination and

Step Eight Train Your People
  • Train people in what you want done
  • Reduce actions to checklists
  • Critical assets and operations
  • Techniques to mitigate and recover
  • Teach them a management system
  • Incident Command System (ICS) a great tool
  • Required by FEMA
  • Train them on the tools of recovery
  • Training helps eliminate freelancing

Oakland Firestorm October 19, 1999
The Incident Command System (ICS) Functional Areas
Finance and Administration
Step Nine Test Your Plan
  • Find out if the plan works…You wont know until
    you test it
  • Exercising the plan will
  • Identify failures, shortfalls and problems
  • Improve internal external communications
  • Promote better working relationships
  • Demonstrate preparedness to your customers
  • Raise comfort levels
  • Improve future communication
  • Identify resource shortfalls
  • Better to fail during a drill. . .

EM Plan
Testing The Plan
Actual Event
Full Scale Exercise
Functional Exercise
Audits Seminars Plan Reviews Books, Tests
Tabletop Exercise
Drills Seminars
Step Ten Dont Quit!
  • Emergency Management Plans require continuous
    monitoring and updates
  • A plan on the shelf more than a year without an
    update will fail in one or more areas
  • Maintaining a plan is less expensive than
    building a new one!
  • Budget and anticipate keeping your plan current

Oklahoma City Lightening Storm
Are We Current?
  • A current plan requires
  • Past problems have been identified and solved
  • Todays threats have been added
  • Periodic reviews are conducted
  • Plan assumptions have been tested
  • Some plan is better than none
  • Current Success!

Business Recovery Summary
  • We are far from bulletproof…
  • Not a question of if, but when a disaster
    will strike us
  • EMP is the critical foundation to help assure
    that your organization will survive a disaster
  • You will need
  • Managements commitment to the EMP process
  • Staff and financial resources to plan
  • Commitment to keeping the plan current
  • Working relationships with others
  • Commitment to the Three Cs
  • We have work to do!

Aden Hogan, Jr. City Manager, City of
Evans ahogan_at_ci.evans.co.us
  • EM Guide for Business Industry
  • www.fema.gov/business/guide/index.shtm
  • State Office of Emergency Preparedness
  • Colorado Office of Emergency Management Division
    of Local Government Department of Local
    Affairs 9195 East Mineral Avenue Suite
    200 Centennial , Colorado 80112 (720)
    852-6600 (720) 852-6750 Fax www.dola.state.co.us/o
  • FEMA Region VIII - Colorado
  • Federal Emergency Management Agency Denver
    Federal Center Building 710, Box 25267 Denver, CO
  • www.fema.gov/pdf/areyouready/areyouready_full.pdf
  • Public Risk Management Association
  • www.prima.org
  • Risk and Insurance Management Society
  • www.rims.org

Book Resources
  • Infrastructure Security Planning in an Unstable
    World A Public Officials Guide to Security,
    (Paperback, AWWA)
  • By Aden Hogan Jon DeBoer
  • Emergency Planning Handbook, 2nd Edition
    (Paperback), By Antonin Ruki
  • Risk Analysis and the Security Survey (Hardcover)
    By James Broder
  • Comprehensive Emergency Management for Local
    Governments Demystifying Emergency Planning
  • By James A. Gordon

Book Resources
  • Introduction to Emergency Management (Hardback,
    Butterworth-Heinemann) George Haddow Jane
  • Living with Hazards, Dealing with Disasters An
    introduction to Emergency Management
  • (Paperback) By William Waugh
  • Disaster Management and Preparedness (Hardcover)
  • Thomas Schneid Larry Collins
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