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10 Essential Steps to Disaster Recovery

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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


1
10 Essential Steps to Disaster Recovery
Colorado Municipal League 2009 Annual
Conference Vail, Colorado
  • Planning to Stay in Business!

2
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
    continuation
  • ABSOLUTLY ESSENTIAL FOR ORGANIZAITONAL SURVIVAL!

3
How will you deliver your municipal services
after this?
4
Greensburg, KS May 4, 2007
5
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

6
Oklahoma City April 19, 1995
7
Getting Started - Face Reality
  • It cant happen to us…
  • Well, it can!
  • Accept that possibility…

8
Disaster Management Cycle
PREPAREDNESS
MITIGATION
RESPONSE
RECOVERY
9
(No Transcript)
10
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
    environment?
  • Have a PLAN!

11
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

12
Grand Forks, ND Flood of the Century Spring 1997
13
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???

14
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
    plan.
  • 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

15
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
    EMP.

16
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

17
Southern California Mudslides December 2003
18
Step Two - Identify Rank Your Key
Business/Operational Functions
  • What elements are essential to keep you
    operating?
  • 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

19
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

20
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!

21
Resource Priority Levels
  • CRITICAL
  • Needed immediately!
  • VITAL
  • Within the next 8-12 hours
  • NECESSARY
  • Within 24 hours
  • DESIRED
  • Within 48-72 hours
  • Do this in your plan

22
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

23
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

24
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
    communication

25
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
  • NIMS NRP
  • Train them on the tools of recovery
  • Training helps eliminate freelancing

26
Oakland Firestorm October 19, 1999
27
The Incident Command System (ICS) Functional Areas
Command
Finance and Administration
Logistics
Planning
Operations
28
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
29
Testing The Plan
Actual Event
Realism
Difficulty
Full Scale Exercise
Functional Exercise
Audits Seminars Plan Reviews Books, Tests
Tabletop Exercise
Drills Seminars
30
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

31
Oklahoma City Lightening Storm
32
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!

33
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!

34
Aden Hogan, Jr. City Manager, City of
Evans ahogan_at_ci.evans.co.us
35
Resources
  • 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
    em/oemindex.htm
  • FEMA Region VIII - Colorado
  • Federal Emergency Management Agency Denver
    Federal Center Building 710, Box 25267 Denver, CO
    80255-02674404
  • www.fema.gov/pdf/areyouready/areyouready_full.pdf
  • Public Risk Management Association
  • www.prima.org
  • Risk and Insurance Management Society
  • www.rims.org

36
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
    (Paperback)
  • By James A. Gordon

37
Book Resources
  • Introduction to Emergency Management (Hardback,
    Butterworth-Heinemann) George Haddow Jane
    Bullock
  • 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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