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Worst Case Scenario Planning: Disaster Recovery & BCP


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Presentation on business continuity planning and disaster recovery focused on meeting the requirements of institutional investors. Topics covered include four steps to BCP and critical components of …

Presentation on business continuity planning and disaster recovery focused on meeting the requirements of institutional investors. Topics covered include four steps to BCP and critical components of a DR system.

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  • What are “worst case scenarios?” They may not be what you’re thinking…
    Manhole fire at approximately 6am, knocked out power in Boston’s Back Bay area.
    Nstar couldn’t restore the power until the fire was contained and investigated.
    Hancock Building was closed to tenants for about 5 hours.

    Health officials reported an increase in the confirmed flu cases during a time
    when the flu season was suppose to be declining.

    Prudential Tower: Water line break on the 2nd floor shutdown a/c and elevator
    service. Approximately 2000 tenants evacuated, building closed for the day.
    Reopened on Monday for business.

    GM Building, NYC: A fan belt in an air conditioning unit slipped and got caught
    in the machinery, creating smoke that spread through the building’s ducts.
    Tenants were evacuated, entire incident lasted nearly an hour.

    An average of 66 inches of snow fell during the 2008/2009 winter season,
    causing delays on the roads, railways and at the airports.
  • So now that we know that these difficult situations can come upon us easily, and
    In unexpected ways, how do you prepare? Well, it’s important to note that
    Just as each fund is different in strategy and size, so too will you prepare your
    Business Continuity & Disaster Recovery Plans.

    Let’s first review WHY we create BCP and DR plans –
    As you know, this event is focused on Due Diligence – and BCP and DR now
    Play quite a big role in an Investor’s Due Diligence process. Don’t let it be a
    Surprise to you to see technology on the next Due Diligence Questionnaire
    You see.
  • Disaster recovery does NOT INCLUDE TAPES. This is VERY important,
    And I’ll be saying this over and over again…
  • Okay, pop quiz – what do we NOT see here as part of the design?
    That’s right – tapes! They are unreliable, and can contribute more
    To risk than any other system you can put in place.
  • Again – NO TAPES! They should NEVER be a part of the equation!
  • I’m not showing this slide to you so you can memorize all these –
    Rather, I’m showing you this list to understand what is available,
    How important data can be protected so thoroughly!...
    But I also want everyone here to know that although spaces like this
    Come at a premium, they are not the ONLY options for funds. It’s
    Possible to protect your data as securely as the big funds, but at a
    Fraction of the cost…
  • I’ve reviewed a pretty good amount of information so far and
    You may have more questions about BCP and DR plans than what
    I’ve covered today. If you would like to review more about how to
    Protect your fund’s data, people, and processes, I’d like to
    Encourage all of you to visit’s Disaster Recovery &
    Business Continuity Planning Knowledge Center. We’ve uploaded
    Webcasts with experts speakers from law firms, prime brokers, and
    Technology providers to address your questions.
  • A quick summary…
  • And of course, we have plenty of people available on our team
    To guide you through the process of creating your business continuity
    And disaster recovery plans. We are always happy to discuss your
    Fund’s unique needs and help craft a strategy to meet those needs.
  • Transcript

    • 1. Meeting the Institutional Investor’s New Requirement: BCP & DR Bob Guilbert, Managing Director
    • 2. Agenda Overview & Introductions Worst Case Scenarios What is BCP? What is DR? 4 Steps to Business Continuity Planning Disaster Recovery Key Takeaways Additional Resources
    • 3. Eze Castle Integration Founded 1995 Mission To be the leading provider of IT services and technology solutions to the investment community worldwide Headquarters Additional Offices 1 Federal Street Boston, Massachusetts, 02110 New York City, Chicago, Minneapolis, Los Angeles, San Francisco, Stamford and London. Number of Employees 240 Core Services • Strategic IT Consulting • Outsourced IT Solutions • Professional Services • Startup & Relocation • Communications Solutions • Network Design & Management • Business Continuity Planning • Disaster Recovery • Storage Solutions • Colocation Services • Internet Service • Archiving & Compliance
    • 4. Eze Privacy Compliance ECILink Eze Virtual Office Eze DR / Eze BCP Eze CRM Professional Services Group Eze Castle Core Market Core Services Portfolio Manager / Analysts Traders Accounting / Administration Hedge Fund Traders Hedge Fund We are the Premier Solution Provider to the Alternative Investment Industry
    • 5. Boston Power Outage (November 2008) Swine Flu Pandemic (April 2009) Prudential Tower Flood (August 2009) GM Building Evacuation (June 2009) Snowstorms, Rainstorms Past Events
    • 6. Infrastructure Layer Management Layer Policy Layer BC Policies & Strategies Risk Management Business Continuity Plans Validation & Testing IT Recovery Processes Alternative Site Data Backup Offsite Replication Servers Storage Network DRP BCP Disaster Recovery vs. Business Continuity
    • 7. 4 Steps to Business Continuity Planning 1. What Are You Protecting? Determine Recovery Strategies – Conducted for each functional area (Research, Trading, Finance, Operations, etc) – Detailed information about each function’s business requirements during normal business operations vs. disaster – Identifies critical steps subsequent to a disaster
    • 8. 4 Steps to Business Continuity Planning 2. How Are You Going to Protect Determine Recovery Strategies – Scenario 1: Building is still standing but closed to tenants – Scenario 2: Building has been damaged and/or loss power – Scenario 3: Regional impact to the primary office location area Establish Communication Strategies – Internally: Employees and employee families – Externally: Investors, Prime Brokers, Custodians, Media, Vendors, etc – Resources: Automated notification system, conference bridge, wallet cards, etc
    • 9. 4 Steps to Business Continuity Planning 3. Educate Employees Employee Information Sessions – Distribute employee recovery procedures, quick reference cards, wallet cards – Agenda should be focused on employee responsibilities during a disaster – Provide overview of the company’s business continuity and disaster recovery procedures Table Top Exercise – Scenario Based – Informal brain storming session – Walk through of the company’s business continuity and disaster recovery procedures Your business will not be able to continue without the employees that maintain the expertise and knowledge needed to operate the business.
    • 10. 4 Steps to Business Continuity Planning 4. Validation Testing – Disaster Recovery Procedures and/or Data Center – Alternate Site – Remote Access (Home) – Distribute Test Plans for testers – Develop Test Summary
    • 11. What is Disaster Recovery? Disaster recovery is the process, policies and procedures related to preparing for recovery or continuation of technology infrastructure critical to an organization after a disaster.
    • 12. JUST SAY NO – TO TAPES!
    • 13. 1. Create the Scope for Disaster Recovery File Shares Email Blackberry / MDS Accounting Trading Voice Identify your critical systems
    • 14. 2. Design Requirements - RPO Recovery Point Objective The RPO is the point in time to which you must recover data as defined by your organization. This is generally a definition of what an organization determines is an "acceptable loss" in a disaster situation. • Nightly BackupsRPO = 24 Hrs • SnapshotsRPO < 4 hours • Continuous ReplicationRPO = 0
    • 15. 3. Design Requirements - RTO Recovery Time Objective The RTO is the duration of time and a service level within which a business process must be restored after a disaster (or disruption) in order to avoid unacceptable consequences associated with a break in business continuity. It includes the time for trying to fix the problem without a recovery, the recovery itself, tests and the communication to the users. Decision time for users representative is not included. • Restore from BackupsRTO > 24 Hrs • Hot StandbyRTO < 4 hours • High AvailabilityRTO = 1 Hour
    • 16. Example of a Class 1 Datacenter in Boston, MA Choose a Location/Facility High security, fully redundant infra-structure: power feeds, fire and HVAC systems. 400,000 SF Mission Critical Facility since 1998 N + 1 Infrastructure Redundancy Throughout Facility. Multiple Entry Fiber Paths. Power Supply Of Up To 100 Watts/Sq. Ft. in place. Multiple Power Grids for Redundant Power. Floor-Load Capacity of 150 Lbs/sq. foot Line of Site for Rooftop Antennas. 24 Hour Manned Security, Cameras & Digital Monitoring. Up to Twenty-Four (24) Day Fuel Supply On Site. Unsurpassed Diversity Through Our (30) Network Providers. Twenty-two generators and 90,000 gallons of diesel fuel on site.
    • 17. Why is Cloud Computing good for Disaster Recovery? Increased uptime with redundant systems, automatic failover and backup Lower Costs with shared storage and virtual drives for maximum use of system assets Grow-as-you-go flexibility with available compute modules and storage drives Disaster Recovery in the Clouds
    • 18.
    • 19. Four Key Takeaways Disasters Come in All Shapes & Sizes Assume Investors will Demand Business Continuity and Disaster Recovery Plans NO TAPE BACKUPS! Test, Test, Test! Then, test again!
    • 20. Any Questions? Bob Guilbert, Managing Director 617.217.3337 Additional Resources: Business Continuity & Data Privacy Consultant Lisa Smith, CBCP, Business Continuity & Data Privacy Consultant 617.217.3422 Disaster Recovery Jason Nolan, CBCP, Disaster Recovery Sales Engineer 617.217.3402
    • 21. One Federal Street, 9th Floor Boston, MA 02110 Tel: 617.217.3000