DISASTER RECOVERY POLICY AND PROCEDURE
1.1 It is important that the College has a recovery policy and procedure in place in order for the
business to continue in the event of a disaster or major crisis.
1.2 A disaster can take many forms but for the purposes of this Disaster Recovery Policy it is
assumed that it is an event that causes the majority of any college site to be inoperable.
The site will be known as the “disaster site”. The disaster will probably take the form of a
fire, flood, explosion or act of terrorism.
1.3 The College has a Critical Action and Response (CARe) Plan which sets out the detailed
operational actions which need to be taken should a disaster or major/minor crisis occur.
This Plan gives example scenarios and step by step actions and should be read in
conjunction with the Disaster Recovery Procedure and Policy. The Plan also sets out in
more detail the responsibilities of individual members of the Crisis Management Team
(CMT) as highlighted below.
2.1 The responsibility for initiating a disaster recovery operation rests with the Principal or a
consensus of any 2 members of the Senior Management Team (SMT).
2.2 Once a “potential” disaster has been identified SMT will cascade this information to each
other – following the order set out in Appendix 1, contact list.
3. Immediate Actions
3.1 An urgent meeting will be called either on site or at the designated Emergency Operations
Centre (EOC) (see Section 5). This meeting will involve the SMT, and other appropriate
colleagues such as the Health and Safety Manager, the IT Manager, Estates
representatives, PR etc.
3.2 Purpose of the meeting:
To agree action, such as those items set out in the checklist attached;
Agree formation of a Crisis Management Team. The usual membership of the Crisis
Management Team will be as follows:
Emergency Director (Principal or appointed SMT member)
Emergency Co-ordinator (Nominated Senior Management Team member)
Coordination Team: Director of Finance, Estates Manager, Head of Marketing,
Head of ITS, Health and Safety Manager and Security Manager
but may vary depending on the nature of the disaster/crisis.
The Emergency Co-ordinator will work closely with the Crisis Management Team to ensure
that action points are carried out and that key information is communicated as appropriate.
In conjunction with the setting up of a meeting, it may be necessary for a site to be
cleared of all staff and students as a matter of urgency – the Emergency Management
Team will take responsibility for this.
4. Communication Networks
4.1 A key requirement in the period immediately following a disaster is the establishment of
communications. Therefore priority will be given to restoring telephone and IT networks (inc
4.2 Amongst other responsibilities, the Co-ordinator will arrange for the implications on PC’s,
IT network and software to be assessed within 24 hrs and disseminated as appropriate. (IT
Services have their own security, back up and recovery procedures which are attached at
Appendix 7) and
arrange for telephone calls and post for the disaster site to be redirected to another site.
5. Disaster Office and other temporary accommodation
5.1 An Emergency Operations Centre will be set up in the Principal’s office area as follows:
If the disaster is at GP – Temporary Office Location – Wood Street Rm ILC201 ext 2800
If the disaster is at WS – Temporary Office Location – Grahame Park Rm T307 ext 2037
If the disaster is at NLBP – Temporary Office Location Wood Street Rm ILC 201 ext 2800
If the disaster is at SR – Temporary Office Location – NLBP
If the disaster is at MR – Temporary Office Location – Grahame Park Rm T307 ext 2037
If the disaster is at Graseby House – Temp Office – Wood Street Rm ILC 201 ext 2800
5.2 The Emergency Operations Centre will be the focal point for all communications
5.3 The Co-ordinator will have the responsibility of setting up the temporary office as an
Emergency Operations Centre to co-ordinate the recovery including the insurance claim. In
the short term staff misplaced from the disaster site can be used to carry out roles in this
5.4 The Crisis Management Team will have the responsibility of finding temporary
accommodation for the work displaced from the disaster site. The size and location of the
accommodation will depend on the time of year, the courses and admin to re-locate etc.
The Crisis Management Team will work with relevant Heads to achieve “best match”.
6.1 The Co-ordinator will inform the following at the next business opening time :
Insurance Brokers – AoN Claims – 01737 783660
Bank – Barclays Bank via Director of Finance (see co-ordinators’ contact list).
6.2 The Crisis Management Team will arrange for all staff and residents (if applicable) and
students to be informed of what is happening within 5 working days.
7.1 It is likely that the College will need to respond to Media queries immediately. The Head of
Marketing is a member of the Crisis Management Team and ask such will liaise with the
Emergency Director and Co-ordinator over how to deal with this and the sending out of an
appropriate press statement.
7.2 Arrangements will be made for the Web site to be updated as soon as possible with
accurate information which can be accessed by staff, students, prospective students and
8 Insurance and Bank Loans
8.1 The Director of Finance will previously have ensured that the College has adequate
insurance cover for any disaster. This should include a Business Interruption Policy to
cover additional costs such as temporary hire of premises and equipment, adverts to inform
students, staff overtime, loss of funding or income (e.g. lettings) as well as a policy to cover
the replacement of the premises and equipment and personal injury to staff and students.
8.2 The Director of Finance will already have got arrangements in place with the College Bank
such that a temporary bank loan can be put in place quickly for additional short-term
8.3 The other responsibilities of the Director of Finance and other members of the Crisis
Management Team are set out in more detail in the CARe Plan.
9. Disaster Recovery Policy and Procedure and CARe Plan
Copies of the documentation must be kept by all SMT members at their home and office
addresses. Heads and Governors will also have copies and copies are to be kept by
Estates, Health and Safety, Security and for the reference of Duty Principals/Reception
10. The responsibility for updating the documentation is rests with the Principal’s office in
conjunction with Health and Safety.
Revised August 2005
INITIAL CO-ORDINATOR CONTACT LIST
Home and Mobile numbers have been deleted from MLE copy in the interests of confidentiality.
Name Title Work Number Home Number Mobile Number
Marilyn Hawkins Principal 020 8275 2879
Tony Alderman Chair of Not applicable
Herbie Spence Director of 020 8275 2892
Carolyn Davies Director, 14-19 020 8275 2801
Phil Jakeman Director of 020 8 362 5050
and Skills for Life
Dave Tabernacle Director of 020 8266 4099
Elaine Runswick Director of 020 8266 4037
Pat Tulloch Director of Quality 020 8275 2869
Charles Burton Senior Caretaker 020 8266 4053
(GP & MR)
Gerry Dickson Senior Caretaker 020 8275 2820
Julie Bennett Health and Safety 020 8266 4055
Sandie Patel IT Systems 020 8275 2873
Les Bullamore Security Manager 020 7275 2877
Bernadette Wallis Corporate 020 8275 2879
Checklist for meeting of Crisis Management Team (CMT)
1. Clarify the extent of damage at site.
2. Estimate the time scale for recovery of all or part of site.
3. Establish a list of courses being held at the site and their status (e.g. exams being held, course
got 6 weeks left to run).
4. Establish a list of courses due to start at the site before the site is likely to recover from the
5. Establish a list of staff based at the site.
6. If the disaster is at Graseby House establish a list of residents.
8. Agree a way forward on courses listed under 3 and 4 as follows:
- suspend for an agreed period
- cancel, give refund
- defer start date
- transfer to another site
9. Agree a way forward on staff based at the site as follows:
- stay at home for an agreed period
- transfer to another college site
- transfer to temporary site
10. Agree a way forward on residents of Graseby House (if applicable):
- find other temporary accommodation
Following this the group will agree how staff and students and residents will be told within 5
working days (see 3.6).
Key Target Dates
Immediately Inform key staff
Immediately Set up meeting
Immediately Agree Crisis Management Team/Coordinator
Within 12 hours Appropriate statement to Media sent out
Within 24 hours Meeting of SMT/Heads
Within 24 hours Co-ordinator to establish implications on IT
Within 24 hours Site cleared of students and staff sent home
Within 48 hours Emergency Operations Centre (EOC) set up
Within 48 hours Telephone calls and post redirected
Within 48 hours Bank and Insurance Brokers informed
Within 5 working days Staff and students informed of what is happening
Within 4 weeks Temporary accommodation set up
Within 4 weeks Have detailed plans regarding recovery including
A time scale for return to full working on the site
Key Contacts List
All Governors/Associate Governors (see Appendix 5)
Insurance - AON Tel: 01737 783660
Bank - Barclays Tel: 020 8273 4151
External Audit - Robson Rhodes Tel: 01442 260200
Internal Audit - Pritchard Woods Tel: 01727 884660
Solicitors -Eversheds Tel: 01223 443771
(John Hall – Cambridge Office)
Catering - Scolarest Tel: 01582 600222
LB Barnet - Chief Executive Tel: 020 8359 2000
Middlesex University - Margaret House Tel: 020 8362 5000
Prospects Careers - Peter Stevens Tel: 07711 032506
Association of Colleges Tel: 020 7827 4600
London North Learning & Skills Council Tel: 0845 019 4158
Barnet Borough Police – Chief Superintendent Tel: 0208 733 4003
Staff Officer 0208 733 4022
Governors and Associate Governors
Cllr Victor Lyons
Governors mobile numbers, where applicable, are held by the Clerk/Clerk’s support within the
Continue to operate in all teaching and support units directly affected by the disaster
Support the individuals affected as well as possible
Identify the cause of the disaster and take action to minimise its re-occurrence
Minimise media induced fallout and turn to advantage where possible
The Crisis Management Team should also look at setting up small working group(s) to take issues
forward for example:-
Support and co-ordination
Service Continuity Plan
(Summary – full document plus appendices is held by IT Services/copy also held
centrally in College with Contracts Information).
This document in its initial form has received the following approval from Barnet College
Senior Management Team.
IT Services has responsibility for maintaining the integrity of computer systems,
communications media and data that comprise the Barnet College IT network and for
ensuring that the network is reliable, secure and not misused. In order to carry out these
responsibilities IT Services are provided with privileged access to the computer network.
They have a duty to use such privilege at all times in a professional manner and within the
interest of the college.
In the event of any service disruption or large scale disaster destroying all or part of the college
computing facilities. I T Services will ensure that the necessary procedures and resources to permit
the timely restoration of Barnet College computing and network facilities are available. The
document containing these procedures is the IT Services Disaster Recovery and System
Primary Objectives of the Plan.
♦To analyse the risks to the IT System and implement where possible preventative
measures to reduce all identified risks which may lead to business disruption.
♦To present an orderly course of action for minimising any disruptions of service and
restoring all computing capability in the shortest time possible.
♦To maintain accuracy of procedures by recording all changes to the computer system and
infrastructure and carrying out regular testing of the plan to ensure its validity.
♦To make available all information required to minimise disruption, including technical data -
such as configuration of servers, IP addresses and location of back up data to all relevant
♦To identify the equipment and any other items necessary to minimise any business
disruption or disaster recovery.
Location of Plan
Copies of this plan will be held by the IT Services Systems Manager, User Support Manager and
Helpdesk Co-ordinator. A copy will also be stored in each of the IT Services back up server rooms
at Wood Street, North London Business Park, and Grahame Park.
Additional copies will also be held by the Principal, the Deputy Principal, other SMT members and
also with the Recovery Plan Project Manager, the Head of Estates and the college Health and
Abridged copies will also be held at Reception areas on all five sites.
Further copies can be distributed any other location as identified by the Senior Management Team.
All members of the IT Services team receive training as to what actions need to be taken in order
that any disruptions of service can be rectified. However in the event of a large scale disruption
the responsibility for resumption of service lies within the remit of the IT Services Systems team.
Therefore Senior IT Systems team members (minimum of 2) will receive training on the technical
implementation of the IT Services Disaster Recovery and Service Continuity Plan on an annual
basis or more frequently in the event of there being any modifications made to either the IT or the
central College Disaster Recovery Plan procedures.
This training will also be an intrinsic component of the Induction provided for new members of the
Senior IT Systems team.
Staffing structures of the IT Services team can be found in Appendices 1a, 1b and 1c
The Systems Manager will ensure that this Disaster Recovery Plan will reflect ongoing changes to
resources. All revisions will be approved by SMT and distributed to all relevant personnel. An
annual comprehensive review of the Plan will also be carried out by the IT Services managers.
Testing is an essential element of preparedness. Partial testing of individual components and
recovery plans of specific servers will be carried out on a regular basis by the Senior Network
Technicians and assisted by other Senior System Technicians when necessary.
The Directory Service (used for logging users onto the system), is distributed across multiple
servers and multiple sites. Therefore it is not seen as necessary or assistive to the continuity of
the business of the college to test complete college system failure. This also precludes any need
(other than that identified in the central College Disaster Recovery Plan) to identify alternative or
hot site locations.
Risk Assessment and Analysis
IT Services carries out a formal Risk Assessment annually as part of the Strategic Planning
Process conducted by SMT in conjunction with relevant managers. This is held in the College Risk
Management Register and is monitored by the Deputy Principal each term. The current section is
attached (Appendix 2).
Additional risk analysis has identified several servers being given the following risk status. Those
hosting functions where failure could cause a major impact to the business of the college have
been given the Risk Status of Critical (C). Examples include servers hosting the college’s
Financial, Management Information and Personnel and Payroll services
Servers given the Risk Status of Essential (E) include servers storing administrative and academic
staff user areas.
All other servers have been given the Risk status Low Risk. (LR) This category includes servers
hosting all other college functions such as Library Management Systems and student home areas.
A listing of all servers in the college (excluding spares) detailing their location and risk status is
attached. (Appendix 3)
Also included are Risk Analysis, Impact and Service Continuity Plans indicating possible risks and
services affected. This document also indicates anticipated disruption times and steps that need
to be taken in order for interim and full recovery of services. (Appendix 4)
Existing Good Practices
As a result of Risk Analysis carried out in previous years the following measures are already in
place in order to minimise the risk of any service disruption.
♦All IT equipment is purchased through an approved SUPC tendered supplier. The
majority of hardware is purchased with a 3 year on site warranty. In order to minimise any
disruptions to the system a supply of spare parts and equipment is kept in the support tech
areas at each site. In order to quickly restore services and minimise system disruption the
exact location of these spare servers are listed in (Appendix 5)
Therefore in the event of a serious physical disaster on one site (fire, flood, etc) the
essential parts of the academic and general admin systems could be recreated (using
our own resources) on another site. In the event of any disaster situation requiring
additional replacement equipment, the IT Systems Manager is responsible for ensuring
immediate reordering via the relevant supplier. (Appendix 6)
♦The majority of file servers are sited within the secure areas within enclosed rooms
protected by locks with restricted access to ITS staff. Other servers are housed in locked
cupboards/cages sited in specific areas where there is restricted access by ITS staff only.
♦Main wiring cabinets, routers, switches etc are housed within the servers or in rooms with
restricted access and subject to the same security protection. Individual switches are sited
throughout the College in locked wall mounted cabinets. These are mostly sited within
♦Protection of data is ensured by access security and additional physical security of the file
Existing Good Practices Cont.
♦All user work areas are backed up onto tape according to a schedule detailed in.
(Appendix 7). This schedule specifies backup procedures whereby tapes are kept in daily,
weekly, monthly and yearly cycles. Tapes are kept in secure areas and specific tapes are
locked in secure, fireproof safes in dispersed locations on different sites or remote buildings
as appropriate. Annual backups are made and kept as archives. The overnight backup
processes are scheduled to commence at specified times so that the process is completed
between the hours of 22.00 hours and 07.00 hours. This overnight tape backup procedure
allows data recovery ‘as-of-yesterday’. This would require data re-entry to recreate the
data lost between yesterday and the time of breakdown ‘today’ The log of the location of
back up tapes is securely stored in a fire proof safe on each site. The Senior Network
Technicians are responsible for ensuring that systematic testing of all back ups is carried
out on tri monthly basis and is verified by the Systems Manager.
♦ Sophos anti virus software is installed on all servers and workstations.
♦The network tree structure is set up by IT Services so that user accounts for students,
admin and academic staff are sited in different containers with controlled access. In
addition a VLAN structure and additional access controls are in place to restrict access to
♦All PC’s, Mac’s and printers are connected to the network infrastructure. All applications
software for PCs is loaded from networked file-servers – no software is held on the local
♦The local hard discs are locked logically to prevent access by local users. There are
restrictions on workstations to prevent misuse of access.
♦Access to all user areas or accounts is controlled by a user ID and password. The format
of staff user IDs is STabcd where a is the first initial and bcd are the first three letters of the
surname. Members of staff are forced to change their password every 60 days. The IT
Services team change every 40 days.
The HR Department inform IT Services Helpdesk of the leaving date for members of
staff. On notification, the account for a member of staff is disabled but the account is
retained for one year before being removed from the system. In addition the Senior
Network Technician (admin) is responsible for ensuring that any Admin system users IDs
not used for 3 months are disabled.
♦Student accounts are created in bulk for all pre-identified groups during the summer. All
students’ accounts are initially disabled. Details are issued to students by tutors during
class induction. Student IDs are grouped by class identity. Passwords are constructed with
six characters that are a random mixture of letters and digits to improve security. Students
receive a copy of the annually reviewed Codes of Practice Document, which they
acknowledge by signature before the individual account is activated.
Student accounts are disabled every year during August for courses that are identified
as terminated. Contents of user areas are retained so that returning students can have
their files returned or former students progressing to university can obtain any required
♦All users are required to sign and return an Internet Agreement Form before access is
activated. The system maintains a log of all Web sites accessed by user, which can be
used to help identify misuse. IDs are not enabled until students indicate their acceptance of
I T Services Response to Non – Major Service Disruptions
First line technical and helpdesk support is provided by the User Support team, organised under
the User Support Manager responsible to the Deputy Principal. The Helpdesk should receive all
initial reports and will deal with all localised and non-major disruptions affecting academic and
administrative staff. Classroom faults are reported in the first instance to the User Support
Technicians located on each of the main sites
If the reported problem cannot be resolved by IT Support staff then the Systems team, organised
under the Systems Manager and also responsible to the Deputy Principal, will be notified. The
Systems team are responsible for second line technical support and for the development and
advanced maintenance of the College computer network system and services. The Senior Network
Technicians will assess and rectify wherever possible any disruptive situation affecting the
performance of the college computer system.
I T Services Response to Major Service Disruptions
If the assessment of the problem by the Senior Network Technicians with responsibility for the
Academic and Administrative network is such, that the scale of the problem means that the
disruption can not be quickly rectified, or it is apparent that the computer network system has been
seriously affected by fire, flood, theft of systems equipment or any other potential disaster, then
they will notify the IT Services Systems Manager regarding the nature of the disruption, the impact
that the disruption is having upon the college business, and an anticipated recovery time. The IT
Services Systems Manager will then monitor the evolving situation, determine the prognosis for
recovery of the damaged area through consultation with the Senior Network technicians.
The IT Services User Support Manager will also be notified, together with the Helpdesk Co-
ordinator and they will notify those listed on the Key Contact List (Appendix 8) not already aware of
the severity of the situation, together with contacts from any areas affected by the disruption as
identified by the contact list attached to each sites service restoration plan.
Initiation and Implementation of Disaster Recovery Process
In the event of a major breakdown of the network the Disaster Recovery aspect of the IT Services
System Continuity and Disaster Recovery Plan will be initiated. This is the specific responsibility of
the IT Systems Manager acting upon the advice of the Senior Systems Technicians responsible for
the academic and administrative network facilities.
Under these circumstances the key point of contact is the IT Systems Manager who will be
responsible for directly contacting the necessary external support contractors (Appendix Network
Infrastructure) and suppliers as listed in (Appendix. 6)
The Senior Network Technicians will be responsible for ensuring that all services are restored. The
network restoration is as per the Disaster Recovery and Service Continuity – Network
Infrastructure Appendix. Details of specific actions for each site can be found under the
appropriate site Disaster Recovery and Service Continuity appendices for each site. Within these
appendices details of departments affected and their contact numbers, details of the prioritisation
of key systems and restoration order and configuration details for key systems and servers.
IP Telephony Disaster Recovery Plan
Separate disaster recovery procedures are in place. (See appendix 9)
MIS Disaster Recovery
Separate disaster recovery procedures are in place for the EBS and eFinancials systems. (See
Appendix 10) The agent tests the viability of the tapes bi-annually.