Preservation Section Disaster Planning Presentation (SAA 2010)
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Preservation Section Disaster Planning Presentation (SAA 2010) Presentation Transcript

  • 1. Beyond Backups
    Lance Stuchell
    Lessons Learned From Disaster Planning for a Digital Archive
    2010 SAA Preservation Section Meeting
  • 2. Overview
    This slideshow was originally presented at the
    2010 SAA Preservation Section
    on Friday, August 13th 2010
    (some slides have been added for clarity)
    This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License.
  • 3. Disaster Planning Case Study
    Overview of ICPSR
    Campus of the University of Michigan
    An archive of digital social science research data
    Preserves over 500,000 files of research data
    Disaster planning process formalized in 2007
    Gained new urgency after 2008 power outage
    Lessons learned
    The disaster planning process
    Incorporating digital asset protection
  • 4. "By failing to prepare you are preparing to fail."
    -Benjamin Franklin
  • 5. The Planning Process
  • 6. “What Could Happen” Approach
    Drawings by Rebecca Goldman
  • 7. Core Functions Approach
    Identify core functions of organization
    Safety of employees and guests
    Basic financial procedures (payroll)
    Access to collections
    Preservation of digital assets
    Determine allowable downtime
    Risk management does play a role
    Identify other planning mandates
  • 8. Benefits of Functions Approach
    Helps frame entire disaster planning process
    Identifies and prioritizes functions of organization
    Allocation of resources
    Resources can be used to protect and recover most important functions
    Prioritize and allocate time and funding
    Helps define and identify disasters
    Events that threaten core functions are “disasters”
    Less likely to miss the “small” events
  • 9. Core Functions at ICPSR
    Initial Core Function Identification and Allowable Downtime
  • 10. Core Functions at ICPSR
    Web access identified as vital core function
    Allowable downtime is minimal
    Led to development of webserver backup
    Server is backed up in the cloud
    Switches over in event of a primary outage
    Facilitates continuity of web delivered content
    Resources allocated to recover this function
  • 11. Access During a Disaster
    2008 Power Outage (before backup)
    Power Outage
    OAIS Function Model
  • 12. Access During a Disaster
    2009 Power Outage (after backup)
    Power Outage
    Amazon Cloud
    Access
    DIP
    OAIS Function Model
  • 13. “The Plan”
  • 14. Planning Components
    “Ultimately, an organization would use a suite of plans to properly prepare response, recovery, and continuity activities for disruptions affecting the organization’s IT systems, business processes, and the facility.”
    From NIST Contingency Planning Guide for Information Technology Systems, pg.7.
  • 15. Advantages of the Planning Suite
    Implementation at appropriate levels
    Administration approves and guides overall policy
    Finance manages emergency funds or agreements
    IT handles technical recovery plans
    Improves the updating process
    By the people who have ownership of the process
    Can be scheduled at different times
    Plans are shareable and modular
  • 16. First Steps at ICPSR
    Crisis Communication
    Plan
    Disaster Training
    Plan
    Disaster Planning
    Policy
  • 17. First Steps at ICPSR
    Initial policies and plans guided process
    Disaster Planning Policy
    Created standing disaster planning committee
    Identified stakeholders and subordinate plans
    Disaster Training Plan
    Identified process for promulgating awareness
    Crisis Communication Plan
    Identified communication process which will be utilized during and after a disaster
  • 18.
  • 19. Digital Asset Protection
  • 20. Physical Asset Protection
  • 21. Research for Guidance
    Archive and library community
    Guidance and importance of managed backups
    Stresses continued access and public services
    Government and educational communities
    Digital content as organizational assets
    Guidance on the incorporation of IT
    Sharing results, high-level polices and procedures
    Private and for-profit sector
    Often based on legal requirements
    Very difficult to find details and examples
  • 22.
  • 23. Planning Components
    Crisis Communication Plan
    Business Continuity
    Plan (BCP)
    Business Recovery
    Plan (BRP)
    Cyber Incident Response Plan
    Continuity of Operations Plan
    (COOP)
    Disaster Recovery Plan (DRP)
    Occupant Emergency Plan (OEP)
    IT Contingency
    Plan
    From NIST Contingency Planning Guide for Information Technology Systems, pg. 10.
  • 24. Digital Centered Components
    Crisis Communication Plan
    Business Continuity
    Plan (BCP)
    Business Recovery
    Plan (BRP)
    Cyber Incident Response Plan
    Continuity of Operations Plan
    (COOP)
    Disaster Recovery Plan (DRP)
    Occupant Emergency Plan (OEP)
    IT Contingency
    Plan
    From NIST Contingency Planning Guide for Information Technology Systems, pg. 10.
  • 25. Plans for Digital Assets
    IT Contingency Plan
    Provide procedures and capabilities for recovering a major application or general support system
    Addresses IT interruptions
    At ICPSR: CNS (IT) is currently documenting and sharing specific system recovery procedures
    At ICPSR: Many plans already existed, but needed further documentation and sharing
    From NIST Contingency Planning Guide for Information Technology Systems, pg. 10.
  • 26. Plans for Digital Assets
    Cyber Incident Response Plan
    Provide strategies to detect, respond to, and limit consequences of malicious cyber incident
    Focuses on information security responses to incidents affecting systems and/or networks
    At ICPSR: Existing plan incorporated into suite
    From NIST Contingency Planning Guide for Information Technology Systems, pg. 10.
  • 27. Plans for Digital Assets
    Disaster Recovery Plan (DRP)
    Provide detailed procedures to facilitate recovery of capabilities at an alternate site
    Limited to major disruptions with long-tem effects
    At ICPSR: Web Continuity Plan (cloud backup)
    At ICPSR: Archival backups stored at different locations and documenting recovery procedures
    From NIST Contingency Planning Guide for Information Technology Systems, pg. 10.
  • 28. Implementation and Maintenance
    Standing Disaster Planning Committee
    Headed by Assistant Director for Administration
    Web Continuity Plan
    Tested in controlled environment several times
    Provided access to content during 1 power outage in May 2009
    To Do List
    Have a tabletop exercise centered around IT assets
    Get a better hold of in-house digital assets
  • 29. Promulgate Results
    From http://www.icpsr.umich.edu/icpsrweb/ICPSR/curation/disaster/index.jsp
  • 30. Takeaways
    Disaster Planning Process
    Core functions provide framework for process
    Disaster plan is composed of a suite of plans, procedures, and policies
    Planning for digital assets
    Some plans are suited to cover digital content
    Recommend using NIST Guide for guidance
    Archive community needs more accessible guidance on planning for digital asset protection
  • 31. Acknowledgements
    • Nancy McGovern, Digital Preservation Officer, ICPSR
    • 32. Content for this presentation was initially developed for the
    Digital Preservation Management Workshops
    http://www.icpsr.umich.edu/dpm/workshops/fiveday.html
    • Rebecca Hatcher and the SAA Preservation Section
    • 33. Slides 1 and 32: “and you thought you had computer problems”
    by mandyxclearhttp://www.flickr.com/photos/mandyxclear/3461234232/
    • Slide 4: “Benjamin Franklin - 270/365, 6/24/10” by vpickeringhttp://www.flickr.com/photos/vpickering/4783819450/
    • 34. Slide 5: “ServerBurn2” by Topato
    http://www.flickr.com/photos/roadhunter/68017721/
    • Slide 6: Drawings by Rebecca Goldman
    http://derangementanddescription.wordpress.com/2010/08/12/dangers-and-
    derangers/
    • Slide 19: “Motherboard flame” by Alfo23http://www.flickr.com/photos/alfo23/1809728501/
  • Questions?
    Please contact Lance Stuchell
    lstuch@umich.edu