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Creating a Technology Disaster Plan


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These slides go with the webinar linked below, in it we go over the topics covered in the slides and answer a few questions from people attending the live session.

Published in: Technology
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Creating a Technology Disaster Plan

  1. 1. Creating a Technology Disaster Plan June 21, 2017
  2. 2. Joshua Peskay IDEALWARE EXPERT TRAINER Vice President of Technology Strategy, RoundTable Technology INTRODUCTIONS
  4. 4. Can be found on the course page! What We’ll Cover What Could Happen? Four Scenarios Your First Response Review Your Systems Get Back Online Other Planning Considerations TABLE OF CONTENTS
  5. 5. What Could Happen? 1
  6. 6. Poll Have you ever worked at an organization that suffered significant data loss or destruction to the office? A. Yes B. No C. Not sure WHAT COULD HAPPEN?
  7. 7. There Are So Many Potential Disasters Which are most likely to affect you? Do have a plan to deal with those disasters if/when they occur? WHAT COULD HAPPEN?
  8. 8. Flood Look around the office. What would happen if you were standing in water? Do you have computers or servers on the ground? WHAT COULD HAPPEN?
  9. 9. Earthquake The power’s out. The building is structurally compromised. What do you do? WHAT COULD HAPPEN?
  10. 10. Tornado How likely is it that your documents, hardware, or equipment will be picked up and carried away? WHAT COULD HAPPEN?
  11. 11. Fire What would happen if your office went up in flames? WHAT COULD HAPPEN?
  12. 12. Hacking If a thief or vandal broke into your systems, how would you recover? WHAT COULD HAPPEN?
  13. 13. Ransomware You’re locked out of your data. What will you do? WHAT COULD HAPPEN?
  14. 14. Poll What kinds of disasters are you most worried about? A. Flood B. Earthquake C. Tornado D. Fire E. Hacking/Ransomware F. Staff errors G. Other WHAT COULD HAPPEN?
  15. 15. Four Scenarios 2
  16. 16. 1. Your Tech Is Gone Imagine every piece of technology is your office is taken and replaced with brand new equipment. FOUR SCENARIOS
  17. 17. 2. The Power Is Out Imagine that the power is out for two full weeks. How will that affect your ability to get work done? FOUR SCENARIOS
  18. 18. 3. A Senior Staff Member Disappears Image that your Executive Director or IT Director were to disappear suddenly. Would you have access to work files, financials, accounts, or other organizational resources? FOUR SCENARIOS
  19. 19. 4. There’s a Breach Imagine that donor credit card information, social security numbers, or sensitive case information are stolen. How will you respond? FOUR SCENARIOS
  20. 20. Your First Response 3
  21. 21. Is Everyone Safe? Check in with staff, volunteers, and anyone else who might be in your office during or just after a disaster. YOUR FIRST RESPONSE
  22. 22. Declare the Incident • Announce what happened. • Alert the team. • Initiate the plan. YOUR FIRST RESPONSE
  23. 23. How Will You Communicate? Know how to reach people in the event of an emergency. YOUR FIRST RESPONSE
  24. 24. Define Roles Assigning roles to key staff members will speed up the recovery and cut down on chaos and confusion. Just make sure you have a secondary person to step in if the primary person is not available to carry out their role. Credit: Women of Color in Tech Chat YOUR FIRST RESPONSE
  25. 25. Typical Roles Executive Director: Manages the recovery and is the broad decision maker. IT Director: Directs and executes the recovery of data, computers, infrastructure hardware, networks, software, and any other technology. Operations Director: Manages the recovery of the building and facilities. HR Director: Manages staff and informs them of the recovery progress. Program Directors: Provide input into the data and services related to programs. Communications Director: Communicates with supporters, donors, and the media. YOUR FIRST RESPONSE
  26. 26. Keep a Directory Create a handy directory that includes multiple ways to contact each person. Don’t forget non-staff contacts such as the building manager or facilities staff, IT consultants, security system company, insurance company, internet service provider, and others. YOUR FIRST RESPONSE
  27. 27. Establish a Meeting Place If your office is damaged, people will need somewhere to go where you all can talk and regroup. YOUR FIRST RESPONSE
  28. 28. Also Have a Plan B Your meeting place might be right in the middle of the disaster. YOUR FIRST RESPONSE
  29. 29. What Else Do People Need? Food? Shelter? Transportation? Think about what your organization will provide to make it easier for your staff members to get through the disaster. YOUR FIRST RESPONSE
  30. 30. Poll How confident are you that you’ll be able to reach everyone associated with your nonprofit that you need to contact in an emergency? A. Very confident B. Somewhat confident C. Not very confident D. Extremely unconfident YOUR FIRST RESPONSE
  31. 31. Review Your Systems 4
  32. 32. What Is the Acceptable Level of Risk? The question is bigger than IT. You’re making decisions about the long- term wellbeing of your organization. REVIEW YOUR SYSTEMS
  33. 33. Example: Community Theatre Your systems are minimal and your data isn’t very sensitive. REVIEW YOUR SYSTEMS
  34. 34. Example: Domestic Violence Shelter Victims could be facing a life-or-death situation. REVIEW YOUR SYSTEMS
  35. 35. Poll How important is it that your organization continuously provides services during a disaster? 5 (Every minute counts.) 4 3 2 1 (We could close for a few days and everything would be fine.) REVIEW YOUR SYSTEMS
  36. 36. What Are Your Essential Functions? Rank the activities or functions of your organization by what’s most essential. The top ranked functions are what you’ll restore first. REVIEW YOUR SYSTEMS
  37. 37. Inventory Equipment, Systems, and Hardware What are all of the tools you use to keep your organization running? REVIEW YOUR SYSTEMS
  38. 38. Match Equipment to Essential Functions This will help you prioritize what to fix, replace, or get back online first. REVIEW YOUR SYSTEMS
  39. 39. Think About Processes If you don’t have all of your tools, can you still get the job done? How might your process need to change to accomplish this? Document these alternative processes. REVIEW YOUR SYSTEMS
  40. 40. Duplication? If there’s something you can’t live without, you may need to duplicate it elsewhere to ensure that it’s immediately available. REVIEW YOUR SYSTEMS
  41. 41. How Will You Contain an Infection? If your systems suffer a malware attack you’ll need to: • Disconnect compromised systems. • Collect important data. • Gather external intelligence. • Safeguard all systems and media. • Collect Logs. Source: Cybersecurity Ninja Series from RoundTable Technology REVIEW YOUR SYSTEMS
  42. 42. What About Paper? Make sure you have digital copies of paper files. Also, don’t overlook the value of having paper copies of essential files. In cases where the digital files are inaccessible, paper might save you. REVIEW YOUR SYSTEMS
  43. 43. Into the Chat What’s the first process or technology you’ll need to recover? REVIEW YOUR SYSTEMS
  44. 44. Case Study: Her Justice REVIEW YOUR SYSTEMS
  45. 45. Sandy Was on the Way Mary O’Shaughnessy, Executive Director, quickly made a plan a couple of days before the storm struck. REVIEW YOUR SYSTEMS
  46. 46. Powered Down In anticipation of losing power, she shut down all electrical devices in the office, including servers, computers, and copiers. REVIEW YOUR SYSTEMS
  47. 47. Closed for the Week As Manhattan flooded, O’Shaughnessy decided to close the office for a week. REVIEW YOUR SYSTEMS
  48. 48. Fast Recovery Once the water had receded and the power was back on, all Her Justice had to do was turn its servers and computers back on and it could get back to work. REVIEW YOUR SYSTEMS
  49. 49. The Incident Prompted Planning Her Justice took another look at its infrastructure and processes and decided that the Cloud was a better choice. REVIEW YOUR SYSTEMS
  50. 50. Getting Back Online 5
  51. 51. Replacing Hardware If your hardware was damaged in the disaster, how will you replace it? Keep a list of approved vendors and approximate pricing so that it’s easy to replace the hardware quickly. GETTING BACK ONLINE
  52. 52. Where Is Your Data? Did you lose data or suffer damage to your servers? Inventory what data is still intact and accessible and what isn’t. GETTING BACK ONLINE
  53. 53. Are You Confident in Your Backups? Are you sure your data is being backed up properly? How confident are you that you’ll be able to restore a backup quickly and thoroughly? It’s wise to practice restoring a backup once each month. GETTING BACK ONLINE
  54. 54. Poll How confident are you that your nonprofit could restore a backup within a few hours? A. Very confident B. Somewhat confident C. Not very confident D. Extremely unconfident GETTING BACK ONLINE
  55. 55. Other Planning Considerations6
  56. 56. Workday vs. Weekend How will your response need to be different if people are in the office versus at home? OTHER PLANNING CONSIDERATIONS
  57. 57. Training and Practice Until you walk through it, there are a lot of small details that can be easy to overlook. OTHER PLANNING CONSIDERATIONS
  58. 58. Are You Insured? Look through your policies and find out what they cover and what they don’t. OTHER PLANNING CONSIDERATIONS
  59. 59. Put Your Plan on Paper If it’s in your head, it will do no one any good if you’re unavailable. Also, chances are you’ve overlooked something. OTHER PLANNING CONSIDERATIONS
  60. 60. Safely Store Your Plan Keep your plan in multiple secure locations. In the Cloud, on a thumb drive, and on paper are all good options. OTHER PLANNING CONSIDERATIONS
  61. 61. In Review 1. Imagine the worst—what kind of disaster could strike your organization? 2. Be ready to respond quickly—how will you make sure staff are safe and rally everyone? 3. Review your systems—review and prioritize your activities and the systems that support them. 4. Consider the processes and procedures for getting back online. 5. Don’t forget the small details! 6. Write out your plan—put everything you’ve thought about today into a written plan that guides your organization through the recovery process. OTHER PLANNING CONSIDERATIONS
  62. 62. Safety Matters For more information on how to help your staff members stay safe in an emergency, visit: • ce-plans • help/prepare-for- emergencies/workplac es-and-organizations OTHER PLANNING CONSIDERATIONS
  63. 63. THANK YOU FOR JOINING US! Questions? Don’t forget to fill out our survey: [Link]