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Planning for the Inevitable: IT Disaster Preparedness - Linda Sharp
This document discusses the importance of IT crisis preparedness for school districts. It outlines potential threats including natural disasters, violence, and cyber threats. It emphasizes having a plan to maintain essential services and restore critical ones first. The document provides examples of exemplary district plans and lessons learned from school districts that experienced disasters. Key recommendations include identifying mission critical operations, ensuring redundancy, communication planning, and regularly practicing crisis response plans.
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Planning for the Inevitable: IT Disaster Preparedness - Linda Sharp
- 1. Planning for theInevitable: IT Crisis Preparedness Linda Sharp CoSN Project Director IT Crisis Preparedness SchoolDude University 2009
- 2. Expect and preparefor the unexpected! SchoolDude University 2009
- 3. Schools Run 24/7Evening use of facilities Backup reports running at off-instructional hours Students and parents accessing the district website around the clock Other activities and uses in your district? SchoolDude University 2009
- 4. Reliance on TechnologyInstructional activities Business operations Student data and recordkeeping Assessment and accountability Internal and external communication with stakeholders Other areas of reliance in your district? SchoolDude University 2009
- 5. District Objectives inAny Disaster Safety and welfare of students Safety and welfare of staff Protection of property and facilities SchoolDude University 2009
- 6. District Objectives inAny Disaster Maintenance of essential services for as long as possible, shutting down least critical ones first Restoration of services - critical ones first - in the shortest amount of time possible SchoolDude University 2009
- 7. Think About It?What are some predictable threats in your own community? SchoolDude University 2009
- 8. Potential Disasters Naturaldisasters Violence, vandalism Man-made threats SchoolDude University 2009
- 9. Potential Disasters Naturaldisasters, acts of God Violence, vandalism Man-made threats Widespread medical emergencies and pandemics SchoolDude University 2009
- 10. Potential Disasters Naturaldisasters Violence, vandalism Man-made threats Widespread medical emergencies and pandemics Digital threats SchoolDude University 2009
- 11. Cyber Security forthe Digital District www.securedistrict.org Tools and information to: Assess and improve security of technology systems To protect safety of staff and students Contribute to educational mission of their schools Maintain community support SchoolDude University 2009
- 12. Security Planning ProcessSchoolDude University 2009 Outcome: Security Project Description goals processes resources decision-making standards Phase 1: Create Leadership Team & Set Security Goals Outcome: Prioritized Risk Assessment A ranked list of vulnerabilities to guide the Risk Reduction Phase Phase 2: Risk Analysis Outcome: Implemented Security Plan Risk Analysis and Risk Reduction processes must be regularly repeated to ensure effectiveness Phase 3: Risk Reduction Outcome: Crisis Management Plan A blueprint for organizational continuity Phase 4: Crisis Management
- 13. Security Planning GridSchoolDude University 2009 Security Area Basic Developing Adequate Advanced Management Leadership: Little participation in IT security Aware but little support provided Supports and funds security Aligns security with organizational mission Technology Network design and IT operations : broadly vulnerable security roll out is incomplete mostly secure seamless security Environmental & Physical: Infrastructure: not secure partially secure mostly secure secure End Users Stakeholders: unaware of role in security Limited awareness and training Improved awareness, Mostly trained Proactive participants in security
- 14. Security Planning GridProvides benchmarks for assessing key security preparedness factors Uses the same topic areas for consistency Helps prioritize security improvement action steps SchoolDude University 2009
- 15. You never havetime to plan for something you don’t think will ever happen. SchoolDude University 2009
- 16. Disaster Planning SchoolDudeUniversity 2009
- 17. Mitigation and PreventionActions you take to identify preventable and unavoidable disasters and to address what can be done to eliminate or reduce the likelihood of a disaster and/or its accompanying risks SchoolDude University 2009 Cameron Parish School Board Office
- 18. Preparedness Consideration ofworst-case scenarios and development of comprehensive plan for coordinated and effective response to any given disaster SchoolDude University 2009 South Cameron High
- 19. Response Execution ofthe preparedness plan and management of the disaster SchoolDude University 2009
- 20. Recovery Efficient andtimely restoration of mission-critical operations and processes SchoolDude University 2009
- 21. Risk Assessment Analyzeprocesses and functions deemed mission-critical. Identify types of potential disasters and impact of each on mission-critical items. SchoolDude University 2009
- 22. Risk Assessment Prioritizebased on acceptable period of unavailability. Chart the workflow, considering hardware, software, people and other resource requirements for continued operations. SchoolDude University 2009
- 23. Risk Assessment Imagineworst-case scenarios for all types of potential disasters. What would be lost? What data would be critical? How would you communicate? How would you restore mission-critical services? SchoolDude University 2009
- 24. Consider Lack ofAvailability of Key Services and Operations What must be restored within 1 hour? What must be restored within 4 hours? What must be restored within 1 day? What must be restored within 3 days? What must be restored within 1 week? What could wait for 30 days or longer? SchoolDude University 2009
- 25. Disaster Recovery PlanEasy to understand and follow Organized into sections Detailed steps of tasks to be accomplished Multiple formats for different audiences Print and electronic SchoolDude University 2009
- 26. The worst casescenario . . . SchoolDude University 2009 No Plan!
- 27. First Steps Identify Planning Team SchoolDude University 2009
- 28. First Steps Identifyand Classify Services, Operations and Records Vital Important Non-essential SchoolDude University 2009
- 29. Resources and RedundanciesHardware Software Communications Facilities People SchoolDude University 2009
- 30. Hardware Identify allrequired hardware. Be sure to include resources required to run and maintain hardware. Regularly update your list. Maintain key documents offsite. SchoolDude University 2009
- 31. Software Identify allrequired software. Regularly update the list. Keep copies of key applications offsite. Maintain key documents offsite. Be certain your backup systems are reliable - and redundant. SchoolDude University 2009
- 32. Software Data Secureand Restore Data Assess Capabilities of Providers SchoolDude University 2009
- 33. Communications Establish acommunications plan Develop strategic partnerships Employee communications SchoolDude University 2009
- 34. Communications Single pointof contact What is communicated Technical staff support Ensure redundancies SchoolDude University 2009
- 35. People Who isqualified to manage tasks? Have they been trained? What is their prior experience? Ensure key people resources are backed up . SchoolDude University 2009
- 36. People Incident ResponseTeam Identify critical personnel Communicate roles and responsibilities Ensure personnel have authority needed SchoolDude University 2009
- 37. Facilities Have buildingblue prints available Have all shut-off valves clearly labeled or color coded on blue prints Identify evacuation sites Identify potential known hazard areas SchoolDude University 2009
- 38. Emergency Operations Center(EOC) Determine overall strategy and priorities. Allocate resources. Manage the incident. Ensure objectives are met. Ensure strategies are followed. SchoolDude University 2009
- 39. Develop a StagedShutdown Move from simple preparedness to ceasing operations. Protect assets while staff is available to do the work. Ensure that mission-critical operations are the last to be stopped. Ensure shutdown can be reversed if needed. SchoolDude University 2009
- 40. Exemplary District PlansFairfax County (VA) Public Schools www.fcps.edu/emergencyplan Montgomery County (MD) Public Schools www.mcps.k12.md.us/info/emergency/ North Carolina’s Critical Incident Response Kit Project www.ncjjdp.org/cpsv/cirk/cirk.htm SchoolDude University 2009
- 41. Those who havelived it! Dr. Sheryl Abshire, Ph.D Chief Technology Officer Calcasieu Parish Public Schools, Lake Charles, LA Robert Gravina, Chief Technology Officer Poway Unified School District, CA Wayne Howard Technology Director Platte Canyon School District SchoolDude University 2009
- 42. Calcasieu Parish SchoolSystem (LA) Hurricane Rita struck the Louisiana / Texas border on September 24, 2005 as a category 3 storm with 120 mph sustained winds. Calcasieu Parish was hit by the hurricane eyewall and the east quadrant which has the strongest winds. 34,000 students and 5,000 staff displaced 2008 experienced Ike and Gustav SchoolDude University 2009
- 43. Calcasieu Parish SchoolSystem Every school damaged. Many schools in Calcasieu Parish received extensive roof and water damage. The lack of power afterwards promoted mold and mildew growth. 24 hours after Rita hit, the CPSB web and email servers were back up and providing information to evacuees across the country. 34 days later, CPSB schools reopened. SchoolDude University 2009
- 44. Calcasieu Parish SchoolSystem Many didn’t see IT as the recovery team – yet they took the initiative and were ready when disaster hit. Take the leadership if no one else is doing it. SchoolDude University 2009
- 45. Calcasieu Parish SchoolSystem Document during response and recovery Pictures Written records Items destroyed or damaged Items purchased SchoolDude University 2009
- 46. Calcasieu Parish SchoolSystem Don’t just create a plan— communicate and practice it SchoolDude University 2009
- 47. Calcasieu Parish SchoolSystem Develop a culture of preparedness. Revisit and actively practice the plan. Conduct periodic audits of the plan. SchoolDude University 2009 Practice, Practice, Practice
- 48. Calcasieu Parish SchoolSystem Staff Power and capabilities Computer and storage options Facilities Records and files Communication methods SchoolDude University 2009 Redundancy, Redundancy, Redundancy
- 49. Calcasieu Parish SchoolSystem You can’t over plan: Identify mission critical operations Think strategically Pay attention to detail SchoolDude University 2009 “ A plan needs to exist before it is needed. Making one on the fly is too late.”
- 50. Poway Unified SchoolDistrict Poway, CA Poway is the third largest school district in San Diego County covering 100 square miles and serving approximately 33,000 students. During the fires of 2007, the school district became the county’s communication center. SchoolDude University 2009
- 51. Poway Unified SchoolDistrict School Business Continuity Work on creating a stable and reliable network for your organization SchoolDude University 2009
- 52. Poway Unified SchoolDistrict Servers that can handle capacity in an emergency You may be the best form of communication in your area Clean data Online access Bandwidth for learning Opening up applications to your stakeholders SchoolDude University 2009
- 53. Poway Unified SchoolDistrict Secure dedicated equipment, software, supplies Capacity to Rebuild/Disaster Recovery Tape Drives and Juke Box (must be the same as what you are currently using) Back up server (work with your vendor) Estimated time to recover Personnel availability (cross training) SchoolDude University 2009
- 54. Poway Unified SchoolDistrict Moving your EOC What would you do if you had to evacuate your EOC? Could you set up a fully functional IT Department? How long would it take? Would you be able to have access to your network? SchoolDude University 2009
- 55. Poway Unified SchoolDistrict Remote Learning The Bird Flu, “when, not if” Applications that allow for anywhere, anytime learning Content Management Systems Online interactive tools Online courses SchoolDude University 2009
- 56. Poway Unified SchoolDistrict What Worked….. Multiple Communications Systems Auto dialers Webpage Content systems SchoolDude University 2009
- 57. Platte Canyon SchoolDistrict, CO Mountain Community – 45 minutes from Denver Approx 1300 students Platte Canyon High School - 480 students Preparations in place after Columbine shootings Lone intruder shot student SchoolDude University 2009
- 58. Platte Canyon SchoolDistrict Communications and coordination with police was key Separate communication channels Cameras Constant testing and update SchoolDude University 2009
- 59. “ It’s notthe plan that’s important—it’s the planning.” Graeme Edwards SchoolDude University 2009
- 60. What are YouDoing? Tips to share with colleagues What will you do now? SchoolDude University 2009
- 61. Consortium for SchoolNetworking SchoolDude University 2009 www.cosn.org www.cosn.org/itcrisisprep
- 62. Thank you SponsorsSchoolDude University 2009
- 63. Linda Sharp CoSNProject Director IT Crisis Preparedness [email_address] SchoolDude University 2009 Hope is Not a Strategy!