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DISASTER RECOVERY
PLANS FOR YOUR BUSINESS COMPUTERS
INTRODUCTION:
Like clockwork, once
a high publicity disaster befalls a community, all the newspapers, media
and business journals go on at length about the destruction of vital
records and the loss of the priceless asset that is the information
stored in the typical company’s computers. Everything from vendor and
customers lists to years of correspondences, plans and specs, employee
and tax information and, increasingly vital, e mail exchanges are often
lost forever.
Most medium and
small businesses save most of their records now either on desktop
computers or a local server (a larger storage and distribution computer)
located on the premises. A few wiser companies also use backup provided
by a local company that routinely stores the company files on a much
larger server at another location.
But a surprising
number of companies do not take the time or trouble to truly analyze the
safety of such methods. Most companies do not know where the off site
server is located or if it is subject to the same threat of disaster or
loss of electricity for prolonged periods. (It’s eight o’clock…do you
know where your backup server is?)
One client felt
relaxed about having not only a very good local server in the office but
a backup server provided by his computer maintenance people-until he
discovered that they were located in the same building and the flood
that destroyed his system…destroyed theirs. Another client knew that his
backup outside server had a battery to maintain its functioning and
memory if there was a power outage…but never investigated to discover
that the batteries useful life, when new, was six hours, woefully
inadequate.
The wise business
understands that taking time to plan for such disasters is not only wise
but vital in today’s electronic information age. This article shall
briefly discuss some basic steps to take to implement your disaster
recovery plan for your own data.
THE BASIC PLAN:
1.
Consider the Risks And Prepare Defensive Steps To Minimize Them.
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IN OFFICE DISASTERS:
Most people readily consider the danger of fire and flood within the
office but few realize that having an actual fire in the premises
may not be necessary for destruction of electronic memory. Smoke
travels where the air travels and smoke is actually particulates
(soot) on air currents. Most computers have fans that bring cool air
into the computer. Most buildings have heating and air condition
systems that move air around. Put simply, a fire on a floor five
hundred feet below you could result in soot ruining your server on
your floor. Indeed, fire sprinkler systems are often the cause of
“local flooding” that destroys data. Most buildings have extremely
sensitive systems that release water even if the fire is not on the
in office premises. The fire may be putting soot in your server
while the fire protection system simultaneously drowns it…all due to
a fire not even in your premises. Waterproof casings on the
computer and isolated ventilation systems are recommended-but seldom
practically available. Back up systems are, realistically, your only
solution to this in office risk.
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IN OFFICE VANDALISM/THEFT.
Disgruntled employees or vendors can easily gain access to most
servers in most offices and pushing a few buttons or pulling a plug
can wreck havoc. Most battery back up systems do not have alarms
sounding when they come on and only last a few hours. It is
remarkable that few companies bother to lock their server away in
truly secure locations, with power chords locked into plugs. If a
separate room is not available, secure and locked computer cabinets
can be purchased that enclose the entire server and power supply
and, of course, if battery power comes on there should be warning
alert on every computer screen and an audible alarm. The battery
back up should be a minimum of twelve hours. This is not expensive
to create and should be the part of every system in every business.
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VIRUSES AND INTERNET SECURITY ATTACKS.
Although most people are aware in a vague manner that viruses are
out there and purchase some anti virus programs, few realize that it
is only a matter of time until a virus will truly disrupt the
internet and all computers on it for hours or weeks. We are engaged
in a race between defensive measures and brilliant hostile minds
seeking to demonstrate their prowess or harm the global economy.
When suicide bombers cheerfully commit suicide to wreck havoc in a
store or bus station, it is apparent that the technologically
sophisticated enemies of this nation will sooner or later break
through with a system attack that could, in microseconds, cause more
economic harm than a thousand suicide bombings. No one expected the
Twin Towers, All should expect the internet attack. One easy
solution is to disconnect from the internet when not actually using
it. The problem with that is most businesses are now global and
require twenty four hour a day access. Further, the most likely time
for an attack would be during regular business hours. The only
real protection is the best virus protection software one can find
and a backup system described below. Your system will sooner or
later be a victim of attack. Plan on storing data off the internet
linked computers now and keep the older technology available since
sooner or later you will need it. Yes, cell phones, not just Trios,
yes fax and Xerox machines, not just scanning and e mail. And print
out information and place the key information in file cabinets.
Someday, when all are bewailing the loss, you will still be in
business.
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GENERAL DISASTER PLAN FOR YOUR PERSONNEL.
Too many companies protect the machinery and do not think about the
fact that the people with the expertise to utilize same may not be
available to use it. If you have expert personnel who are essential
to the retrieving of the data, have you considered how to make sure
they are available and reachable in an emergency to actually do the
work? Find out what expertise is needed and either learn it
yourself or have at least two persons capable of working on the data
with one always local and available. Create a plan for how to get
that person to your office. This should form part of a personnel
disaster plan that is not the topic of this article but should be a
part of your office overall business plan.
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UPDATE YOUR NEEDS.
Most businesses upgrade their computers at least annually, often
more. A disaster plan good for last year may be useless for this
year. One client after a fire discovered to his horror that the
operating system he needed to retrieve his older data storage system
was no longer in production. Each year, every year, review the
entire methodology and technology of what you are using and update
it.
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MAKE SURE YOUR CONTRACTS GIVE YOU TIME TO REPAIR.
Each
obligation your company undertakes should have a clause giving you
extra time to perform should you face computer data loss. These are
called Force Majeure clauses and your attorney should review
your agreements to make sure they exist. Check the
Contracts
article on our web site for a fuller discussion of this
clause.
THE PLAN IN WRITING.
Using the criteria
above, management should create a written plan which is also stored off
site but which all top management can gain access to when needed. DO NOT
STORE IT ON COMPUTER…PRINT IT OUT AND KEEP IT IN A FIRE PROOF SAFE OFF
SITE.
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A disaster
recovery plan needs to include documentation of the computer
configuration, backup copies of the application software and most
importantly, backup copies of your data. It also should specifically
identify for various levels of interruption what needs to be done
and who has the responsibility to do it. The plan must be tested
periodically to assure that it’s working correctly. An essential
element: get the data off site in a secure location and update that
process weekly or more often.
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The very small
business with one computer has two options depending on the amount
of data that needs to be backed up. One is the DOS/Windows backup
utility that comes with the computer. This is an inexpensive, yet
effective solution. But as the number of required disks for the
database increases, the more time- consuming this project becomes
for the person whose job it is to sit and feed the disks.
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In the case
where several megabytes need to be backed up, a tape backup drive is
a better solution. This is available from 250 MB and costs less than
$300. Tape backup drives come with software that allow regular,
unattended backups - including program files. This allows for the
quickest recovery in case the hard disk drive fatally crashes. For a
relatively small cost, this solution is convenient and frees up the
computer during business hours.
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It is important
to maintain and rotate several tapes (two weeks’ worth, for example)
and periodically take one out and save it. This enables data to be
restored from any point in time (as long as there is a backup)
without having to make up lost data manually. Periodically test
backup tapes by restoring some files to a temporary directory to
make sure the backups are working. Keep backups in a fireproof safe
or cabinet and take the most recent copy offsite in case the office
is destroyed.
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There are
companies with multiple computer sites operating duplicate equipment
and data for the sole purpose of an emergency backup system. These
hot sites ensure a business’s critical operations can continue to
function in the event the primary location becomes unusable.
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If a disaster
occurs, the action plan must address all variables. Where will the
business function if the principal location is not usable? How and
where will the necessary equipment be obtained (computers, copiers,
telephones, etc.)? A disaster recovery plan should be updated on a
regular basis to ensure appropriate timely measures will be
implemented in a crisis.
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The plan, and a
complete listing of all equipment and software, should be made
available to your insurance carrier.
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Finally, make
certain key individuals are aware of the disaster recovery plan and
able to implement it if necessary. Develop practice drills to
prepare staff if such a crisis occurs.
CONCLUSION
In 1906 the young
banker Giannini, owner of the Bank of Italy, saw his buildings crumble
along with the rest of San Francisco and watched the fire approaching
which had already burned much of the City. At some risk, he retrieved
his documents, records and cash from the ruins, removed them to a safe
locale, buried them, and waited for the disaster to pass.
A week later, to the
astonishment of the citizens (and his competitors) he was open in a
shack for business, making loans from his coffers, helping the city to
rebuild. His reputation was made forever as a brilliant businessman who
looked ahead, who had prepared for catastrophe and had reopened his
business when others were still wondering how to recreate their
documents. He later became the Bank of America.
When asked how he
had recovered so quickly, he simply stated that business is risk and
problems and the business that does not know that and prepare for that
will not long be in business.
A lesson for all of
us.
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