Key Take-‐Aways
•
Review basics of disaster recovery and
con2nuity of opera2ons.
•
Understand what you can do to prepare your
pool and its members for an unplanned
interrup2on.
•
Ini2ate simple steps to improve your
Disaster Recoveries Categorized by Recovery Type
92 Total Events
Hardware Failure/ Technology
14%
Mul2faceted 3%
Power Outage 40%
Water Pump 2% Satellite/
Connec2vity 6% Full Mobile
6%
Restrooms 1%
Phone Outage/ VM Redirec2on
23%
Portable A/C Unit 1%
Steps To Preparedness
1. Assess your risk – both internally and externally. 2. Assess your cri<cal func<ons.
3. Prepare your supply chain. 4. Back-‐up your data.
5. Create an emergency management plan. 6. Create a crisis communica<on plan.
7. Assemble emergency supplies. 8. Plan for an alternate loca<on. 9. Review your insurance coverage. 10. Test your plan.
1. Assess Your Risk – Internally & Externally
• What types of emergencies have
occurred in the past?
• What could happen as a result of
your facility loca<on(s)?
• What types of emergencies could
result from the design or
construc<on of your facili<es?
• What could result from a process or
system failure?
• Will you be affected if your neighbor
2. Assess Your Cri<cal Func<ons
• What func<ons are cri<cal to the day-‐to-‐day opera<ons?
› First Responders, HR, Opera<ons,
Management, Finance, Municipal Services
• What employees are essen<al? • How long can you withstand an
interrup<on to those cri<cal func<ons?
2. Assess Your Cri<cal Func<ons (cont.)
• Iden<fying cri<cal func<ons is integral in resuming opera<ons following a disaster.
• GOAL: iden<fy all resources and personnel required to restore cri<cal func<ons during a recovery
• Typically, cri<cal func<ons are those that: 1. are most sensi<ve to down<me;
2. fulfill legal or financial obliga<ons to maintain cash flow; 3. play a key role in maintaining your en<ty’s public image
and trust; and/or
3. Prepare Your Supply Chain
• Talk to your key vendors and suppliers about their recovery plans.
› Ask yourself has it been tested?
• Develop rela<onships with alternate vendors.
› Eliminate single points of failure.
• Educate the public about the importance of preparedness. • Insure what can’t be protected.
3. Prepare Your Supply Chain (cont.)
4. Back-‐Up Your Data
• Automated. • Daily back-‐ups.
• Store in off-‐site, secure loca<on.
• Test plan regularly. • Regional footprint.
5. Create An Emergency Management Plan
• Program designed to effec<vely and efficiently respond to an event, minimize the impact, protect and reassure the public and prepare for recovery
• Plan for what to do amer a disaster
• Facilitates transi2on between normal opera2ons and catastrophe response
• Lessons learned:
– Having access to informa<on necessary to make important decisions and genng informa<on to the right people are equally important
• Includes:
– No<fica<on and management of employees, ci<zens, vendors, suppliers and the media
6. Create a Crisis Communica<on Plan
• Develop a process to make sure all stakeholders (internal and external) are aware of decisions and expecta<ons.
• Ensure redundancies independent of cell or terrestrial networks as much as possible
› 24-‐hour phone tree
› Password protected web page (centralized emergency status) › Previously Established Radio/TV/Print News Partners
› Call-‐in recording system › E-‐Mail Alert System
› Text/Data Alert system
• Manage member and key vendor/partner communica<ons. • Prepare a media communica<ons plan.
• Consider all your different audiences: 1. Employees
2. Public
3. Media
6. Create a Crisis Communica<on Plan (cont.) Star2ng Simple:
Emergency Contact List
Create an Emergency contact list that includes:
• Home Phone
• Alternate Mobile
• Personal E-‐mail
• Family Contact Informa<on
• Evacua<on Plan
• Store Remotely for Easy Access
Setup Alert No2fica2ons Program
• Explain Purpose
• Test Regularly
• Update regularly with any CHANGES
to your organiza<on
6. Create a Crisis Communica<on Plan (cont.) Online Communica2ons:
Social Media • Post real-‐<me status updates • Direct public/employees to
alternate loca<ons
• Provide emergency contact informa<on & instruc<ons • Allows easy transference of
informa<on to other audiences
• User-‐Friendly, Searchable, universal applicability, stable plaporm
6. Create a Crisis Communica<on Plan (cont.) Online Presence:
Your Website • Site during an interrup<on? (remote Do you have access to your Web access)
• Consider hos<ng your website at an alternate loca<on (offsite).
• Post cri<cal informa<on on Home & Contact pages.
• Provide employees, public,
customers and business partners with <mely informa<on about your organiza<on during a crisis
• Ensure your site has con<ngencies for any poten<al SPIKE in traffic during emergency events
6. Create a Crisis Communica<on Plan (cont.) EXTERNAL Communica2ons Strategy
• Establish a Crisis Communica<ons
Team
• Iden<fy Spokesperson(s) &
priori<za<on
• Train your Spokesperson(s) on
the intricacies and best prac<ces of communica<ng with the media
• Ensure all Employees KNOW
7. Assemble Emergency Supplies
Employee Emergency Kits
• An emergency or disaster recovery kit should contain:
• Fresh water, Non-‐perishable food, Flashlights
• Extra baqeries, Baqery-‐powered AM/FM or NOAA radio
• First aid kit, Copies of important documents and records
• For a complete list of items, visit www.Ready.gov.
www.redcross.org
Workplace Recovery Kit
• CASH
• Recovery plan
• Hand Crank or Solar Chargers for Cell Phones
• Important records (Insurance policies, Fixed asset inventory, Contracts)
• Opera<ng system install disks, Licensing keys, Passwords
• Leqerhead
• Office Supplies:
• Stamps, Wri<ng Utensils, Stapler/Staples, Tape • Printer Paper, Calculators
8. Plan For An Alternate Loca<on • Mobile Recovery
› Delivered to a specific loca<on.
› Ideal for small to medium sized opera<ons.
› High level of flexibility.
› Cost effec<ve solu<on.
• Hotsite Recovery
› Permanent, regional facility.
› First come, first served at <me of disaster.
• Other Alterna<ves
› Reciprocal
9. Review Your Insurance Coverage
•
Assure you are insured for all poten<al risks.
•
Consider business interrup<on insurance and added
expense insurance.
•
Keep photos of your building, equipment lists and
policy informa<on stored in a safe and secure
offsite loca<on.
10. Exercise Your Plan
• Do an annual exercise and update the plan as necessary.
• There is no pass or fail.
• Make sure to re-‐educate
employees when any changes to the plan are made.
• Tes<ng is a process not just a project.
