10 Steps to Preparedness

Transcription

1 10 Steps to Preparedness

2 Prepare to Survive. Today s Key Take-Aways Review basics of disaster recovery and business continuity. Understand what you can do to prepare your organization for an unplanned interruption. Initiate simple steps to improve your preparedness today.

3 Some Disasters Happen with little to NO warning Moore, OK

4 Sometimes Big Events, Sometimes Small Events

5 Prepare yourself, your business & your family New York City following Hurricane Sandy landfall on Oct 29, 2012

6 2013 Disasters - 62 Presidentially Declared Disasters, Affecting 37 states and territories - Currently EIGHT disasters causing over $1 Billion in Damage (below average) - Worldwide: Major disasters worldwide - Over 20,000 deaths - Over $125 Billion in damage Relatively quiet year for tornadoes & hurricanes, with the exception of March 18 th storms and the Moore, OK Tornado.

7 2013 Federally Declared Disasters 62 Total Disaster Declarations (FEMA.gov) * Declarations as of December 18, 2013

8

9 US Billion $ Disasters

10 2013 Agility Recovery Events Summary Agility Disaster Recoveries Categorized by Type (Nearly 300 Individual Events Logged in 2013) Water Damage/ Weather 3% Water Damage/ Man made 3% Computer Failure 4% Server Failure 4% Internet Outage 9% Roof Damage 4% Additional Equipment Need 16% Phone Outage 9% Building Fire 5% Construction/ Renovations 3% Power Outage 40%

11 So What Can You Do Today?

12 Steps To Preparedness 1. Assess your risk both internally and externally. 2. Assess your critical business functions. 3. Prepare your supply chain. 4. Back-up your data. 5. Prepare your employees. 6. Create a crisis communications plan. 7. Assemble emergency supplies. 8. Plan for an alternate location. 9. Review your insurance coverage. 10. Exercise your plan.

13 1. Assess Your Risk Internally & Externally What types of emergencies have occurred in the past? What could happen as a result of your facility location(s)? What types of emergencies could result from the design or construction of your facilities? What could result from a process or system failure? Will you be affected if your neighbor is hit by a disaster?

14 2. Assess Your Critical Business Functions What functions are critical to the day-to-day operations? HR, Operations, Management, Finance, Accounting, Sales What employees are essential? How long can you withstand an interruption to those critical functions? 0-24 hrs, hrs, hrs

15 2. Assess Your Critical Functions (cont.) Identifying critical functions is integral in resuming operations following a disaster. GOAL: identify all resources and personnel required to restore critical functions during a recovery Typically, critical functions are those that: 1. are most sensitive to downtime; 2. fulfill legal or financial obligations to maintain cash flow; 3. play a key role in maintaining your entity s public image and trust; and/or 4. safeguard an irreplaceable asset.

16 3. Prepare Your Supply Chain Talk to your key vendors and suppliers about their recovery plans. Ask yourself has it been tested? Develop relationships with alternate vendors. Eliminate single points of failure. Educate employees & staff about the importance of preparedness. Insure what can t be protected.

17 4. Back-Up Your Data Automated. Daily back-ups. Store in off-site, secure location. Test plan regularly. Regional footprint.

18 5. Prepare Your Employees Involve them in the planning/testing of your strategy Prepare for Work-from-home Challenges Cross train employees, even between departments Address Family Preparedness Provide Build-a-Kit workshops or other family involvement days Formally share the plan with new hires Participate in local Emergency Management drills

19 6. Create a Crisis Communication Plan Develop a process to make sure all stakeholders (internal and external) are aware of decisions and expectations. 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 Alert System Text/Data Alert system Manage member and key vendor/partner communications. Prepare a media communications plan. Consider all your different audiences: Employees Stakeholders Clients Community Media Competitors

20 6. Create a Crisis Communication Plan (cont.) Starting Simple: Emergency Contact List Create an Emergency contact list that includes: Home Phone Alternate Mobile Personal Family Contact Information Evacuation Plan Store Remotely for Easy Access Setup Alert Notifications Program Explain Purpose Test Regularly Update regularly with any CHANGES to your organization Train New Hires

21 6. Create a Crisis Communication Plan (cont.) Online Communications: Social Media Post real-time status updates Direct public/employees to alternate locations Provide emergency contact information & instructions Allows easy transference of information to other audiences User-Friendly, Searchable, universal applicability, stable platform

22 6. Create a Crisis Communication Plan (cont.) Online Presence: Your Website Do you have access to your Web Site during an interruption? (remote access) Consider hosting your website at an alternate location (offsite). Post critical information on Home & Contact pages. Provide employees, vendors, clients and business partners with timely information about your organization during a crisis Ensure your site has contingencies for any potential SPIKE in traffic during emergency events

23 6. Create a Crisis Communication Plan (cont.) EXTERNAL Communications Strategy Establish a Crisis Communications Team Identify Spokesperson(s) & prioritization Train your Spokesperson(s) on the intricacies and best practices of communicating with the media Ensure all Employees KNOW who the Spokesperson is

24 7. Assemble Emergency Supplies Employee Emergency Kits An emergency or disaster recovery kit should contain: Fresh water, Non-perishable food, Flashlights Extra batteries, Battery-powered AM/FM or NOAA radio First aid kit, Copies of important documents and records For a complete list of items, visit Workplace Recovery Kit CASH Recovery plan Hand Crank or Solar Chargers for Cell Phones Important records (Insurance policies, Fixed asset inventory, Contracts) Operating system install disks, Licensing keys, Passwords Letterhead Office Supplies: Stamps, Writing Utensils, Stapler/Staples, Tape Printer Paper, Calculators

25 8. Plan For An Alternate Location Mobile Recovery Delivered to a specific location. Ideal for small to medium sized business. High level of flexibility. Cost effective solution. Hotsite Recovery Permanent, regional facility. First come, first served at time of disaster. Other Alternatives Reciprocal Internal

26 9. Review Your Insurance Coverage Assure you are insured for all potential risks. Consider business interruption insurance and added expense insurance. Keep photos of your building, equipment lists and policy information stored in a safe and secure offsite location. Asset management program.

27 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. Testing is a process not just a project.

28 Business Survival: The Agility Solution

29 Agility Recovery - History Started by General Electric 25 years ago. Saw a need to recover at or near the businesses normal location. Photo taken by Agility Recovery team

30 What We Do We provide the 4 key Elements of Disaster Recovery 1. Office Space: Everything needed for your employees to work 2. Power for the office 3. Communications: Telephone and Internet access & equipment 4. Computer System: Computers, servers, printers, fax

31 Culture of Success General Electric built an infrastructure to ensure success 25 years Rescued 1000 s of businesses Never failed Atlanta Distribution Center

32 New Vision The industry focused on the needs of the Fortune 500. This model is too expensive for most businesses. In 2004, Agility defined a new vision. Agility will bring disaster recovery solutions to ALL businesses.

33 New Business Model - ReadySuite Agility created a solution that all business could afford. For a small monthly fee, normally $495/month, you can protect your business.

34 When You Become a Member A continuity planner will contact you and gather the info we need to recover your business if you have a disaster. e.g. Erin Mitchell Agility Rep How many critical employees need to be up and running? What are the power requirements of the office? Where do you store your data? How do you want your phone calls handled during a disaster? Ben Pritchard Member Services

35 When You Become a Member All information is placed in a password protected site called myagility. myagility is the foundation of your recovery plan.

36 When You Have A Disaster Agility s operations team works with you to determine your needs. You only pay for Agility s out-of-pocket expenses: If we fly a technician to your office to set-up computers, we charge you for the airfare, but not the time. If you need a generator, we'll deliver it and bill you our exact costs. If you need a server, we take one from our stock and ship it to you. You pay for the shipping. Agility Quickship Cases

37 When You Have A Disaster Regardless if you have Agility or not, you would still have the same recovery needs. But Agility will get it done faster, cheaper and more effectively. Most importantly, we get it done every time. ReadySuite Mobile Office

38 Disasters Happen Sometimes they re small like a phone outage.

39 Disasters Happen Sometimes they re big like a tornado. Photo taken by Agility Recovery team

40 Disasters Happen If you don t have a plan your business will be forever altered. Photo taken by Agility Recovery team

41 Disasters Happen During a disaster there are more important things to focus on instead of trying to rebuild your infrastructure. When you re most vulnerable to being overcharged and underserved, you will have a partner you can trust: 25 years 1000 s of recoveries Never failed Agility will never profit from your disaster. Bobbi Carruth Agility Member Worthington Federal Bank

42 Ask Yourself Do you believe a disaster could happen? Do you believe that without a plan, your business will suffer? Do you believe Agility, after 25 years and 1000 s of recoveries will be there? DCH Credit Union Agility Members Tornado Recovery

43 Ask Yourself Do You Believe? If you answered, Yes, then Agility is a fairly easy decision. We welcome you as a member.

44 Prepare to Survive. QUESTIONS?