b usiness continuity Disaster Recovery RESILIENCE PLANNING Incident Mgt. COOP Crisis Mgt. preparedness m

1. business continuity Disaster Recovery RESILIENCE PLANNING Incident Mgt. COOP Crisis Mgt. preparedness management EMERGENCY MGT. Incident Response Contingency planning

3. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY AZ ARMA CHAPTER April 19, 2012 Monique Hafler Katherine Jonelis

4. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Overview of BCP • Contingency Planning/BCP • Recovery Planning • Business Impact Analysis (BIA) • Vital Records Protection

5. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Disaster Recovery OR Business Continuity?

6. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY

7. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Phases

8. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Contingency Planning – • Strategy to minimize the effect of disturbances and to allow for timely resumption of activities for an organization. • Often combines several different sub-plans providing detailed instructions regarding how to conduct the company in the face of several different emergency situations.

9. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Contingency Planning – • Focuses on continuing operations in the face of some sort of natural disaster, man-made, security violation, intentional or accidental disruption that affects normal operations. • Examples from SCF Arizona and Central AZ Project

10. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Disaster - • Sudden, unplanned calamitous event • Makes it impossible to perform functions for some period of time

11. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Disaster - • Types: • Class 1 – Most severe • Class 2 – Local/regional affect • Class 3 – Major destruction during work hours • Class 4 – Destruction off hours • Class 5 – 1 or 2 functions affected • Class 6 – Sub function affected • Class 7 – Lost document

12. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Disaster Recovery Planning - • Advance planning & preparation • Minimize loss • Ensure continuity of critical business functions

13. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Recovery – “When the smoke clears and the waters recede” • Recovery Checklist • Annually – Confirm vendor agreements • Benefit of a RIM and Retention program

14. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Business Impact Analysis (BIA)

15. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY

16. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Business Impact Analysis (BIA) - • Evaluate critical operations for the organization and determine resources needed to run them. • Basis for management to make strategic decisions about recovery. • Crucial to know exactly where all critical information resides and to plan for its recovery should the need arise.

17. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Business Impact Analysis (BIA) - • Recovery Time Objective: • Period of time within which systems, applications, or functions must be recovered after an outage. • Recovery Point Objective: • Point in time to which systems and data must be recovered after an outage.

18. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Vital Records Protection Program– • Ensures continued viability • Can resume operations quickly • Re-establishes financial and legal status • Fulfills obligations • ID’s records needed immediately following a disaster • 2-8% are Vital

19. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Vital Records Protection Program– • What does it Include? • Start with Inventory • Define & Identify Priority • After disaster, records needed may not be same as organizational vital records

20. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Vital Records Protection Program– • Common Vital Records after Disaster: • Emergency Plans & Directives • Delegation of Authority • Building Plans & building system operation manuals • Emergency Staffing Assignments

21. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Vital Records Protection Program– • Protection Methods • Fire-resistant safes or cabinets • Vaults • Duplication • Cloud • Microfilm or Digital copies

22. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Vital Records Protection Program– • Electronic Protection Methods • Magnetic Back Up Tape • Electronic Vaulting • Mirroring – Redundancy • Hot Site – Warm Site – Cold Site

23. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY

24. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Resources – • Records Emergency Planning and Response Webinar – FEMA, www.firstrespondertraining.gov • Association of Contingency Planners – AZ Chapter, www.azacp.org • Disaster Resource Guide, www.disaster-resource.com • NFPA 232, Standard for the Protection of Records – NFPA,www.nfpa.org • Vital Records & Business Continuity – ARMA, www.ARMA.org, Online courses • BCP Seminar - AIIM, March 2003 Presentations, http://www.aiim.org/Chapters/ChapterWebArticle.aspx?ChapterID=20&WebArticleID=26308

25. KNOW YOUR ROLE IN CONTINGENCY PLANNING /DISASTER RECOVERY • Contact Information: • Monique Hafler, Central AZ Project 623-869-2147 mhafler@cap-az.com • Katherine Jonelis, SCF Arizona 602-631-2128 kjonelis@scfaz.com

26. Thank you! Questions?