| Preparing your office in advance of a disaster will | | | | level of service today. |
| help you to minimize down time and expedite | | | | What about office equipment. Do you own it or |
| your recovery to normal. When you scan your | | | | lease it. If your computer, printers copiers etc |
| office operation you must ask yourself what | | | | have been inundated by smoke or water do not |
| items could I absolutely not do without? What | | | | despair. Do not throw them out. Do not turn |
| items are absolutely critical to ongoing operations? | | | | them on. Let's consider water issues first. |
| Additionally who will be available to assist in the | | | | Most pc's today could be run thru as car wash on |
| aftermath, Will it be up to you alone or will you | | | | the back of a pickup truck and be salvaged if |
| have help? | | | | they are properly cleaned and dried. Likewise if |
| Let's look at some of these specific issues. | | | | you r unit has been exposed to smoke it may be |
| Power, what is your plan for backup power. Does | | | | saved as well. But do not turn it on. Soot acts as |
| your building have emergency backup generators? | | | | an insulator on the wiring building up electrical |
| If they do are they diesel or propane fueled? | | | | resistance and heat. So you may think you want |
| Why ask that fuel question? Well if the | | | | to turn it on to check it out. It could seem fine |
| generators run on diesel, how long will they run on | | | | initially but an extended run could cause it to |
| the existing fuel supply? Is it a number of hours | | | | overheat and burn itself out... Specialized disaster |
| or a number of days? The difference for your | | | | service companies should be called in to evaluate, |
| operation could be dramatic. If the generator only | | | | restore equipment as much as possible and |
| as enough fuel for x number of hours this may | | | | recover data. No matter if the pc looks like an |
| simply be enough to allow you time to power | | | | over broiled steak on the barbie the odds are in |
| down your computer system and backup data to | | | | your favor that the data can be recovered. |
| take with you or store offsite. Or online (a now | | | | Back to the issue of ownership. If the equipment |
| expanded option). If it is a diesel system once | | | | you use is leased do not dispose of it post |
| you know the parameters of the fuel supply you | | | | disaster. The lessor may need to recover it in |
| should ask the building owner or manager if they | | | | order to file an insurance claim.. Your disposal of it |
| have a plan to refuel the generator post disaster. | | | | may cause you to inherit liability for recompense. |
| Arrangements for post disaster service should be | | | | Paper files, records, contracts other legal |
| made well in advance planning. | | | | documents----you should keep a list of the most |
| Computer information as state above is also | | | | essential items that you would need to recover,. |
| mission critical. In the recent Katrina disaster one | | | | Many times post disaster the public safety officials |
| large regional institution with dozens of branches | | | | may giver you limited access to your property |
| decided, as the storm approached to burns a few | | | | post disaster. Many times they will offer 15 |
| CD's and lift the computers from the floor and | | | | minutes to remove what you need, period. If that |
| place them on desks. Not a bad idea except when | | | | was your option would you remember the mist |
| the water goes to the ceiling level in the rooms. | | | | important items, would you remember where |
| How often do you backup your severs or | | | | they are located. Would you have a method to |
| individual PC's... Is it an automatic network function | | | | open locked cabinets? Furthermore who would be |
| or are you relying on the last man or woman out | | | | allowed to remove them? If you personally were |
| to do it daily. If someone is taking the info out | | | | not able to do so. Does someone else have a |
| the door with them daily. What is your plan to | | | | notarized affidavit to show police or National |
| relocate that person post disaster? What method | | | | Guard to verify their right to enter the facility? |
| will you use to reach them? Do you have | | | | Back to the basics. Yes there is still a place for |
| designated meeting place post disaster? Will you | | | | the simple sign. Perhaps you should have signs or |
| try to use cell or email or SMS? What if towers | | | | banners made in advance of an impending storm |
| are down or cable interrupted. Have you | | | | that would notify clients how to find you or |
| considered satellite phone? These days prices | | | | communicate with you in the aftermath. |
| have fallen dramatically to purchase handsets and | | | | Lastly, how about a mutual aid program with |
| airtime may be bought in monthly increments. So | | | | someone in a similar business in a different region |
| there is no need to pay for an entire year or for | | | | who could be your backup command center? |
| months when risks may be lower. | | | | Many of us have developed friendships with other |
| A growing choice is to store data on remote | | | | in out trade association over the years,. Perhaps |
| servers or online. They may be good choices in a | | | | some shared planning could lead to a mutual |
| redundant approach to business information | | | | assistance plan for forwarding data or phone |
| management. | | | | communications for example. |
| Let's talk about phone service. Does your | | | | Simply considering these few issues in advance |
| equipment provider have a disaster plan? Ask | | | | and developing a basic disaster plan will put you |
| them... How will they attempt to service their | | | | mile ahead. Surveys tell us that most small |
| customers Will they bring in additional technicians? | | | | business that are impacted by a major disaster, |
| Do they have a mutual aid arrangement with | | | | who have no plan in place close their doors within |
| other companies at a distance? Or perhaps yours | | | | 24 months a the disaster. |
| is a national provider who may shift corporate | | | | Today there are many planning resource available |
| resources. Next ask how service restoration will | | | | online for building the basic plan. There are also |
| be prioritized. Ask your service provider if they | | | | companies who specialize in disaster plans for |
| are able to provide call-forwarding options which | | | | business and institutions. New innovative |
| you may initiate from a remote location. If clients | | | | applications provide highly effective tools for web |
| try to reach you on the phone to no avail what | | | | based disaster planning. The web based function |
| will their options be. | | | | facilitates access by computer or smart phone |
| Well it could be signage post disaster, or could be | | | | post disaster. It also provides a printable edition |
| an automated dialer or an email chain. Today one | | | | for storage or distribution. |
| of the most interesting options is broad broadcast | | | | Several web based interactive models are |
| sms text messaging. There are a variety of | | | | extremely user friendly. They makes it relatively |
| emergency contact providers who can offer | | | | painless to update info regularly with minimal time |
| redundant systems including, cell, email, sms text, | | | | and instantly transmit the latest plan updates to |
| paging etc. The ability to let clients know where | | | | those who need to be in the know. |
| you are and how to reach you is an expected | | | | |