continuity and recovery planning presentation.ppt and recovery planning...vvss.. •disaster...

Continuity and Recovery PlanningContinuity and Recovery PlanningContinuity and Recovery PlanningContinuity and Recovery Planning

When a drop When a drop When a drop When a drop

Presented byPresented by

Randee K. Slings, General ManagerRandee K. Slings, General Manager

Iowa Title CompanyIowa Title Company

Presented byPresented by

Randee K. Slings, General ManagerRandee K. Slings, General Manager


becomes a becomes a

flood…flood…

becomes a becomes a

flood…flood…

Are you Are you

prepared?prepared?

Are you Are you

prepared?prepared?According to the USGS Iowa Water

Science Center, stream flow reached

149,500 cubic feet per second

(previously estimating 500 year flood

at 109,000 cfs). This was enough force

to shatter the entry door at Iowa Title

Company on June 11.

According to the USGS Iowa Water

Science Center, stream flow reached

149,500 cubic feet per second

(previously estimating 500 year flood

at 109,000 cfs). This was enough force

to shatter the entry door at Iowa Title

Company on June 11.

Are you Are you

prepared?prepared?

Are you Are you

prepared?prepared?The Flood of 2008 that devastated

Cedar Rapids and other eastern Iowa

towns should be a wake up call to all

businesses.

The Flood of 2008 that devastated

Cedar Rapids and other eastern Iowa

towns should be a wake up call to all

businesses.

Are you Are you

prepared?prepared?

Are you Are you

prepared?prepared?

Are you Are you

prepared?prepared?

Are you Are you

prepared?prepared?

Will you be able to recover AFTER the water recedes?Will you be able to recover AFTER the water recedes?

2008 Flood2008 Flood

ImpactImpact

2008 Flood2008 Flood

ImpactImpact

•18,623 estimated persons impacted

•10 square miles (14% of the city)

•7,198 parcels

•5,390 residential

•18,623 estimated persons impacted

•10 square miles (14% of the city)

•7,198 parcels

•5,390 residential

•Flood crested at over 32 feet

•125 miles of Iowa highway damaged

by flood

•Railroad damage

•Flood crested at over 32 feet

•125 miles of Iowa highway damaged

by flood

•Railroad damage

•1,049 commercial

•84 industrial

•51 agricultural

•486 non-profit

•138 other

•72,428 tons of debris collected and

removed as of 7/29/08

•1,049 commercial

•84 industrial

•51 agricultural

•486 non-profit

•138 other

•72,428 tons of debris collected and

removed as of 7/29/08

•Impacted City Facilities included

•CityHall

•Public Works

•Library

•Bus Barn

•Parkades

•Golf Courses

•Transit buildings

•Impacted City Facilities included

•CityHall

•Public Works

•Library

•Bus Barn

•Parkades

•Golf Courses

•Transit buildings

Business Business

ContinuityContinuity

Business Business

ContinuityContinuity

•The preparation that allows a

business to maintain their

functionality in the face of a

potentially disruptive event.

•The planning and activity by a

•The preparation that allows a

business to maintain their

functionality in the face of a

potentially disruptive event.


Disaster Disaster

RecoveryRecovery

Disaster Disaster

RecoveryRecoveryvs.vs.vs.vs.

•Disaster Recovery is a substantial part

of Business Continuity

•The procedures, processes, and steps

necessary to regain functionality after

a potentially debilitating or disastrous

•Disaster Recovery is a substantial part

of Business Continuity

•The procedures, processes, and steps

necessary to regain functionality after

a potentially debilitating or disastrous •The planning and activity by a

business that ensures critical business

functions will be sustained for

customers or other entities that access

those functions.

•Continuity

•The state or quality of being

continuous

•An uninterrupted succession or flow

•The pro-active steps established in

order to avoid or reduce loss of

production


business that ensures critical business

functions will be sustained for

customers or other entities that access

those functions.

•Continuity

•The state or quality of being

continuous

•An uninterrupted succession or flow

•The pro-active steps established in

order to avoid or reduce loss of

production


event.

•The ‘post-disaster’ steps

implemented to restore production


event.

•The ‘post-disaster’ steps

implemented to restore production

What is the purposes?What is the purposes?What is the purposes?What is the purposes?

• Maintain a level of

service

• Restore the

organization to regular

• Maintain a level of

service

• Restore the

organization to regular

• Protect the customer

base

• Protect integrity of

records

• Protect the customer

base

• Protect integrity of

records

business operations

• Minimize customer

impact

• Minimize lost

production

business operations

• Minimize customer

impact

• Minimize lost

production

• Protect work orders

• Protect production

• Protect Employment

• Protect work orders

• Protect production

• Protect Employment

Why is it important?Why is it important?Why is it important?Why is it important?

• Competitors may not be impacted – you need

one or you may not be in business

• Money – planning will help minimize financial

impact – cannot control loss of some, but can

• Competitors may not be impacted – you need

one or you may not be in business

• Money – planning will help minimize financial

impact – cannot control loss of some, but can impact – cannot control loss of some, but can

restore production so loss isn’t compounded

• Minimizes stress during stressful times

impact – cannot control loss of some, but can

restore production so loss isn’t compounded

• Minimizes stress during stressful times

Steps to start…Steps to start…Steps to start…Steps to start…

Basics…Basics…

• Identify risks

• Determine likelihood of risks

• Prioritize the risk analysis

• Rank the probability and impact

• Identify risks

• Determine likelihood of risks

• Prioritize the risk analysis

• Rank the probability and impact• Rank the probability and impact

• Analysis of Risk

• Development of Plan

• Implementation of Plan

• Maintenance/Review/Revise

• Rank the probability and impact

• Analysis of Risk

• Development of Plan

• Implementation of Plan

• Maintenance/Review/Revise

Identify RisksIdentify RisksIdentify RisksIdentify Risks

Risks – what are the risksRisks – what are the risks

• Technical

– Example: Computer virus

• Natural

• Technical

– Example: Computer virus

• Natural• Natural

– Flood/Tornado

• Human

– Employee Turnover

– Pandemic

• Natural

– Flood/Tornado

• Human

– Employee Turnover

– Pandemic

Identify: Examples of RisksIdentify: Examples of RisksIdentify: Examples of RisksIdentify: Examples of Risks

• Computer viruses or worms

• Hacking

• Electrical failure

• Internet interruption


• Hacking



• Ice

• Snow

• Traffic Accident

• Ice

• Snow

• Traffic Accident• Internet interruption

• Intranet interruption

• Power outages

• Tornados

• Floods

• Epidemics



• Power outages

• Tornados

• Floods

• Epidemics


• Vendor failure

• Legal

• Recession

• Reputation

• Personnel loss


• Vendor failure

• Legal

• Recession

• Reputation

• Personnel loss

Determine Likelihood of RiskDetermine Likelihood of RiskDetermine Likelihood of RiskDetermine Likelihood of Risk

• Personnel


• Legal


• Personnel


• Legal


• Earthquake


• Terrorist Attack

• Earthquake



LikelyLikely Less LikelyLess Likely




• Power outages

• Tornados/Floods

• Epidemics/Pandemics




• Power outages

• Tornados/Floods

• Epidemics/Pandemics


• Massive Computer Failure

• Complete Governmental

Shutdown


• Massive Computer Failure

• Complete Governmental

Shutdown

Rate the RiskRate the RiskRate the RiskRate the Risk

Probability & ImpactProbability & Impact

• Determine the probability

of the risk impacting your

business (likelihood)

• Determine the impact it

• Determine the probability

of the risk impacting your

business (likelihood)


OptionsOptions

• Avoidance– Determine how risks could be avoided

– Avoidance is typically effective, but the

most expensive

Extenuate

• Avoidance– Determine how risks could be avoided

– Avoidance is typically effective, but the

most expensive

Extenuate• Determine the impact it

would have on your

company

(financial/production;

short/long term impact)

• After assessment, address

accordingly


would have on your

company

(financial/production;

short/long term impact)

• After assessment, address

accordingly

• Extenuate– Determine how the seriousness of the risk

could be lessened or mitigated

– Less expensive than avoidance, but

typically can reduce the impact of the

inevitable

• Consumption

– Determine if risks can be absorbed or

consumed

– Eliminating antiquated processes, products

• Extenuate– Determine how the seriousness of the risk

could be lessened or mitigated

– Less expensive than avoidance, but

typically can reduce the impact of the

inevitable

• Consumption

– Determine if risks can be absorbed or

consumed

– Eliminating antiquated processes, products

Analysis & DevelopmentAnalysis & DevelopmentAnalysis & DevelopmentAnalysis & Development

AnalysisAnalysis

• After analyzing the risks, the likelihood of occurrence, and identifying the potential impact to the

• After analyzing the risks, the likelihood of occurrence, and identifying the potential impact to the

DevelopmentDevelopment

• Development of the

Business Continuity Plan

needs to address each

potential risk, what specific

• Development of the

Business Continuity Plan

needs to address each

potential risk, what specific potential impact to the company, it is easier to address the risks, establish a budget, and further develop the planning element of Business Continuity, including Disaster Recovery Planning.

potential impact to the company, it is easier to address the risks, establish a budget, and further develop the planning element of Business Continuity, including Disaster Recovery Planning.


steps are needed to address

each risks, and assignments

of tasks for implementation.


steps are needed to address

each risks, and assignments

of tasks for implementation.

Implementation/Maintenance/Review/ReviseImplementation/Maintenance/Review/ReviseImplementation/Maintenance/Review/ReviseImplementation/Maintenance/Review/Revise

ImplementationImplementation

• Educate key employees and

share their role

• Educate general staff

• Educate key employees and

share their role

• Educate general staff

Maintenance/Review/ReviseMaintenance/Review/Revise

• Revisit your action plan

annually (or more often if

needed)

• Make changes as needed

• Revisit your action plan

annually (or more often if

needed)

• Make changes as needed • Take steps to avoid,

extenuate, or consume the

risk

• Take steps to avoid,

extenuate, or consume the

risk


• Continually explore

alternative solutions to

reduce risks, and act

accordingly


• Continually explore

alternative solutions to

reduce risks, and act

accordingly

Business Continuity PlanBusiness Continuity PlanBusiness Continuity PlanBusiness Continuity Plan

Iowa Title Company Example ( Continuity Plan includes, in part)Iowa Title Company Example ( Continuity Plan includes, in part)

• Flood – Employee and facility preparation

and post flood plan for operations (onsite

and new facility)

• Fire – Employee Evacuation Plan, Manager

Sequence List, new facility establishment

• Flood – Employee and facility preparation

and post flood plan for operations (onsite

and new facility)

• Fire – Employee Evacuation Plan, Manager

Sequence List, new facility establishment

• Manager Sequence Lists include names,

phone numbers, email addresses, media,

vendor, client and employee contact

information

• Task Assignment Sheets are included on flash

drive

• Manager Sequence Lists include names,

phone numbers, email addresses, media,

vendor, client and employee contact

information

• Task Assignment Sheets are included on flash

drive• Inclement Weather – plan for notification to

employee and customers

• Tornado – Employee Safety Plan and post

tornado re-establishment plan

• IT Action Plan – Title Plant Security, Restore

and Re-establishment of Production

• Medical Emergency Action Plan

• Inclement Weather – plan for notification to

employee and customers

• Tornado – Employee Safety Plan and post

tornado re-establishment plan

• IT Action Plan – Title Plant Security, Restore

and Re-establishment of Production

• Medical Emergency Action Plan

drive

• Photo documentation of facility and

equipment

• Detailed inventories of equipment, software,

technical needs, supply lists

• System Backup Plan

• Title Plant Backup Plan

drive

• Photo documentation of facility and

equipment

• Detailed inventories of equipment, software,

technical needs, supply lists

• System Backup Plan

• Title Plant Backup Plan

Disaster PlanningDisaster PlanningDisaster PlanningDisaster Planning

Things to Include in Development…Things to Include in Development…

• Inventories

• Phone Tree of Employees

• Vender Contact Information

• Customer/Client Information

• Inventories

• Phone Tree of Employees

• Vender Contact Information


Helpful Tips Helpful Tips

• Communication and Organization is key

• Be specific

• Be detailed

• Photo documentation is helpful

• Communication and Organization is key

• Be specific

• Be detailed

• Photo documentation is helpful • Customer/Client Information

• Facility Contingencies

• Responsibility Checklists

• Statement of FAQ

• Press Release Form

• Media Contact List

• Backup Availability


• Facility Contingencies

• Responsibility Checklists

• Statement of FAQ

• Press Release Form

• Media Contact List

• Backup Availability

• Photo documentation is helpful for insurance, replacement assessment

• Save your plan on flash drive OFF-SITE

• Be prepared to implement action NOW

• Re-assess your plan of action regularly

• Photo documentation is helpful for insurance, replacement assessment

• Save your plan on flash drive OFF-SITE

• Be prepared to implement action NOW

• Re-assess your plan of action regularly

Example… Iowa Title CompanyExample… Iowa Title CompanyExample… Iowa Title CompanyExample… Iowa Title Company

Manager Sequence List for Disaster RecoveryManager Sequence List for Disaster Recovery

• Notify Senior Management

• Notify Board of Directors

• Prepare Statement for Internal and External

Release regarding disaster and general plan

of action (publish on website as well)

• Notify Senior Management

• Notify Board of Directors

• Prepare Statement for Internal and External

Release regarding disaster and general plan


• Contact Supervisors and plan meeting to

distribute task assignments

• Distribute task assignment lists and begin

contacting employees with prepared statement

• Prioritize title work needed with core

supervisory group

• Contact Supervisors and plan meeting to

distribute task assignments

• Distribute task assignment lists and begin

contacting employees with prepared statement

• Prioritize title work needed with core

supervisory groupof action (publish on website as well)

• Contact contingency facility to secure site for

operations

• Contact Phone Vendor to install new lines

and temporarily post message or forward

calls

• Contact IT to meet at site to establish

network and work stations

• Make arrangements to restore backups if

necessary


• Contact contingency facility to secure site for

operations

• Contact Phone Vendor to install new lines

and temporarily post message or forward

calls

• Contact IT to meet at site to establish

network and work stations

• Make arrangements to restore backups if

necessary

supervisory group

• Establish call center for notification to

customers

• Notify media

• Post communication on website regularly

• Re-assess

supervisory group

• Establish call center for notification to

customers

• Notify media

• Post communication on website regularly

• Re-assess

Business Continuity and Recovery PlanningBusiness Continuity and Recovery PlanningBusiness Continuity and Recovery PlanningBusiness Continuity and Recovery Planning

So…When a drop becomes a flood So…When a drop becomes a flood

make sure you have an ark!make sure you have an ark!

So…When a drop becomes a flood So…When a drop becomes a flood

make sure you have an ark!make sure you have an ark!

Thank You and Good Luck!Thank You and Good Luck!

Randee K. SlingsRandee K. Slings


Cedar Rapids, IA Cedar Rapids, IA

Thank You and Good Luck!Thank You and Good Luck!

Randee K. SlingsRandee K. Slings


Cedar Rapids, IA Cedar Rapids, IA

make sure you have an ark!make sure you have an ark!make sure you have an ark!make sure you have an ark!

Citations Citations Citations Citations American Psychological Association (APA):

continuity. (n.d.). Dictionary.com Unabridged (v 1.1). Retrieved September 24, 2008, from Dictionary.com website: http://dictionary.reference.com/browse/continuity

Chicago Manual Style (CMS):

continuity. Dictionary.com. Dictionary.com Unabridged (v 1.1). Random House, Inc. http://dictionary.reference.com/browse/continuity (accessed: September 24, 2008).

Modern Language Association (MLA):

"continuity." Dictionary.com Unabridged (v 1.1). Random House, Inc. 24 Sep. 2008. <Dictionary.com http://dictionary.reference.com/browse/continuity>.

American Psychological Association (APA):

continuity. (n.d.). Dictionary.com Unabridged (v 1.1). Retrieved September 24, 2008, from Dictionary.com website: http://dictionary.reference.com/browse/continuity

Chicago Manual Style (CMS):

continuity. Dictionary.com. Dictionary.com Unabridged (v 1.1). Random House, Inc. http://dictionary.reference.com/browse/continuity (accessed: September 24, 2008).

Modern Language Association (MLA):

"continuity." Dictionary.com Unabridged (v 1.1). Random House, Inc. 24 Sep. 2008. <Dictionary.com http://dictionary.reference.com/browse/continuity>.

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