disaster planning what organizations need to know to protect their tech
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talks!
Disaster Planning: What Organizations Need to Know to Protect Their Tech
Audio is only available by calling this number:Conference Call: 866-740-1260 Access Code: 6339349
Sponsored by
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Using ReadyTalk
• Chat & raise hand • Mute = *6,
Unmute = *7• If you lose your
Internet connection, reconnect using the link emailed to you.
• If you lose your phone connection, re-dial the phone number and re-join.
• ReadyTalk support: 800-843-9166
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
You are being recorded…
• This seminar will be available on the TechSoup website along with past webinar presentations:– www.techsoup.org/go/webinars
• You will receive a link to this presentation, material and links.
• Twitter hashtag: #tsdp• Ask follow-up questions in the Tech
Planning Forum: – http://tinyurl.com/nmoema
talks!
Facilitator: Becky Wiegand (TechSoup)
Presenters: Michelle Baldwin, Chris Shipley, Elliot Harmon
Sponsored by
Disaster Planning: What Organizations Need to Know to Protect Their Tech
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Today’s Speakers
Answering chat questions: Kami Griffiths, TechSoup
Becky WiegandTechSoup
Michelle BaldwinV.I.S.T.O.
Chris ShipleyNutmeg Consulting
Elliot HarmonTechSoup
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Agenda
• Why plan for the worst?• How to create your own
plan• Examples• Resources• Q&A
talks!
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Why do organizations need a plan?
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
flickr.com/arielarielariel(Creative Commons)
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Whether big disasters…
flickr.com/ministrylink(Creative Commons)
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Or little…flickr.com/splorp(Creative Commons)
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
…It pays to be prepared.
Either way, if you have a solid
prevention plan in place, you can
mitigate a disaster and recover easier and faster, keeping your organization nimble and able to
continue your critical work.
flickr.com/bartmaguire(Creative Commons)
talks!
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How to create your own plan
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Overview of Areas
• Communications – internal and external• Documentation• Backup• Policies to prevent human-made disasters
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Communications – Internal and External
• How does your organization communicate? What contingency plans are in place for a change in available services?– Need to vacate main office– Loss or intermittent Internet availability– Drop in mobile phone services– Landlines become unavailable
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Communications – Options & Education
• Keep multiple routes of communication available and interconnected
• Educate your key stakeholders and test where to look for communication from you before they need it.
flickr.com/deivorytower(Creative Commons)
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Communications – Unified Comm• Unified Communications
– UC refers to a broad range of technologies and business practices that allow for continuity among multiple forms of communication.• Hosted Voice Over IP (VoIP) services• Local VoIP implementations• Online telephony services (Google Voice,
RingCentral, etc.)– Work can continue if phone service is
interrupted or staff needs to vacate the office.
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Communications – Alerting Stakeholders
• How will you keep donors, volunteers, beneficiaries, and friends of your organization informed during an emergency?– Sudden changes to your organization’s
services.– Status of recovery and rebuilding– Time-sensitive requests (for donations, work,
or needed items)
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Communications – Outreach
• Email newsletter• Coordinating efforts with other organizations in
your area• Social media strategy
– Social media is often discussed as a marketing venue for nonprofits, but you can use it to get urgent messages out quickly too.
– TechSoup resources• Eight Secrets of Effective Online Networking• New Media, Old Media, and Your Nonprofit
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
http://backup.idiolexicon.com/
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Documentation
• During an emergency, you’ll be glad you documented your systems and procedures clearly, thoroughly, and accessibly.
flickr.com/stian_olsen(Creative Commons)
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
What to Document– Warranties and receipts for computers and peripherals – Information about where, how, and how frequently your data is
stored and backed up – Instructions for how to restore your data – Passwords for encrypted data – Contact information for any employees, volunteers, or consultants
who maintain your organization’s tech infrastructure – A phone tree that includes home and cell phone numbers for all
staff. The phone tree should follow your normal chain of management, with each manager contacting her direct reports in case of an emergency.
– Login information for administrative accounts on all computers – Login information for web hosting and backup services– Contact information for web hosting and backup services– Software registration information, including keys
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Where to Keep Documentation
– Hard copies• Keep in a waterproof safe or safe deposit
box– “The Master Key”
• Encrypted USB flash drive– Online
• But be sure it’s encrypted!
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Documentation – Encryption
• MS Office 2003 includes professional encryption, but not by default. Default encryption is lower-quality.
• See instructions in The Resilient Organization, Chapter 4.
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
What to Backup
Secure backup strategies include onsite and offsite backups,with the critical components updated frequently.• What to back up
– User data on all computers– Home computers and handheld devices
• If working on personal computers or other device, include work files in the backup plan.
• Website– Find out how frequently your web hosting service
performs backups– Even if your web host performs regular backups, there
are benefits to storing a local copy of your site.
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Additional Backup
• Documentation• Internal data
– Any data that’s not stored on computer?• Government forms• Contracts• Leases• HR records
• Email• Bookmarks
– Switch to a non-local social bookmarking service
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Test Your Backups• Test your backups before you need them.
– Test your backups before you need them.– Test your backups before you need them.– Test your backups before you need them.
• Where to back up– Local Backup
• “The 2x2 Rule”– Remote Backup
Keep Your Friends Close and Your Backups DistantIn the wake of Hurricane Ike, one organization we spoke with had displaced staff working remotely in four different cities. One staff person reminded us that if you’re storing your backups in the same city as your office computers, there’s a danger that one catastrophe will destroy both: “Consider your entire city a potential point of failure!” This advice can also apply to remote backup and web hosting services.The Resilient Organization, page 25
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Policies to Prevent Human-Made Disasters• Protect critical organization logins
– Avoid auto-logins for sensitive data– Use different passwords – Use multiple passwords to minimize a security
breach.– Don’t use the same passwords for “nuisance
logins” that you use for important ones.• Article: Password Tips for Privacyhttp://www.techsoup.org/learningcenter/internet/
page6912.cfm
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Policies to Prevent Human-Made Disasters• End-of-Employment Policy
– Archive former employee’s email (don’t delete). Forward emails to their manager.
– Change all passwords. If applicable, have them make a list of all accounts and passwords set up for the organization.
– Back up their computer. Reformat before giving it to another employee.
– Keep an updated list of contact info for former employees.
* These measures do not denote mistrust of the former employee. They provide for a smooth transition for all.
talks!
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Examples and resources
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
What Worked for One
“One of the most critical purchases that we made was the Data Protection Manager (DPM) software for doing shadow copy/replica backups of our files. It allowed us to take our data and save it off-site by having each site have its own DPM server located at the opposite site. It also allowed our user base to recover different versions of documents if they were accidentally overwritten or deleted.“
-- Freestore Food Bank http://www.showyourimpact.org/raising-bar
Winner of the TechSoup-Microsoft Show Your Impact Story Contest
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
More Resources• Disaster Planning and Recovery Toolkithttp://www.techsoup.org/toolkits/disasterplan/index.cfm• Unified Communications Options for Nonprofitshttp://www.techsoup.org/learningcenter/networks/page11697.cfm• Backing Up Your Datahttp://www.techsoup.org/learningcenter/software/page6089.cfm• The No-Excuses Guide to Automated Online Backuphttp://www.techsoup.org/learningcenter/software/page6089.cfm• Share your own resources with the tsdp taghttp://delicious.com/tag/tsdp
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
More Resources
• SANS Institute for freely editable IT policies and a disaster plan template http://www.sans.org/resources/policies
• IronKey for hardware encrypted USB flash memory (documentation and encrypting the master key) https://www.ironkey.com/
• Volunteers in Service to Others www.vistohelps.com
• Nutmeg Consulting www.nutmegit.com
talks!
Questions?
Submit your questions using the chat box.
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Free Backup System Webinar
Join us for the second part of our free disaster planning webinar series next
Thursday, August 27 at 11 a.m. Pacific.
Disaster Planning: Backup, Backup, Backup!
https://cc.readytalk.com/r/swjbuqg4e6rq
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Continue the Discussion…
• Thanks to our presenters, Chris, Michelle, and Elliot!
• Thanks to Kami Griffiths for managing the chat!
• Twitter hashtag: #tsdp• Ask follow-up questions in the Tech
Planning Forum: – http://tinyurl.com/nmoema
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Thanks to Our Planning Partners!
• Cisco http://www.cisco.com/
• Collaborating Agencies Responding to Disasters http://www.cardcanhelp.org/
• One/Northwest http://www.onenw.org/
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Get the most out of TechSoup
• At TechSoup, you’ll find a range of technology services to help your nonprofit:
– Read helpful articles in our Learning Center– Request donated software, hardware, and
online services– Join our community forums to learn from
your colleagues– Browse upcoming events and conferences
Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349
Thank you to our webinar sponsor!
ReadyTalk offers dedicated product demos for TechSoup organizations 4 times per week:Monday 1:00 pm Mountain Standard Time (MST)Wednesday 9:00 am MSTThursday 1:00 pm MSTFriday 9:00 am MST
For more information: pages.readytalk.com/techsoup.html
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Thank you! Please complete the post
event survey.
For more information contact: Becky Wiegand
becky@techsoup.org
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