better to coop than just cope!
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Better to COOP Than Just COPE!. Council of State Archivists Society of American Archivists Austin, Texas August 2009. COOP: Continuity of Operations. Primary facility is unusable long enough to interrupt normal operations Actions to resume essential functions - PowerPoint PPT PresentationTRANSCRIPT
Better to COOPThan Just COPE!
Council of State Archivists
Society of American Archivists
Austin, Texas
August 2009
COOP: Continuity of Operations
• Primary facility is unusable long enough to interrupt normal operations
• Actions to resume essential functions – Within 12 hours & for up to 30 days
• 4 essential functions– Vital services– Civil authority– Safety & well being of public– Sustain economic/industrial base
BCP
• Business continuity planning life cycle– Analysis– Solution design– Implementation– Testing & acceptance– Maintenance
COOP & BCP
• Methodology to create practiced plan– Analyze– Solve & design– Implement & accept– Train, test & exercise– Revise & maintain readiness
• Scalable to ALL organizations
Goals of COOP & BCP
• Ensure continuity of essential functions
• Reduce adverse effects of disruption
• Recover & restore interrupted critical functions w/in predetermined time
• How to stay in business in a disaster
• Strategies for continuing to meet users’ needs
Functions: Essential & Urgent
• Absolutely must perform w/o disruption• If disrupted, unacceptable damage• Legally required
MISSION ESSENTIAL FUNCTIONS? Customers’ needs? Relationship to parent organization’s
essential functions? Criticality of function
Archives: Essential Functions
• Support business functions– Back-up tapes & media– Vital records – Financial records
• Emergency recovery responsibilities– Institution – State govt – Local govts
• Information for public well-being– Vital records– Property records– Student records
COOP Personnel
• Team plans & prepares– Management: IDs essential functions assigns staff
allocates resources ensures implementation
– COOP program manager & planning teamGoals & milestones develops plan monitors budget
• Knowledge – Emergency planning – Essential functions, resources, equipment– IT, communications, logistics, facilities, legal issues
• All staff: resources & support to implement functions
COOP Personnel
Leader & Emergency Relocation Group• Succession Plan
3-deep when activated notification
• Documents specifying legal authority
what to whom when• ERG: keep small
– Know plan & roles - train– Able to relocate (“go kit”) – Resiliant, flexible, & healthy
Archives: PersonnelPlanning Team: small • Essential functions: staff + resources + alternate facilities +
equipment + authority• emergency planning, policies, IT, communications, logistics, legal
What will be most critical decisions in emergency?
Implications• Personal choices• What if non-essential ?• Unwelcome commitments, obligations• New responsibilities & cross-training• Knowledge transfer• Agency family support planning
Archives COOP Personnel
ERG: implement essential functions• RM: support business functions
– Tape & media retrieval, copying, delivery, reformatting– Vital records retrieval, copying, delivery, reformatting
• Emergency operations, assessment & recovery – ICS to organize emergency response– Emergency operations centers– On-scene assessment & recovery
• Reference Services: info delivery offsite – Vital records– Maps, infrastructure, environmental quality, & property records– Student records
COOP Resources
• Facilities– Alternate & secure + Basics to work
• Records & Databases– Emergency operating records– Legal & financial records– COOP records for essential functions
• Communications– Voice & data– Access to data, systems & services– Immediately activated & interoperable
Archives COOP Resources
• Facilities & Communications– Threat assessment & mitigation
• Records & Databases– operating, legal & financial records
• COOP essential functions : records & resources RM: support business functions: records Emergency op, assessment & recovery: location, collections, supplies, transportation Reference Services: records
• Redundancy --- $$$$$$$$$$$$$$$$
COOP / BCP Plan
BCP: Minimal• Staff contact info• Crisis man info• Vendor info • Offsite data storage• Insurance contracts• Other info for COOP
functions
COOP/BCP: Complex• Activate COOP,
deploy staff & relocate
• Work recovery • Means to reestablish
physical records• Establish & operate
new facility • Reconstitution
COOP Planning
1. Plan: analyze, solve & design
2. Integrate COOP/BCP & disaster planning
3. Implement & accept
Train, test & exercise - implement
Revise & maintain readiness
Training, tests & exercises
• Training & cross-training– Assess plans, policies, & procedures – Learn competencies & skills – Clarify roles & responsibilities
• Tests: evaluate capabilities – systems, facility, records recovery
• Exercises: progressive practice!!
• Evaluate effectiveness & id improvements
COOP Exercises
• Variety• Hazards & operations • Tabletops, drills, functional & full-scale
• Interface w/ other agencies• Scenarios
– Destroyed by fire – Inaccessible because of hazardous spill – IT failure for 24 hours – Records center is flooded
COOP Manage, Improve & Maintain
• Review & revise annually– TT&E: lessons learned– Changes: staff, mission/function, IT,
customer needs
• Train, test & exercise
• Allocate resources
COOP
• Focus on BIG questions first– Mission essential functions– Records management & redundancy– Mitigation
• Fill in details as planning continues & matures
• Distribute via intranet – easier to keep up w current copies
COOP/BCP Essentials
1. Essential functions2. Personnel
– Who for what & how– Succession planning & authority
3. Resources– Facilities– Interoperable communications– Vital records and databases
4. Ensuring adequate preparedness• Train, test & exercise • Maintain & improve
COOP/BCP Advantages
Good for business
Improves operations Improves information management
You’ll be better prepared