disaster planning what organizations need to know to protect their tech

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Disaster Planning: What Organizations Need to Know to Protect Their Tech

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Disaster Planning: What Organization’s Need to Know to Protect Their Tech For Audio: 1-866-740-1260 Access Code: 6339349

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• Chat & raise hand • Mute = *6,

Unmute = *7• If you lose your

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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

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Facilitator: Becky Wiegand (TechSoup)

Presenters: Michelle Baldwin, Chris Shipley, Elliot Harmon

Sponsored by

Disaster Planning: What Organizations Need to Know to Protect Their Tech


Today’s Speakers

Answering chat questions: Kami Griffiths, TechSoup

Becky WiegandTechSoup

Michelle BaldwinV.I.S.T.O.

Chris ShipleyNutmeg Consulting

Elliot HarmonTechSoup


Agenda

• Why plan for the worst?• How to create your own

plan• Examples• Resources• Q&A

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Why do organizations need a plan?


flickr.com/arielarielariel(Creative Commons)


Whether big disasters…

flickr.com/ministrylink(Creative Commons)


Or little…flickr.com/splorp(Creative Commons)


…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)

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How to create your own plan


Overview of Areas

• Communications – internal and external• Documentation• Backup• Policies to prevent human-made disasters


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


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)


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.


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)


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


http://backup.idiolexicon.com/


Documentation

• During an emergency, you’ll be glad you documented your systems and procedures clearly, thoroughly, and accessibly.

flickr.com/stian_olsen(Creative Commons)


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


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!


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.


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.


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


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


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


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.

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Examples and resources


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


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


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

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Questions?

Submit your questions using the chat box.


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


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


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/


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


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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For more information contact: Becky Wiegand

[email protected]

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