Disaster Recovery
Assessment
Disaster
Recovery
Assessment
Introduction
Hopefully, this Disaster Recovery Assessment (DRA) will lead to your Disaster Recovery Plan
(DRP). No matter what name, the primary objective is to enable an organization to survive a disaster
and to reestablish normal business operations in the shortest time possible. In order to survive, the
organization must assure that critical operations can resume normal processing within a reasonable
time frame.
In 2005, after Hurricane Katrina devastated major areas and some cities in Louisiana, Mississippi,
Arkansas, Alabama and Florida, Pickett & Adams in Mobile, AL reported that, with the help and
guidance derived from his APPEX membership* plus the implementation of a Disaster Recovery
Assessment from Advanced Automation, his office was back in business with power, phones,
automation and even air conditioning in a matter of hours. Three other agencies close by were either
still unable to conduct business, or working in 90 degree heat at tables in a parking lot. One agent
reported being able to get 4 workstations partially functioning due to a less-than-adequate generator.
Katrina proved, once again, a plan made the difference.
There are two audio interviews that are well worth listening to as you consider the assessment
process. Have your team listen and learn. Portland Insurance, Portland, OR, and L.G. Trask,
Ontario, Canada
*APPEX – Marsh Berry’s Agency Peak Performance EXchange
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
Objectives
The goals of your Disaster Recovery Plan should be to:
1.
2.
3.
4.
Identify weaknesses and implement a disaster prevention program
Minimize the duration of a serious disruption to business operations
Facilitate effective co-ordination of recovery tasks
Reduce the complexity of the recovery effort
FEMA reports that a disaster is any unplanned event that affects business.
1. Fire
2. Earthquake
3. Flood
4. Hurricane
5. Snow storm
6. Civil disobedience
Contingency plans should be developed for every critical process or function. You should first review
all alternatives and identify the best plan or alternative process for your situation. These plans will
vary with each system, process, and intended purpose. The following generic outline will help you
visualize what your Disaster Recovery Plan should include.
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
The Process
The complete process may take approximately four months to complete, assuming weekly one hour
team meetings to take the process step by step. Individual assignments would be completed and
presented at the Team meetings. A general staff meeting will be held to explain the Disaster
Recovery process and each person’s role in it. If there are sections that are assigned to individuals,
they would be distributed here. The purpose of the assessment is to flush out different areas that
need to be addressed, identify some key issues, make some global decisions, and assign a person
or persons to develop compile the information and develop a plan.
The DRA Outline forms the basis of Team Discussions to address each area in general. Individual
assignments are made in the DRP Checklist and reports back to the team would be made in a timely
manner.
Your documents for each area will be included after the appropriate tab in your final Disaster
Recover Plan. This information should be copied and kept off site in some format. For convenience,
we have developed a word document that you may find useful in compiling the information.
Projected
Time
DRA - Assessment – (general overview)
3 weeks
DRA - Checklist – (assignments)
1 week
Disaster Recovery Plan – Your Final Plan
Start
Date
Complete
Date
3 months
Scheduled Updates
_____________2006
_____________2007
_____________2008
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
1. Current Platform or Technology
Develop a detailed description of our
current technology
Develop a detailed description our
automation system
Any other software
Where are copies of software stored?

offsite??

Where are detailed instructions on
how to install the software?
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
Network Operating System
Develop a detailed description of our
current system
Who will be responsible, and how much
time will be required, for reloading our
network operating system
Describe our backup server, contacts,
etc.

Off site?

On-line?

Frequency?

Contact person

Numbers
Do we have a ‘live’ copy of our system at
another location?
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© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
Workstations
Detailed configurations and list of serial
numbers
Describe telephone system and
emergency options
Who is our Phone Company contact?

Name

Number

Emergency number
Where are our backup phones?
Who is our Call Center Contact?

Name

Number

Emergency number
What is our procedure for

Forwarding calls from emergency
number?

Message during disaster
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
Information on T1/DSL/Cable modem
Internet connection
Supplies
Where will we keep a stockpile of
supplies – offsite
What is included?

Checks

Paper

Pens

Paper clips

Staplers

Etc

Etc

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© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
2. Purchased / Rented Equipment
Miscellaneous equipment that would
need to be replaced

Fax machines

Copy machines

Scanners

Other Office equipment
Offsite Office Space needed

Square feet

In town

Out 0f town
Do we have a Real Estate Agent ready
to get temporary space immediately in
event of disaster?

Who

Agency

Phone

Emergency Phone
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© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
3. Data Recovery
Backup

Procedures

Contacts
Backup Hardware/Storage

Contacts
Internet Backup
Snap Servers
ASP
Tape
RAID
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
4. Key Contact Information
List key personnel that have
responsibility for our system or workflow.
Have an current list of all personnel,
home phone, cell phone, out of area
emergency contact, special needs

Full time

Part-time
Emergency Numbers

Police

Fire

Red Cross

City/Town leaders
Have an current list of all carrier key
personnel, office & home phone
Have an current list of all vendors key
personnel, office & home phone
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
5. Objectives of the Contingency Plan
Risks of Failure
Describe potential risks and how they
would impact our business.
Desired Outcomes
What are our desired outcomes in terms
of output and level of service? How long
do we intend to operate under the
contingency mode?
Potential Impact
What is the anticipated impact on our
business? Descriptions of potential
impact in terms of financial, market
share, and good will costs.
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
6. Resource Requirements
Time Estimates
Describe the estimated time required to
implement the plan.
Cost Estimates
What is our budget for the cost of space,
equipment, supplies, services, staff
overtime etc.
Source of Funding
Where will the money come from?
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
7. Insurance
Business Related Insurance

Carrier

Number

Effective

Limits

kept
Proof of Claim
What are the requirements when filing a
claim, including:

Serial numbers

Video tape of office

other
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© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
8. Implementing the Plan
Implementation Criteria
Describe the basic criteria for
implementing the plan. What will be the
situation that prompts the decision.
Trigger Events
Describe the specific failure that will
trigger implementation of the plan.
Describe the various scenarios that
could lead to a trigger event including:

Fire

Earthquake/Flood

Hurricane/Tornado

Power Failure

Civil Disturbance
Responsibilities
Who is responsible for making
implementation decisions? If you have a
clearly documented trigger event this
could be whoever is on duty at the time
the event happens.
Duration
What is the estimated length of time that
contingency operations will cover?
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
9. Operation and Management
Management Structure
To the degree necessary, describe the
management structure that will be used
to ensure smooth operations under the
contingency plan.
Decision Makers.
Who will be making the decisions to
implement, change, and eventually
discontinue the contingent operations?
Support Personnel.
What support personnel will be used to
implement and operate processes under
the plan?
Assigned Roles and Responsibilities
Details on who will do what under the
plan. Describe the teams that will be
used to respond to emergencies or
breakdowns
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
10. Criteria for Returning to Normal
Describe how we will determine that it is
time to discontinue the contingency
mode and return to the normal operation
mode.
Criteria.
Describe the conditions or events that
would lead to returning to normal
operating mode. This should include
certification that the system or process is
functioning normally.
Procedures.
Describe the detailed procedures
required to return to normal operating
mode.
Points of Contact/Notifications.
List key personnel that have
responsibility for returning the system or
process to its normal operating mode.
Decision-Makers.
Who will be making the decisions to
discontinue the contingent operations
and begin the recovery process?
Operational Personnel.
List the key operational resource
personnel that will be needed to return to
normal operations.
Business Partners.
List any business partner relationships
(internal and external).
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
11. Training and Testing
Requirements
Describe the training and testing
requirements that are required to
prepare for implementing the
contingency plan. Training may include
desktop exercises and rehearsals to
ensure smooth implementation of the
plan. Testing is used to validate the
plans capabilities.
Recovery Team Training
What training is required for the team
that will bring processes back on line?
Testing Requirements and
Procedures
Describe the plans and requirements for
testing the contingency plan. Testing is
required to validate the plan and ensure
its completeness. Include test scripts
and other detailed testing procedures.
Training and Testing Schedules
Document the timeline for training and
testing that will ensure readiness of both
staff and the plan.
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
AREA
GENERAL COMMENTS
12. Avoiding a Disaster
What are our plans in case of
emergency to
1. save lives
2. save disruption to the agency
What is our Short term evacuation plan?
(for fire, tornado, earthquake, etc)
What is our Long term evacuation plan?
(for hurricane, flood, etc)
When are evacuation plans practiced?
Who are Emergency Responders in
each area?

What are their responsibilities in an
emergency?
Who has EMT training?
Where are

first aid kits

fire extinguishers

emergency lights

etc.
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
Business Resumption Plan Checklist
Task
1. Current Platform or Technology

Automation System

Other Software

Re-loading Software

Network Operating System

Backup Server

Workstations

Telephone System

T1/DSL/Cable Modem
Assigned To
Expected
Completion
Date
Notes
 Call Center
2. Equipment Purchase/Rental

Fax Machine

Copy Machine

Office Equipment
 Office Space
3. Data Recovery

Backup Procedures

Backup Hardware/Storage
o Internet Backup
o
Snap Servers
o
ASP
o
Tape
o
RAID
4. Key Contact Information
5. Objectives Of Plan

Risks of Failure

Desired Outcomes
 Potential Impact
6. Resource Requirements

Time Estimates

Cost Estimates

Source of Funding
Disaster Recovery Assessment
© 2005 Advanced Automation
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Disaster
Recovery
Assessment
7. Insurance

Current Policies

Proof of Claim

Serial Numbers
 Video Tape of Office
8. Implementing The Plan

Implementation Criteria

Trigger Events
o Fire

o
Earthquake
o
Power Failure
o
Bomb Threat
o
Civil Disturbance
o
Flood
Responsibilities
 Duration
9. Operation and Management

Management Structure
o Decision Makers
o
Support Personnel
 Assigned Roles
10. Criteria For Returning To Normal

Criteria

Procedures

Points of Contact
o Decision Makers
o
Operational Personnel
o
Business Partners
11. Training and Testing
Requirements
 Recovery Team

Testing requirements and
procedures
 Training and testing schedules
12. Avoiding a Disaster

Evacuation Plans

Emergency people
Disaster Recovery Assessment
© 2005 Advanced Automation
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