Disaster Recovery Tip #50

Be a Mentor

Here's the dream...One day every business will have a disaster recovery plan. It may sound ambitious, but we believe it. If you're reading this, chances are you believe it too. So let's do something about it.

Recently, Ready.gov launched a new mentoring initiative designed to help business leaders spread the word and give other businesses the tools needed to develop a plan; talk to employees; and protect assets. Click here for details. It's a great resource.

Additionally, on December 15, Agility is hosting a webinar to help educate business leaders on the 10 basics of business preparedness. Including:

• Risk Assessment
• Critical Business Function Identification
• Supply Chain Preparedness
• Crisis Management
• Data Back-up
• Crisis Communications
• Emergency Kit
• Insurance Coverage Assessment
• Alternate Location Planning
• Testing

Disaster Recovery Tip #27

Keep cool.

When we think of extreme weather during the summer, Hurricanes are usually the first thing that comes to mind. But the summer months also bring extreme high temperatures, as we’re seeing now with much of the Northeast United States in triple digit temperatures.

Extreme heat can cause a number of workplace interruptions – from exhaustion and poor air quality that may keep employees away from work; to brownouts, blackouts and wildfires which can completely shut down businesses for days at a time.

During a heat related emergency look into getting access to portable air conditioning (available at hardware stores), and establish contingency plans for loss of power. Try to encourage employees to stay indoors whenever possible, and avoid strenuous work outdoors during the hottest parts of the day. And as always, review your larger business continuity plan and prepare for anything you can imagine.

For more information on temperature related concerns, see FEMA's Extreme Heat Guide.

Disaster Recovery Tip #24

Everyone on the same page.

Often the most overlooked part of a disaster response is the restoration of your most important and least predictable asset: your people. Getting in touch with your employees is absolutely crucial, and during a disaster you need to account for the likelihood of all types communications interruptions: cell service, email, exchange servers, etc.

The first step is gathering the information. This includes home phone, cell phones for both voice and text messaging (SMS will often work when calls will not), home email address, and at least one emergency contact person.

The second step is storing this vital information in a manner that is secure, yet accessible. Online planning sites like MyAgility allow you to store employee contact information and other vital data from anywhere that has an internet connection.

Disaster Recovery Tip #20

Keep a local emergency list.

Be sure to include contact information for local resources in your recovery plan. This includes the obvious: police, fire department, poison control; and the not so obvious: local government agencies, as well as state & county emergency management offices. Employees should have access to local emergency agency information (phone numbers, email, etc), particularly in the event of unexpected disasters and terrorist attacks.

Disaster Recovery Tip #14

High and dry.

Over the past two weeks Agility has responded to fifteen different Members whose businesses were significantly interrupted due to flooding. Spring is the perfect time to evaluate your preparedness in the event of a flood, and with hurricane season around the corner, think about how your business could be affected.

Take a look at Agility's Flood Preparedness Guide for useful info and steps you can take right now.

Disaster Recovery Tip #10

Roll call.

Do not assume your employees will be available after a disaster. Try to anticipate their availability during certain scenarios and plan accordingly. For example, during severe pandemics, businesses potentially face 40 percent absenteeism in the workforce due to employee illness and children unable to attend school. How would your business continue operations with 40% absenteeism?

How Do I Prepare for a Fire? Part 3

Surviving the Aftermath
A fire isn't limited to smoke and flames. Related problems include water damage from sprinklers or fire hoses, smoke damage, and security breaches. Fire protection means preparing your business for all contingencies, from data recovery to emergency power systems. Consider this:

Smoke damage can destroy paper documents and electronic equipment, like laser printers and hard drives. Due to its unique behavior, smoke damage is often difficult to understand. Like any hot air, smoke migrates to cooler areas and upper levels of a structure, and is not confined to the area affected by the fire. Smoke often flows through plumbing systems, using holes around pipes to go from floor to floor and damaging equipment throughout a building.

What to Do if You Have Smoke Damage
If you have fire insurance, contact your insurance agent for suggestions and advice. If you rent, contact the owner so you both can assess the damage. The restoration process is greatly affected by the type of smoke and smoke damage in a fire. For the fastest possible response, business owners should familiarize themselves with the varieties of smoke damage.

Types of Smoke Damage
Fires create two types of smoke damage — visible soot and invisible odor. Because each fire is different, it's not possible to provide one set of guidelines on how to remove soot and odor.

• Wet Smoke - Low heat, smoldering, pungent odor, sticky, smeary. Smoke webs are more difficult to clean.
• Dry Smoke - Fast burning at high temperatures.
• Protein - Virtually invisible, discolors paints and varnishes. Extreme pungent odor.
• Fuel Oil Soot - Furnace puff backs cause fuel oil soot.
• Other Types - Include tear gas, fingerprint powder, and fire extinguisher residue.

Contact a reputable smoke damage repair service in your area, or your local chamber of commerce for more information on smoke damage restoration.

How Do I Prepare for a Fire? Part 2

Creating a Safe Environment
In addition to having the proper fire insurance, it is important to know how to prevent fires in your business. From building fires to forest wildfires, prevention starts with knowing the threats.

• Familiarize yourself with the buildings around your business. Are there businesses or buildings more highly prone to fire around you?
• Sprinklers typically reduce chances of fire-related deaths and property loss by one-half to two-thirds. Find out if your neighbors have sprinklers.
• Contact your local fire department to have your building inspected for fire code compliance.
• Both direct and indirect threats can be controlled through the creation of a safe environment:
• Working smoke alarms, fire extinguishers and escape plans are absolutely necessary for the prevention & survival of building fires.
• A safety zone can protect your building from wildfires. To create a safety zone, make sure your building is separated from flammable materials (like vegetation, refuse or lumber), either by dirt, concrete or other non-flammable material.
• Remember to have fire drills and practice your evacuation plan at least twice a year.

The Good and Bad of Sprinkler Systems
A properly installed and maintained automatic fire sprinkler system can save lives. Because fire sprinkler systems react so quickly, they can dramatically reduce the heat, flames and smoke produced in a fire.
However, sprinkler systems can also destroy important equipment and documents—and lead to mold and corrosion that can permanently damage your business. Because of this, water damage restoration and dehumidification are important factors in business recovery after a fire. Learn more about dehumidification and controlling water-damage.

How Do I Prepare for a Fire?

Insurance Considerations and Filing Claims
You need more than extinguishers to help your business survive a fire - you need information.

Many companies offer discounted fire insurance rates when security or sprinkler systems are installed in your building. The following suggestions will prepare you to file a claim after a fire:

• Create (and regularly update) a written inventory of the contents of your business.
• Videotape or photograph the contents of your business.
• Engrave larger equipment (servers, photocopiers, etc.) with identifying marks.
• Photograph or videotape the exterior of your building from several angles.
• Have special equipment appraised.
• Keep your insurance policy, inventory, appraisals, photos and videotape records in a secondary location, such as a fire-proof safe or safety-deposit box.
• Keep other important documents and electronic materials (such as server logs) in a secondary location. Also, remember to update your records periodically — set a specific date each year to review the inventory list and other records.

Disaster Recovery Tip #8

Don't be Afraid to Fail.

It's a common misconception that your continuity plan can fail a test exercise, when in reality the only failed test is the one you don't perform. A test exercise is a great way to validate the strengths and expose the weaknesses of your plan while providing valuable practice for employees to prepare for a real recovery. Remind your management team early and often that a test exercise is meant to find "failures" now, so they become "successes" during a recovery.

Disaster Recovery Tip #6

Ease into testing.

When testing your recovery plan for the first time, simplicity is key. Build out an annual testing strategy and gradually add layers of complexity to your test program each year.

Start by reviewing your written recovery plan with leaders within your company. Walk through a mock disaster scenario and review the responsibilities of key personnel. Once you've established a comfort level, then move on to testing technology, server recovery, and communications.

To learn more about the value of testing view another blog post, "Practice Makes Perfect in Disaster Recovery Planning."

Prepare for Blizzard Conditions this Weekend

Nor'easter Threatens Blizzard Conditions

A major nor'easter will strike the Mid-Atlantic states producing major snow accumulations and strong winds beginning midday on Friday and lasting through Saturday evening. Portions of Virginia, Maryland, Delaware, New Jersey and southeastern Pennsylvania will likely all experience big snow totals. A foot or more is expected in the Washington D.C. and Baltimore areas.

High winds are also expected to contribute to blizzard conditions. Wind chill throughout the weekend will also be a major concern.

Click here for specific information to your area.