Planning for the Future Disaster Recovery Plan Business Continuity Plan

1
Planning for the FutureDisaster Recovery Plan /
Business Continuity Plan
Expect the Unexpected Are We Clearly Prepared?

• Jim Zukowski, Ed.D.
• Texas State Board of Dental Examiners

Council on Licensure, Enforcement and Regulation
2006 Annual Conference
Alexandria, Virginia
2
Planning for the Future

• In the wake of Hurricanes
• Katrina and Rita, more
• focused attention has been
• placed on developing a
• business continuity plan in
• the event of a real disaster.
• The aftermath of those
• natural disasters has served
• as a wake up call for agencies
• in the public and private
• sector.

3
Planning for the Future

• One point that became quite
• evident from Hurricane Katrina
• is that no one knew who was
• in charge.
• State and local authorities
• had an Incident Command
• System in place, but no
• one utilized it.

4
Planning for the Future

• Another lesson learned
• from the disasters is that
• you have to take into account
• how much manpower youll
• have available to you.
• Remember your first
• responders to an incident
• may not be able to report
• for work.

5
Planning for the Future

• Communication outages during disasters
• are all too common. Remember how will
• you be communicating with your staff if
• all communication lines and links are
• down. Blackberries, cell phones and
• other communication tools might as
• well be thrown out the window.

6
Planning for the Future

• Let the public know that your services
• are interrupted. Convey a sincere but
• consistent message
• regarding when
• you anticipate that
• your services will
• be operational again.

7
Planning for the Future

• It is also essential to
• coordinate your
• continuity plan with
• other agencies that
• you regularly deal
• with. If possible, have a working
• knowledge of their continuity plans.

8
Planning for the Future

• Think about any secondary
• impacts that a disaster can
• impose on your agency or
• business. It was clearly
• shown during Hurricane
• Rita that the city of Houston did not have
• a clear transportation plan to evacuate its
• citizens systematically out of its town.

9
Planning for the Future

• How does a small state agency of 30
• individuals maintain a current and
• realistic Business Continuity Plan?

10
Planning for the Future

• The goal of our Business Continuity
• Plan is to develop advanced
• arrangements and procedures
• that will enable our board to
• respond to a disaster so that

11
Planning for the Future

• Critical business functions
• resume within a defined time
• frame, the amount of loss is
• minimized, and the damaged
• facilities are
• repaired or replaced
• as soon as possible.

12
Planning for the Future

• Any plan should cover the entire
• agency, which will include all of
• your business functions.

13
Planning for the Future

• A risk analysis, which is a
• part of a normal business
• operation plan, is taken into
• consideration.
• A risk analysis for any regulatory program
• should include an assumption that the
• functional areas of a regulatory environment
• depend heavily upon automation information
• systems.

14
Planning for the Future

• If your computer system
• is down and/or destroyed,
• a solution would be to
• move the critical business
• functions to a disaster
• recovery site, which in our
• case, is the Austin Disaster Recovery
• Operations Center.

15
Planning for the Future

• Create a Disaster Recovery
• Management Team.
• The purpose of this team will be to
• direct, coordinate and report to the
• head of the agency until full recovery
• has been accomplished.

16
Planning for the Future

• The Disaster Recovery Management Team
• is responsible for initial
• damage assessment to
• the facility, its offices
• and business structure.

17
Planning for the Future

• Other responsibilities include
• - Identify the extent of damage.
• - Identify communication problems.
• - Determine the condition of equipment/supplies.
  
• - Assess operational capability.
• - Define restoration requirements.
• - Assess equipment for salvaging.
• -- Schedule equipment for salvage and
  restoration.
• -- Monitor the salvage and restoration
  operation.

18
Planning for the Future

• The team advises the head of the
• agency whether or not a disaster
• should be declared. Included in
• this assessment is the scope of
• the disaster and its effect on entities
• other than that of your own physical
• operation.

19
Planning for the Future

• Set out your recovery operations
• and include detailed tasks for each
• functional area of your operation.
• For example, your Director of Licensing
• would go to their respective office(s),
• salvage files, and contact Licensing
• Staff regarding the disaster and
• whether or not they should report
• to work and where.

20
Planning for the Future

• If your operation is moving
• to a new site, you need
• to establish a master
• equipment list and master
• supply list that will keep
• your agency operational for the first
• 30 days of operation after the disaster.

21
Planning for the Future

• Establish a Disaster Recovery Box
• which would include, at a minimum
• Licensure packets, licenses,
• application packets, rules and
• regulations, your enabling
• legislation, strategic plan,
• and Disaster Recovery Plan
• and Business Continuity Plan.

22
Planning for the Future

• Have a list of current telephone numbers
• available It should include at a minimum
• - Other State Agencies
• - Agency Staff and Board
• - Vendors

23
Planning for the Future

• Monitor the progress of the recovery.
• Set up a recovery log and track the
• progress. Note any delays, because they
• will impact your restoration. Secure
• detailed costs involved in the
• restoration. This is especially
• important if no emergency
• funding relief has been granted.

24
Planning for the Future

• Once your office location has been
• restored or a new home has been
• established, prepare
• for a controlled move
• back to your permanent
• office.

25
Planning for the Future

• The following needs should be taken
• into consideration when establishing a
• move date
• - Equipment and furniture
• - Computer Network
• - Workstations and printers
• - Telephone Service
• - Start-up of normal business processing.

26
Planning for the Future

• A Disaster Recovery Plan
• and Business Continuity
• Plan will go a long
• way to reestablish a
• functioning office
• setting.

27
Planning for the Future

• Have Questions?
• Just ask Dr. Z !

28
Speaker Contact Information

• Jim Zukowski, Ed.D.
• Texas State Board of Dental Examiners
• 333 Guadalupe, Tower 3, Suite 800
• Austin, Texas 78701-3942
• Phone [phone]
• Fax [phone]
• E-Mail Information_at_tsbde.state.tx.us
• Website www.tsbde.state.tx.us