Computer Know How's Disaster Preparedness/Recovery Tips
13 Step to
insure you have access to your data files.
#1 If you have a network or business computer make extra
backups of all your crucial data (by tape or other method) during periods of crisis,
storms, war etc..., there is no substitute for a backup, period!
#2 If you have a fast workstations with a large hard drive
with lots of free space on it you can make a copy of your servers data file
folders by using the windows explorer, "highlighting"
the folders you want, "right clicking" your mouse button
and selecting copy. Next create a folder on the fast workstation on the hard
drive that you desire to copy the files too. Do this by "right
clicking" on the "drive" and select "new"
and "folder" and call the new folder "backup of
data files" followed by pressing the "enter key".
Next, "right click" on the folder you named "backup
of data files" that you created in the previous step and select "paste"
from the drop down menu. Your files will be copied to the new location.
This can take 2 to 5 minutes or as long as 30 to 45 minutes depending on how
much information you are copying. If you have never copied files before review
the "Windows Explorer" and "copy" files items listed under
the "START", "HELP" buttons on the lower left-hand corner of
the standard Windows 95/98/NT, task bar. In the "HELP"
"INDEX", type the word copy. You will see lots of information on how
to use both of these functions. This is ideal if you have a laptop with a big
hard drive because you can take it with you if you had to.
# 3 make sure your UPS Battery systems and surge protectors
are working well. Many of these items have test buttons on them. Read the
instructions on your particular units and test them.
#4 Have printed backup copies of important documents like your
P & L, Balance sheet, Aged Trial balance, Aged detailed Accounts
Receivables, Aged Accounts Payables, Detailed Inventory report, Details Payroll
Reports, Detailed customer list, detailed vendor list, insurance policies, bank
accounts, and other such documents. Make sure you have the account numbers, user
names and password for any accounts you have to access. If the electricity is out
for a month, you will have up
to date information available to and you should be able to deal with emergency
relief agency's and insurances companies.
# 5 Make sure your cell phone batteries are fully charged and
your car has a full tank of gas so you can call people from your car.
#6 Make sure you have some cash on hand (a minimum of $150 per
employee) to run you business out of pocket just incase. Also don't forget to
take the company credit cards and checks with you.
#7 Make sure you have easy access to the printed documents
mentioned in #4 so that you can take them with you if need be and to get a quick
start on making insurance claims or getting access to your monetary assets to
rebuild your business.
#8 If a major storm was approaching bag all your expensive
electronic equipment in thick large trash bags or put them in sealed large
plastic trash cans and close them with duck tape.
#9 If a major storm was approaching, take your server and one
workstation or laptop system with you.
#10 Take all other important documents like corporate minutes book, stock certificates, insurance policies, company checks, letter head, signature stamps, etc…
#12 Plan a head!!! Have a plan in writing so that the plan can be execute even if you are out of town an a subordinate has to take charge. Your plan needs to have a sequence, a time table, an evacuation route, a evacuation destination, and contact information for all employees and important vendors/institutions.
#13 Practice the plan. Rehearse the plan and make sure the chain of command lists who takes charge if you are away. Add this information to the company/employee handbook. Tran everyone on this procedure. At the very least make sure everyone has been briefed on the plan and that they know where the plan is located. (There should be multiple copies of this plan keep in different strategic places.
This mini plan has been provided as a free service of Computer Know How, Inc. It is no intended to and it can not replace a comprehensive disaster plan. Way too many variable both under your control and outside of your control will effect your companies individual disaster preparedness/recover plan. If you would like help building a "real" disaster preparedness/recover plan, please contact Computer Know How, Inc. at (904) 730-0994 or email us at disasterplan@computerknowhow.com