RISK MANAGEMENT ADVISORY	SEPTEMBER 1996

PLANNING FOR DISASTER RECOVERY

10 KEY STEPS YOU CAN TAKE RIGHT NOW!

1. If you have not already done so, provide now for daily back-ups of key network and computer files. Remove for off-site storage no less frequently than weekly. Consider: Network data base; CADD work in progress if not stored on the network server; general ledger; project costs accounting records, and network, accounting, and CADD system software if not easily replaced.

2. Keep a duplicate copy of your slide and photograph collection in a safe, off-site storage location. Update periodically.

3. At a minimum, provide for power surge interdiction for all computer equipment and for emergency power and pre-programmed shut down of the network.

4. Arrange with your network server vendor, in advance, for emergency 24 hour replacement of network hardware. If needed, arrange in advance for a commitment for the emergency services of a systems consultant to assist in start-up operations.

5. Set up a private chat room on the internet for emergency communications, and make certain all employees understand its purpose and how to access it from their home computers. Conduct a test.

6. Publish a list of home, car, and pager telephone numbers for all employees and the e-mail address for emergency communications, and provide to the staff to file at home. Update periodically.

7. Prepare lists of key vendors, public assistance organizations, and emergency contractors, with telephone and fax numbers, and store with your duplicate slide collection. Update periodically.

8. Prepare an insurance telephone directory with names, telephone, fax and e-mail numbers. Include your broker and the claims department for all property and liability insurers. Update annually.

9. Secure from your insurance broker a recommended chart of accounts for disaster response and loss recovery project accounting. Add these accounts to your project management cost accounting system.

10. Review your insurance coverages and limits paying particular attention to the adequacy of the limits allocated to computer equipment (as opposed to other operations), including loss of income, extra expense, valuable papers, and, on the computer floater, media coverage. Consider other coverages often overlooked: Earthquake protection for property and computer equipment; earthquake sprinkler leakage; off-site power surge; flood insurance (if your office is in a flood zone); accounts receivable (for restoration of records); models (must be scheduled); and deletion of the metal container warranty under your valuable papers endorsement.