Disaster Preparedness and Recovery: Key Considerations

Employee Well-being

• Acknowledge the Impact: Recognize that disasters disrupt normalcy. Employees may have suffered personal losses, and returning to work can offer therapeutic benefits.
• Communication: Regularly inform employees about safety measures, evacuation procedures, and support systems. Ensure they know reliable sources for updates.

Disaster Planning Essentials

• Document and Data Protection:
  • Store critical forms and documents in a secure, off-site location.
  • Digitize essential documents (e.g., insurance forms) and keep them in fireproof, watertight containers.
  • Regularly back up vital data, especially when a disaster is imminent.
• Business Continuity:
  • Identify critical business processes and ensure they can continue post-disaster (e.g., customer service, payroll).
  • Maintain a list of all employees with updated contact information to communicate any changes in business location or operations.

Preparing for Natural Disasters

• Advance Planning: Start backups and communication strategies as soon as a potential disaster is forecasted. During voluntary evacuation orders, ensure full backups of critical applications.
• Evacuation Procedures: If mandatory evacuation is ordered, power down equipment, secure the premises, and ensure remote shutdown capabilities if needed.

Communication and Information Management

• Employee and Customer Notifications: Keep employees and customers informed about new business locations. Use multiple communication channels, including updated websites, backup 800 numbers, and media announcements.
• Maintaining Morale: Ensure employees are paid promptly, preferably via direct deposit.

Alternative Operations and Recovery Sites

• Temporary Facilities: Identify alternative locations for business operations. Options include nearby branches, reciprocal agreements with other businesses, or specialized backup facilities.
• Equipment and Supplies: Arrange for necessary phone lines, office equipment, and materials at the temporary location.

Risk Mitigation and Security Measures

• Physical and Cybersecurity: Implement prevention mechanisms like firewalls, intrusion detection, physical security measures, and backup power supplies (e.g., generators).
• Contingency Planning: Develop manual processes to continue operations if key systems fail.

Crisis Management

• Crisis Levels:
  • Level 3: Minor disruption; managed through routine operations.
  • Level 2: Major disruption; recovery takes over 24 hours.
  • Level 1: Total outage; rapid recovery required, often at an alternate site.
• Legal Compliance: Adhere to federal regulations (e.g., GLBA, OSHA, SEC) and industry standards (e.g., ISO 17799, ITIL) to ensure data and system availability during disasters.

Practical Considerations

• Emergency Supplies: Ensure access to cash, generators, batteries, and essentials like first aid kits, food, and water.
• Employee Training: Provide CPR and first aid training. Prepare disaster kits for employees.
• Vendor Relationships: Establish connections with contractors and suppliers before they’re needed.
• Testing and Review: Regularly test, update, and review the business continuity plan.

Communications with External Entities

• Media Relations: Designate an official spokesperson to handle all external communications to ensure accurate and consistent information.
• Emergency Contacts: Maintain up-to-date contact lists for key vendors, suppliers, and emergency services, ensuring accessibility during a disaster.