Disaster Recovery

In information technology, disaster recovery is defined as a set of actions that are taken in the event that a major disaster occurs, causing unplanned outages and possible loss of important data. The objective is to minimize the adverse effects caused by such disasters, and to help prevent the occurrence of others in the future. Disaster recovery can be something that is government involved, or it can pertain to individual private companies or organizations. Disasters can include computer-related issues such as hacker attacks and computer viruses, electrical issues such as power failures and underground cable cuts resulting in such failures, and natural disasters such as fires, floods, and earthquakes. Human error can also cause loss of data and vital pieces of information as networks and computer systems may be down for a time. There are, however, steps that can be taken to plan for disaster recovery and help prevent the occurrence of such disasters.

One of the most important aspects of disaster recovery planning is business continuity. This involves insuring that the critical business processes of an organization will be maintained in the event of a disaster. While this pertains to every aspect of the business, the backing up of computer data is especially important when referring to the areas of the organization that use IT systems since this is where the data is stored.

The topics below will provide information on why disaster recovery planning is important, reasons it is necessary, what a disaster recovery plan is and how it works, and the process for formulating such a plan. These sections also include information about the various types of disaster recovery technology and how it is used, the importance of business continuity planning, how to backup and recover data, and how to help prevent data loss in the event of future disasters. Not long ago, disaster recovery was a long and tedious process, and with older technology it was often only minimally successful. With today’s technology, however, disaster recovery can happen in a more timely manner, and be much more successful.

Disaster recovery can be vital to an organization for several reasons. First, if planned well and executed correctly, it can save large sums of money when disasters do actually occur. Money is usually the bottom line, although the loss of money can expand into more problems, such as employees losing their jobs or whole departments being shut down. It can also improve the quality of the lives affected by the events leading up to it by helping to preserve vital information such as medical records and other valuable data that would otherwise be lost.

Since disasters can, and often do cause network outages which, in turn, can cause telecommunications systems to go down, it is important to have a plan that will enable communication. This is especially important in situations where people may be injured and need immediate assistance. It also allows emergency workers the ability to spread the word to each other and the public about unsafe areas.

The lack of communication ability also affects citizens in cases of large-scale disasters as they are not able to contact friends and family members who may have been affected. Because of this, they may not know if their loved ones are safe for many days. While this usually happens only with major disasters, it could occur on any scale in almost any situation if the right networks and systems go down. This is why it is important to have one or more plans of action.

While it is important to plan for possible disasters and it is also possible to detect certain ones before they occur, it is not always possible to prepare for the unexpected, especially if it is a disaster with no past occurrences. Things such as disastrous weather can usually be planned for, but other things such as terrorist attacks or widespread computer hacking are often unexpected, but would mean an immediate need for disaster recovery. When this is the case, the following measures can be taken to try to preserve as much data as possible. The first step here would be to detect the network or system outages as quickly as possible, and notify any affected parties so the necessary actions can be taken. The next step is to isolate the affected areas so damage cannot spread, and repair the affected systems so operations can resume.

There are many reasons why disaster recovery plans can be crucial to a company’s survival. One is that a well constructed plan saves time and effort, and often prevents vital information from being lost. Because of this, efforts can be directed to other areas in need of immediate attention.

There are also many risks that can have a negative impact on the normal operations of an organization. Here, it is advisable to perform a risk assessment to define what constitutes a disaster, and which risks that company is susceptible to and what can be done to counteract them. Possible disasters can include natural disasters, terrorist attacks, organized or deliberate disruption, system or equipment failure, computer viruses, human error, legal issues, and worker strikes. While it isn’t possible to anticipate when such issues might occur, it is possible to plan for these possibilities. A large part of the success of any disaster recovery action depends on planning for several different types of scenarios, and even doing “dry runs”, where everyone pretends that something has actually happened and acts accordingly. The more prepared a company is to handle a disaster; the smoother the recovery process will go.

This is why backup infrastructure is crucial. Here, such a system will be ready to run during outages and failures, and can help minimize the data that is lost. There are several ways to backup information, which is discussed in a later section.

A good disaster recovery plan encompasses many factors. They include: the customers, facilities, knowledge of workers, and business information. Let’s take a closer look.

By notifying customers of the problem, companies can help to minimize the possible panic that can occur during a disaster situation. Knowing how to handle such situations before they occur will speed up the recovery process and allow companies to notify customers both quickly and efficiently. This will also allow for any unexpected issues organizations may also encounter.

Backup systems are also important as they allow companies to continue operations during the disaster. They also help prevent loss of data. Large companies will need hot sites and cold sites.

It is also important during the disaster recovery process to remember that employees will be required to work long hours. That is why a good support system should be in place, as this will help alleviate the stress of disaster recovery. Often times, employees will work in shifts to relieve one another.

Backups should always be stored in a different location than the company records. The security and reliability of that data is key because of the important role it will play should a disaster occur. It is also important that key people in the organization know where the backups are kept so they may be accessed quickly and easily. This will also improve the chances of business continuity and help maintain the old and new relationships between the company and its customers. Here, customers will know they can rely on that company during difficult times, and that their information is safe and well maintained.

There are several steps companies should take to plan for disaster recovery. While it is not possible to plan for every disaster that may occur, it is important to be prepared in the event that one does. Below are steps that can be taken to help ensure data is safe and systems can be restored.

Computer equipment should always be maintained whenever possible. This includes the purchase of new hardware and software when needed, as well as testing existing equipment to be sure it is in working order. It is also essential to periodically check for computer viruses, and repair and remove them as they occur.

Know how to reinstall the software. This will speed up the recovery process and help with restoration. Also, keep the numbers for each software provider on hand in case the need for technical support should arise.

Know where to find offsite storage disks. If they are easy to retrieve, the restoration process will be executed more quickly. The same applies to the backup data source.

Know how to install the backup data. Make sure more than one person within the company is able to do this in case the person in charge of doing so is not available. This will also save time and money.

Extend data recovery capabilities by purchasing the software necessary to complete the task and minimize the time it takes to do so. There are many software applications that can assist with these tasks. Also, be sure the hardware is up to date and able to work with the chosen software. If it is not, the software may not work correctly, and significant data may be lost.

Information technology or (IT) systems can provide enormous value to an organization. Here, data can be stored and quickly recalled in greater masses than ever before. It does however; also present vulnerability; when access to this data is interrupted, the organization and its customers often suffer.

This is why it is crucial to have a backup system in place that will effectively backup and preserve necessary data. Such systems include: tape backup, a virtual tape library of data, Synchronous replication software, Replication storage technology, and Virtual PBX/hosted phone service. Not only will this equipment store the data, but it also allows for system continuity and maintenance of communications services.

At a minimum, system outages can cost millions of dollars in lost revenue, decreased productivity and various legal issues that can occur as a result. It can also threaten the liability of an organization and often does. That is why effective disaster recovery planning has now become a prerequisite to the success of a business.

Preparing an organization for possible disasters and implementing a plan is the domain of business continuity. Such processes will enable activity to continue after a disaster occurs. This will help maintain customer loyalty and help keep an organization above others whose plans were not as effective.

Another piece of technology that can be helpful in the event of a disaster is a backup battery for main servers or computer systems. This allows the network to stay up if possible, and will eliminate the interruption of data transfer should it be taking place during such an event. It also keeps the entire system from going down if the outage doesn’t last for too long.

Business continuity planning is a procedure designed to ensure business processes will continue following a disaster. Every organization should have one as many unexpected disasters may occur. Both long and short term plans should be devised so that different types and levels of disasters are addressed.

The business continuity plan should take in to account the need for alternate facilities such as offices, warehouses, and retail outlets should normal business locations become inaccessible for both employees and customers. These facilities may also provide the necessary space for carrying out vital business transactions, and can also serve as a place for data backup and restoration. Choose outlets that are not all in one location in case an entire section of a city or town is inoperable.

The plan should also include a host of other items. They include: departmental guidelines detailing how business operations are to be maintained under extraordinary circumstances, where employees should report should such circumstances arise, and to whom they should report. Business continuity planning focuses solely on the recovery of data and maintenance and continuation of normal business operations. There are several steps that must be taken in order to ensure a high level of business continuity.

First a written policy should be put in place instructing employees on what to do to reestablish business functionality. Each business application must be cataloged, its recovery needs assessed and documented, and the importance of each prioritized to enable company staff to meet each individual need in a timely manner. This will help maximize productivity when it is at its most crucial point.

Here, a business impact analysis can be performed to determine the level of impact certain disasters could have on an organization and its employees. This analysis quantifies the impact of each business system and determines the effects that the loss of each IT system could have on the company and its data. Factors include a risk analysis to determine likelihood of an interruption to business applications, and figures the probability of an event, weighing it against amount of disruption the event might cause.

Backup refers to the process of copying information from a disk or hard drive to a secure storage medium. Tape backup systems are usually used, as they provide easy access to that information, and can be stored and accessed easily. Tape backup also provides one of the fundamental building blocks of a disaster recovery plan.

Determining when to run a backup is a function of the interconnectivity and interdependency of several business applications. Here, administrators must carefully coordinate the copy process in order to ensure the integrity of the information on tape. This is because it is vital to have this information restored exactly as it was copied, and to be sure it is all there after it has been restored. Recovering data from a backup source involves restoring the contents of the tape to disk, then performing a reconciliation process to rectify any errant information.

It is also a good idea to vault the tapes so they will not be lost in the same disaster that caused the primary data to be deleted. Electronic tape vaulting is an attractive option because of the lower cost and higher speed networking capabilities of today. Here, the network can transmit taped data over the network, which makes it possible to restore data in more than one location without the need for manual transmittal.

While it is often not possible to prevent a disaster from occurring, it is possible to prevent data loss and minimize the recovery process. There are steps companies can take to prevent data loss that will cover a wide span of disasters. They are as follows.

It is important for organizations to plan for all types of disasters, and implement plans for each accordingly. Be sure the storage unit used to store tape backup and other data systems has a fire suppression system. This will help keep the information as safe as possible and will often times prevent its destruction. Also, be sure the tapes are stored in containers that help guard against water damage should a fire or flood occur.

Also, check the types of access controls and activities that take place in neighboring storage units. If they are easily accessible, consider storing the backups in another location. This will help prevent unwarranted theft or damage. Since this information is vital, it must be carefully protected.

All records should be kept secure at all times. This will protect organizations against identity theft, intellectual property theft, and misuse. This protects not only the employees, but the customers as well, and has become even more important in recent years with the increase in laws that protect such information.

Saving digital records is also a good idea. This way, if the paper records are lost or destroyed, the information is still saved and is readily accessible when needed. Digital records also provide a legal substitute for the tangible paperwork in the event of loss and destruction. This can also help protect against theft, and also provides organizations with yet one more tool to assist with disaster recovery and business continuity.