DEVELOPING A DISASTER AND RECOVERY PLAN

In an ideal world, companies would have disaster and recovery plans in place protecting them from fire and other natural disasters. Unfortunately, according to www.polling company.com, less than one third of U.S. small businesses have a business continuity plan. As some companies find out, having a plan in place becomes imperative when disaster strikes. Taking the time to create a disaster and recovery plan customized to the needs of your organization, ensures business continuity and decreases the risks and effects of a fire-related disaster, is well worth the investment.

The first step to creating a disaster and recovery management plan is to identify the significance of company records. Below are three classifications to consider when categorizing your records:

• Critical records: These records impact overall business operations and impair your ability to return to functional business status without considerable time, expense and labor. They need to be accessible within hours of a disaster and may include record inventories, contracts, legal documents and client files.
• Useful records: If lost or damaged, they cause inconvenience but can be quickly replaced if stored at an alternate site or recreated if they are produced on a regular basis. Schedules, time sheets and "work-in-progress" documents are some examples.
• Non-critical records: These records are typically inactive, may be scheduled for destruction as part of a retention and destruction plan or have little impact on business continuity. However, non-critical records are important for historical or retention purposes.

Prepare an Inventory

Once identified and categorized, it's important to create a database of records with specifics including record content, location and storage information. When the database is complete, ensure the appropriate personnel have copies and establish a procedure to regularly update the inventory. Store the document on and off site to ensure accessibility.

Determine method of record protection

According to the Disaster Recovery Journal, only 25 percent of records protection plans address how vital records are to be protected. With a well-managed inventory, the next step is to determine how these records will be protected. When reviewing your options, keep in mind the medium on which your data is stored.

There are several protection options available including:

• Fire-resistant file and media cabinets
• Fire-resistant safes and vaults
• Insulated vaults and file room doors

Another option to safeguard records is combined on and off-site storage. This involves protecting your on-site records with fireresistant filing and storage systems, and relocating specific records or duplicates to a separate location. In the event of a fire, off-site records are protected. Many companies use a combination of these approaches.

Create a recovery plan

The final step is determining a records recovery process. Your plan should outline where and how vital records are stored via an updated inventory, as well as action steps to recover and repair records damaged by fire or water.

• Assess damage - Evaluate the damage and determine the impact on your inventory.
• Remove damaged records - Locate damaged records and move them to a safe area or new location to begin the restoration process.
• Restore records - Depending on the damage sustained, restoring records may take several steps. Since water damage is a likely culprit of damage, laying out the records to dry and then cleaning them of dust and debris is the most common approach to repair.
• Relocation of records - Finally, relocate records back to their original location, if possible, or to a new location where they can be safely stored until your facility has been secured for re-entry.

Developing a disaster and recovery plan is vital to business continuity. The key is to develop it now, before disaster strikes, and it's too late.