How to make an organization more resilient

logistical details, including travel to backup sites, and even who has spending authority for emergency needs. This plan also should include lists of emergency contacts and instructions.

 

Once complete, the plan should be tested to ensure that it will be accurate and effective in an emergency. The true value of a continuity plan can be assessed only if rigorous testing is carried out in a realistic environment. That means testing the plan in an environment that simulates the series of events likely to occur in an actual emergency. It also is important that the tests be carried out by the people who would be responsible for those activities in a crisis. While an organization is likely to make mistakes during such testing, it is best to experience, identify and address these errors well in advance of a real emergency.

Because change is constant within most organizations, and because the organizations are increasingly dependent on information systems, it also pays to update the plan regularly. Products and services designed to help in the event of an emergency also change, as does their method of delivery. A business continuity plan must keep pace with these changes for it to be useful in the event of a disruptive emergency, and tests must be conducted regularly to ensure organizational preparedness.

 

6. Consider telecommunications alternative

CDW-G’s experts say that the key to any organization’s disaster preparedness plan is a contingency plan for telecommunications. Alternative communications vehicles, including wireless phones and satellite phones, should be considered.

 

Power for communications is just as important as it is for the rest of an organization’s IT infrastructure, so it is important to become familiar with the local telephone system’s emergency power capabilities and limitations. Organizations may want to investigate auxiliary power sources such as an uninterruptible power supply or battery back-up, either of which can be coupled with a surge protector. If on-premises telecommunications equipment uses software voice mail or a call accounting system, the software should be backed up regularly so valuable information about the system’s configuration is not lost if it goes down. Copies should be stored both on and off-site.

In addition, various telecommunications services can help organizations quickly restore communications connectivity:

  • If the agency uses an 800 number for critical functions such as order taking or citizen services, this number can be terminated, or rerouted to another telephone number. A plan should be in place for answering those calls as well
  • Call forwarding is an optional feature offered by the local phone company. A main telephone number can be forwarded to another office location, depending on anticipated call volume, or to an employee’s home. Calls can even be forwarded to cellular phones. Organizations may want to have call forwarding permanently installed on their main business telephone number so it can be easily activated in the event of an emergency
  • In an emergency, the ability to place long distance calls can be greatly restricted. To minimize disruptions, organizations should maintain relationships with multiple service providers, enabling access with one network if another is down

 

7. Form tight relationships with vendors

A strong relationship with hardware, software, network, and service vendors can help expedite recovery, as these vendor contacts often can work to ensure priority replacement of critical telecommunications equipment, personal computers, servers and network hardware in the event of a disaster. This is especially important for small- and medium-size organizations, which may lack the resources that larger companies can tap in an emergency.