1. Contract with data processing and computer facilities that can run your data programs
without persons from your operation being on site.
2. Lease computer rooms at facilities specialized in renting this type of space.
3. Obtain a written contract to use the computers of a neighboring firm whose equipment is
compatible with your own programs and needs.
4. Develop a records-backup plan that insures proper storage and duplication of files.
5. Obtain a means to protect against power outages and/or power surges
6. Identify an on-site backup power unit and associated equipment.
7. Back up software, files, records, etc., on a daily basis or transport files to a safe location.
8. Develop and maintain a list of employees, vendors, suppliers, customers, contractors,
etc., with whom you should communicate before and after a disaster.
9. Protect data processing equipment with waterproof covers to help prevent potential
contamination by water or debris.
10. Unplug equipment from power sources to help prevent damage caused by electrical
spikes.
11. De-energize data processing equipment to help prevent damage due to power
abnormalities that can be expected during storms.
12. Maintain a list of inventory and the estimated values of equipment; keep the list and
photograph of items in a safe location off site.
13. Store important documents, software and photos in fire-resistant storage chests, vaults
or safes that will protect them from water or fire damage.
14. Store backup copies of administrative and procedural manuals in a safe location; off-
site is preferable.
15. Identify and secure emergency-communications system(s), including UHF radios and
cellular telephones, etc. Keep a supply of spare batteries and battery chargers.
16. If cellular telephones are used, contact your service provider to determine if there is a
Priority Access Program for catastrophe operations. If this is the case, only the
customers with a Priority Access number will be able to use the cellular phone
airwaves following a disaster.
It’s hurricane season for us in South Florida. If you operate data processing equipment, you must consider what will happen to your operations if critical pieces of equipment are damaged or destroyed, or if power is lost. The best defense in these situations is a strong offense, which includes establishing the following policies and procedures in advance of a potentially devastating disaster: