The Value Of Information, Risk Management & Business Continuity - A Logical And Structured Approach

VALUE of INFORMATION

To ensure continuity (going concern) we make use of many resources. The unavailability or impairment of some resources will threaten continuity and affect our chances of success and sometimes our chances of survival. One of these important/critical resources is information.

We can consider the 'intrinsic" value of information as the cost of acquiring, the means for storing, structuring, maintaining and delivering the information (computer systems).

The "consequential" value of computerized information is the potential loss (revenue, ability to service) if the information was destroyed/corrupted or could not be delivered on time.

We can buy insurance to cover the loss or inability to deliver/process information. However, that does not replace the loss.

So, where do we go from here? We need to protect against the loss of information and information systems and implement measures to recover the information and the systems. We cannot devise and implement effective measures based on theoretical assumptions or guesswork or gut feel. How much is too much? How much is not enough?

Our first step is the Risk Analysis where:

We establish the "intrinsic" and "consequential" values.

We identify the threats and the risks.

We remove the threats and minimize the risks where possible.

Our next step is to devise and implement contingency measures to address scenarios where the preventative measures have failed. With a good Risk Analysis we have removed the theoretical assumptions and have a much better measure of how much to invest in our contingency plans.

CONTINGENCY PLANS and CONTINUITY

Contingency plans can be produced quickly based on theoretical assumptions and expert consultations. While presenting a logical/methodical solution and giving a warm feeling ("WE HAVE A PLAN"), such a plan is only worth the paper it is written on.

A documented plan that is effective is the END RESULT of a process that adopts practical and tested (proven) solutions.

The method of developing and proving a Contingency Plans must be logical and practical. The method must answer the needs, be cost effective and provide the vehicle for success.

As opposed to other systems geared to supporting the business functions, contingency plans are not going to improve the profit margin or improve productivity. It involves added costs and human resources from which direct and tangible benefits might never be realised. It is, however, a key component of the overall strategy for protecting assets and ensuring business continuity and survival.

CONTINGENCY PLANS - Developing and Implementing the Plan

The definition of an effective plan:

A good Contingency Plan is a comprehensive and consistent statement of actions, tasks, dependencies and milestones along with resources required to accomplish a required level of recovery for given functions at given locations within given time frames.

The key words or sentences to be extracted from this definition are: ACTIONS/TASKS, DEPENDENCIES, RESOURCES, LEVEL OF RECOVERY, FUNCTIONS, LOCATIONS and TIME FRAMES. A good plan should address all these key words or sentences. A good plan should be detailed but to the point. It should exclude any lengthy policies and theoretical information. It is primarily an action plan giving very specific instructions.

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Digital Signage Software As An Emergency Response Tool

Digital signage is perfectly positioned to assist with the relaying of information to large crowds of people in the event of an emergency. Recent events such as the school and university massacres in the United States of America have highlighted the need for authorities to communicate and update people that are trapped in these situations.

Gone are the days when institutions and authorities had to rely on static and prearranged emergency plans hoped that word of mouth and speakerphones would transmit their instructions to an often frightened public. Instead they are now able to transmit up-to-date instructions which can be adjusted to meet a variety of situations and can be delivered as a consistent message to all affected people. This ultimately increases public safety and emergency response times and leads to saved lives.

Institutions and emergency services can use digital signage in a variety of ways:

Provide visual and dynamic demonstrations of current escape routes

Communicate with large crowds of people in a consistent and clear manner

Provide real-time information on the crisis as it unfolds

Allow for varied messages for people in different areas of the venues

Use the signage for a variety of other uses and communications during non-emergency times

Essentially digital signage can allow rescue, crowd management and crowd communication efforts to be infinitely more efficient and effective in a cost-effective manner, resulting in increased public safety. These are just some examples of the ways digital signage can be used to increase public safety in times of emergency.

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Can You Remember What You Own? Forget It!

All businesses face the possibility of a fire, tornado, theft or other disaster. The emotional stress you would experience is one other element few people think about. Without looking around, take a moment to list everything in your office. Now try to do that for all of your company's contents. Impossible! Even more would be forgotten if you were not in familiar surroundings and were under the stress of a disaster.

Compile an inventory. A personal property inventory provides detailed documentation of your assets and eases the claim process. Photograph the exterior and interior. Work room by room until you have captured all the contents. Take individual photos of collectables, fine art, etc. Remember to open closets, cupboards and drawers. Include model and serial numbers, cost and date purchased. Don't forget any storage buildings!

Save time and money. The importance of this documentation is evidenced at one of the worst times in one's life - when you are facing a disaster. It can take months to list everything you own, and you are in limbo while compiling this information. If you have an inventory, and a disaster does happen, you can submit the claim quickly because most of the work is already completed. If you take months to complete your claims filing, and the lack of funds prevents you from a quick recovery, you could face another issue. How long will your employees wait for a paycheck? How long will your customers wait before they seek another vendor?

And once funds are received, will your claim be sufficient enough to fully recover? Many disaster victims state that they forgot thousands of dollars worth of items. When they did remember them, their one-year time-allotment had expired. According to the National Insurance Industry, policy holders who have a thorough inventory not only receive faster results when filing a claim, they also receive greater settlements. If you don't remember what you own, you won't request replacement; thus, you won't fully recover. And for high-dollar items, you will most likely be required to show proof of ownership (i.e., big screen TV).

More than just disaster relief, a personal property inventory can serve a multitude of purposes for your business. Insurance agents, as well as many professionals such as lawyers, accountants, financial advisors and estate planners, encourage their clients to record their personal property. In addition to disasters, an inventory provides documentation needed for loss or damage in moving or storage, proper reporting of personal property taxes and when planning business mergers, purchases or dissolutions.

Seek assistance if you don't want to do it yourself. Most people agree it is important, but few have this documentation. Reasons business owners have cited for not maintaining a personal property inventory are that are they are too busy, it takes too long, they don't know how, or realize they will not keep it up to date if they do create one.

If you are in one of these categories, seek the assistance of a professional to provide the service for you. Verify they are bonded and insured. In addition to the inventory service, the provider should also include secure back-up of your records and a process in place to update your records annually. Without the updates, the report will be outdated very quickly. The cost of a professionally documented inventory is minor compared to the loss you could encounter!

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Consider a Hosted IP PBX From a Disaster Recovery Point of View

Unplanned downtime-Power Outage, Acts of God, Fire, you can name them small and large but all cost your company revenue. Preparing to recover your voice system can be intimidating and costly until hosted IP PBXs.

Here are some best practices to help your organization meet its Recovery Time Objectives (RTO) as it applies to your Voice applications.

1. Highly Reliable Telecommunication Carrier Infrastructure

Most providers will center their presentations around Disaster Recovery solutions based on what to put on premises for back up and redundancy. This is all in an effort to eliminate single points of failure. Before mitigating single points of failure at your location it is important to assess the resiliency and redundancy of your telecommunication provider's network. Is it redundant? Does it have single points of failure? How many soft switches do they maintain? Are their switches set-up to be geographically diverse? In a properly architected Hosted IP PBX model that is built for redundancy, (multiple switches at many locations with live failover) you can almost assure 100% inbound call capacity.

2. Where is the Call Control (Inside or Outside your building)

If the call control is maintained in the building than imagine the limitations; someone needs to be in the building, someone needs to call a PBX maintenance person. Next consider wait times and on hold times with the carrier to reroute your calls. Two hours would be fast during such times.

Lost time means lost revenue and added customer frustration. For many who have experienced this situation in the past, it is not too hard to imagine

The ability to maintain call control out of the building and using a network model as described above can immediately satisfy most of your telecommunications continuity needs. But the real value is giving the company or the IT department maximum control over the telephony infrastructure. With this added control you NEVER miss a call. Allow users to reroute their calls to cells phone, home office numbers, and recovery sites or wherever you choose and most importantly whenever you choose.

3. Component Redundancy.

Vendors will stress this point. While it is critical to have properly architected on-premise redundancy in regards to telephony, buying twice as much equipment still does not protect failures outside your building. In a well planned hosted model, with the right network architecture, as describe above, you will by design mitigate most single points of failure with NO NEED to buy extra hardware. Further, the customer is eliminated from the responsibility and the cost to secure their infrastructure.

4. Ability to Work Remotely.

If an event such weather, illness, family issues, or a regionalized disaster precludes workers from working in their usual offices. Remote Office features allow your employees to work from home comfortably while not incurring extra costs to your company. Your customers will not realize your employees are working from home since they will not change their calling patterns (dialing and receiving calls from the same numbers as they did prior to the event). Your managers will also have the ability to monitor what their employees are doing just as if the employee was working from the office (call stasus monitoring, call reporting, etc).

5. Consider This... Two plausible scenarios with Alteva's hosted service that will change the impact any disaster has on your business.

Scenario 1

Your sales team is the life blood of your company. The T1 goes down to your building and you are told it will take 4 hours to get back up. In a customer premise on-site PBX, the customers dialing your phone number will receive a fast busy signal. However with Alteva this is not the case. With Alteva, your sales team is still getting calls because the call control is not in the building. All calls can easily be routed to cell phones when a direct number or extension is dialed. Your customer does recognize an outage and your company does not recognize any revenue loss normally associated with a phone outage.

Scenario 2

Your building experiences a catastrophic fire. You have a lot of work to do to rebuild and get the company back on its feet. Because you have chosen Alteva service, during the fire your calls were still being answered by an auto attendant or voicemail. You decided to have your calls routed to another number and it happened instantly. Within two days you had your people working from home. Your voicemails were intact. Of all things you had to deal with, because you chose well by choosing Alteva, your communications were the least of your headaches.

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Business Disasters Avoided by Simple Planning

Monday morning, I got a call from an auctioneer informing me of an Auction this week. Usually Auctions are fun places to be for business owners. You pickup equipments for fraction of their original costs and mingle with other business owners who usually are in the same type of industry. This Auction how ever was not easy to attend since it was taking place in a friend business. A local printer who was not only a smart and diligent businessman, but also very good at what he did," an artist". As we walked around his shop I was impressed by his top of the line Press equipment, best computer systems with the most up to date software. His walls were pasted with awards and samples of his award winning products. His now unemployed workers however, were walking around offering their help and time to anyone who was looking for help at a discount. I could not help but to ask my friend, what happened? He promised to explain the story to me after the auction was over.

Well I could not bring myself to buy anything that day, but waited until the end of the auction when everyone was gone, sat down with him and he told me the story. Printing business like any other, has become digital. More and more of the information which was in a form of a hard copied document of plates and negatives, filling many file cabinets are converted to a digital files, a folder in a file somewhere on a desktop. Like any smart business owner he had religiously backed up all his files which consisted of every thing from a simple business card to a hundred page book, magazines, posters, forms, contracts, etc. He would back up all the files, one disk this week another disk another week. He would also keep these removable disks elsewhere for safekeeping. Since this was the most valuable asset of his business and without these digital graphic files he simply had nothing to produce.

Now fast forward to 2 month ago. We got a big storm and the drain on his roof got clogged, at 1.00 am part of the roof collapsed, flooding the building and the computers. His business insurance would kick in to pay for repair of the presses but not recovery of his data. He was not worried since he had the backups. As he connected his backup disks to a new computer trying to recover the data, he realized that files that showed up on the screen could not be opened. All this time he was backing up his information to a corrupted backup system. He had not taken the time, opening the files and examining them for accuracy in years. All was lost.

This is a dangerous mistake that many business owners are committing every day, how many businesses actually take the time to create usable backups? How many know how to create a usable backup? Who actually check the accuracy of these backups once they are created? In this digital age, the information contained on those files are the most valuable assets of our business, We should protect them not just for our sake but for our clients sake, these are not just our assets, but theirs also and they have trusted us with their safe keep.

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Take Control of Distributed Data - Manage Your Online Backup Solutions

Did you know that about 60 percent of corporate data is out of your IT department's control? "Distributed data" lives at the edge of the network on remote servers and PCs - typically outside the layers of traditional security afforded to a data center. The challenge with distributed data is that it's easy to ignore up until a point of failure. Distributed data is vulnerable to a host of threats including inconsistent backup practices, hardware theft and loss, viruses and human error. Whenever a company's important or sensitive data is lost (or worse, exposed) the company can face serious consequences including loss of business, legal liability, and negative publicity.

So how does an organization best protect and manage its growing amounts of data in an increasingly distributed environment? Central IT control and automation are your keys to taming the distributed data beast, so begin with these three critical steps:

1. Secure PC/laptop data with a centrally-managed online backup solution

Traditional save-to-server practices are expensive, ineffective and burdensome for end users. Distributed data protection must be easy to deploy and manage, be seamless for end users and result in your organization saving money.

Thus, organizations should utilize automated online backup solutions that take the onus off the employee and give control back to the IT administrator. Choose licensed software or a managed service that gives employees access to their laptop/PC data at any time through a secure Internet connection, and the ability to retrieve their data even when the data becomes lost, damaged or corrupted. Recovery becomes a self-service activity, reducing the requirements for IT support - but at the same time ensuring the company always has control over its data. The automated functionality minimizes or outright eliminates the predominance of user compliance issues.

2. Protect PC/laptop data from falling into the wrong hands

Encrypting sensitive data on laptops is a good first step, but is often burdensome to implement and requires end-users to comply with good-intentioned policies. Consider more active technologies that ensure complete data security on PCs and laptops by monitoring for abnormal or threatening behavior and acting on those behaviors to destroy sensitive data before unauthorized parties have the opportunity to access it. This type of solution should be transparent to the end user and centrally implemented and managed by your IT organization.

3. Secure data on distributed servers with continuous online backup

Vast quantities of data now reside in remote offices and branch locations, making backup of distributed data an important but difficult task for IT groups. Although tape backup methods are still relevant in many instances, they are not always ideally suited to this challenge. Once-a-day backups can leave you vulnerable to data losses, and the lack of adequate IT staff can result in inconsistent procedures and failed backups. Automatic, online backup helps to mitigate or eliminate these problems because it alleviates the need for onsite backup support and gives central IT staff control and ease-of-mind.

In today's mobile and dynamic work environment, it is crucial for employees to have regular, reliable, and remote access to stored data. Equally paramount is an organization's ability to protect its data whether it resides on the central server or on employee laptops and remote servers. Various technology solutions exist, and the organizations that utilize them will better safeguard not only their data, but also their enterprise.

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How to Master Disaster - A Lesson on Data Protection and Recovery

Best practices for data protection and recovery

Hurricane Katrina will go down in history as one of the worst natural disasters to ravage U.S. soil. She hit the southeast coastline in August 2005 in a fury, leaving devastation in her wake and crippling New Orleans and other cities. Despite the rebuilding efforts, many businesses in the area continue to struggle. Sadly, some may never recover. Not because they lost their offices or even their inventory, but something much more valuable: their data.

The truth is that more than half of the companies that lose data in a disaster are out of business within two years. It's a sobering revelation that has many CIOs reevaluating their own disaster readiness.

Disaster Defined

So what constitutes a disaster?

"A disaster is anything from a catastrophic event like Katrina to a simple power outage," says Ben Tartaglia, founder and executive director for the International Disaster Recovery Association (IDRA), a group of users, researchers, educators and vendors with special interests in business continuity and disaster recovery.

But it is not just catastrophic events that can catch businesses off guard. Mundane incidents such as a power surge or failure, inadvertently deleting the wrong file from the server, having a hard drive fail, damaging a server by applying an untested patch or having a laptop stolen can wreak their own brand of havoc.

Best Practices for Mastering Disaster

1. "Have a plan in place and you'll be able to recover faster

2. Test and rejuvenate the plan regularly. "Plans degrade by as much as 2 percent per week," warns Tartaglia. He recommends running tests quarterly or, at the very least, annually. When testing, be sure to simulate real-life scenarios and time frames.

3. Calculate how long you can afford to be down, and plan accordingly.

4. Never rely on a single copy of business data. It is best practice to back up data every day. Test backup procedures to make sure they work and that policy is being followed.

5. Choose the right media. CIOs need to carefully choose the backup method-tape, disk-to-disk or online - that is best suited to their data infrastructure.

6. Move mission-critical data off-site. "Choose a location that is 20 to 50 miles away from your office," says Tartaglia. Make sure the facility is secure 24/7, environmentally safe and fully redundant.

7. Protect stored data. It is also advantageous to encrypt stored data, including during transmission to and from off-site storage locations, for enhanced security. Programs can also be used to delete data in the event that a laptop is stolen (just be sure that data is backed up).

8. Establish a failsafe communications plan. Invest in an email continuity solution with an "alert find" feature to guarantee communications during an emergency.

9. Make sure the basics are in place. Always have dual power support on the IT infrastructure to avoid ordinary outages. Build redundancy into everything from phone services to environmental controls.

10. Plan around employee access. "Have a telecommuter plan in place, so stranded employees can access data and be up and running as soon as possible," says Tartaglia.

Follow these best practices, and mastering disaster is completely attainable. "It's easy to design a system if you just think it through... before a disaster strikes," concludes Tartaglia.

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Pandemic Planning and Business Continuity

There is little doubt that a natural disaster or a global pandemic could strike in the future. In fact, the Centers for Disease Control and Prevention (CDC) has estimated that if there were a pandemic of the H5N1 Bird Flu, as much as 40 percent of the workforce could be out at any one time. Mitigation strategies such as voluntary or mandatory social distancing could last for days or even months and have disastrous financial implications for employees and organizations that did not have a readily available way to remotely access their corporate networks.

Governments and health agencies have been urging organizations to prepare for a pandemic or a natural disaster such as a hurricane or tornado. However, in a recent Deloitte survey of 163 large enterprises, 48 percent of respondents said their companies have not adequately prepared for such disasters.

Authorities are thus stressing the importance of developing pandemic plans that will allow organizations to keep functioning in the event of an emergency. An important part of such plans is ensuring adequate network capacity for all employees, contractors, and partners so they can work from home for weeks or possibly months. One of the most critical (and typically unknown) components of pandemic planning is determining whether or not your service providers - and carriers themselves - are ready for a global pandemic outbreak or unforeseen disaster. Capacity planning, redundancy of operations, security, and overall support need to be tightly integrated to truly create an infrastructure that can continue to operate in the face of a major emergency.

Outsourcing a pandemic readiness solution ensures end users are prepared ahead of time and resources are available if they need them. However, rapidly scaling a network can be an organization's greatest challenge if it has not done the appropriate due diligence. Service providers can offer economical, customized services that allow networks to scale up rapidly and support hundreds or even thousands of end users working remotely. These providers have developed solution platforms that allow organizations to host SSL VPN gateways, firewalls, and intrusion prevention equipment at regional centers, allowing customers to connect securely to application servers at their corporate data centers over an MPLS infrastructure.

Managed service providers that have access agreements with multiple MPLS service providers can provide another layer of resiliency by leveraging these carriers to intelligently route customer traffic. Simply stated, the ability to leverage and control the flow of traffic across multiple world-class backbones to provide last-mile access connectivity across a wide geographic area is essential to making any successful pandemic plan for multi-national organizations.

In the event a portion of an organization's network is incapacitated, preventing end users from getting to corporate data centers, managed service providers should be able to exploit multiple data centers for redundancy. Multi-layered connectivity in and out of regional centers provides the highest resiliency and offers the most protection to companies in the event of a pandemic. With a managed service provider managing the scalability of your network, you can have all key components already in place to not only change the volume of users on your network on a moment's notice but also how they access it.

Ramping Up Remote Access When deploying a pandemic plan, it is essential to put all of the pieces in place to allow employees to continue working from remote locations and to ensure your network is scalable. Emergency licensing, global load balancing, and security are key to this process.

Emergency licensing is a terrific insurance policy. Clients pay an upfront fee for pre-installed licenses; when emergency licensing is activated, the number of concurrent users per client gateway can immediately be increased to the maximum allowable on the existing hardware. Even better, emergency licensing fees are a fraction of the cost of permanent concurrent-user licenses. A company's existing gateway may be licensed for 200 concurrent users, but when emergency licensing is activated, the same gateway could accommodate 2,000 concurrent users.

In the event social distancing is necessary, excess load will occur on a regional scale as workers are forced to work remotely. Depending on how the pandemic spreads, different regions may experience different levels of adverse impact. Load balancing deals with this by dynamically allocating traffic across multiple data centers in the event remote-access capacity adjustments need to be made. Global load balancing dynamically adjusts the load between regional data centers so idle capacity can be used efficiently.

You must not overlook security when planning for a pandemic. Hackers are waiting for opportunities that will leave a network vulnerable and will likely launch attacks when they think they can do the most damage. Organizations will therefore need perimeter firewalls and intrusion prevention to block malicious activity. Security event correlation is another important feature to seek out from your MSP. For example, integrating the SSL VPN, firewall, and IPS with security event correlation enables service providers to make more informed decisions about what constitutes malicious activity and automatically take action to avert attacks.

Economic Benefits
When putting a pandemic plan into place, one of the greatest benefits of a managed approach is the ability to leverage the existing network infrastructure and existing support staff, without having to add capital expenses or additional headcount. Organizations do not want to build out a costly new infrastructure where capacity may sit idle. However, organizations should not do business without a safety net that will let them leverage the infrastructure in place today, assess where and how critical users can fail over, and support an increase in users.

Being prepared does not have to equal high cost. Take the example of a customer deployment that includes a fully redundant and scalable remote access infrastructure for a large manufacturing company with over 50,000 remote users around the world. The organization chose a hosted, cloud-based solution with six regional centers to host an array of dedicated network and security equipment, standardized around the world.

The regional centers are interconnected to multiple Tier 1-ISPs that vary region by region for maximum interconnectivity and diversity. Each center connects directly to the enterprise MPLS network, so each regional center acts and looks like a customer edge on the MPLS wide area network. All the provider's regional centers are integrated with one another via a multi-carrier MPLS core in the event of a customer circuit failure.

The manufacturer reaps a number of economic benefits from its managed pandemic planning solution:

The company avoided over 80 percent of "idle" pandemic-capacity license costs; A $2.1 million hardware capital investment was rolled into operational expenses; The entire rollout, plus management for three years, required zero additional headcount; The solution required zero footprint on customer premises and data centers.

Organizations can achieve pandemic readiness for as little as 15 percent of the cost of a baseline solution for standard remote access should an epidemic or natural disaster impair a large portion of the workforce. Secure and scalable solutions that allow organizations to build a contingency plan that fits their specific needs can be turned on and off as needed. The benefits of pandemic planning could be vast for organizations that take the time to put plans in place today to avoid a cessation of workforce productivity in the face of a pandemic in the future.

Organizations tasked with this vital responsibility must be prepared in every way possible to prevent, respond to, and recover from large-scale emergencies, and effective communications are essential to this effort. To ensure continuity of operations and enhance recovery efforts, partnering with trusted specialists who can offer relevant expertise, equipment, infrastructure, and services can make the difference when it comes to sustaining business operations in the face of a pandemic.

Source: http://ezinearticles.com/?Pandemic-Planning-and-Business-Continuity&id=1080616
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Business Continuity Planning (Heating Boiler Plant Failure Happens At Inconvenient Times)

Many business organisations plan for business continuity after terror attacks, power loss, IT failures, communications and office space-- and overlook the potential problems of heating boiler plant failure.

One problem disrupts organisations on a regular basis, yet rarely forms part of the contingency planning to avoid loss of production, or a useable workspace environment.

The problem of boiler failure hits every business at some time: there are no exceptions. Listing a few that have experienced steam or heating boiler failure in the last few weeks that have been resolved by Hire companies: these include abattoirs, banks, breweries, chemical refineries, contract energy management, dairy, defence, distillers, embassies, facility management, food manufacturers, glass manufacturers, growers, government departments, hospitals, laboratories, laundries, motor industry, moulding, nuclear, oil refineries, process companies, paper mills, power stations, plastics, pharmaceuticals, retailers, rubber production, schools, steel producers, textile, universities, utilities companies.

There are specialist heating boiler hire and steam boiler rental companies operating throughout the UK, the services provided are emergency heating boilers for PFI/PPP contracts, hospitals, prisons, military bases, schools, universities, swimming pools, libraries district heating systems and many other local government buildings.

Some council authorities who have recently utilised the services of heating boiler hire emergency heat for hire include, Kent County, Manchester City, Walsall, Newcastle County, Newcastle County, London Boroughs Islington, Brent and Chelsea, Slough Borough, Brighton Hove, Rotherham Metro and Nottingham Councils

Emergency Heating

When your installed heating system breaks down, you need a boiler rental company who stands accountable for equipment and services that will get you up and running. Many have extensive experience with critical cooling and heating systems, so can deliver a chiller or heating boiler rental solution to minimize your downtime.

Need heating fast? Call a heating boiler hire company.

Remember - Plant failure never happens at convenient times contingency planning is the key.

Source: http://ezinearticles.com/?Business-Continuity-Planning-(Heating-Boiler-Plant-Failure-Happens-At-Inconvenient-Times)&id=1076470
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