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An important part of any disaster recovery plan concerns how you will handle communications Without effective communications, your attempts at handling the disaster will be hampered, and other people will not be able to do their jobs as well as they might otherwise Start by first listing all of the different parties who may need to be notified of a problem, its progress toward resolution, and its final resolution Your list may look something like this: M I I I I L The board of directors The chief executive officer or president The vice presidents of all areas The vice president or head of an affected area Your supervisor Employees affected by the problem
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For each of these parties and any others you may identify you next need to consider what level of problem requires their notification The board of directors, for example, will likely not need to know about a disaster unless it is likely that it will have a material effect on the company s performance Your supervisor, on the other hand, probably wants to be notified about every problem, and certainly any affected employees need to be notified Once you have listed the notification parties and what they need to be informed about, you should then consider how you will inform them If you re the primary person resolving the disaster, it s best to delegate notification to someone else who is less directly involved, so that you can focus on resolving the problem as quickly as possible For example, the job of communicating with the appropriate people should be delegated to your supervisor or to an employee who works in your department and is free to handle this job Whoever has this job should be clear on the communication procedures, and he or she should have access to the necessary contact information such as home phone numbers, pager numbers, cell phone numbers, and so forth for situations that require notification after working hours The written disaster recovery plan should include all of the preceding information
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Offsite storage is an important way of protecting some of your backup tapes in the event that a physical disaster, such as a fire, destroys all of your onsite copies Because offsite storage is such an important aspect of disaster protection, it should be discussed in your disaster recovery plan
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NOTE: If you do not yet have an offsite storage procedure, you should seriously consider adopting one While fireproof file cabinets can protect tape media from small fires, they are not necessarily invulnerable to very large or hot fires Plus, tapes are more sensitive to smoke and heat than the papers that a fireproof file cabinet is designed to protect
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Companies that provide offsite storage of files often also offer tape storage programs These usually work on a rotation basis, where a driver for the storage company comes to your office periodically usually weekly and drops off one set of tapes and picks up the next set of tapes The companies typically use stainless steel boxes to hold the tapes, and the network administrator is responsible for keeping the boxes locked and safeguarding the keys You need to decide which tapes you should keep onsite and which ones to send offsite One rule of thumb is always to keep the two most recent complete backups onsite (so that they re available to restore deleted files for users) and send the older tapes offsite This way, you keep on hand the tapes that you need on a regular basis, and you minimize your exposure to a disaster After all, if a disaster destroys your server room and all of the tapes in it, you probably won t be too worried about losing just a week s worth of data
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