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server is unavailable, users should not try to reconnect to it until the problem has been resolved. Otherwise, excess network traffic and connection requests might impact other users. Additionally, users should be notified of business processes. In some cases, it might be necessary to record information using old-fashioned pen and paper. Which systems are affected In most cases, it is a good idea to spare users from technical details. Instead, information on which servers, resources, or services are affected should be sufficient. Expected time of resolution Users are probably most interested in knowing when they can resume their normal job functions. With this in mind, be sure to include your best guess. It s also important to state that this is only an estimate. Updates No one wants to listen to a three-day-old message about server downtime that has already been fixed. Be sure to keep downtime notification messages current, and inform end users about when they will receive updated status information. Expected effects If any data loss is expected, this is the place to mention it. For example, if transaction log backups are performed hourly, users should know that any information that has been entered during the last few hours might need to be reentered. s Replace hardware. If replacement hardware is required, one or more individuals should be designated to perform this task. If spare hardware is kept for this purpose, then the task might be very easy. If not, the process may require calling a vendor for replacement parts or attempting to scavenge what s necessary from other machines. Execute recovery operations. Obviously, someone needs to get to work as soon as possible on recovering information. Ideally, this person should be a well-trained IT professional who is familiar with data recovery operations. In some cases, however, such a person may not be available. Inform management. In many organizations, managers and executives want to know what is going on every minute. This is clearly unreasonable and counterproductive. A good manager will leave IT professionals to do their jobs, and trust in a successful outcome. Perform other functions. Perhaps one of the most important rules to remember is that not everyone needs to help with the recovery operations. When data loss occurs, it might be much more efficient to allow one or a few individuals to coordinate the problems.
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The tasks listed are not necessarily placed in chronological order. In some environments, for example, it might be important to ensure that all users are aware of the problem, before beginning data recovery. For example, in a shipping and receiving dock, systems and database administrators might advise users to temporarily record informa-
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tion manually while the database is unavailable. They must then later input the information from the manual records. In a small environment, a single individual might assume all of the roles just listed. That may sound like a lot of work, but this should be anticipated, given the importance of maintaining data protection procedures. Finally, when data loss occurs, one of the worst situations to be in is to have not only the stress of finding out what went wrong and how to correct it, but also a constant stream of managers interrupting the process. When data loss or downtime occurs, the focus of all individuals should be on correcting the situation. Although it might be a human reflex, placing blame and deciding how to prevent the problem in the future are topics that are best left until after a resolution is found.
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There is a whole area of IT practices related to business continuity planning (BCP). The current public concern over Y2K problems is one reason that BCP has emerged. The purpose of contingency planning is to provide for the recovery of information and reinstatement of uptime in the event of serious and unexpected failures. Developing a plan and obtaining the necessary hardware, software, network, and personnel resources can be quite costly. However, in some cases, it is absolutely necessary. For example, in the United States, millions of people count on government programs for their livelihood. Any interruption in these services due to technical malfunctions can cause unnecessary hardship. A common method of contingency planning includes the presence of a backup site. Although it s a dismal thought, in the event of a complete catastrophe, necessary information can be transferred to another area of the world, and a parallel network can be established. Creating and maintaining business continuity plans can be a long and difficult process. Usually, organizations will work with outside expert consultants to create, implement, manage, and support a contingency plan. With these plans in place, an organization can protect its operations from all but the largest, most severe catastrophes. It is well beyond the scope of this book to discuss the various issues concerning contingency plans and business continuity. However, you should be aware that creating such plans involves much more than the IT department the entire organization must be committed to ensuring that such plans are created and executed properly.
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