Planning for the Future Disaster Recovery Plan / Business Continuity Plan Jim Zukowski, Ed.D. Texas State Board of Dental Examiners 2006 Annual ConferenceAlexandria, Virginia Council on Licensure, Enforcement and Regulation Expect the Unexpected: Are We Clearly Prepared?

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Planning for the Future In the wake of Hurricanes Katrina and Rita, more focused attention has been placed on developing a business continuity plan in the event of a real disaster. The aftermath of those natural disasters has served as a wake up call for agencies in the public and private sector.

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia One point that became quite evident from Hurricane Katrina is that no one knew who was in charge. State and local authorities had an Incident Command System in place, but no one utilized it. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Another lesson learned from the disasters is that you have to take into account how much manpower you’ll have available to you. Remember your first responders to an incident may not be able to report for work. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Communication outages during disasters are all too common. Remember how will you be communicating with your staff if all communication lines and links are down. Blackberries, cell phones and other communication tools might as well be thrown out the window. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Let the public know that your services are interrupted. Convey a sincere but consistent message regarding when you anticipate that your services will be operational again. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia It is also essential to coordinate your continuity plan with other agencies that you regularly deal with. If possible, have a working knowledge of their continuity plans. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Think about any secondary impacts that a disaster can impose on your agency or business. It was clearly shown during Hurricane Rita that the city of Houston did not have a clear transportation plan to evacuate its citizens systematically out of its town. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia How does a small state agency of 30 individuals maintain a current and realistic Business Continuity Plan? Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia The goal of our Business Continuity Plan is to develop advanced arrangements and procedures that will enable our board to respond to a disaster so that… Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Critical business functions resume within a defined time frame, the amount of loss is minimized, and the damaged facilities are repaired or replaced as soon as possible. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Any plan should cover the entire agency, which will include all of your business functions. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia A risk analysis, which is a part of a normal business operation plan, is taken into consideration. A risk analysis for any regulatory program should include an assumption that the functional areas of a regulatory environment depend heavily upon automation information systems. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia If your computer system is down and/or destroyed, a solution would be to move the critical business functions to a disaster recovery site, which in our case, is the Austin Disaster Recovery Operations Center. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Create a Disaster Recovery Management Team. The purpose of this team will be to direct, coordinate and report to the head of the agency until full recovery has been accomplished. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia The Disaster Recovery Management Team is responsible for initial damage assessment to the facility, its offices and business structure. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Other responsibilities include: - Identify the extent of damage. - Identify communication problems. - Determine the condition of equipment/supplies. - Assess operational capability. - Define restoration requirements. - Assess equipment for salvaging. -- Schedule equipment for salvage and restoration. -- Monitor the salvage and restoration operation. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia The team advises the head of the agency whether or not a disaster should be declared. Included in this assessment is the scope of the disaster and its effect on entities other than that of your own physical operation. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Set out your recovery operations and include detailed tasks for each functional area of your operation. For example, your Director of Licensing would go to their respective office(s), salvage files, and contact Licensing Staff regarding the disaster and whether or not they should report to work and where. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia If your operation is moving to a new site, you need to establish a master equipment list and master supply list that will keep your agency operational for the first 30 days of operation after the disaster. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Establish a Disaster Recovery Box which would include, at a minimum: Licensure packets, licenses, application packets, rules and regulations, your enabling legislation, strategic plan, and Disaster Recovery Plan and Business Continuity Plan. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Have a list of current telephone numbers available It should include at a minimum: - Other State Agencies - Agency Staff and Board - Vendors Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Monitor the progress of the recovery. Set up a recovery log and track the progress. Note any delays, because they will impact your restoration. Secure detailed costs involved in the restoration. This is especially important if no emergency funding relief has been granted. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Once your office location has been restored or a new home has been established, prepare for a controlled move back to your permanent office. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia The following needs should be taken into consideration when establishing a move date: - Equipment and furniture - Computer Network - Workstations and printers - Telephone Service - Start-up of normal business processing. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia A Disaster Recovery Plan and Business Continuity Plan will go a long way to reestablish a functioning office setting. Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Have Questions? Just ask Dr. Z ! Planning for the Future

Presented at the 2006 CLEAR Annual Conference September Alexandria, Virginia Speaker Contact Information Jim Zukowski, Ed.D. Texas State Board of Dental Examiners 333 Guadalupe, Tower 3, Suite 800 Austin, Texas Phone: (512) Fax: (512) Website: