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Emergency Preparedness

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					Emergency Preparedness
                Is Your Business Ready?


            University of Georgia
     Small Business Development Center
                Vision
It is our vision to empower the businesses
of our community to be better prepared for
the unexpected emergency, improving the
safety of personnel working in the facilities
and through proactive planning, enabling
businesses to continue to function in the
midst of situations that otherwise would
have caused a significant loss to life,
business operations, and future economic
growth.
Why is it Important?
   Meridian, Mississippi – August 2005
   Oklahoma City, Oklahoma – April 1996
   New York, New York – September 2001
   Northeast U.S. - August 2003
   St. Louis, Missouri – July 2006
   Queens, New York – 2006
   Southern California - 2007
   America – 2008?
Meridian, Mississippi
   Meridian, MS is about 200 miles north of the Gulf Coast
    but it suffered greatly from the effects of Hurricane Katrina
    much the same as Lincoln County did with Hurricane Hugo
    in 1989. Meridian lost many, many large oak trees and
    some of those fallen oaks crushed homes and the ensuing
    rains ruined the interiors of the victimized homes. After
    Katrina electric power was disrupted, telephones
    service, including cellular phones, was non-existent
    and roads were impassable due to fallen trees, swollen
    streams and flooding. It took Lauderdale County about
    two weeks to restore most of the basic services.
Oklahoma City – April 1996
New York/ Washington –
September 2001
Consider this…

http://www.who.int/csr/disease/avian_influenza/Timeli
   ne_07_may_30.pdf
“Someone else may decide
if you will be a target - but
you decide whether or not
   you will be a victim.”
       ~ Gavin De Becker
Overview of EmPreps Course

   EmPreps I – Developing a written emergency
    plan, IT Disaster Recover Plan and overview of
    local terrorist threat and response
   EmPreps II – Bird Flu/ Pandemic Impact and
    Preparations
   EmPreps III – Becoming CPR Qualified/ AED
    Certified and attending a CERT Course
   EmPreps IV – Small Business Insurance
    Preparation and Coverage
                     Concept Overview

   The program will progress through a series of four courses (EmPreps I,
    II, III, and IV), extending over a nine to twelve month period.
   The program will guide a business that has little to no preparation and
    bring them to a point within a year that if they experienced an
    emergency situation, they would be able to respond with minimal injury
    and/or loss of life. If they lost their current location or ability to operate
    due to an emergency, they would have a written backup plan to get up
    and running (if at all possible) in the shortest amount of time,
    minimizing downtime.
   To stimulate the business owner/ leader to develop their own personal
    emergency plan for their family and ensure that their employees do the
    same, preparing to survive personally for at least a three to seven day
    period.
   The program will focus on the primary threats to the local area, to
    include tornado, hurricane wind damage, earthquake, fire, flood,
    pandemics, and terrorism.
    Objectives – EmPreps I
   Challenge you to think
   Develop a written emergency plan specific to your
    business for natural and manmade disasters
   Identify the components of an information
    technology disaster recovery plan
   Learn the current threat analysis for domestic and
    foreign terrorist activity in the local area, the local
    government response and how your business
    might be affected
   Identify the components of a personal emergency
    plan and how to start developing one
  Emergency Situation
   Internal or external event impeding or preventing
    one’s ability to conduct business, which may or
   may not directly affect your safety or the safety of
                        your staff.

Who has Declaration Authority
 1) to declare an emergency
 2) to declare a return to normal operations
Potential Scenarios –
                            What do you do?
   Fire in the office
   Tornado spotted heading toward your office
   Hostile person with a weapon enters your building
   Terrorist detonates unknown explosive/ chemical at local
    mall during Christmas Season
   H5N1 Bird Flu pandemic begins and 50% of your staff are
    out of work for several weeks
   Rail or truck tanker overturns, creating a hazardous
    chemical spill
   Hurricane force winds/ floods/ wildfire hit your area,
    knocking out power for up to two weeks
Business Emergency Plan
   Two phases
      Tactical Plan - Respond to immediate threat and insure
      safety of self and team members
      Continuity Plan - Respond to longer term challenge of
      keeping business open and continuing operations
   Recommend designating someone as a Safety Operations
    Officer/ Leader to take responsibility for writing plan/
    handling details of plan.
           - A Go-To Person in time of emergency
Tactical Plan-
     Respond to Immediate Threat
Goal: Minimize injury/ death and maximize safety of
      self, staff and customers
 Evacuation Plan

 Shelter-in-Place Plan

 Communication Plan

 Information Plan

 Emergency Kit
Evacuation Plan
   Used during an emergency that will require you to leave
    your building
    - Fire, bomb threat, violent/aggressive behavior
   Be sure to:
           - Know how your people will be notified, both
             within building and without
          - Insure exits are well marked (customers/ visitors)
          - Have a rally point, safe from any hazards near
             building, accessible to emergency vehicles
          - Ensure staff are accounted for at rally point
           - Know the all clear signal
    Safety officer should account for all personnel
Consider This:
https://www.citizencorps.gov/cert/video_material.sht
   m
Fire Alarm Sounds…
            How are we to respond?
   Consider any fire alarm as a signal to leave the building,
    immediately (includes conference attendees)
   Exit via stairs/ nearest exit to established rally point
         - At least 250 feet from building
         - Out of emergency vehicle right-of-way
         - Accessible to EMS/ Ambulance in case of injury
   Take roll call of all personnel
   Notify EMS/ Fire Department of anyone not accounted for
    (name and potential location in building)
   Do not reenter building until all clear is given by Incident
    Commander on scene and/or respective chain of
    command
Workplace Violence…
Is the second leading overall cause of death in the
     workplace
Is the leading cause of death in the workplace for
     females
    1 out of 20 women will be the victim of a stalker
   What do you do when someone hostile enters
    the building with a weapon? How do you
    respond?
Shelter-in-Place Plan
   Will require you to stay within building and seek
    shelter from immediate, and possible long term,
    threat
          - Tornado, high winds, hurricane
          - Terrorist Attack – especially chemical,
          radiological, biologic or explosive
          combination of above
   Will use emergency kit in office
   Practice
Communication Plan
   Identify primary person responsible for
    communications
        - Internal plan to communicate with employees,
    outlying offices
        - External plan to communicate with vendors,
    suppliers, key customers
Let’s Take
     A
       Break
Information Plan
   Records Back up
   Cyber Security Plan
How Often Should I Backup?




         DAILY
If You Missed the Last Slide…

You Should Backup
          DAILY
What Do I Backup To?
   Tape

   External Hard Drives

   N.A.S. (NasBackup is an open source backup solution. It is a high-performance, enterprise-
    grade system for backing up MS Windows desktop PCs, laptops and servers to network disks.
    NasBackup is a highly configurable solution and easy to install and maintain.)




   Offsite Storage Via the Internet
Backup Storage
   No less then one current backup should be stored
    (carried) offsite at all times.
   Do not store in a Bank Safety Deposit Box.
Backup Verification
   Logs should be checked at least weekly, if not
    daily.
   Failed backups can have negative effects on your
    network’s performance, and even crash your
    server.
   Any failed jobs should be addressed immediately
Backup Testing
   Network “fire drills” or restoration tests should be performed on an
    annual or semi-annual basis.
   While these are intrusive, it is vital to ensure you and your I.T.
    Technicians are satisfied with the results of the procedures you have
    implemented.
   This gives you a benchmark of how long it will take to restore your
    system
   Refreshes Employees on procedures while the system is down.
   Benchmark the amount of time it will take employees or managers to
    input data complied while the system is down.
   Gives you and your sales people confidence in answering the
    question: “What happens if your system goes down, or your servers
    crash?”
Trigger Events
   Natural Disasters
   Building/Environmental/Accidents
   Employee Error or Malicious Attack
   External Unauthorized Access/Intrusion
   Corrupt Data
   Virus Propagation
   I.T. System and Equipment Failure
   Phones System and Equipment Failure
Questions To Ask Yourself
   What is my Disaster Recovery Plan?
   What does it cover?
   Who is responsible for planning, implementing,
    testing, and executing my Disaster Recovery
    plan?
   How fast can I resume my business operations at
    100%?
The Bottom Line…

       Every second, minute, and hour saved
     preserves your bottom line. Every second,
   minute, and hour lost takes $$$ away from your
                     bottom line.
Disaster Recovery Tool Kit
   E.R.D. (Emergency Recovery Disk)
   Backup Software
   Operating System Software
   Bootable Disks
   Bootable CDs
   Bootable USB Device(s)
   Disaster Recovery Plan
   Technical Support Numbers
   Spare Parts (Motherboard, Hard Drive(s), Controllers)
   Screw Driver
Identify The Information You Need to
Back Up
   Accounting Information
   Documents (Letters, Spread Sheets, Proposals)
   Employee Information Files
   Customer Information/Databases

If you host your Email and Website In House
 Email (Including Contacts and Calendars)

 Website
How Do I Back Up This Information?
Managed Backup Software Suite
    Computer Associates BrightStor
    Symantec/Veritas Backup Exec
              Advantages
   Ability to Purchase Clients and Agents
   Agents allow you to backup live databases on the fly.
    Example: SQL, Exchange
   Open File Agent (OFA) – Allows you to backup files that
    are left open at the time the backup is run.
   Cross Platform Support.
   Backup System States
Microsoft Windows NT Backup
   Built In Feature that is included in Windows Server
    and Workstation Operating Systems

                     Advantages
   Free
   Backup System State
   Allows you backup some proprietary Microsoft
    products such as Microsoft Exchange.
Managed Backup Suite
Vs.
Windows NT Backup
Managed Backup Suite             Windows NT Backup
 $$$                              Free
 Ability to purchase agents       Agents are Limited to
  and clients                       Microsoft
 Backup Open Files                Cannot backup open files
                                   Basic Reporting
   Detailed Reporting             Uses multiple interfaces to
   Control your backup from 1      control backup
    interface
   Increased performance by        Does not use database
    using database engines to        engines to manage backups
    manage backups
Imaging Software
   A reliable solution that allows you to image or copy your
    servers and workstations.
   Backup and Restoration time is typically 50%-75% less
    than a traditional backup solution.
   Current Imaging Software gives you the ability to browse
    an image, giving you an option to restore specific files and
    directories opposed to restoring the whole image.
   Images can be appended
   Images can be password protected
   Automatically schedule times for images to be taken
   Remotely Deploy Images
If You Get This…
You Don’t Look Like This
Characteristics of Your
Emergency Plan
   Must be written
   Should be developed by those in the business/
    building
   Should be practiced with all staff at least two
    times/ year
   Printed plan accessible to all staff
   Have pre-positioned supplies outside of building in
    case unable to re-enter for extended period
         - Possibly in vehicle
   Focus on highest threat to your office/ business
Business Continuity Plan
 Goal: Minimize downtime in the event of a natural
 or human-caused disaster as well as to provide a
 recovery strategy and repository of important
 recovery information
     Sequence to Business
        Continuity Plan
 I. Begin with identifying key information
       - Employees – Med history, key contact info and family
     contact info – Prepare for a reduction in force as staff go
     home to care for family
       - Suppliers/ vendors – Ask if they have a continuity plan
     in case of emergency
       - Key contacts/ customers
II. Identify critical business functions
            – Upstream or Downstream
III. Identify a recovery location
IV. Set up recovery location
       - Items needed
       - Staff responsible
        Continuity Plan (Continued)
   Characteristics of Recovery Site
     - Not in same electric power grid, if possible
     - Ability to transport critical items (computers)
     - Anticipate loss of phone service (preset programmable
       call forwarding for your business)
    - Explore utility, phone, insurance set up at new site
    - Store copies of sensitive data at least 50 miles away or
       in electronic format accessible via web
     - Consider security services/ measures at site
 “As we are liberated from our
    own fear, our presence
automatically liberates others.”
        ~ Nelson Mandela
Let’s Take
     A
       Break
General Security Strategies
 Interior Spaces

 Lighting

 Landscaping

 Landscaping Materials

 Building Numbering and Addresses

 Exterior Doors/Vision Panels

 Security Checkpoints
General Security Strategies
 Key Card Access

 Panic Buttons

 Mail Rooms

 Employee I.D. Badges

 Evacuation Plans and Emergency Procedures
        Personal/ Family Emergency
        Plan
   As a leader, you must first take care of yourself and
    your family
        - Build an emergency kit of supplies that will
        allow for survival for a minimum of 3-7 days
        - Develop a communication plan to make
        contact with family members in the event of a
        catastrophic event
        - Stay informed of the latest changes
        - Practice your plan with all family members
Financial Preparations
   Buy a fire resistant safe (rated for 1700 degrees or higher)
   Keep sufficient amount of cash on hand in order to pay for
    at least three days worth of expenses (including the
    unexpected ones). Place in safe at home. (Begin with
    $500 to $5,000)
         -   Keep safe in basement or lower floor of home
         -   Keep small denominations and also a roll of quarters
   Develop an emergency fund in bank account allowing for 3
    to 6 months of expenses. Use bank (or one that has
    branch) out of your immediate area and insure you have
    online access to your account
         Financial Preparations
    Documents to keep in Safety Deposit
         Box and/or Home Safe
    Birth, death, and marriage certificates
    Divorce and child custody papers
    Adoption papers
    Passports
    Military records
    Social Security cards
    Copies of drivers’ licenses
    Mortgage/property deeds
    Stock and bond certificates
    Car titles
    List of insurance policies (life, health, disability, long-term care, auto,
     homeowners, renters), including the type, company, policy number, and name
     of insured
    Copies of power of attorney, living will, and other medical power (Safe)
    Trust documents
         Financial Preparations
    Documents to keep in Safety Deposit
         Box and/or Home Safe
   Emergency cash (Safe)
   Credit card for emergency use (Safe)
   Spare keys for autos and home (Safe)
   Software backups (Safe)
   Home inventory (written, digital, photo or video) (Safe)
   Emergency supply of medicine (Safe)
   Letters of instruction to loved ones (Safe)
   Copies of important medical information (Safe)
   Home improvement records
   Warranties and receipts for major purchases
   Appraisals of jewelry, collectibles, artwork, and other valuable items
   Retirement account records
   Recent checking, savings, and investment account statements
   Rental agreement/lease and/or mortgage documents
   Recent pay stubs and employee benefits information
   List of emergency contacts, including doctors, financial advisers, and family members
   Safe deposit box information (location, contents, and key) (Safe)
                   Critical Path
   Develop Plan and establish criticality (What is
    essential?)
   Test the plan
   Vary scenarios
   Test the plan again
   Work the plan
   Expect the unexpected
   Apply judgment
   Make adjustments
       General Overview
   Develop a personal emergency plan
      - Build a kit
      - Make a plan
      - Stay Informed
   Develop a business emergency plan
      - Develop Tactical Plan
      - Develop Continuity Plan - Plan to stay in
        business
      - Talk to your people
      - Practice your plan at least two times/ year
      - Protect Your Investment
Personal Emergency Plan
 The more prepared you and your staff are, on a
 personal level, with a personal emergency plan,
 the more you and they will be able to focus on the
 job at hand of getting your business back up and
 running. The less they have to worry about their
 family’s safety, the more they can concentrate on
 work.
Remember…
  Never place your safety, or the
   safety of your family, in the
     hands of someone else.
                     Resources
   www.ready.gov
   www.redcross.org
   www.fema.gov
   www.dhs.gov
   http://ibhs.org/docs/OpenForBusiness.pdf
   www.noaa.gov
   www.pandemicflu.gov
   https://www.citizencorps.gov
    Community Emergency Response Team Training
   Local Law Enforcement/ Emergency Response Units
         Questions?
          Please feel free to call/ email at:

Mark Lupo
University of Georgia
Small Business Development Center
3100 Gentian Boulevard, Suite 119
Columbus, GA 31907

Tel: 706-569-2654
Email: mlupo@georgiasbdc.org

				
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