This document summarizes a presentation about disaster planning for technology in organizations. It discusses key components of an effective plan such as regular backups, security measures, and documentation. The presentation emphasizes having a "disaster mindset" and that failing to plan is planning to fail. It provides tips for different aspects of a plan such as backing up data, using encryption, and communications after a disaster occurs. Attendees are prompted to evaluate their own organization's plan and discuss how to improve preparation.

1. Disaster Planning:
What Organizations
Need to Know to
Protect Their Tech
#12ntcdp
Kevin Lo
TechSoup Global

2. Evaluate This Session!
Each entry is a chance to win an NTEN engraved iPad!
or Online at www.nten.org/ntc/eval

3. Agenda
• 3 takeaways
• Main components
– Backup
– Security
– Documentation
• Your disaster toolbox
• Planning discussion
• Questions?
DISASTER PLANNING #12ntcdp Slide 3

4. http://www.techsoup.org/toolkits/disasterplan
DISASTER PLANNING #12ntcdp Slide 4

5. Key Takeaway
1. Before you have a disaster plan, you need a
disaster mindset
Image: http://www.flickr.com/photos/vistavision/
DISASTER PLANNING #12ntcdp Slide 5

6. Key Takeaway
1. Your plan may end up only 75% successful,
but having no plan means 100% failure
Image: http://www.flickr.com/photos/copenhagen_toejeri/
DISASTER PLANNING #12ntcdp Slide 6

7. Key Takeaway
1. It’s cheaper to backup your data 100 times
than it is to lose it once
Data source: “Cost of Hard Drive Space” http://ns1758.ca/winch/winchest.html
DISASTER PLANNING #12ntcdp Slide 7

8. “What have you got to lose?”
flickr.com/jase_n_tonic
(Creative Commons license)
DISASTER PLANNING #12ntcdp Slide 8

9. It’s all about the data
• Your backup plan needs to cover:
– What's being backed up
– Where it's being backed up
– How often backups will occur
– Who's in charge of performing backups
– Who's in charge of monitoring the success of these
backups
• Make sure it’s easy to reference and access
DISASTER PLANNING #12ntcdp Slide 9

10. It’s all about the data
• Imagine a typical work-day by your key
staff
– Obvious: email, donor data, financials
– Not-so-obvious: bookmarks, network data,
website passwords
• Increasingly dispersed workforce means
there’s more to lose
DISASTER PLANNING #12ntcdp Slide 10

11. Bring Your Own Device
• “Consumerization” not a new
phenomenon in the nonprofit sector
• Pros and Cons to disaster planning
– Extra access point for data and connectivity
– Personal and work data gets commingled
• Liability and insurance
• Best practice: keep less data locally
DISASTER PLANNING #12ntcdp Slide 11

12. Backup and the cloud
• Online backup ≠ Online storage
– Backup: focus on automation, scheduling,
recovery
– Storage: focus on sharing between users and
clients, syncing
DISASTER PLANNING #12ntcdp Slide 12

13. Backup and the cloud
DISASTER PLANNING #12ntcdp Slide 13

14. What about security?
• Cloud/online mitigates a different type
of disaster risk
• Likely more secure than local, but the
potential is always there
• Understand the risk and compliance
needs before diving in
DISASTER PLANNING #12ntcdp Slide 14

15. What about security?
• Local backup: Encrypt as much as you can
• Levels of encryption
• Program level
file encryption
DISASTER PLANNING #12ntcdp Slide 15

16. What about security?
• Operating system drive encryption
• BitLocker, TrueCrypt
• Full-disk encryption
• Most relevant for data loss protection
• Should not be at the cost of
recoverability
• Don’t forget physical security!
DISASTER PLANNING #12ntcdp Slide 16

17. Documentation
• Hard copies of the “What”
– Warranties and receipts for computers and peripherals
– Passwords for encrypted data
– Contact information for anyone who maintains your tech
– Login information for local devices and online services
– Contact information for web hosting and backup services
– Software registration information, including keys
– Insurance information
– Leases
• Remember to update this info!
DISASTER PLANNING #12ntcdp Slide 17

18. Documentation
• Policies and the “How”
– Your backup plan
– Your restore plan
– A phone tree that includes home and cell phone
numbers for all staff
– Meeting locations in the event of a disaster
DISASTER PLANNING #12ntcdp Slide 18

19. The day has come..
Image: http://www.flickr.com/photos/schohariefd/
DISASTER PLANNING #12ntcdp Slide 19

20. Post-disaster communications
• For internal stakeholders:
– Limit the points of contact
– Communicate succinct and relevant information
– Phased recovery if necessary
– Scheduled updates
– (Re)Defining normalcy
DISASTER PLANNING #12ntcdp Slide 20

21. Post-disaster communications
• For external stakeholders
– Constituents: how will interruption of services
affect them?
– If site outage, maintain your presence using social
media
– Funders: will there be missed deadlines?
– Supporters: how can they help?
DISASTER PLANNING #12ntcdp Slide 21

22. Disaster toolbox
• “Real” and “digital”
• Documentation
• Data backups
• Startup disc
• Duplicate keys (physical and digital)
DISASTER PLANNING #12ntcdp Slide 22

23. Planning exercise
• What have you done already? What
needs work?
• Disasters encountered? Stories from the
field?
• What’s the first thing you will do when
you return?
DISASTER PLANNING #12ntcdp Slide 23

24. Questions?
kevin@techsoup.org
Twitter: tsg_kevin
DISASTER PLANNING #12ntcdp Slide 24

25. Evaluate This Session!
Each entry is a chance to win an NTEN engraved iPad!
or Online at www.nten.org/ntc/eval