This webinar covered IT planning for disasters. It discussed key concepts like business continuity, disaster recovery, data retention, and technical objectives. It emphasized the importance of inventorying an organization's data assets and identifying uptime, retention, recovery time, and recovery point requirements. The webinar then reviewed availability solutions like cloud backup, cloud services, and on-premise options. It provided a sample data inventory and potential technical solutions. The presenters were from Community IT Innovators and discussed their nonprofit focus on helping other nonprofits with strategic and operational IT challenges.

1. April 24, 2014
presented by…
Johan Hammerstrom
Matthew Eshleman
Community IT Innovators
Webinar Series
IT Planning
for
Disasters

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3. About Community IT
Community IT Innovators partners with nonprofits to help them solve
their strategic & day-to-day IT challenges.
Strategic
Proactive approach so you can make IT decisions that support your
mission and grow with you
Collaborative
Team of over 40 staff who empower you to make informed IT choices
Invested
We are committed to supporting your mission, and take care of your IT
network as if it were our own
Nonprofit focus
Worked with over 900 nonprofits since 1993

4. • MAP TechWorks is a program of MAP for Nonprofits.
• We are a community of nonprofits devoted to helping
each other be awesome(r) at using technology.
• Find FREE trainings like this one, an email support
group, and video interviews with smart people like
Johan Hammerstrom on our website.
Visit us at MAPTechWorks.org after the session.
About MAP TECHWORKS

5. About the Presenters
Johan Hammerstrom
Chief Operating Officer
jhammerstrom@communityit.com
@hammerstromj
Matthew Eshleman
Chief Technical Officer
meshleman@communityit.com
@meshleman

6. Agenda
I. Business Continuity Context
II. Concepts and Terms
III. Inventory your Data
IV. Technical Solutions

7. Information as an Asset
• Think of your data like your finances
• Organizational success and survival
depends on information
• Lack of management introduces risk

8. I. Business Continuity Context
Business
Continuity
Disaster
Recovery

9. I. Business Continuity Context
Business Continuity - that which is required to
maintain continuing operations and
organizational viability.

10. Business Continuity Planning
Key elements:
• Leadership
• Staff
• Systems
• Program delivery
• Back-office (internal ops & facilities)

11. Business Continuity Planning
Ideally, it is a holistic effort that involves the
entire organization.
Usually requires a mandate from the Board.
Governance Committee.

12. II. Concepts and Terms
• Business Continuity
• Disaster Recovery
• Data Retention
• Technical Concepts
(RTO, RPO, uptime, etc.)

13. Business Continuity
Ability to effectively operate if primary data
system is unavailable.
How long can we be down?

14. Business Continuity
We can continue to function in the event of…
• Fire
• Earthquake
• Flood
• Civil Unrest
• Sabotage
• …

15. Business Continuity
• Power outage
• Internet outage
• Carelessness
• Hardware failure
• Improper training
• What else?

16. Disaster Recovery
Ability to effectively recover from loss of
information and/or disruption to service.
How quickly must we restore access to
information?

17. Data Retention
Ability to recover historical information.
How far back do we need to go?

18. Technical Concepts
Recovery Point Objective (RPO)
Point in time from which data can be
restored
“How much data can I afford to lose?”
1 hour, 1 day, 1 week?

19. Technical Concepts
Recovery Time Objective (RTO)
Time required to recover the data
“How long can my data be unavailable?”
1 hour, 4 hours, 2 days, 2 weeks?

20. Technical Concepts
• Uptime - expectation of access to data
“The 5 9s”…available 99.999% of the time
• Retention
How much data is retained over time
…and how frequently
• Geo-redundancy

21. “the 5 Nines”
Availability % Downtime per year Downtime per month Downtime per week
90% ("one nine") 36.5 days 72 hours 16.8 hours
95% 18.25 days 36 hours 8.4 hours
97% 10.96 days 21.6 hours 5.04 hours
98% 7.30 days 14.4 hours 3.36 hours
99% ("two nines") 3.65 days 7.20 hours 1.68 hours
99.5% 1.83 days 3.60 hours 50.4 minutes
99.8% 17.52 hours 86.23 minutes 20.16 minutes
99.9% ("three nines") 8.76 hours 43.8 minutes 10.1 minutes
99.95% 4.38 hours 21.56 minutes 5.04 minutes
99.99% ("four nines") 52.56 minutes 4.32 minutes 1.01 minutes
99.999% ("five nines") 5.26 minutes 25.9 seconds 6.05 seconds
99.9999% ("six nines") 31.5 seconds 2.59 seconds 0.605 seconds
99.99999% ("seven
nines")
3.15 seconds 0.259 seconds 0.0605 seconds

22. Putting it all together…
Business Continuity
Disaster
Recovery
RTO RPO
Availability
Uptime Retention

23. III. Data Inventory
• List out your data (aka information assets)
• Identify Uptime, Retention, RTO & RPO
requirements for each information asset
• These are business decisions!

24. Uptime Retention RTO RPO
Primary
Email 99.99% / 1 hr 3 months 1 hr 30 min
Financial 99.9% / 9 hrs 7 years 4 hrs 8 hrs
CRM 99.9% / 9 hrs 10 years 2 days 4 hrs
Grant proposals 99.999% / 5 min 1 year 8 hrs 8 hrs
Secondary
Media Files 99% / 3.5 days 3 years 1 week 8 hrs
Legacy Database 97% / 11 days n/a 1 week n/a
Sample Data Inventory

25. IV. Technical Solutions
• Availability Solutions
• Tape Backup
• Image Backup and Disaster Recovery
• Cloud Backup
• Cloud Services

26. Availability Solutions
• Cloud-based storage
• Native redundancy
– Exchange Database Availability Group
– Multi-site Active Directory
– DFS
• 3rd party “high availability” software

27. Tape Backup
• Legacy solution in 2014
• Expensive and difficult to manage
• Minimum RPO is 1 day, generally longer
• Minimum RTO is 1 hr - 2 wks depending
• Can be combined with Backup to Disk

28. Image Backup
• Contemporary form of backup
• Can be more expensive depending on off-
site options
• Minimum RPO can be continuous to 1 day
• Minimum RTO is 1 hr - 1 wks depending

29. Cloud Backup
• Can be effective
• Limited by bandwidth and type of data
• Minimum RPO can be continuous to 1 day
• Minimum RTO is 1 hr - 1 wks depending

30. Cloud Services
• Office 365
– 2 hr RPO, 4 hr RTO, 99.9% uptime, 30 day recovery
• Google Apps
– 0 hr RPO, 0 hr RTO, 99.9% uptime, 30 day recovery
• SalesForce
– 4 hr RPO, 12 hr, RTO, no SLA, 15 day recovery

31. Uptime Retention RTO RPO Solution(s)
Primary
Email 1 hr 3 mos 1 hr 30 min Office 365 E3
Financial 9 hrs 7 yrs 4 hrs 8 hrs BDR Appliance
CRM 9 hrs 10 yrs 2 days 4 hrs BDR Appliance
Grant
proposals
5 min 1 yrs 8 hrs 8 hrs Cloud FSS
Secondary
Media Files 3.5 days 3 years 1 week 8 hrs
NAS with
backup
Legacy
Database
11 days n/a 1 week n/a
Off-site external
hard drive
Sample Solution Options

32. ?

33. Upcoming Webinar
Thursday May 29
2:00 – 3:30 PM EST
Cloud Migration Specifics
How to Get from On Premise to In the Cloud
Johanny Torrico & Matthew Eshleman
www.nten.org/events

34. Visit us at MAPTechWorks.org after the
session.
MAP TECHWORKS

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