It's Monday morning. You just had a relaxing weekend and you're a little slow getting to work. When you get there, you plan to print out your quarterly report for the management meeting, read your email and give your assistant the corrections to the marketing letter. You want her to mail it today along with the 1200 dues invoices she will be printing out. But this isn't a normal Monday morning....when you enter the office, the entire staff is obviously awaiting your arrival. Each came to work this morning with a few things to do before the meeting and now they can't complete those items because the computer system is not responding. They want to know why. You go into the computer room to see what's up and quickly realize that there's a large empty space where your network file server used to be....your most important computer is gone!!!

You've already heard more than enough about power protection units, anti-virus software, and tape back-up systems; if not in this column, then from some other publication. Each of these items is important. However, in this situation, you'll need even more protection. You'll be needing your Disaster Recovery Plan, a carefully considered and documented set of steps to follow when your most important systems are unavailable. (One quick note: Don't keep your only copy of this particular document on your computer system. Keep one stored off-site with your latest backup tape).

A disaster recovery plan is important in the event of a natural disaster; earthquake, flood, or fire. It is also important in the case of theft. If Murphy's Law is applicable, disaster won't just strike, it will strike on the Monday before your annual meeting and there are badges to print, or when it's time to send your dues invoices out. Now, your event's success or your association's cash flow is impacted? No matter what the circumstances, you need to have a plan that will get you through this situation with a tolerable amount of inconvenience, not with a serious loss of revenue or productivity. In most cases, simply having a back-up tape is not enough to get you up and running. Frequently, the backup system is stolen, damaged, or destroyed as well. Even if the backup unit is available, what are you going to back it up to?

These are the kinds of things you should consider right now, today, when your computer system is there and operating. As you build your Disaster Recovery Plan, you should structure it around the following key areas:

1. Know What You Have: You should maintain an inventory of all of your computer system components. For each computer on your network, you should document the type of processor, amount of RAM, size of the hard drive, and additional configuration information, including any additional peripheral devices (CD ROMs, backup drives, etc.). Don't forget to include additional network components such as the network hub, cabling, and printers. In addition to the hardware, you should fully document all of software owned by the association, including version and licensing numbers. For all of these items, you should also document the original cost, including installation charges - you'll be needing this for the upcoming insurance claim.

2. Know What You Need: Obviously, the ideal situation would be to have all staff up and running on a fully functioning computer. Unfortunately, you won't be afforded this luxury during your disaster. Plan instead for 20% capability in the first few days following a disaster, with increasing functionality arriving daily. Talk to your department heads and assess with them what system-based functions are essential to their operations. Then plan and prioritize their computer availability during a disaster accordingly. Of course, you, as an association executive, live in a unique environment of ever-shifting priorities. If the annual meeting was last month, not this weekend, then you will likely need to shift these resources to others in greater need.

3. Assess Your Loss: As the one who keeps your head while those around you lose theirs (i.e. the Leader), it is your job to assess the extent of your loss as quickly as possible. Use your inventory to determine what equipment is functioning and available and quickly prioritize its importance in light of your situation. Even if you have to leave your building, you may be allowed to retrieve some essential equipment later - (you may recall when New Yorkers were allowed to remove key computer equipment and files from their offices in the days following the World Trade Center bombing). Only when you know exactly where you stand will you be ready to compare this to your needs assessment.

4. Know Where You'll Get Replacement Equipment: Determining where replacement equipment and software will come from ahead of time can be the most important part of your Disaster Recovery Plan. All of your careful consideration may be for nought if you don't coordinate your plan with a vendor or who will be there when you need them. Choose one who has the necessary resources in terms of equipment, manpower, and industry contacts to help you get through your crisis. If your existing "computer consultant" doesn't have a supply of "spare" equipment on hand, you may want to contact one that does, and incorporate their assistance in your planning process. Some vendors will even stock spare parts, earmarked especially for your use in times of urgent need.

Plan the Flight, Fly the Plan: When my husband was a navigator in the Air Force, they had a saying, Plan the Flight, Fly the Plan. When an emergency situation occurs, and you find yourself in a position where your computer systems are unavailable, your Disaster Recovery Plan can make all the difference in the world. By planning ahead, you will ensure that you will enter the crisis one step ahead of the problem. A fast and full recovery is now simply a matter of "flying your plan."
As always, Happy Computing!!!

- Jaculin Thompson