Disaster Recovery Plan

 

How to Prepare a Disaster Recovery Plan

 Each unit should have a “written” Disaster Recovery Plan to be followed by the unit in case of a disaster. It should designate how business operations will continue during or following a disaster. This plan would include how the payroll checks, AP voucher checks will be printed, money will be receipted and reports will be prepared. This plan should be tested, reviewed and updated periodically as information and circumstances change.

Business operations may be continued in one of three ways: (1) prepare all checks, receipts and reports manually; (2) have an alternative computer system available to prepare checks and reports; (3) setup a basic system to run critical transactions to your business operations as determined by those designated in the plan to make those decisions

Regardless of the plan you choose, you will need to follow the steps below and include this information in your plan.

  • Store the most recent copy of your disaster recovery plan offsite at a suitably appropriate and accessible location
  • Your Disaster Recovery Plan should list who will be responsible for declaring a disaster in regard to the business operations of your unit
  • Store a quantity of payroll checks and AP Voucher checks for two complete cycles, and possibly receipts, purchase orders and other required forms at this offsite location
  • Store a list of contact names, phone numbers and emails necessary to re-establish the business operations of your unit; for example, your software and hardware vendors, your forms supplier and your alternative computer system location

If you choose to continue operations manually your plan should set out the following:

  • The person designated to retrieve and safeguard stored forms
  • The person or people designated to prepare checks, write receipts, keep ledgers and prepare reports
  • The person or people designated to record all manual transactions into the computer system after the disaster to insure accurate records for the year

If you choose to have an alternative computer system available to use during or following a disaster your plan should set out the following:

  • The location and availability of the alternative system

Note: If you are part of the Keystone Disaster Recovery Service you will be welcomed to use a system at the Keystone office.

  • The people designated to contact and initiate the use of the alternative system
  • A statement from the alternative system owner verifying the use and availability of their equipment in case of a disaster and any rules or criteria for use
  • A time frame for the periodic review of the alternative system to be sure equipment, backup media and software applications remain compatible
  • A time frame for regular periodic data backups to be stored offsite and the most current available to restore to the alternative system

Note: If you are part of the Keystone Disaster Recovery Service your backups and forms will be stored at the Keystone office.

  • The person designated to travel to and use the alternative system to continue business operations

If you choose to install a new computer system to process transactions critical to your business operations during or following a disaster your plan should set out the following:

  • The definition of and list of critical transactions, i.e. payroll checks, AP voucher checks, etc.
  • The list of basic equipment necessary to process critical transactions; for example, one computer workstation and one laser printer
  • The person designated to acquire and install the equipment and the software applications necessary to process the critical transactions
  • The person designated to retrieve and restore backups

Note: If you have a system backup on tape you will need the tape hardware and software installed on the new equipment to restore that tape backup.

  • A time frame for regular periodic data backups to be stored offsite and the most current available to restore to the alternative system

Note: If you are part of the Keystone Disaster Recovery Service your backups and forms will be stored at the Keystone office.