smAlbany 2013 presentation http://ww.smAlbany.org

1. “Irene, Sandy,
Tornadoes, Oh My!
How to make sure your
business can survive!”

2. Meet Lauren
• Needed a “Real” Job
• 3 ‘Down-sizes’ in a 5 year span
• 2005 Groff NetWorks was born
• 8 years later: 8 employees and
dedicated to 35 companies.

3. Introductions
• Tell us who you are and where you
are from.
• What is the one thing you would
like to learn during today’s
seminar?

4. Partnerships

5. What are we talking about?
“Irene, Sandy, Tornadoes, Oh My!
How to make sure your business can
survive!”

6. What you will learn today
• The differences between Backup, Disaster Recovery
and Business Continuity
• Types of disasters, their frequency and severity
• Why you should be afraid…very afraid
• The easiest way to insure your data isn’t lost
• How to put your backup on autopilot with complete
confidence that it works

7. SANDY

8. What’s the goal?
• Make sure you never lose critical data
• Minimize downtime
• Recover as quickly as possible in the
event of a disaster

9. Why is this important?
• Of companies
experiencing a major
loss of data
• 25% to 43% never
reopen
• 51% close within two
years of the loss
• A mere 6% survived over
the long term

10. Why is this important?
• Small businesses account for
• More than 99% of companies with employees
• 50% of all private sector workers
• Nearly 45% of the nation’s payroll
• Commitment to planning today will help support
employees, customers, the community, the
local economy and the country

11. Business Continuity
. . . An ongoing process to ensure that the necessary
steps are taken to identify the impact of potential
losses and maintain viable recovery strategies,
recovery plans, and continuity of services.

12. Special Guest
• Geoff Turner, Tech Valley
Continuity

13. What is Business Continuity Planning?
Ongoing process
designed to eliminate
or mitigate the
negative impact of
events that disrupt
normal business
activities.

14. NYS Disaster Declarations Since 2002
Disaster Type Count
Earthquake 1
Ice Storm 1
Power Outage 1
Severe Storms and Flooding 12
Severe Winter Storm 8
Tropical Storm / Hurricane 5
Tornadoes / High Winds 3
Grand Total 31

15. Most Disasters Are Not “DISASTERS”
• Power Outages
• Computer Failure
• Telephone Outages
• Water Pipe Leakage
• Facility Fire
• Information Breach
• Supply Chain Issues

16. NYS Information Breaches 2005-2012
• NYS = 11.4% of U.S. Breaches
20% Lost or Stolen Laptops
12% Unintentional Disclosure
12% Lost or Stolen Paper Documents
10% Stolen PCs or Hard Drives
10% Hacking
8% Insider Release of Information

17. Symphony of Multiple Plans
• Emergency Response Plan
• Incident Management Plan
• Mutual Aid / Assistance
• Business Recovery Plan
• Business Reconstitution
Plan
• Communications Plan
• Logistics Plan
• Training / TESTING /
Evaluation Plan
Source: Microsoft

18. General Continuity Planning Process
• Form a Senior Management Team
• Form a Business Continuity Planning Team
• Assess Risks / Impacts
• Design Solutions
• Implement Solutions
• Document Recovery Strategies
• Train Recovery Teams
• TEST – TEST - TEST

19. Areas of Focus
• Information Technology
• Primary Mission Essential Functions
• Key Staff and Vendors
• Vital Records and Resources
• Alternate Facilities:
– People
– Computer Systems
• Telecommunications: Data and Voice
• Notification to clients, employees, stakeholders

20. Business Continuity Planning
• Most Companies Start With:
• Protecting their data and technology
infrastructure

21. Not Just About IT Issues
• Plan for immediate disaster response – including
safety of employees
• Identification of critical processes
• Review insurance coverage
• Disaster prevention
• Key suppliers/service providers.

22. Where to Begin?
• Vulnerability Assessment
• Probability
• Potential Impact
• List potential threats considering
• History
• Geography
• Technology
• Building Characteristics

23. Human Errors
• Unintentional actions taken by
managers and employees acting in
good faith
• Most common causes
• Inadequate user training
• Fatigue
• Carelessness

24. Equipment Failures
• Malfunction or complete failure of office
machinery
• Servers
• Desktops or laptops
• Fax machines
• Phone systems
• Network components
• Expect this type of failure at some time

25. Third-Party Failures
• Service delivery failures
• Electrical power
• Phone service
• Internet service
• Financial disasters
• Default of large customer
• FDIC bank closure

26. Environmental Hazards
• Denial of access due to
• Smoke from nearby fire
• Hazardous substances in building
• Irritants such as
• Fresh paint
• Radioactive, biological or chemical
substances

27. Fires and Other Disasters
• Natural events
• Earthquakes
• Tornados, floods
and storms
• Man-made disasters
• Gas leaks
• Water pipe leaks

28. Joplin

29. Albany

30. Other Natural Disasters
• A close call for a lot of people
• What if this one hit?

31. Terrorism and Sabotage
• Intentional, systematic, planned and
organized
• Based on malicious intent
• Possibility of very concentrated damage with
relatively little effort
• Perpetrated by
• Terrorists
• Computer hackers
• Disgruntled employees

32. Understand Your Risks
Groff NetWorks-11 State Street, Troy NY

33. Evaluate Each Disaster Based on -
• Probability of occurrence
• Impact
• Human - possibility of death or injury
• Property – cost of repair/replacement
• Business – potential interruption of
operation
• Ability to respond
• Internal resources
• External resources

34. Vulnerability Assessment
0
1
2
3
4
5
6
7
8
9
10
Probability
Impact

35. Key Concepts
• Recovery Time Objective – RTO
• How long can your business survive before
you have to be operational to remain in
business?
• Recovery Point Objective – RPO
• How old can your data be and still have value?

36. Disaster Timeline
14 days 7 days 2 days 1 hour 1 day 2 days

37. Disaster Recovery
. . . Is the process, policies and
procedures of restoring operations
critical to the resumption of
business after a disaster.

38. Backup
• Copying your data to a safe medium
for recovery in the event of data loss
due to disaster
• Protection from some disasters, like
fire or flood, requires two-step
backup
• Backup (locally)
• Transfer (off-site)

39. Traditional Backup Methodology
• Backup is performed nightly
• Someone must remove the media and
replace it with tonight’s media
• Two-step backup accomplished by
‘sneakernet’
• Relies on your staff to make sure that
backup is working
• Single snapshot per day

40. Backup to Tape
• Slow
• Media degrades over time and is greatly
affected by the environment
• Tape drive is expensive
• Additional capacity is difficult to add
• Formats are typically proprietary – must
have same type of drive and same
software to restore

41. Move to Disk Based Backup
Removable Hard Drives
• Backup and restore times are much
faster
• Capacity is easily increased
• Solutions may use standard Windows
file systems
• Still requires user interaction
• Not as convenient to carry offsite

42. Offsite Backup
• Does not require user interaction
• Capacity easily increased
• Automated
BUT…
• Data only
• Slow recovery times

43. Here’s the problem…
We think a good backup
is good enough.

44. Criteria For A Solid Backup System
• Take the human element out of the equation
• Make sure ALL files are backed up
• Automated and easy
• Intra-day backups
• No impact on day-to-day operations
• Fast restores – and to dissimilar hardware

45. Criteria For Off-Site Backup
• Secure data transfer
• Secure data storage
• Ability to receive data overnight
• Ability to send initial backup on hard drive
• Geographically separate from you
• Low cost off-site storage
• Regulatory compliance – HIPAA, SOX, GLBA

46. Questions to ask
• How much revenue, gross AND net, do
you generate?
• How many employees do you have,
what is their cost?
• How much of that is facilitated, or even
dependent, on your IT infrastructure?

47. Questions to ask
• How will a failure – even a short lived
failure – be perceived by your customers
and your employees?
• How quickly can you recover lost files?
• If a server fails, how long will it be before
you are back up and running…how much
opportunity cost would this represent?

48. Could you survive . . . ?

49. Could you survive . . . ?
• I think she may be getting fired for this!

50. Does your backup do this?
• Meets multiple regulatory requirements
• Addresses the BC, DR and B
• Utilizes Server hardware

51. 8 Reasons Why You Need To
Replace Your Current Backup
1. Near Real-Time Backups
– – As frequently as every 15 minutes
2. Complete Image
– – Backs up your entire server including
open files
3. Restores that are Intuitive, Flexible
and Fast

52. 8 Reasons Why You Need To
Replace Your Current Backup
4. Secure Bandwidth Throttling
Transfer
5. Secure Remote Storage
6. Monitored and Verified 24x7

53. 8 Reasons Why You Need To
Replace Your Current Backup
7. Virtualization
• Server Fails
• NAS Virtualizes Server
• One hour or less
• No reconfiguration necessary
• Backups Continue

54. 8 Reasons Why You Need To
Replace Your Current Backup
8. Overnight Disaster Recovery
• Replacement appliance delivered with most
recent off-site image(s) of your server(s)
• Business can be back up and running within 24
hours
• And, now with Cloud server failover, you could
be running in the matter of hours if you were to
lose your facility!

55. How it works

56. Our Clients. . .
• “The Arsenal Partnership is very
pleased with Groff NetWorks. Groff
NetWorks’ staff is very helpful and the
technicians are extremely
knowledgeable. Their quick response
to address our various IT requests has
been refreshing.” – Doreen Dean,
Administrative Assistant, Arsenal
Business & Technology Partnership

57. Our Clients. . .
“Groff NetWorks is prompt, friendly,
and most importantly, honest. They
really do a great job.” - Donna
Gutzwiller, Office Manager, Audio
Visual Sales & Service

58. Questions?