Re: Disaster Plan Update Reminder

Hi Wayne,

Below is my information for the Treasurer's Office to update the Disaster Plan.....

Backup - Primary - Joe Bonino, 3110 Kirkham Drive, Glendale, CA 91206, jpbonino@earthlink.net, cell phone 818-469-4117

Secondary - Cheryl Deaton - see AiS records for her information

Current Software: QuickBooks2021

Current Hardware: Dell Laptop and Microsoft Laptop (Owned by me) Both have Quickbooks on them

Scanner - Brother ADS-2200 (Owned by me)

Backup System: Passwords: - Two thumb drives are kept by me. One in my office. Another is in our safe in the garage

Quickbooks records - Two thumb drives are kept by me. One in my office. Another is in our safe in the garage.

All computer records - Copied on a Seagate 2TB hard drive.

Paper records for last 3 years are in the process on being scanned onto the same thumb drives that I use for Backups.

All paper records are currently housed at 3110 Kirkham Drive, Glendale, CA 91206. I have all of Jay Hudson's records from 1999 thru 2006. I then have my Treasurer records from 2006 thru 2012. Dwayne Booth still has the Treasurer records from 2012 thru 2019 (1/2 year). I have the second half of 2019 to the current time.

I also have the 2016, 2018 and 2020 AIS Convention records and Quickbooks accounting records for the Conventions.

I am currently the AIS Treasurer, the AIS Foundation Treasurer and Liaison (I have all of the computer and paper Foundation records since 2015).

Please add the following Committees to the AIS list:

Finance Committee - Chair Gary White

Audit Committee - Chair Howie Dash

Between now and the Nov 2021 AIS Fall Board Meeting I am reviewing all of the Finance related Policies from the spreadsheet prepared by Janis Shackelford. Recommendations for updating of these policies will be presented to the Finance Committee prior to Nov so an approved list of changes will be presented to the Board in November.

Other items to do: Get updated thumb drives to Cheryl for the Passwords to all AIS Bank acounts and computing system and updated Quickbooks files.

I think that is all for now. If I think of anything else I will let you know.

One major change I think we need to make to the Disaster Plan is an offsite storage - in the Cloud? - for ALL AIS records in one place for reconstruction should we need it in addition to each officer/director keeping offsite storage of their own area.

Jill

On Fri, Jul 2, 2021 at 7:23 AM Wayne Messer <wrmesser@gmail.com> wrote:

We are updating the AIS Disaster Plan this year. Please help us by updating your Emergency Contacts and the details of how your work is protected.
Please send your contacts and backup plan’s details to Wayne Messer wrmesser@gmail.com for compilation.

Plan Summary

The plan has two primary parts: Who would contact us if you are no longer available? And, how is the work you have done protected?

All AIS officers, administrative officers, Board members, and Committee Chairs should have their Emergency Contacts on file and backup plans available.

Emergency Contacts: Should be a family member or friend who can notify the AIS president if needed. Or that we can contact if unable to contact you. More than one emergency contact per person would be useful and having multiple ways of contacting them would also be helpful.

Regular Backups: See the plan for the discussion of paper and computer backups. This has probably shifted much toward computers, their files backup, and online services.

For reference, here is the “current” Disaster Plan PDF:

https://irises.org/pdf/DisasterPlan110610.pdf

Thank you for your help.

Wayne Messer
wrmesser@gmail.com

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