Re: DISASTER PLAN

[Jody Nolin <jody.nolin@gmail.com>]

This has been a great discussion.
One more thing should be mentioned.  The need to know, quickly, when a
disaster has occurred, or is about to occur.  All the backup files in
the world won't help if you don't know when to use them.

Those folks with seasonal responsibilities especially, like awards,
affiliation renewal and exhibitions, have tight timeframes.  I can
well understand that any life-distrupting event can set their
intentions for a loop.  They need to be able to call on assistance as
soon as they need it.
Once these things start to slip, it's like a boulder rolling down
hill.  Lots easier to stop at the top.
Could we train some secondary resources to help?  I'd volunteer.
 (Rita, put down that baseball bat!)


On Fri, Sep 11, 2009 at 1:29 AM, Jill Bonino <aistreas@earthlink.net> wrote:
> I think all of this discussion is great and I would like to start collecting
it into a proposal to be presented at the Nov Board Meeting...As an aside,
when I worked for the Los Angeles Police Credit Union in the early 90's as
their Internal Audit Manager, I wrote and supervised our CU's plan.  It got
tested in the 1994 Northridge quake just before I left work.
>
> For all of the following key operating areas of AIS, will the Chair of each
position send me briefly the following:
>
> 1.  Current software using for data storage/operation  (Word, Excel,
Quickbooks, whatever).  Do you have a backup for your software?  If so, what
is it?
>
> If your files and data are not computerized, how are they organized and do
you keep duplicate paper copies somewhere?
>
> 2.  Do you currently have another storage site/mechanism for your area's
information and describe it.  This could be as simple as keeping AIS records
on a separate memory stick or CD that you keep at your house..
>
> 3.  Do you use John Jones' FTP system?  If so, how often do you load new
updated data?
>
> 4.  Do you have another person designated as a backup for you should
something happen to you?...For Example, Cheryl Deaton is my backup as
Treasurer and has the passwords and bank account information for access to AIS
in the event of an emergency...  If you do not currently have someone else as
backup, please look for one between now and the Nov Board mtg.
>
> 5.  How often do you update your master files of information..For example,
does the MemSec update the membership database each month, bi-monthly,
quarterly?
>
> 6.  Please suggest what you think would be a good backup plan for your area
that could be implemented no later than 6 months from now.
>
> 7.  Estimate any costs of implementing your area's backup plan.
>
>
>
>
> Membership Secretary
> Storefront
> Registrations
> Affiliations
> Exhibitions
> Awards
> Recording Secretary
> Iris Programs--Slides and CDs
> Judges
> Library
>
>
> I realize that Electronic Services is in a world of its own...I hear about
web sites "crashing"...John, what often causes a website to "crash" and do we
have security in place to safeguard against this?  Is this being integrated
into our new website design?  Also, Is the iris register database on FTP and
how often do you update this?  The same question would go for register users
and their passwords...John, what other safequards should we be thinking about
electronically?
>
> With this information and some follow up questions, I can draft a relatively
short Plan to be sent around to everyone for feedback prior to the meeting in
Tulsa.
>
> Jill
>
> -----Original Message-----
>>From: Robert Pries <robertpries@embarqmail.com>
>>Sent: Sep 10, 2009 12:56 PM
>>To: aisdiscuss@aisboard.org
>>Subject: Re: [AISdiscuss] DISASTER PLAN
>>
>>Kitty you are of course correct. Procedures, policies and protocols are only
as good as how well they are used. If they are never really formulated,
written out, and accepted, there is little chance they will be communicated by
anyone. Disaster planning is for a worst case scenario, but just the normal
transfer of duties from one individual to another in this organization is
often lacking any guidance. It is interesting that we all are highly competant
individuals who in our professional environments deal with transitions and
protocols in professional ways but when we take on responsibilties within our
"beloved" hobby we seem to forget much of what we know.
>>
>>----- Original Message -----
>>From: "K. Loberg" <iris.loberg@comcast.net>
>>To: aisdiscuss@aisboard.org
>>Sent: Thursday, September 10, 2009 12:35:26 PM GMT -05:00 US/Canada Eastern
>>Subject: Re: [AISdiscuss] DISASTER PLAN
>>
>>Thank you John for doing this, and reminding everyone of this off site
>>backup.
>>I don't see this issue being a huge issue of establishing policy... many
>>policies just get broken, lost, forgotten...
>>I see it as a bigger issue of Training.   No policy in the world is going
to
>>happen without instructions/training,
>>and leadership to encourage the implementation to happen.
>>
>>John already has set up the off site location, and a simple FTP method to
>>upload the files.   I use an FTP
>>for my stuff all the time, it is simple.    He probably has his
instructions
>>from before, perhaps
>>they need some enhancements and a cover letter sent out to explain... but
in
>>any event they
>>just need to be distributed to everyone again, mentioning the importance,
>>and encourage all to do so.
>>Thanks again John!
>>
>>Kitty Loberg
>>
>>----- Original Message -----
>>From: "John I Jones" <jijones@usjoneses.com>
>>To: <aisdiscuss@aisboard.org>
>>Sent: Wednesday, September 09, 2009 1:26 PM
>>Subject: Re: [AISdiscuss] DISASTER PLAN
>>
>>
>>Some years ago I set up (free)  FTP sites for the Treasurer,
>>Secretary, and Membership Secretary use as off site backup locations.
>>(actually I think I offered anyone that wanted it the capability)
>>
>>I don't know if they are being used. Using an FTP process requires a
>>utility program to manage the uploading and many of them are
>>available for free. But the discipline has to be in place to maintain
>>the backup.
>>
>>There are also services available (mostly for a fee) that will
>>automatically backup files.
>>
>>The Lowes periodically send me a copy of the registration database to
>>use with irisregister, but as often as the registration changes, it
>>should be backed up on a daily basis.  Part of the problem with the
>>Registrar informationis that the Lowes have a slow internet
>>connection which makes sending large files problematic.
>>
>>A policy would not be difficult to create.
>>
>>How about "Every AIS Officer, Administrative Officer,  Director,
>>Committee Chair,  and paid position will maintain an off site backup
>>of all AIS information.
>>(I admit to, and apologize for, being a little flip here but you get
>>the idea)
>>
>>Having a policy is one thing. Having people adhere to it is another.
>>
>>John
>>
>>
>>On Sep 9, 2009, at 12:25 PM, Rita Gormley wrote:
>>
>>> Obviously, we need feedback from our Electronics Chair because the
>>> "offsite
>>> backup technology" has made great advances in recent years.  For
>>> not a big
>>> cost, there are storage sites that will take all kinds of files
>>> ( MemSec uses
>>> FileMaker Pro as does Registrar I think, Treasurer uses Quickbooks
>>> etc).
>>>
>>> AIS does need to have a "written policy" for backup of important
>>> information
>>> that would cause a Disaster if lost.  Each of us probably has our
>>> individual
>>> "plans" doing consistent backup but if there was a central offsite
>>> storage, it
>>> would be much better.
>>>
>>> Rita Gormley
>>>
>>> --- On Wed, 9/9/09, Robert Pries <robertpries@embarqmail.com> wrote:
>>>
>>>
>>> From: Robert Pries <robertpries@embarqmail.com>
>>> Subject: [AISdiscuss] DISASTER PLAN
>>> To: "AISdiscuss" <aisdiscuss@aisboard.org>
>>> Date: Wednesday, September 9, 2009, 12:51 PM
>>>
>>>
>>> Redundancy Memo: Disaster Plan
>>>
>>>
>>>
>>> B
>>>
>>> An organization the size of AIS should have a disaster plan.
>>> Redundancy in
>>> some positions is one way of coping. Another is back-ups of
>>> critical data.
>>> What if The Lowes were struck by a meteorite. do we have a back-up
>>> of the
>>> checklists off site. What if California had their great earthquake
>>> is there a
>>> copy at another site of our financial records. What if the memberships
>>> chairbs house burned down do we have offsite a copy of membership
>>> records.
>>> What if the exhibitions chair went into a coma from a car wreck,
>>> etc etc. B
>>> It seems to me we are vulnerable as an organization if we donbt have
>>> suitable back-up and redundancy policies that are outlined and
>>> maintained. T
>>> HIS SHOULD BE SOMETHING WE COULD WORK OUT BEFORE THE BOARD MEETING.
>>>
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>>
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