Unit IT Business Resumption Plan Template Example

Training Session - January 22 / 31, 2003

University of Florida IT - One Team

University of Florida units are required to maintain a written IT Business Resumption Plan (ITBRP).  This document is intended as a guideline to help simplify the development of a Unit ITBRP.

Since the ITBRP contains sensitive information about unit IT resources, the plan should not be advertised, but it must be made available to the UF ISM upon request.

Include the unit name in the plan title.  Identify the network managers, the unit administrator and list their contact information.

It is not necessary that units include everything listed here, but they should include those things that are relavant to IT functions of their unit.

BRP Document Index
Note: Example information is shown in Italics.




BRP Document Index


  1. Unit BRP Plan Cover Page
  2. UNIT BRP Contact Information
  3. Distribution List and Location of Document
  4. Sensitive Information Disclosure Notice
  5. Overview
  6. Contacts and Responsibilities
  7. Resources
  8. Risk Assessment
  9. Preparation
  10. Recovery Procedures
  11. Revisions and Updates to the ITBRP

BRP Top of Document


1. Unit BRP Plan Cover Page

Center for Galactic and Terrestrial Networking & Information Technology
Business Resumption Plan

Cosmic Research Building, Gamma Ray Hall
Building # 00nn

(352) 392-nnnn
Suncom 622-nnnn

Campus Telephone Numbers
University Police Department 2-1111
Fire 2-1111
Physical Plant Division 2-1121
Emergencies from Campus Telephone   9-911

December 31, 2002

jrd:c:/windows/desktop/unitbrp/

BRP Document Index


2. Unit BRP Contact Information

	

IT Manager:  J. R. Dweeb

	Telephone:	(352) 392-nnnn
	Page:		(352) 392-nnnn
	Cell:		(352) 392-nnnn
	Email:		jrd@ufl.edu	jrd@allbits.net
	Address:	3451 North West 2nd Place, Gainesville, FL 32601
	BRP Online:	http://www.UNITIT.ufl.edu/brp/brplan/


Unit Administrator:  Dr. I. M. Scholar

	Telephone:	(352) 392-nnnn
	Page:		none
	Cell:		(352) 392-nnnn
	Email:		wts@ufl.edu	wts@mega.mail.org
	Address:	203 South East 1st Avenue, Gainesville, FL 32601
	BRP Online:	http://www.UNITIT.ufl.edu/brp/brplan/
	
Date Established:	April 23, 2001
Date Last Updated:	December 27, 2002	
Next Review:		March 3, 2003

BRP Document Index

3. Distribution List and Location of Unit BRP Document

	
	

	
Unit BRP hard copies and CD's are distributed to the following:

Dr. I. S. Classic, Dean				December  5, 2002  Signed:

Dr. I. M. Scholar, Director	 		December  7, 2002  Signed:

J. R. Dweeb, IT Manager				December  9, 2002  Signed:

K. N. Whiteout, Administrative Assistant	December 11, 2002  Signed:

Internal Web URL:  http://www.UNITIT.ufl.edu/internal/brplan/
	
Kathy Bergsma, OIT Network Services		December  5, 2002  Signed:

BRP Document Index

4. Sensitive Information Disclosure Notice

This document contains sensitive information about TNIT's resources and should be restricted to authorized personnel only!

BRP Document Index

5. Overview

The purpose of this document is to provide guidelines and procedures for the resumption of business following an event that interrupts YOUR UNIT's functions. These events include, but are not limited to electrical outages, severe weather, fire, water damage, compromised hosts. The goal of this plan is to restore the functionality of IT resources as quickly as possible. The IT Manager is the BRP Coordinator for YOUR UNIT. An IT risk assessment will be conducted annually to identify YOUR UNIT's IT resources and their value, determine replacement costs, and acceptable downtimes. Recovery procedures will be based on the risk assesment. Recovery teams and users will be trained to understand and know their role in the business recovery process. The business recovery plan will be tested once a year and the results used to revise and update the plan.

  1. Introduction:  purpose, goals, objectives, benefits
  2. Scope: What IT resources does the BRP address?

    3. Example:
    The BRP Plan covers the Unit's LAN, 2 Dell Dimension XPS servers, 12 PC's, 3 printers, in addition to the Graduate Student Lab and the connection to the UF Campus Core.

  3. Contacts and Responsibilities
  4. Resources - documentation
  5. Risk assessment - value, criticality, threat, replacement cost, acceptable downtimes
  6. Preparation - monitoring, backups, training, testing
  7. Recovery operations - what constitutes a disruption, procedures
  8. Revisions and updates - environmental changes, test results, revision schedule

BRP Document Index

6. Contacts and Responsbilities

  1. Unit IT BRP Activation Authority
    2. 
Dr. I. S. Scholar, Director
Telephone:	(352) 392-nnnn
Pager:		none
Cell:		(352) 392-nnnn
Email:		wth@ufl.edu
Address:	7592 South West 84th Boulevard, Gainesville, FL 32608
  2. Unit IT BRP Coordinator
    3. 
J. R. Dweeb, IT Manager
Telephone:	(352) 392-nnnn
Pager:		(352) 392-nnnn
Cell:		(352) 392-nnnn
Email:		jrd@ufl.edu
Address:	3451 North West 2nd Place, Gainesville, FL 32601
  3. Resource Contact(s)

    4. IT Staff Orientation Web Page Source List: http://net-services.ufl.edu/security/orientation/it_staff.shtml

    UF Emergency Management Resources http://ufl.edu/emerg.html

  4. Alerting / Monitoring Contact(s)
    5. 	
-  Who do you alert if a problem occurs?

	List:
	___________
	___________
	___________

-  Who monitors your System?

	List:
	___________
	___________
	___________

  5. Training Contact(s)

    1. UF Division of Human Resources - Employee Training: http://www.hr.ufl.edu/training/default.htm

    2. OIT - Information Technology Training Projects: http://www.it.ufl.edu/training/

    3. Health Science Center - IT Center - Training: http://www.health.ufl.edu/itcenter/training/

    4. Online NETg Classes: http://netg.ufl.edu

    5. UF Computer Challenge: http://www.it-train.ufl.edu

    6. Academic Technology - CITT Training: http://www.citt.ufl.edu/training/

    7. Library Training and Staff Development http://www.uflib.ufl.edu/pers/training/mail.htm

    8. Information Technology Security Awareness (ITSA Day): http://www.itsa.ufl.edu

    9. Peer-2-Peer Training: http://www.it.ufl.edu/training/peer2peer/

  6. Testing Contact(s)
    7. 	
Department Personnel
Clients / Users
	Faculty, Staff, Students, College, Department, Public, etc.
OIT Net-Services
Vendor(s)
Other
  7. Update Contact(s)
    8. 
Department Personnel
OIT Net-Services
Other
  8. Physical Plant Division (PPD) Contact(s)
    9. 
K. Wayne Wainwright, Construction Projects Specialist
Facilities Department
Telephone:	(352) 392-2855
FAX:		(352) 392-0062 
Email:  K. Wayne Wainwright:  wwainw@ufl.edu

    
David S. O'Brien, Director
Telephone:	(352) 392-1411
FAX:		(352) 846-2397
Email:  David S. O'Brian:  daveob@ufl.edu
  9. Emergency Building Coordinator Contact
    10. 	
UF Environmental Health & Safety
Telephone:	(352) 392-1591
FAX:		(352) 392-3647
Building 1079
P.O. Box 112190
University of Florida
Gainesville, Florida 31611-2190 
Email:  Disaster Plan Webmaster:  disasterplan@ehs.ufl.edu
  10. University Police Department (UPD) Contact(s): http://www.police.ufl.edu

    11. 	
Chief, Everett H. Stevens
Building 51, Museum Road
P.O. Box 112150
Gainesville, Florida 32611-2150
Telephone:	(352) 392-1111 (24/7)
Telephone:	(352) 392-2880 (Monday - Friday, 8am - 5pm

Maj. Tony Dunn
Building 51, Museum Road
P.O. Box 112150
Gainesville, Florida 32611-2150
Telephone:	(352) 392-2880 (Monday - Friday, 8am -5pm)
Email:  Maj. Tony Dunn:  tdunn@ufl.edu

Lt. Nick Vellis, Community Outreach Coordinator
Building 1132
P.O. Box 112150
Gainesville, Florida 32611-2150
Telephone:	(352) 392-1409 
Email:  Lt. Vellis:  nvellis@admin.ufl.edu

Media / Public Relations
Mr. Joe Sharkey, Coordinator, Media / Media Communications
Building 1132, Museum Road
P.O. Box 112150
Gainesville, Florida 32611-2150
PH:	(352) 392-1409 
EM:  Joe Sharkey:  jsharkey@admin.ufl.edu
  11. Key Management Contact(s)
    12. Physical Plant Division (PPD) - Locksmith
    EM: Len Solt lsolt@ufl.edu
    - PH: (352) 392-2855
    - FX: (352) 392-0062
    - Unit Person(s) Responsible for Key Box(s),Key #, Description, Opens?
    - Key Sign Out Log
    - Spares

  12. Other Physical Security Contact(s)
    13. 	
-  Lights
-  Elevators- Check "phone" Operation with CENTREX: 24/7 - 392-3261
-  Doors, Regular, Security Doors, Mechanical, Electrical, Access
-  Windows
-  A/C - Ducts, Fresh Air Intake (Building and/or Window Units)
-  Water
-  Fire System(s), Hoses, Fire Extingusher(s), Sprinkler System
-  Gas - inert, oxygen, propane, etc.
-  Alarm System(s)
  13. Other Contact(s)
    14. 	

IT Staff Orientation Web Page Source List:
http://net-services.ufl.edu/security/orientation/it-staff.shtml

UF Official Buildings:
Codes, Names, Common Names and Abbreviations
Facilities Planning and Construction:  http://www.facilities.ufl.edu/
Click On:  Facilities Data
Select:    Facilities Information System
Note:  You will need to register via your GatorLink USERID.
To Register - Contact:
Telephone:	(352) 392-1256
Email:  Frank Phillips:  fwp@ufl.edu
Email:  Jodi Chase:  jchase@ufl.edu

UF Building Blueprints:
UF Physical Plant Division - Architecture / Engineering Department
Building 700
Telephone:	(352) 392-1155
Email: Harold Barrand:  hbarran@ufl.edu
Email:  Barbara Flynn: bflyn@ufl.edu


    BRP Document Index


    7. Resources


    Identify location of documentation; documentation should be organized to include location, description, value, and criticality for all data; resources, processes, services, and facilities

    1. Identify Team

      1. Unit IT Manager
      2. Unit Administrative Assistant
      3. At Least 2 Staff Colleagues

    2. Identify Location of Documentation Which Should Include the Following:

      1. IT System / Network Schematics
      2. Building - Data and Power Runs
      3. Data Backups
      4. Power Backups, Battery and Generators
      5. Replacement Resources and Warranty Records
      6. Equipment Resources
      7. Data Resources
      8. Critical and / or Sensitive Data - Federal, State, UF Regulations
      9. Resource Value and Criticality
      10. Maintenance Contracts - Software and Equipment

    3. Equipment and Supplies Not Listed in Documentation

    4. Processes

    5. Service Providers

      1. ISP(s)
      2. Vendor Maintained Equipment
      3. Telephones, Cell Phones, Pagers, Radio Transceivers
      4. Software

    6. Building and Facilities

      1. Environmental Control Units
      2. Privileged Passwords
      3. Key Management and Other Physical Security Resources
      4. Other

    7. Reference - Sources for Additional Information

      1. The Disaster Handbook: http://disaster.ifas.ufl.edu/

      2. Disaster-Related Resources on the World Wide Web: http://disaster.ifas.ufl.edu/links.htm

      3. Disaster Recovery Planning: http://www.disasterplan.com/yellowpages/tips.html

      4. University of Toronto Disaster Recovery Plan Outline: http://www.utoronto.ca/security/drp.htm

      5. Survive: The Business Continuity Group: http://www.survive.com/

      6. Emergency Management Guide for Business & Industry: http://www.fema.gov/library/biz2.shtm

      7. State Fire Marshal: http://www.fldfs.com/SFM/

      8. Sample Outline: Continuity of Operations (COOP) Plan: http://nersp.nerdc.ufl.edu/~pither/brp/coopapp1.doc

      9. COOP Multi-Year Strategy and Program Management Plan: http://nersp.nerdc.ufl.edu/~pither/brp/coopapp2.doc

      10. Sample: Continuity of Opearations (COOP) Support Documents: http://nersp.nerdc.ufl.edu/~pither/brp/coopapp3.doc

      11. Recommended Resources: Continuity of Operations (COOP): http://nersp.nerdc.ufl.edu/~pither/brp/coopapp4.doc

      12. Unit III - State of Florida Requirements and the Esential Elements of a Viable Coop Program: http://nersp.nerdc.ufl.edu/~pither/brp/unit3.ppt

      13. Alexander, Ernest R., 1992
        14. Approaches to Planning: An Introduction to Current Planning Theories, Concepts and Issues
        UF Architecture and Fine Arts Library: HD87.5 .A425 1992

      14. Hiatt, Charlotte J., 2000
        15. A Primer for Disaster Recovery Planning in an IT Environment
        UF WebLuis: E-Book

      15. Disaster Recovery Yellow Pages - 8th Edition
        16. UF Health Science Library, Non-circulating: WX 185 D611

      16. Toigo, Jon William, 1989
        17. Disaster Recovery Planning, Managing Risk & Castastrophe in Information Systems
        UF Science Library: HF5548.2 .T616 1989

      17. Wrobel, Leo A., 1990
        18. Disaster Recovery Planning for Telecommunications
        UF Science Library: TK5102.5 W76 1990

      18. Friends, Colleagues, Journals, Books, Conferences, etc.

    BRP Document Index

    8. Risk Assessment

    1. Identify Team

      1. Unit Personnel
      2. OIT Net-Services
      3. Other

    2. Prioritize Resources

      1. Spare Equipment
      2. Associated Tools, Connectors, Racks, Wires, etc.
      3. UF IT Community

    3. Assess the Value / Criticality of IT Resources

      1. What does your Unit do?
      2. What do your Personnel do?
      3. Who depends on your Unit?

    4. Determine Threat to IT Resources

      1. Alachua County Emergency Management - Hazard Analysis Table - 2003

      2. UF Risk Assessment Kickoff: http://net-services.ufl.edu/security/public/ra.shtml

      3. Other Risks:

        1. Accidents
        2. Delayed Transportation
        3. Disgruntled Employees
        4. Errors and Ommissions
        5. Lost Documentation, Keys, Passwords, File, etc.

        6. Examples of Unit Specific Risks

          1. Bomb Threats
          2. Chemical Labs
          3. Construction in Progress
          4. High People Traffic - Open House, Football Games Days, etc.

        7. Assess UNIT IT Replacement Costs for Insurance Purposes

          1. List of IT Equiment
          2. Depreciation
          3. Out-of-Date Equipment / Software
          4. Equipment No Longer Available

        8. Determine Acceptable Downtime of UNIT IT Resources
          9. 	
Meet with your Dean, Center Director and Center Representatives
	Pose questions:  
	How long can we be "down"?  
	What are the most critical applications that need to be 
	addressed first?  

This may be calendar specific:  
	Payroll, grade processing, semester begin/end, personnel changes, 
	articles / grant submissions.

BRP Document Index

9. Preparation

  1. Alerting / Monitoring

    1. Who will you Alert?
    2. Who monitors your System(s) - Automatic / Person(s)?
    3. Weekdays: 8:00am - 5:00pm
    4. 24 / 7 - Automatic Paging?

  2. Maintenance Contracts That Need to be Maintained:
    3. 	
Equipment List: ( Building, Office, Lab, LAN etc. )
	
	-  PC's
	   ...  Palms
	   ...  Laptop
	   ...  Wireless
	   ...  IBM, Dell, Apple, Sun, etc.	
	-  Servers
	-  Routers
	-  UPS Batteries
	-  Generators
	-  Office Equipment - printers, faxes, photocopiers,
	   scanners, plotters, etc.

Software List:

	-  PC Platforms
	-  Server Platforms
	-  Operating System(s)
	-  Applications
	-  Other:  ie. User(s) adds purchased software
	   or downloads "freeware"
    Sources:

    1. Inventory connectors, equipment, parts, tools, wires, power cords

      2. For Official Inventory: Unit Administrative Personnel. Note that UF Official Inventory currently consists of items purchased or valued GE $1,000.00

    2. WP: UF Purchasing Department: http://www.purchasing.ufl.edu

    3. See also:

      • Health Center Purchasing Office
      • Institute of Food and Agricultural Science
      • Physical Plant Purchasing Office.

  3. Data Backup Procedures:

    1. Who / Where can Read / Reload your Backups?
    2. Location - Offsite - Other?
    3. Frequency (File Changes, Hourly, Daily, Weekly etc.)
    4. Incremental vs. Full
    5. What is Backed Up? System files, Email, Data, etc.
    6. Backup Media
      • Tape - Types: ______________________
      • Disk - Floppy, Zip, Hard Drive, CD
      • To Other Computer via Network: Lan, Core, Wan, Internet

  4. Privileged Passwords Maintenance and Recovery

    1. Location(s) of Passwords
    2. List of Authorized Personnel for Password Access
    3. Schedule of Password Changes
    4. Where do you go to change Passwords? ie. GatorLink, NERDC, LAN, NERSP, Library, etc.

  5. Power Backups

    1. APC - Smart-UPS
    2. Small Generators - ie. 5000 Watts
    3. Building Generator - What is connected?
    4. Physical Plan Generator
    5. Rental Generators

  6. Training

    1. Team
    2. Scope
    3. Schedule
    4. Procedures - In person, Hard copy, Video, Web Based?

  7. Testing

    1. Team
    2. Scenario
    3. Schedule
    4. Monitoring
    5. Follow-Up / Peer Review

BRP Document Index

10. Recovery Procedures

  1. Identify Team

    1. Unit IT Manager
    2. Unit IT Technical Personnel
    3. Unit Staff

  2. Business Resumption steps

    1. Prioritizd Task List - Based on Type of Event
      2. 	

Personnel, Data, IT Equipment, Facilities
Bring Up System in the Following Order:
	List:
	__________
	__________
	__________
    2. What needs to be done!
      3. 	
Damage Assessment
Notification Procedures
Unit IT BRP Activiation
	Who, When, Where, and How

    3. Establish Communication

      1. Telephones: Telecom - forwarding numbers and configuration options)
      2. Network(s)
      3. Email: Establish Alternative Email Accounts for Key Contact Personnel

      4. Notification

        1. Internal Personnel
          2. 	
List:
__________
__________
__________

        2. Contact Network Services
          3. PH: (352) 392-2061
          FX: (352) 392-9440
          EM: UF Net Managers net-services@lists.ufl.edu
          WP: OIT - Network Services: http://net-services.ufl.edu EM: UF Net Managers: net-managers-l@lists.ufl.edu

        3. Physical Plant Division (PPD) - Facilities Department - Repairs
          4. PH: (352) 392-2855
          FX: (352) 392-0062
          WP: http://www.ppd.ufl.edu/facilities.html

        4. University Police Department (UPD)

          5. Campus Telephone: 2-1111
          Off Campus: (352) 392-1111

          Note: University Police Department recommends that emergency calls be placed to UPD FIRST. The reason is that they are familar with Campus, have officers on Campus, and to avoid a delay in transfering information from the City / County 911 Center to UPD.

        5. Environmental Health & Safety (EHS)
          6. PH: (352) 392-1591
          FX: (352) 392-3647
          WP: Environmental Health & Safety: http://www.ehs.ufl.edu/

        6. State Insurance - UF Enviornmental Health & Safety

          7. Helen Sawyer
          PH: (352) 392-7256
          EM: Helen Sawyer: hsawyer@ehs.ufl.edu

          Glen Ketcham
          PH: (352) 392-1591
          EM: Glenn Ketcham: gketcham@ehs.ufl.edu

          WP: UF - Office of Risk Management - Insurance http://www.ehs.ufl.edu/RiskMgmt/insure.htm

      5. Damage Assessment and Documentation

        1. Photograph / Video Tape / Take Notes at Untouched Scene to Document:

          1. Accident
          2. Chemical
          3. Electrical
          4. Fire
          5. Smoke
          6. Water
          7. Other

        2. Outsource Forensics Service if Needed - To Document Disaster and Gather Evidence

          1. If appropriate / approved, untilize and outside Law Enforcement Agency
          2. University of Florida Police Department
          3. Mr. Chris Wagner, Santa Fe Community College
          4. Florida Department of Law Enforcement: http:www.fdle.state.fl.us

        3. Establish Basic Services

          1. Using Ghost Systems: Rebuild PC's, Servers, etc.

          2. Networking

          3. DHCP - Dynamic Host Configuration Protocol

          4. Restore Backups

          5. Relocate Equipment
            6. Internal Space
            Campus Space

        4. Replace Customized Equipment, Keys, Tools, Supplies, Paper Documentation, Alternative Personnel Space

          5. 	
Michael Nemiroff, Disaster Recovery Manager
Mainline Information Systems
1700 Summit Lake Drive
Tallahassee, Florida 32317
PH:  (850) 219-5000   PH:  1-800-811-4429
FX:  (850) 219-5050
WP:  http://www.mainline.com/

CISCO Systems - Information on Business Resilience Planning:
PH:  1-800-553-6387  Main CISCO Telephone Number
WP:  http://www.cisco.com/go/resilience/

Dell Service & Support
PH:  1-800-915-3355
WP:  http://www.dell.com
          IBM Business Continuity and Recovery Services
          WP: http://www-1.ibm.com/services/continuity/recover1.nsf documents/Home?opendocument&desc=show 

          	
Sun Microsystems
PH:  1-800-555-9786
WP:  http://www.sun.com

        5. Clean-Up

          1. Mops, Rags, Brooms, Gloves, Cleaning Solvents etc.
          2. Internal Personnel
          3. Physical Plant Division (PPD) - Facilities Department
            4. 	
Telephone:	(352) 392-2855
FAX:		(352) 392-0062
          4. Outside Vendor(s)
            5. List Vendor(s) and Unit "Blanket Purchase Order"

        6. Full Resumption of Services

      6. Alternative Manual Methods for Operation
        7. Backup Hard Copy, Mircofiche, CD's - Documentation

BRP Document Index

11. Revisions and Updates to the Unit IT BRP

  1. Identify Team

    1. Unit IT Manager
    2. Unit Administrative Assistant
    3. At Least 2 Staff Colleagues

  2. Consider: Personnel, Equipment and Environmental Changes
  3. Consider Test Results

    1. Peer Review Feedback
    2. What Worked?
    3. What did not work?
    4. What took too long?

  4. Revision and Update Schedule

  5. Recurring

    1. Annually - Recommended Minimum
    2. Semi-Annually
    3. Quarterly

  6. Event Driven

    1. When you have a change in personnel
    2. When you have a building addition, change
    3. When you have a change infrastructure / upgrade
    4. When you have a potential emergency: ie. Hurricane Season

  7. Outside Peer Review

    1. UF IT Colleagues
    2. OIT Net-Services - Security Committee
    3. Other

BRP Document Index

Allan Pither, Information Services

Computing & Networking Services,

UF Office of Information Technology
Post Office Box 112050, Gainesville, Florida 32611-2050
PH: (352) 392-2061,   FX: (352) 392-9440

Copyright ©2003

University of Florida Home Page

BRP Document Index

/*EOF

Last Update: February 10, 2004