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When most organizations design their DR site plans, they assume that they will be at the site for a week or two, possibly as long as a month. As we spoke with organizations that survived the World Trade Center attacks, one of the common themes that we heard was that nobody ever expected to totally lose the towers. They assumed that the buildings were permanent, and that they d be there forever. DR plans assumed that companies might require a temporary relocation to their DR site after a relatively small event like the 1993 terrorist bombing (small only when compared to the September 11, 2001 attacks) or a weather-related calamity. The idea that the towers could be destroyed simply didn t enter into the planning for most of the organizations involved. When you make your DR plans, it is important to consider all possibilities. Unfortunately, buildings really can be destroyed through acts of terrorism and through accidents. Is your enterprise ready for such an eventuality
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Distributing the DR Plan
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Plan distribution is one area where we disagree with what can be called the conventional wisdom on the subject. As we said earlier, conventional wisdom says that the DR plan should be widely distributed, with copies of the entire plan made available to anyone who has any reason (or possibility of a reason) to need it. Some organizations we have seen leave printed and bound copies of the plan on every bookshelf or near every fire extinguisher. Others give most or all employees a copy and ask them to leave it in their cars, their homes, or anywhere else they regularly find themselves. Such wide distribution is seen as a requirement because when the disaster strikes, everyone must be able to get their hands on a copy of the plan to begin the recovery process.
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What Goes into a DR Plan
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Consider the information that goes into a DR plan. If the goal of the plan is the recovery of the business, even when people and systems are temporarily or permanently unavailable, the plan document must contain a great deal of sensitive information. Among the confidential information that should be in a well-written DR plan:
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Home phone numbers Passwords, both privileged and regular
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Account numbers Emergency procedures Calling trees An organization chart Locations of other sites within the organization, some of which may be secret Proprietary information that you do not want your competitors or the press to get their hands on
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If your organization has decided to widely distribute a plan that contains all of this sensitive information, there are several concerns that come to mind. What happens when a planholder leaves the company Can you really get the plan document back If the planholder has made photocopies of the plan, it really doesn t matter whether you get them back or not. If the planholder is leaving you for a competitor, that competitor is surely going to be interested in the contents of your DR plan, just as you would be interested in theirs. Can you implement a policy to retrieve DR plans from departing employees Does your enterprise do a decent job collecting security badges If not, how likely is it that they can retrieve other sensitive documents One approach to improving security of the plan documents might be to uniquely number every page of every copy of the plan, and to use colored paper that does not photocopy well. Even these measures have limitations, though, and the truly unscrupulous will find ways around them, too. If you have a plan with a truly wide distribution, how do you issue updates A DR plan is a living document that changes in the aftermath of DR testing, whenever new systems and procedures are introduced to the organization, and whenever passwords or personnel change. It could become a full-time job for a team of people to keep track of who has which versions of the plan, who has turned in old ones, and who has received appropriately updated copies. As we said earlier, the only thing worse than no documentation is bad documentation, because it will be followed regardless of how out-of-date or incorrect it is. Of course, when you put passwords in the plan document, you violate one of the prime directives of security and password management: Never write down your passwords. Widely distributing a document that contains passwords just compounds the problem.
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