Abilities of Northwest Jersey, Inc Technology Disaster Recovery Plan

Objective The purpose of this plan is to provide for the continuity, restoration and recovery of our critical data and communication systems.

Scope This plan will outline the degree of loss in four levels: peripheral, workstation, server / network and catastrophic. The plan will describe each degree and backup/recovery plan, to include the location of backups, in the event of a disaster. Any contacts referenced in this plan can be found in the Technology Contact Information list.

Responsibility The CEO and CFO will be responsible for carrying out the plan in the event of a disaster.

Degrees of Loss

Peripheral: This would involve the loss of a computer peripheral such as a mouse, keyboard, monitor, network card, floppy or CD drive.

Backup/recovery plan: In the loss of a monitor, keyboard or mouse, we have spare peripherals located in the agency headquarters warehouse and classroom. Each center also has consumer computers which may be used for backup parts. Alternative Computer Needs (ACN - Steph Schauble) will be contacted to request additional peripherals to replenish those used. If the computer is no longer under warranty, ACN will be contacted to purchase and replace the failed drive.

Workstation: This would involve the loss of a workstation hard drive. All software on the staff workstations is standardized using Windows 7 or 10, Avast for Business and MS Office 2010 or 2013. Please see the computer inventory list for details of employed workstations. In the event that a machine is not functional and under warranty, the specific company will be contacted for a resolution. If the machine is no longer under warranty, a decision to repair or replace will be made by the CEO or CFO.

Backup plan: Each workstation is plugged into a surge protector. All software CD’s are kept in a fireproof cabinet in the classroom of the agency headquarters. If not on a network, the workstation itself will contain data pertinent to the department. The data on these remote standalone computers, in the folder allotted, is backed up via LogMeIn backup service every Wednesday. This data will then reside on the main server where it will be backed up once again to a removable drive. It is the user’s responsibility to maintain critical data in the folder specified on the hard drive during setup (usually “Documents”). These backups are tested monthly. All other networked computers store their data on the main server. Please see the agency Technology Plan and Related Policies for more backup details.

Recovery plan: In the event of a hard drive loss of one of our workstations, ACN will be contacted for service. The hard drive will be replaced and software will be retrieved from the backup location. Configuration of the computer will be completed by ACN. If it is a standalone computer containing department specific data, the backup will be restored once the computer is functioning. If the computer is on a network, the user may access their files from any other computer on the network during recovery of the original hard drive loss. Due to software standardization across the agency, a data backup for the remote computers can be restored and utilized on an alternate computer. If the accounting workstation hard drive should fail, the QB software is installed on the CEO, CFO, Jr Accountant, Executive Assistant and the Receptionist computers, as well as the server, for backup purposes. The server hosts the QB database. All Payroll functions are web- based and can be accessed from any computer with an internet connection.

Server/Network: This would involve the loss of a server hard drive containing centralized data for any computers on its network. We currently have two computers configured as servers. One is located at the agency headquarters business office and supports all workstations in this building. The second is located at Employment Pathways supporting 7 workstations. Please see the computer inventory list for details. Backup plan: The server located at the agency headquarters is physically protected by a UPS battery backup/surge protector. This server contains a secondary hard drive which is used for backup purposes only. A full copy of the primary hard drive is backed up to this secondary drive using RAID 0 (mirroring). An automatic daily backup of agency specific data copied to a file on a secondary hard drive. The Quickbooks database on the server is also backed up to the CFO computer via the network on a daily basis. System Restore is also activated which can restore the computer back to an operable time if an operating software failure occurs. The server located at Employment Pathways performs a backup of its data to the server via LogMeIn backup software to the main server on a weekly basis (Wednesday). A dual external hard drive backup of the data is performed daily and an external detachable drive is stored offsite in case of a major facility disaster. All satellite workshops have a set backup that runs every Wednesday to the Main server located at the main facility. Two copies of the backup are kept in the event that one backup may become corrupt. These satellite locations are Phillipsburg, Hackettstown, Mary Apgar Center, Mary Apgar ISP Program, Employment Pathways and the Print Shop. Those backups that are contained on the server at the main facility are part of the backup that goes to the external drives as well. It is important to note that satellite centers that have more than one computer for administrative purposes have a network shared folder on the main system. Staff have been informed that any data not contained in that shared drive will not be available to be backed up to the main server and that it is a best practice to keep any critical data in that folder. Recovery plan: In the event of a hard drive loss of the administration server, ACN will be contacted to replace the hard drive. ACN will be contacted to configure the secondary hard drive to be used while the primary hard drive is being replaced. The use of the secondary hard drive will minimize downtime for users. If both drives are lost simultaneously, ACN will be contacted and software along with the latest data backup will be retrieved. Once the hard drive is replaced and configured, all software and backups will be loaded and the server will be restored. In the event of a hard drive loss of the Employment Pathways server, ACN will be contacted to replace the hard drive. ACN will be contacted to configure the backup on the secondary computer so that the other computers may access the data. Once the hard drive of the server is replaced and configured, all files will be loaded from backup and configured for use.

Network communication: The network hardware in the CFO’s office is physically protected by a UPS battery backup/surge protector. In the event that communication for either agency network is lost, Monmouth Telecom, Verizon, BH Communications and applicable cable provider will be contacted to restore the connection. In the event of equipment failure, replacement network switches, hubs and cables are located at each site.

Catastrophic: This would involve the partial or complete loss of our Agency headquarters. A copy of the Operations manual is maintained offsite on the data backup drive. This will be made available to all users. Backup plan: Physical Location: the Business Continuity Plan states that we will operate from Candle Artisans in Washington and/or PSI in Broadway. We may also use our Employment Pathways office if needed. CEO/CFO will contact our current Commercial Insurance broker for immediate assistance. See technology vendor list during recovery and restoration. Recovery plan: Communication – our communication vendors will be contacted to set up temporary access at Candle Artisans and/or PSI. Phone and fax are available at Candle Artisans, PSI and Employment Pathways. Administration email addresses can be configured and made available immediately at Employment Pathways. Electronic Data – Accounting and payroll will be the priority to restore at either Employment Pathways. ACN will be contacted to provide and configure replacement computers. Quickbooks will be notified to obtain replacement software via CD or internet. Our CPA will be notified. Paypro Payroll will be contacted to provide payroll assistance. The main server data backup drive will be retrieved from Employment Pathways. Any critical files can be loaded from this backup to an Employment Pathways computer until replacement computers are in place at our temporary location. Once replacement computers are available, file restoration will begin. Each department head thereafter must contact their hardware/software vendor (if applicable) to begin the process of replacement and recovery of their machines and accompanying programs. The CFO and ACN will perform all file recoveries with vendor assistance.

Telecommunication: In the event landline systems are inoperable, communication among administration, employees, consumers, caregivers, funders and contractors will be completed via cellular phones, social media, local radio stations, agency owned tablet technology and landline systems at alternate program sites.

Org. 08/07, Rev. 06/09, 12/09, 2/12, 8/13, 2/14, 11/14, 11/15, 6/16