How to write a

DISASTER
RECOVERY
PLAN

To print to A4, print at 75%.

SUMMARY

TABLE OF CONTENTS
SUMMARY

01

WHAT IS A DRP AND HOW CAN IT HELP MY COMPANY?

CHAPTER 01

PREPARING TO WRITE YOUR DISASTER RECOVERY PLAN

CHAPTER 02

WRITING A DISASTER RECOVERY PLAN

CHAPTER 03

NEED HELP PROTECTING YOUR BUSINESS FROM DISASTER?

CHAPTER 04

02
03
04

WHY YOU SHOULD READ THIS GUIDE

responders have a usable reference

Disasters can strike at any time with

that they can utilise to make decisions

devastating results. Companies must

quickly.

take the proper steps to prepare for the

worst in order to minimise damages. The

START BY OUTLINING GOALS

best way to do this is to prepare a written

The first step in creating any effective

and verbal Disaster Recovery Plan (DRP).

plan is to outline goals. Make a

This guide will help you write your formal

prioritised list of what the plan should

DRP. This is a critical step in preparing for

accomplish. Some ideas to start with

disaster, improving employee response,

could be:

reducing downtime, and quickly

Employee safety

ABOUT THE AUTHOR

Equipment safety

WELL-DOCUMENTED PLANS ARE

Minimising downtime

CRUCIAL FOR EFFECTIVE DISASTER

Cutting unnecessary overhead

Volker Rath is a hosting and cloud expert at Macquarie Telecom. In this primarily

RESPONSE

customer-facing role, he analyses the market and customer needs, provides

DRPs can significantly reduce

REVIEW THE CURRENT SITUATION

feedback to the product teams, and influences the hosting and cloud strategies of

downtime and losses. To be effective,

Many companies have an informal

Australias leading business hosting and telecommunications provider.

they must be carefully documented so

DRP in place before they create their

SUMMARY

returning to normalcy.

P2

official plan. Assess what is currently

in place, what can be cut, and what
can be implemented in the final plan.
01

DEVELOP AND WRITE YOUR PLAN

02

After you have assessed the situation

03

and outlined your goals, you are ready

to create a DRP that can effectively

04

minimise the negative effects of a

disaster. Develop your strategies by
using this guide as a starting point,
then draft a concise, clear plan that
you can train employees with.
REVIEW YOUR PLAN
After the plan has been created, it is
critical that it be reviewed at regular
intervals. This helps accommodate
for changing technologies and

DEVELOP YOUR STRATEGIES BY USING THIS

GUIDE AS A STARTING POINT, THEN DRAFT A
CONCISE, CLEAR PLAN THAT YOU CAN TRAIN
EMPLOYEES WITH.

environments and ensures that the

plan continues to be as effective as it

SUMMARY

was on the day it was created.

P3

CHAPTER 01

WHAT IS A DRP
AND HOW CAN IT

HELP MY COMPANY?

is in place to back up, restore

Prevent damage to company image -

and protect data in the event of a

When customers cannot access your

disaster.

website and services, they often move

on to your competitors. Fifty percent

Resume operations quickly -

of companies say that IT outages

Catastrophes can lead to extended

damage their reputation, leading to

and costly downtime. The average

future loss of business[3].

hourly cost of downtime ranges

from $84,000 to $108,000. Between

You can minimise the negative

lost revenue, reduced customer

effects of disaster by empowering

satisfaction, and lost man hours,

your employees with this invaluable

downtime can have a major financial

disaster response tool. The next

impact on an organisation. Creating a

section will detail how you can start

plan for faster response can greatly

the process of writing your DRP.

DRPS HELP MINIMISE THE

EFFECTS OF DISASTER

reduce the length of downtime in the

operations and help your company

DRPs have many benefits including

Protect valuable assets - An

recover from a disaster as quickly

reduced financial losses, decreased

organisations IT infrastructure can be

as possible. Effective DRPs will

downtime, and improved employee

worth hundreds of thousands, if not

significantly reduce losses from

morale. They allow systems to be

millions of dollars[2]. Protecting these

damaged equipment and downtime.

protected, operations to resume

assets from fire, flood, and other

quickly, and staff to respond promptly

disasters should be one of the primary

and effectively after an incident.

goals of your plan.

A DRP can:

Reduce risk of employee injury -

A Disaster Recovery Plan (DRP)

is a set of guidelines for disaster

01
02
03
04

event of a disaster [1].

response. Its goal is to restore IT

Although the two are commonly

Business Continuity Plan (BCP). A
DRP focuses only on returning IT
infrastructure to normalcy, whereas

A companys most valuable

Prevent the loss of critical data -

asset is its employees. A DRP

a BCP deals with all business

One of the important considerations

can help ensure your employees

operations.

when planning for a disaster is

are protected by providing clear

data protection. Companies that

directives and precautions that

store sensitive or mission critical

minimise danger.

data need to ensure that a plan

WHAT IS A DRP AND HOW CAN IT HELP MY COMPANY?

confused, a DRP differs from a

P4

CHAPTER 02

PREPARING TO
WRITE YOUR

DISASTER RECOVERY PLAN

Security compromise - In some

ASSEMBLE YOUR DISASTER

cases, security compromises can

RECOVERY PLANNING TEAM

be so extreme that they can be

Before the plan can be written, the

considered as a disaster. They

necessary team members must be

can lead to loss of data, systems

appointed. The team should include

damage and downtime, just as a

one or more executives responsible

physical disaster can.

for ensuring the plan is executed

and experts from the IT team who

DECIDE WHAT THE PLAN SHOULD

can advise and help execute the

ACCOMPLISH

plan. Make sure that the plan has

Once potential threats have been

top management support so the

identified, you should identify the

initiatives it calls for can be properly

goals of the plan. Make these goals as

implemented.

01
02
03
04

concise as possible to ensure that the

plan can easily be measured against
them after a disaster occurs.
Flood - Floods can be extremely

process, it is important to undergo

destructive in coastal areas. They

ASSESS YOUR CURRENT RESPONSE

the proper research. This will

damage equipment and can cause

List all the current disaster response

provide information on where the

power outages.

and preparedness initiatives currently

company is vulnerable and what you

need to include in the plan.
IDENTIFY POTENTIAL THREATS

in place at your organisation. Then

Riot - Although uncommon, riots

decide which ones are effective

can be prevalent in unstable

enough to go into the new DRP and

regions.

which ones should be cut. Take this

The first step in the preparation

time to identify areas in which your

Tropical Monsoon - In susceptible

company is particularly vulnerable.

likely threats your company might

areas, tropical monsoons can be

If possible, it is useful to access the

face. These include:

extremely devastating, causing

effectiveness of current plans during

infrastructure and structural

past disasters as a guideline for this

damages. They are often

process.

process should be to create a list of

Fire - This is particularly likely in

urban areas or dry, high heat areas.

accompanied by flooding.

PREPARING TO WRITE YOUR DISASTER RECOVERY PLAN

Before starting the DRP writing

P5

CHAPTER 03

WRITING A
DISASTER

RECOVERY PLAN

means that data must be backed

up every thirty minutes. The RTO is

PART 3: DEFINE THE SCOPE OF

THE PLAN

the recovery time goal. This is the

maximum amount of time the disaster

This section will help employees

recovery process should take. Setting

determine whether this is the the correct

these goals will help motivate your

plan for their current situation. DRPs

team and provide a reference point by

deal with damage to or malfunctions of

which the plan can be measured.

IT systems and the buildings in which

they are housed. This could include

PART 2: DEFINE THE DISASTER

01
02
03
04

servers, temperature control systems,

network or power infrastructures, or any

This is a critical portion of the plan, as

other system, building, or infrastructure

it will help employees identify when

related to IT.

to declare a disaster and implement

the DRP. If a disaster is defined too
When you have assembled your

effective DRP is ensuring the safety of

broadly, it could lead to unnecessary

team and made all the necessary

employees.

precautions that cost the company

preparations, you are ready to start

both time and money.

PART 1: LIST GOALS

wording is clear, but still detailed

In this section, you must provide a

The recommended definition of

list of all personnel that need to be

enough, so that employees can act

Begin the introduction of the plan,

a disaster is an event, natural or

contacted during a disaster. This list

quickly and effectively. Use bullet

start by listing the goals that were

manmade, that causes one or more

should include executives who must

points and lists that can easily be

chosen during the preparation stage.

vital systems to malfunction, causes

be kept informed of the situation,

scanned wherever possible. Also,

This will serve as the main directive

the building to become unusable in a

staff with expertise on the workings

it is recommended that graphics be

of the DRP and help keep personnel

significant way.

of the system, a designated disaster

employed to make the information

focused on the primary objectives.

clearer.

recovery leader, a response team and

Here you should also list the possible

the person who will be in charge of

In this section, you should also include

disasters employees are likely to

running the disaster recovery effort.

Emphasise throughout the plan

the Recovery Point Objective (RPO)

encounter.

Responsibilities of key personnel

that the disaster recovery team

and the Recovery Time Objective

should also be clearly noted so that

should never take any actions that

(RTO). The RPO represents the

the correct people can be promptly

put themselves or other employees

maximum acceptable data loss, for

contacted.

at risk. The first priority of any

example, an RPO of thirty minutes

WRITING THE DISASTER RECOVERY PLAN

writing your DRP. Ensure that the

PART 4: LIST KEY

PERSONNEL AND IDENTIFY
RESPONSIBILITIES

P6

PART 6: DISASTER RECOVERY

PROCEDURES

Quickly gather the disaster recovery

This section is where the active

Conduct a thorough investigation

Co-ordinate transportation to the

disaster response is laid out. It

of the building and systems to

backup site (include rental car

notification calling tree that ranks

is the most important section of

determine the scope of the damage.

instructions, directions, map)

those who should be alerted first so

the document, as it will determine

that a decision can be made quicker.

whether the plan is effective at

It is recommended that a table be

created to make finding information

response team.

Move operations to backup site to

minimise downtime, (if necessary).

easier.

This section should be updated at

Protect and backup data that has

not already been backed up, if

Since this section will depend on

possible.

the type of disaster being faced, it is

remains accurate.

recommended that several scenarios

be outlined to better prepare your

PART 5: INVENTORY &

SYSTEMS AUDIT

03

mitigating the effects of the incident.

regular intervals to ensure that it

track of their progress.

Create time and cost estimates for

return to normalcy.

Notify clients or customers of

expected downtime.

Once the incident is over, steps must

be taken to resume normalcy. In
some cases, it may be necessary to

Take the necessary steps to prevent

further damage to the systems.

In this section, a list should be made

continue backup operations long after

the disaster has occurred. In these
situations, companies may have to

of critical systems and inventory,

FIRST RESPONSE

NEXT STEPS

make plans for long-term employee

that includes their cost and relative

The first response to a disaster can

Once a disaster has been declared

housing, rental of additional space,

importance. This provides a checklist

vary widely, depending on the type

and the first steps have been taken to

and other personel considerations.

for first responders to assess the

of incident. It is recommended that

mitigate damage, the team must take

Include the following steps in your

current state of the systems.

this section include both a damage

steps to begin to repair the damage

plan and adapt as needed:

assessment form and a few key

and resume operations. Information

sections to perform the following

about the backup site, such as location Assess the current state of systems

tasks:

and procedure instructions, should

Similar to the personnel list, this

section must be updated regularly

04

AFTER THE DISASTER

team. Steps in the checklist should be

clear, so that the team can easily keep

02

to ensure that it is kept current.

and operations.

be included here. The checklist might

Inform senior management once a
state of disaster has been declared.
Inform the appropriate authorities
of the situation.

also include steps to accomplish the

following:
Determine if the designated backup

Notify the insurance company of

damages.
Restore data from backups.

site will be adequate to resume

critical operations.

Initiate a plan to repair or replace

damaged systems or equipment.

WRITING THE DISASTER RECOVERY PLAN

This section should also include a

01

P7

 Execute the repair or replacement plan.

Are there any other ways the

process could be made more

Test systems to ensure that they are

preparedness materials.
Backup site effectiveness.

PART 8: DRP TESTING

PROCEDURES

Transportation to the backup site.

This is one of the most important

systems return to normalcy.

sections in the DRP as it will help

The availability of the disaster

recovery team and management.

including both a basic test of

procedures are adjusted, it is very

procedures to be run regularly

important that the DRP be kept

is over, it is important to re-evaluate

and a more comprehensive test

current. Include instructions for how

the plan. Some follow-up questions

to be carried out when the plan

often the plan should be updated,

to include in the DRP are as follows:

is first created and less regularly

what events require a full plan

thereafter. Tests should include

rewrite, and in what situations a

walkthroughs, simulations, full

simple addendum can be made.

meeting its goals?

interruption testing, and parallel

testing.

Which goals were met? Which were

not met?

04

recommended that you include a

As systems are updated and

How effective was the DRP in

02

PART 9: DRP MAINTENANCE

range of tests for each system,

After the disaster recovery process

01

improve the plan and identify

any unforeseen problems. It is

PART 7: EVALUATE DRP

EFFECTIVENESS

the process.

03

main site.
Notify clients and media of the

to ensure that they are well-versed in

efficient?

functioning as per usual.

If possible, return employees to the

The availability of disaster

REVIEWING AND ADOPTING

THE DRP

Some important areas to test include:

Once the DRP has been written, it

Did the DRP meet its RPO and RTO?

Data backup procedures.

must be reviewed and approved by key

How could the plan be improved to

System fail-safes.

better meet its goals?

team. After it has been approved,

The ability of the plans to adapt to

How much did the disaster recovery

and the disaster recovery planning

unexpected disasters.

it should be made available both

digitally and in print to all relevant

process cost in terms of time and

staff. Staff should also be regularly

money?

trained and drilled on the procedures

WRITING THE DISASTER RECOVERY PLAN

personnel, including top management

P8

CHAPTER 04

NEED HELP PROTECTING

YOUR BUSINESS FROM
DISASTER?

01
02
03
04

Macquarie Telecoms LAUNCH Disaster

REFERENCES:

Recovery provides completely

outsourced disaster recovery solutions

[1] Assessing the Financial Impact of Downtime.

at the hypervisor level. LAUNCH has one

Vision Solutions.

of the lowest downtimes of any disaster

http://www.strategiccompanies.com/pdfs/

recovery service, and it can help your

Assessing%20the%20Financial%20Impact%20

company mitigate losses and quickly get

of%20Downtime.pdf

up and running again.

[2] Determining Total Cost of Ownership for Data

WANT TO LEARN MORE ABOUT HOW

Centre and Network Room Infastructure.

LAUNCH AND OUR DATA CENTRE

http://www.linuxlabs.com/PDF/Data%20

SERVICES CAN HELP YOUR COMPANY

Center%20Cost%20of%20Ownership.pdf

LAUNCH HAS ONE OF THE LOWEST

DOWNTIMES OF ANY DISASTER RECOVERY
SERVICE, AND IT CAN HELP YOUR COMPANY
MITIGATE LOSSES AND QUICKLY GET UP AND
RUNNING AGAIN.

Contact Macquarie Telecom on

[3] Downtime, Outages, and Failures -

1800 004 943 or visit

Understanding their True Costs. Evolven.

www.macquarietelecom.com

http://www.evolven.com/blog/downtimeoutages-and-failures-understanding-their-truecosts.html

NEED HELP PROTECTING YOUR BUSINESS FROM DISASTER?

AVOID AND PREPARE FOR DISASTERS?

P9

 2014 Macquarie Telecom, All Rights Reserved