Tips For Your Disaster Recovery Plan

October 1st, 2005

By Kaulkin Information Systems Staff
October 2005

If a fire or a flood destroyed your offices tomorrow, would your agency still be able to function? How quickly could you recover? To plan for such a contingency and to comply with growing regulatory and governance laws, many firms have developed their own disaster recovery plans. FEMA has a free guidebook for helping you build a contingency plan for your organization. It is online at: http://www.fema.gov/pdf/library/bizindst.pdf.

A major requirement for both disaster preparedness and for regulatory compliance is the secure storage of critical data. If essential documents like UB92s, EOBs, tax forms, correspondence, promissory notes, and repayment agreements are permanently destroyed, losses can far exceed the physical damage of your facility.

FEMA recommends that you first determine the essential functions needed for keeping your business running, and then identify the information these functions require. Also consider documents you may need to produce for legal and regulatory compliance. This critical data should be backed up and stored in a secure, separate location from your offices. FEMA also recommends that you identify how you would retrieve this information if you needed to operate from a backup facility.

Software as a Service (Saas) can provide a simple, web-based system for electronically storing and retrieving critical company information. These providers operate on a fee-for-service structure, so you would not need to purchase and maintain new software and hardware. Since data is retrieved online, there would be minimal disruption of access if your facilities became unusable.

A side-benefit of using backup electronic storage of information is that it also goes a long way toward compliance with many corporate governance laws for document storage. For example, the SEC requires companies to produce records at a moment’s notice and to back up documents in an off-site location.

There are important issues to consider when evaluating a SaaS solution, however. The vendor should be reputable and established. Their servers must be fast and 24/7 reliable. They must also reside in a highly-secure restricted-access environment, with redundant back-up systems in place.

KIS Track™ is our online, document and business process management solution. It is easy to implement and offers a simple, low-cost solution to disaster recovery, compliance, and other issues. If you would like to know more, please contact Mike Binko, President and CEO of Kaulkin Information Systems, at 301-907-0840 ex 115 or email.

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