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Disaster Recovery Plan Template 4 PDF Free
Disaster Recovery Plan Template 4 PDF Free
Disaster Recovery Plan Template 4 PDF Free
Please note, this template is meant as a guide only. Enterprises using this template should review it carefully to determine
whether it fits their needs and should customize it to best meet their own needs and goals.
This template contains instructional text (presented as grey-highlighted black text such as this). Please review all instructional
text to ensure complete understanding of the purpose of each document section and follow those instructions to complete the
section in question. This template also contains example text (presented as italicized grey text, such as this). These
examples exist to provide guidance as to how to complete a section and supplement the information provided in the instructional
text. In some cases example text (e.g. bullet lists) may be used as-is, added to, or deleted from while in other cases (e.g. sample
table entries) it should be replaced with accurate, enterprise specific information.
All attempts have been made to make this template as complete as possible. As a result, some enterprises may find that the
document is more thorough than required. In those circumstances it is entirely appropriate to delete entire sections that have
been deemed unnecessary. Info-Tech has attempted to provide guidance as to which sections most likely need to be retained
versus those that can be eliminated with the following color-coded text:
Mandatory – it is likely that all enterprises will need to complete this section.
Elective – it is possible that only some enterprises will need to complete this section.
Finally, this template also includes markers where the enterprise may wish to use a Find and Replace function to insert the
name of the company, the name of partner companies and other such information. These fields are delineated with double angle
brackets (such as <<this>>). Performing a Find and Replace on these terms can expedite the process of completing the
template.
Instructions
Complete all required sections and delete all unnecessary sections, replacing example text and Find and Replace text during
the process. Upon completion of all sections, delete all instructional text (including this instruction page) as well as all
Mandatory/Elective markers and Find and Replace markers. Update the Table of Contents (right click and select “Update
Fields”) and then publish.
Once this document is completed in full, provide hard-copies to all stakeholders and all employees with DR responsibilities.
Create additional hard-copies as well as soft copies for each data center or facility that houses IT systems (including and standby
or recovery facilities that may exist).
Ensure the access to these hard and soft copies is protected to ensure the integrity of the document.
Finally, review and revise the document on a regular basis to ensure continued applicability, revising as required.
Table of Contents
Table of Contents...................................................................................................................................................i
Introduction............................................................................................................................................................1
Definition of a Disaster...............................................................................................................................1
Purpose.......................................................................................................................................................1
Scope..........................................................................................................................................................2
Version Information & Changes.................................................................................................................2
Disaster Recovery Teams & Responsibilities................................................................................................4
Disaster Recovery Lead..............................................................................................................................5
Disaster Management Team.......................................................................................................................6
Facilities Team...........................................................................................................................................7
Network Team............................................................................................................................................8
Server Team................................................................................................................................................9
Applications Team....................................................................................................................................10
Operations Team.......................................................................................................................................11
Senior Management Team........................................................................................................................12
Communication Team..............................................................................................................................13
Finance Team...........................................................................................................................................14
Other Organization Specific Teams.........................................................................................................15
Disaster Recovery Call Tree.............................................................................................................................16
Recovery Facilities..............................................................................................................................................19
Description of Recovery Facilities...........................................................................................................19
Transportation to the Standby Facility.....................................................................................................21
Operational Considerations......................................................................................................................23
Data and Backups.....................................................................................................................................25
Communicating During a Disaster..................................................................................................................26
Communicating with the Authorities.......................................................................................................26
Communicating with Employees..............................................................................................................27
Communicating with Clients....................................................................................................................28
Communicating with Vendors..................................................................................................................29
Communicating with the Media...............................................................................................................31
i
Info-Tech Research Group
Disaster Recovery Plan Template
ITA – Premium: Strategy & Planning Tool
ii
Info-Tech Research Group
Disaster Recovery Plan Template
ITA – Premium: Strategy & Planning Tool
Introduction
Mandatory
This Disaster Recovery Plan (DRP) captures, in a single repository, all of the information that describes
<<Organization’s Name>>’s ability to withstand a disaster as well as the processes that must be followed to achieve disaster
recovery.
This section should be completed by all organizations. It helps position the DRP, detailing what is included in the plan and
what areas are addressed. Edit this section to suit your organization’s needs, lists and paragraphs should be made relevant to
your organization.
Definition of a Disaster
Elective
A disaster can be caused by man or nature and results in <<Organization Name>>’s IT department not being able to perform
all or some of their regular roles and responsibilities for a period of time. <<Organization Name>> defines disasters as the
following:
The following events can result in a disaster, requiring this Disaster Recovery document to be activated:
Purpose
Mandatory
The purpose of this DRP document is twofold: first to capture all of the information relevant to the enterprise’s ability to
withstand a disaster, and second to document the steps that the enterprise will follow if a disaster occurs.
Note that in the event of a disaster the first priority of <<Organization Name>> is to prevent the loss of life. Before any
secondary measures are undertaken, <<Organization Name>> will ensure that all employees, and any other individuals on the
organization’s premises, are safe and secure.
1
Info-Tech Research Group
After all individuals have been brought to safety, the next goal of <<Organization Name>> will be to enact the steps outlined
in this DRP to bring all of the organization’s groups and departments back to business-as-usual as quickly as possible. This
includes:
This DRP document will also detail how this document is to be maintained and tested.
Scope
Mandatory
The <<Organization Name>> DRP takes all of the following areas into consideration:
This DRP does not take into consideration any non-IT, personnel, Human Resources and real estate related disasters. For any
disasters that are not addressed in this document, please refer to the business continuity plan created by <<Organization Name>>
or contact <<Business Continuity Lead>> at <<Business Continuity Lead Contact Information>>.
Name of Role of
Person Person Date of Version
Notes
Making Making Change Number
Change Change
John Smith DR Lead 01/01/10 2.0 Revised to include new standby facilities
Please note that the following teams will vary depending on the size of your organization. Some teams/roles may be
combined or may be split into more than one team.
Disaster Recovery Lead
Mandatory
The Disaster Recovery Lead is responsible for making all decisions related to the Disaster Recovery efforts. This person’s
primary role will be to guide the disaster recovery process and all other individuals involved in the disaster recovery process
will report to this person in the event that a disaster occurs at <<Organization Name>>, regardless of their department and
existing managers. All efforts will be made to ensure that this person be separate from the rest of the disaster management
teams to keep his/her decisions unbiased; the Disaster Recovery Lead will not be a member of other Disaster Recovery groups
in <<Organization Name>>.
Contact Information
Add or delete rows to reflect the size the Disaster Recovery Team in your organization.
Please note than in a small organization, these roles may be performed by the Disaster Recovery Lead.
Contact Information
Add or delete rows to reflect the size the Disaster Management Team in your organization.
Contact Information
Add or delete rows to reflect the size of the Facilities Team in your organization.
Contact Information
Add or delete rows to reflect the size of the Network Team in your organization.
Contact Information
Add or delete rows to reflect the size of the Server Team in your organization.
Contact Information
Add or delete rows to reflect the size of the Application Team in your organization.
Contact Information
Add or delete rows to reflect the size of the Operations Team in your organization.
Contact Information
Add or delete rows to reflect the size of the Management Team in your organization.
Contact Information
Add or delete rows to reflect the size of the Communications Team in your organization.
Contact Information
Add or delete rows to reflect the size of the Finance Team in your organization.
Contact Information
Add or delete rows to reflect the size of the Other Organization DR Teams in your organization.
The Disaster Recovery Team Lead calls all Level 1 Members (Blue cells)
Level 1 members call all Level 2 team members over whom they are responsible (Green cells)
Level 1 members call all Level 3 team members over whom they are directly responsible (Beige cells)
Level 2 Members call all Level 3 team members over whom they are responsible (Beige cells)
In the event a team member is unavailable, the initial caller assumes responsibility for subsequent calls (i.e. if a
Level 2 team member is inaccessible, the Level 1 team member directly contacts Level 3 team members).
DR Management Team 1
DR Management Team 2
Facilities Team 1
LAN Team 1
App1 Team 1
App 2 Team 1
Management Team 1
Finance Team 1
A Disaster Recovery Call Tree Process Flow diagram can help clarify the call process in the event of an emergency. This
sample may be used as-is or replaced with a custom flow process.
Yes
Sub Team LeadTeam Lead
SubDR
Team Lead Contacts Sub Leador Tea Team Lead No Lead Contacts Available?Team Member
TeamLead
Yes
This section will vary depending on the type of standby facility that your organization uses. Please append this section
according to the measures and facilities that your organization has in place. Some organizations may not have a standby
facility at their disposal; in this situation, skip this section.
This section is currently populated by an example of a company with a dedicated standby facility.
The standby facility will be used by the IT department and the Disaster Recovery teams; it will function as a central location
where all decisions during the disaster will be made. It will also function as a communications hub for
<<Organization Name>>.
The standby facility must always have the following resources available:
Include only those transportation providers that are appropriate given the location of the Standby Facility.
Taxi Providers
Taxi Company 1
Address
Phone Number
<<Map of Taxi Company 1’s Location>>
<<Directions to get to Rental Car Company 1 from the standby facility>>
Taxi Company 2
Address
Phone Number
<<Map of Taxi Company 2’s Location>>
<<Directions to get to Rental Car Company 1 from the standby facility>>
Address
Phone Number
<<Map of Rental Car Company 1’s Location>>
<<Directions to get to Rental Car Company 1 from the standby facility>>
Address
Phone Number
<<Map of Rental Car Company 1’s Location>>
<<Directions to get to Rental Car Company 1 from the standby facility>>
Address
Phone Number
<<Map of Travel Agent 1’s Location>>
<<Directions to get to Rental Car Company 1 from the standby facility>>
Travel Agent 2
Address
Phone Number
<<Map of Travel Agent 2’s Location>>
<<Directions to get to Rental Car Company 1 from the standby facility>>
Airports
Airport 1
Address
Phone Number
<<Map of Airport 1’s Location>>
<<Directions to get to Rental Car Company 1 from the standby facility>>
Airport 2
Address
Phone Number
<<Map of Airport 2’s Location>>
<<Directions to get to Rental Car Company 1 from the standby facility>>
Operational Considerations
Elective (Mandatory where facilities exist)
If employees are required to stay at the Standby Facility for extended periods of time and require hotel accommodations, they
will be provided by <<Organization Name>>. The Facilities Team will be responsible for determining which employees require
hotel accommodations and ensuring sufficient rooms are made available.
If employees are required to stay at the Standby Facility for extended periods of time and require food, it will be provided
by <<Organization Name>>. The Facilities Team will be responsible for determining which employees require food and
ensuring sufficient is made available via groceries, restaurants or caterers as appropriate.
While in the Standby Facility, employees must work under appropriate, sanitary and safe conditions. The Facilities team will be
responsible for ensuring that this facility is kept in proper working order.
Include only those operations considerations providers that are appropriate given the facilities of the Standby Facility.
Accommodations
Hotel 1
Address
Phone Number
<<Map of Hotel 1’s Location>>
<<Directions to get to Hotel 1 from the standby facility>>
Hotel 2
Address
Phone Number
<<Map of Hotel 1’s Location>>
<<Directions to get to Hotel 2 from the standby facility>>
Address
Phone Number
<<Map of Restaurant/Grocery 1’s Location>>
<<Directions to get to Restaurant/Grocery 1 from the standby facility>>
Restaurant/Grocery 2
Address
Phone Number
<<Map of Restaurant/Grocery 2’s Location>>
<<Directions to get to Restaurant/Grocery 2 from the standby facility>>
Restaurant/Grocery 3
Address
Phone Number
<<Map of Restaurant/Grocery 3’s Location>>
<<Directions to get to Restaurant/Grocery 3 from the standby facility>>
Catering
Caterer 1
Address
Phone Number
<<Map of Caterer 1’s Location>>
<<Directions to get to Caterer 1 from the standby facility>>
Caterer 2
Address
Phone Number
<<Map of Caterer 2’s Location>>
<<Directions to get to Caterer 2 from the standby facility>>
Address
Phone Number
Data and Backups
Mandatory
This section explains where all of the organization’s data resides as well as where it is backed up to. Use this information to
locate and restore data in the event of a disaster.
In this section it is important to explain where the organization’s data resides. Discuss the location of all the organization’s
servers, backups and offsite backups and list what information is stored on each of these.
Back-up
Rank Data Data Type Backup Location(s)
Frequency
1 <<Data Name or <<Confidential, <<Frequency that <<Where data is backed up to>>
Group>> Public, data is backed
Personally up>>
identifying
information>>
10
Communicating During a Disaster
Mandatory
In the event of a disaster <<Organization Name>> will need to communicate with various parties to inform them of the
effects on the business, surrounding areas and timelines. The Communications Team will be responsible for contacting all of
<<Organization Name>>‘s stakeholders.
Anticipated timelines
Authorities Contacts
Add or delete rows to reflect the media contacts your enterprise must contact.
Employee Contacts
Add or delete rows to reflect the employees in your organization.
Anticipated timelines
Crucial clients will be made aware of the disaster situation first. Crucial clients will be E-mailed first then called after to ensure
that the message has been delivered. All other clients will be contacted only after all crucial clients have been contacted.
Crucial Clients
Mandatory
Add or delete rows to reflect the crucial clients your enterprise must contact.
Secondary Clients
Elective
Add or delete rows to reflect the secondary clients your enterprise must contact.
Anticipated timelines
Crucial vendors will be made aware of the disaster situation first. Crucial vendors will be E-mailed first then called after to
ensure that the message has been delivered. All other vendors will be contacted only after all crucial vendors have been
contacted.
Vendors encompass those organizations that provide everyday services to the enterprise, but also the hardware and software
companies that supply the IT department. The Communications Team will act as a go-between between the DR Team leads
and vendor contacts should additional IT infrastructure be required.
Crucial Vendors
Mandatory
Add or delete rows to reflect the crucial vendors your enterprise must contact.
Secondary Vendors
Elective
Add or delete rows to reflect the secondary vendors your enterprise must contact.
Anticipated timelines
Media Contacts
Add or delete rows to reflect the media contacts your enterprise must contact.
Define the contact, the circumstances under which they are contacted, and the information that is communicated
here.
Other Contacts
Add or delete rows to reflect the other contacts your enterprise must contact.
Regardless of the category that the disaster falls into, dealing with a disaster can be broken down into the following steps:
2) DRP activation
6) Establish IT operations
Security staff
Facilities staff
End users
Once the Disaster Recovery Lead has determined that a disaster had occurred, s/he must officially declare that the company is in
an official state of disaster. It is during this phase that the Disaster Recovery Lead must ensure that anyone that was in the
primary facility at the time of the disaster has been accounted for and evacuated to safety according to the company’s
Evacuation Policy.
While employees are being brought to safety, the Disaster Recovery Lead will instruct the Communications Team to begin
contacting the Authorities and all employees not at the impacted facility that a disaster has occurred.
DRP Activation
Mandatory
Once the Disaster Recovery Lead has formally declared that a disaster has occurred s/he will initiate the activation of the DRP
by triggering the Disaster Recovery Call Tree. The following information will be provided in the calls that the Disaster
Recovery Lead makes and should be passed during subsequent calls:
The initial estimation of the expected duration of the disaster (if known)
Actions that are to be taken prior to the meeting of Disaster Recovery Team Leads
Scheduled meeting place for the meeting of Disaster Recovery Team Leads
Scheduled meeting time for the meeting of Disaster Recovery Team Leads
If the Disaster Recovery Lead is unavailable to trigger the Disaster Recovery Call Tree, that responsibility shall fall to the
Disaster Management Team Lead
The first team that will be allowed to examine the primary facilities once it has been deemed safe to do so will be the Facilities
Team. Once the Facilities Team has completed an examination of the building and submitted its report to the Disaster
Recovery Lead, the Disaster Management, Networks, Servers, and Operations Teams will be allowed to examine the building.
All teams will be required to create an initial report on the damage and provide this to the Disaster Recovery Lead within
<<state timeframe>> of the initial disaster.
During each team’s review of their relevant areas, they must assess any areas where further damage can be prevented and take
the necessary means to protect <<Organization Name>>’s assets. Any necessary repairs or preventative measures must be taken
to protect the facilities; these costs must first be approved by the Disaster Recovery Team Lead.
Standby Facility Activation
Mandatory
The Standby Facility will be formally activated when the Disaster Recovery Lead determines that the nature of the disaster is
such that the primary facility is no longer sufficiently functional or operational to sustain normal business operations.
Once this determination has been made, the Facilities Team will be commissioned to bring the Standby Facility to functional
status after which the Disaster Recovery Lead will convene a meeting of the various Disaster Recovery Team Leads at the
Standby Facility to assess next steps. These next steps will include:
Restoring IT Functionality
Mandatory
Refer to the “Restoring IT Functionality” section of this document.
Repair & Rebuilding of Primary Facility
Elective
Before the enterprise can return operations to Primary Facilities, those facilities must be returned to an operable condition. The
tasks required to achieve that will be variable depending on the magnitude and severity of the damage. Specific tasks will be
determined and assigned only after the damage to Primary Facilities has been assessed.
This section will contain all of the information needed for the organization to get back to its regular functionality after a
disaster has occurred. It is important to include all Standard Operating Procedures documents, run-books, network diagrams,
software format information etc. in this section.
IT Systems
Mandatory
Please list all of the IT Systems in your organization in order of their criticality. Next, list each system’s components that will
need to be brought back online in the event of a disaster. Add or delete rows as needed to the table below.
9
Criticality Rank-One System
In this section you will be required to rank each system’s components in order of criticality, supplying the information that
each system will require to bring it back online. First, vendor and model information, serial numbers and other component
specific information will be gathered. Next, you will be required to attach each component’s runbooks or Standard Operating
Procedure (SOP) documents.
Each component must have a runbook or SOP document associated with it. If you do not have these documents for all
components, please refer to the following Info-Tech Research Group notes for more information:
SOP Research:
Runbooks Research:
EXAMPLE:
Model Number <<State the name of the IT Component’s model number here>>
Serial Number <<State the name of the IT Component’s serial number here>>
Recovery Time Objective <<State the IT Component’s Recovery Time Objective here>>
Recovery Point Objective <<State the IT Component’s Recovery Point Objective here>>
a) Purpose
This SOP outlines the steps required to restore operations of <<IT System Name>>.
b) Scope
This SOP applies to the following components of <<IT System Name>>:
Edit this list to include all included components of the system in question
Web server
Web server software
Application server
Application server storage system
Application server software
Application server backup
Database server
Database server storage system
Database server software
Database server backup
Client hardware
Client software
c) Responsibilities
The following individuals are responsible for this SOP and for all aspects of the system to which this SOP pertains:
For details of the actual tasks associated with these responsibilities, refer to section h) of this SOP.
d) Definitions
This section defines acronyms and words not in common use:
g) Related Documents
The following documents are related to this SOP and may be useful in the event of an emergency. Their documents below are
hyperlinked to their original locations and copies are also attached in the appendix of this document:
8
Criticality Rank-Two System
Repeat as above for as many systems as the enterprise makes use of.
Plan Testing & Maintenance
Mandatory
While efforts will be made initially to construct this DRP is as complete and accurate a manner as possible, it is essentially
impossible to address all possible problems at any one time. Additionally, over time the Disaster Recovery needs of the
enterprise will change. As a result of these two factors this plan will need to be tested on a periodic basis to discover errors
and omissions and will need to be maintained to address them.
For more information on DRP Testing and Maintenance, please refer to the following Info-Tech Research Group solution set for
more information:
Maintenance
Mandatory
The DRP will be updated <<indicate frequency>> or any time a major system update or upgrade is performed, whichever is
more often. The Disaster Recovery Lead will be responsible for updating the entire document, and so is permitted to request
information and updates from other employees and departments within the organization in order to complete this task.
Maintenance of the plan will include (but is not limited to) the following:
3. Reviewing the plan to ensure that all of the instructions are still relevant to the organization
4. Making any major changes and revisions in the plan to reflect organizational shifts, changes and goals
5. Ensuring that the plan meets any requirements specified in new laws
During the Maintenance periods, any changes to the Disaster Recovery Teams must be accounted for. If any member of a
Disaster Recovery Team no longer works with the company, it is the responsibility of the Disaster Recovery Lead to appoint a
new team member.
Testing
Mandatory
<<Organization Name>> is committed to ensuring that this DRP is functional. The DRP should be tested every
<<indicate frequency>> in order to ensure that it is still effective. Testing the plan will be carried out as follows:
Select which method(s) your organization will employ to test the DRP
1) Walkthroughs- Team members verbally go through the specific steps as documented in the plan to confirm
effectiveness, identify gaps, bottlenecks or other weaknesses. This test provides the opportunity to review a plan with
a larger subset of people, allowing the DRP project manager to draw upon a correspondingly increased pool of
knowledge and experiences. Staff should be familiar with procedures, equipment, and offsite facilities (if required).
2) Simulations- A disaster is simulated so normal operations will not be interrupted. Hardware, software, personnel,
communications, procedures, supplies and forms, documentation, transportation, utilities, and alternate site
processing should be thoroughly tested in a simulation test. However, validated checklists can provide a reasonable
level of assurance for many of these scenarios. Analyze the output of the previous tests carefully before the
proposed simulation to ensure the lessons learned during the previous phases of the cycle have been applied.
3) Parallel Testing- A parallel test can be performed in conjunction with the checklist test or simulation test. Under
this scenario, historical transactions, such as the prior business day's transactions are processed against preceding
day's backup files at the contingency processing site or hot site. All reports produced at the alternate site for the
current business date should agree with those reports produced at the alternate processing site.
4) Full-Interruption Testing- A full-interruption test activates the total DRP. The test is likely to be costly and could
disrupt normal operations, and therefore should be approached with caution. The importance of due diligence with
respect to previous DRP phases cannot be overstated.
Any gaps in the DRP that are discovered during the testing phase will be addressed by the Disaster Recovery Lead as well as
any resources that he/she will require.
Call Trees are a major part of the DRP and <<Organization Name>> requires that it is tested every <<Enter time frame here>>
in order to ensure that it is functional. Tests will be performed as follows:
1) Disaster Recovery Lead initiates call tree and gives the first round of employees called a code word.
2) The code word is passed from one caller to the next.
3) The next work day all Disaster Recovery Team members are asked for the code word.
4) Any issues with the call tree, contact information etc will then be addressed accordingly.
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