INFORMATION TECHNOLOGY DISASTER RECOVERY & CONTINGENCY PLANNING #6

Preamble

Recovery and contingency planning is limited by the lack of volunteers for system/data backups and offsite storage. This plan identifies critical risks and establishes a framework for recovery from catastrophic or major service losses. Entertainment systems, cash machines, BC Lottery Commission terminals, loss of key personnel, and alternate business methods during IT outages are excluded from scope.

Introduction

A 'disaster' is defined as a major fire, flood, or event causing long-term denial of building access and potential destruction of computers and POS systems, or a major malware attack (e.g., ransomware). Professional help should be engaged if a disaster occurs.

Offsite Data Storage Deficiency

The branch currently has no automated offsite storage for data/backups. Automated backups require daily monitoring, but no volunteers or contracted services are available.

Disaster Recovery & Contingency Measures Overview

All IT services can be relocated to temporary sites or distributed to locations with Internet. Hardware and software can be replaced and reinstalled. There are no effective automated backups without daily oversight. User IDs and passwords are stored in the Shaw IT Services email account and in the president’s file cabinet.

Inventory Analysis

Assets are prioritized as Essential+, Essential, Important, or Non-Essential.

• IdealPOS (Essential+): Computer under the bar linked to POS terminal; data backed up daily to office computer; supported by KEN-ROD Office Equipment Ltd.

• Sage 50 Simply Accounting (Essential+): Installed on two office PCs with databases stored on main PC. Backups copied to USB by bookkeeper and taken home after each session. No succession plan for bookkeeping loss. Contingency: Restore from offsite USB backup.

• Office Productivity Tools (Essential): Microsoft 365 on all PCs; Reinstall from Microsoft account.

• Internet Connectivity (Essential): Provided by Rogers/Shaw; supports payroll, licensing, membership, etc.

• Printing/Copying (Important): One Ricoh network printer plus two smaller inkjets. Contingency: USB connection or alternate printer.

• Email (Essential): Branch email hosted by Shaw; access via webmail; backups in .TGZ format. Contingency: Restore via Zimbra or Outlook PST.

Computers

All run Windows 11 Pro (except old Windows 10 units to be retired by Oct 2025). Primary office PC hosts POS back office and Sage 50. Secondary and basement PCs provide redundancy.

Internet & Internal Network

Internet via Shaw. All PCs network-discoverable; network drive mapping is unreliable without technical oversight.

WiFi is provided through a TP-Link Deco mesh system connected to Shaw. Former IT Services volunteers have the "DECO APP" on their phones which is required to monitor and configure the system.

User File Backups

Full backups discontinued Nov 2024 due to volunteer shortages and storage limits. Automated backups ended by Dec 2025.

Configuration Management

This document serves as the sole configuration record.

Conclusion

Without automated offsite backups, the risk of data loss from hardware failure or disaster is high.

August 2025