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LEGAL SERVICES OF GREATER MIAMI, INC.CONTINUITY OF OPERATIONS PLAN
February 2012
Table of Contents
I. Statement Page 1
II. Introduction Page 1
III. Policy Statement Page 1
IV. Client Awareness and Education Page 2
V. Relevant Websites and Telephone Numbers Page 2
VI. Emergency Leaders Page 5
VII. Emergency Response Team Page 7
VIII. Preparation Page 91. Tropical Storm/Hurricane
2. Fire Disaster Reparation and Evacuation Plan
3. Chemical, Biological, Explosion, or Radiological Disaster Plan
4. Bomb Threat Guidelines
5. Thunderstorms, Lightning and Tornado Guidelines
IX. Partial or Total Destruction of the Building Page 14
X. Trainings Page 14
Exhibit A (Preliminary Damage Assessment Form) Page 15
Exhibit B (Hurricane Preparation for the Main Office) Page 17
Exhibit C (Hurricane Preparation for South Dade Office) Page 26
I. Statement
Legal Services of Greater Miami, Inc. is passionately committed to Equal Justice. Throughaggressive advocacy and innovative collaboration with our community partners, we strive toempower our clients and alleviate the hardships of poverty.
The following is a management supported documented plan that provides agency-wide capabilityfor organized preparation and timely recovery from a major unforseen disruption.
II. Introduction
This document contains the process and activities required to be performed in the event of a majorunforseen disruption that materially affects LSGMI’s ability to render services.
The Executive Director, in coordination with the Emergency Response Team, will provide allinstructions in order to insure maximum coordination. Furthermore, each emergency leader willconvey directives and decisions to their respective staff.
Legal Services of Greater Miami, Inc. (LSGMI) has 2 offices located at:
Legal Services of Greater Miami, Inc. South Dade Law Center 3000 Biscayne Boulevard, Suite 500 11285 SW 211 Street, Suite 302Miami, Florida 33137 Miami, FL 33189Tel. 305-576-0080 Tel. 305-576-0080Fax 305-576-5112 Fax 305-232-3616
III. Policy Statement
It shall be the policy of Legal Services of Greater Miami, Inc. to provide a Disaster Preparedness,Recovery and Business Continuity Plan to protect the assets, records, information, well being, andsafety of employees and to provide for the continuation of essential services to the organization andits clients. The major objectives of the Plan are to provide a program to achieve the following endsin the event of a disaster in our facilities:
• To protect the employees of Legal Services of Greater Miami, Inc. from any furtherdamage to their health and safety.
• To continue operations in order to maintain essential client services, to continue supportservices, and to maintain the confidence of clients, employees, funding providers andvendors.
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IV. Client Awareness and Education
LSGMI will ensure that clients continue to receive legal services despite a disaster. LSGMI also hasan array of community education materials on disaster-related topics to increase client awareness.
V. Relevant Websites and Telephone Numbers
Miami Dade County Fire/Police/Emergency Services 911ww.miamidade.gov/mdfr/emergency_dispatchers.aspwww.miamidade.gov/mdpd/careers-dispatcher.asp
Florida Power and Light 1-800-4outage (688243)www.fpl.com
National Hurricane Center 305-229-4470www.nhc.noaa.gov
FEMA Helpline 1-800-525-0321www.fema.gov/news/newsrelease.fema
Attorney General Price Gouging Info. Hotline 1-866-966-7226www.myfloridalegal.com
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VI. Emergency Leaders
The following Emergency Leaders will be the liaisons to their assigned staff/unit during officeemergencies. The Emergency Leaders are responsible for contacting staff as indicated below.
EMERGENCY LEADERS STAFF/UNIT
Marcia Cypen (305) [email protected]
Vivian Z. Chavez and Louis Diaz
Vivian Z. Chavez (305) [email protected]
Lizel Gonzalez, Oxana Cardini, Margaret Zehren, IleniaSanchez-Bryson, South Dade Office Staff and Interns
Louis Diaz(305) 438-2527 [email protected]
Security/Tenants/Maintenance Company/Janitor
Lizel Gonzalez(305) [email protected]
Jose Fons, Carolina Lombardi, John Little, MarciaRabinowitz, Jeff Hearne, Monica Vigues-Pitan, CeciliaVignoli, Shirley Umlauft, and Erika Alonso
Carolina Lombardi(305) [email protected]
Systems Administrator, Desktop Support Technician, Housing Unit, and Housing Unit/REAL Interns asdetermined by the Advocacy Directors
Jeff Hearne(305) [email protected]
Housing Unit and Housing Unit/REAL Interns asdetermined by the Advocacy Directors
Jose Fons(305) [email protected]
EES Unit and EES Unit Interns as determined by theAdvocacy Directors
Monica Vigues-Pitan(305) 438-2417 (M)(305) 438-3817 (S)[email protected]
EES Unit and EES Unit Interns as determined by theAdvocacy Directors
John Little(305) [email protected]
CED Unit and CED Unit Interns
Margaret Zehren(305) [email protected]
Rochelle Hampton and Marjorie Carre
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Oxana Cardini(305) 438-2521 [email protected]
Finance Department and Finance Department Interns
Ilenia Sanchez-Bryson(305) [email protected]
Intake, Translators, and Temporary Agencies
Cecilia Vignoli (305) [email protected]
Legal Secretaries, Temporary Agencies, and OfficeRunner
Shirley Umlauft(305) [email protected]
Office Clerks
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VII. Emergency Response Team
The primary responsibility of the Emergency Response Team (ERT) is to ensure the recovery andcoordination of the various units within Legal Services of Greater Miami, Inc., following anemergency.
The ERT consists of:
Marcia K. Cypen Executive DirectorMargaret Zehren Deputy DirectorVivian Z. Chavez Director of Client ServicesLizel Gonzalez Director of Operations and Human Resources Louis Diaz Building and Operations AdministratorFrancisco Ortiz Systems AdministratorOxana Cardini Director of FinanceIlenia Sanchez-Bryson Directing Attorney
PREPARATION FOR DISASTER
Activity ERT Assigned
Participate in all ERT meetings All
Participate in local and state disaster trainings asdirected by Executive Director
Director of Client Services and Building andOperations Administrator
Update Continuity of Operations Plan Director of Operations and Human Resources
PRE-DISASTER TASK ASSIGNMENTSBefore Office Closing
Activity ERT Assigned
Monitor the development of the disaster Director of Client Services
Immediately notify the Emergency Leaders of theimpending disaster by meeting, e-mail, and fax asnecessary
Director of Client Services
Back up and secure data Systems Administrator
Ensure that all equipment, including computersare secure
Systems Administrator
Ensure that the offices are secure Director of Client Services and Building andOperations Administrator
Depending on severity of storm, the emergencyleader will determine if equipment should beremoved from offices
Systems Administrator
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WHEN OFFICE IS CLOSING
Activity ERT Assigned
Post signs on office closure Building and Operations Administrator (Main Office)Director of Client Services (South Dade Office)
Discuss Payroll Plans Executive Director and Director of Finance
Update answering machineregarding office closure
Directing Attorney
Update website regarding officeclosure
Director of Client Services
Advise Staff Emergency leaders - per pages 5 & 6
POST DISASTER TASK ASSIGNMENTS
Activity ERT Assigned
Determine what support staff whose personallives have been impacted require
Executive Director and Designated Staff
Take steps to salvage office files andequipment, if necessary
Building and Operations Administrator andSystems Administrator
Determine whether courts are in operationand obtain copies of any post disasterproceedings adopted by the Courts
Director of Operations and Human Resources
Contact building management (South Dadeoffices) to obtain status regarding restorationof power
Director of Client Services and Building andOperations Administrator
Make site visit to Main Office and SouthDade Office to determine the severity ofdamage to building and equipment
Building and Operations Administrator,Systems Administrator, and Director of ClientServices
Meet with local officials, if necessary Executive Director or Designee
Discuss Payroll Plans Executive Director and Director of Finance
Distribute disaster assistance flyers and publicservice announcements
Directing Attorney
Within 48 hours, notify funders requiringsuch notice, including the Alliance for Aging,Inc., of any adverse conditions whichmaterially affect our ability to render services.
Deputy Director or Designee
After a disaster, the ERT should complete a Damage Assessment (See Exhibit A)
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VIII. PREPARATION
Individual action steps are only to be taken when authorized by the ERT. Upon notification of adisaster warning, from an ERT member, all Legal Services of Greater Miami, Inc., staff should dothe following on an individual basis:
1. Tropical Storm/Hurricane
A. Pre Disaster Responsibilities
• The Building and Operations Administrator ensures that all electrical equipmentincluding typewriters, computers, lights, microwaves, etc. are turned off anddisconnected, and cover all electronic equipment in plastic, such as CPU’s,monitors, keyboards, telephones, etc.
• Attorneys update their case lists with deadline dates, hearing dates, etc., and providea copy of the list to their supervisor(s). Attorneys provide their supervisor(s) with acopy of their calendar and keep a copy to take with them.
C Prior to leaving the office, all staff notifies their immediate supervisor(s) whetherthey plan to evacuate; and provide an address and telephone number where they canbe reached if they evacuate.
• The Building and Operations Administrator ensures that all copiers, fax machines,common printers, shredders, are turned off at the end of the day.
• Prior to leaving the office, every staff member insures that their computer, monitor,and printers are turned off.
• Advocacy Directors or Senior Staff Attorneys will:
a. Ensure that all important documents including client files are stored safely indrawers or filing cabinets.
b. Ensure that all electronic equipment is covered with plastic bags.c. Assist everyone with vacating the building as soon as possible and do a final
walk-through of the area before leaving.d. Review applicable directives issued, if any, with essential staff members.e. Confirm that attorneys contact clients to advise them of office closures and
provide any other essential information.
B. Post Disaster Responsibilities
• All staff must keep apprised of situation through radio and/or television for updateson the impending situation; all instructions given by the local authorities should befollowed; no attempt to come to the office should be made until the “all clear” is
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given by local authorities.• ERT members will meet to discuss how to proceed.
• If there has been extensive damage to the building, appropriate staff will be told toreport to work to perform critical services.
• After the storm, if possible, emergency leaders will contact designated contact todetermine whether to report to work.
• The Director of Client Services will post messages on the LSGMI website.
2. Fire Disaster Reparation and Evacuation Plan
A. General Information
• The Building and Operations Administrator will conduct an annual review of fireemergency plans by April 30 and forward any changes to the Executive Director.
• The ERT must be notified of every fire in the building, regardless of size.• A fire alarm or horn will automatically put evacuation procedures into effect.
B. Fire Preparation - Duties of the Building and Operations Administrator
• Maintain all fire extinguishers in fully charged condition and have them inspectedannually.
• Ensure the Evacuation Route is posted on the bulletin boards throughout the building.• Instruct staff at time of hire and annually thereafter in:
a. Fire reporting;b. Evacuation procedures;c. Location and operation of portable fire extinguisher;d. Discuss any special arrangements for handicapped evacuation; ande. Procedures if exit is blocked.
• Conduct a supervised fire drill as appropriate.
C. Fire Emergency Activities - Duties of Building and Operations Administrator
• Advise staff of the fire emergency.• Direct the staff to assemble at pre-designated outside assembly area. • Prohibit reentry into the building until cleared by authorities at the scene. • Instruct staff not to throw away any damaged material. This does not prohibit the
agency from removing burned or damaged material that is on the outside of thebuilding. All damaged material will be kept in a specially designated area forinsurance claim purposes.
• Ensure that all records of authorized expenditures is maintained and forwarded to theDirector of Finance.
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D. Activities and Responsibility of Staff Members
• If staff observe a fire (see/smell smoke) they will immediately notify the Buildingand Operations Administrator. If he is not available, a security guard must benotified. If staff witness an actual fire, they should immediately activate the firealarm.
• Ensure that all doors and windows surrounding the fire area are kept closed in orderto contain the fire.
• If no announcement declaring this to be a false alarm is made, and the alarm isactivated, staff, clients and visitors are instructed to immediately evacuate thebuilding via the nearest safe stairwell and are instructed not to use the elevators.
• Legal Services of Greater Miami Inc’s goal is to protect the safety of staff, andclients. Staff members should make every effort to assist handicapped individuals outof the building and to the pre-designated outside assembly areas located on thesoutheast stairwell exit of the 3 and 5 floors.rd th
E. Duties of Finance Director - Where Possible
• Safely secure all valuable records and place then in a fire proof safe.
3. Chemical, Biological, Explosion, or Radiological Disaster Plan
A. Response to an event outside of the building
• If staff becomes aware of an external hazard, such as an overturned tanker releasingchemicals, they will notify the Building and Operations Administrator. He willinstruct staff, clients and visitors will be instructed to remain inside the building untilfurther instruction.
• Exterior doors and windows should remain closed. • No one will not be permitted to use elevators, and should seek shelter in an interior
room without windows. • All doors will be closed and the area secured from smoke, gases, vapors, and dust.
If possible wet towels should be used to seal large gaps under doors. • Staff will be instructed to provide assistance to others who may need help. • Staff will be instructed to remain alert and be prepared to proceed to another area or
exit the building if instructed to do so by the appropriate authorities.
B. Response to an event inside of the building
• If staff becomes aware of an external hazard, they will notify the Building andOperations Administrator. He will turn off all electrical equipment except lights, andclose all doors and windows (offices should not be locked).
• Staff clients and visitors will be instructed to immediately evacuate the building andto not use elevators.
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• If there is no announcement declaring this to be a false alarm, and the fire alarm isactivated, everyone must evacuate the building and will not be permitted to useelevators.
• Everyone must exit via the nearest safe stairwell and proceed to predeterminedoutside assembly area.
• Each Emergency Leader is responsible for reporting anyone missing to emergencypersonnel.
C. If Trapped
• Staff is instructed to secure their area from smoke, gases, vapors, and dust and toclose all doors, and use any available means to seal large gaps under doors. Staffshould not open any windows or break glass.
• Staff should attract attention and call 911.
4. Bomb Threat Guidelines
In the event a threat is received during normal business hours, staff is instructed to notify theExecutive Director, the Director of Operations & Human Resources, their supervisor, or the Directorof Finance and to evacuate immediately.
A. Employee Action - Person who receives the threat
• Assess the gender of the caller.• Any hints as to the location of the bomb.• Respond in a matter-of-fact manner and ask him/her to repeat what he/she said. • Remember and record (in writing) all details of the conversation and the following
information concerning the caller.• Immediately report the incident to your supervisor.• If a suspicious object is found, do not touch it. Report it to the Building and
Operations Administrator.
5. Thunderstorms, Lightning and Tornado Guidelines
Observe the following rules if lighting is occurring or is about to commence:
A. Location - Observe the following rules if lighting is occurring or is about to commence:
• OUTDOORS - Enter the building immediately.• INDOORS - Stay away from doors and windows. Avoid water, telephone lines, and
all metal objects, including electric wires, machinery, motors, power tools, etc. Donot use the telephone. Turn off, unplug, and stay away from appliances, computers,power tools, TV set, etc. Lightning may strike exterior electric and phone lines,including shocks through inside equipment.
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B. Tornadoes - When a TORNADO WATCH is announced, a tornado may occur. Whena TORNADO WARNING is issued, a tornado has actually been sighted. Keep thefollowing in mind:
• If you are at Legal Services of Greater Miami, Inc. or our South Dade LawCenter go to an interior hallway on the lowest level. Seek out interior spaces thatform a protective core; closets and bathrooms in the center offer the greatestprotection. Stay away from windows, exterior walls and exterior doors. If possible,cover yourself with a blanket. DO NOT USE THE ELEVATOR.
• After the tornado, take extreme care when moving about in an area damaged by atornado. Watch for downed power lines, shattered glass, splintered wood, or othersharp protruding objects.
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IX. Partial or Total Destruction of Building
If severe damage resulted in the building being declared unsafe, the ERT will decide how to resumelegal services off site.
A. The Executive Director will:
• Provide directives to the Director of Finance, Systems Administrator, and eachAdvocacy Director, of the need to temporarily relocate the agency off-site.
• Make a Public Service Announcement (PSA), advising the public of the agency’stemporary relocation.
• Promptly consult with the agency’s attorney and its Board of Directors.• Assign at least two (2) exempt employees, from each unit, to conduct outreach efforts
in areas deemed critical by each Advocacy Director, in an effort to promote LegalServices of Greater Miami, Inc’s., goal of providing a continuity of essential servicesto the community.
• Assign at least two (2) exempt employees to conduct intake and/or distributebrochures and emergency public assistance flyers at various Disaster RecoveryCenters.
B. The Advocacy Directors will:
• Assign at least one exempt employee to conduct outreach off site for services deemedby each Advocacy Director as being essential to Legal Services of Greater Miami,Inc’s goal of providing a continuity of services to the community.
• Ensure that its staff promptly records all hours worked. • Supervise all work performed off-site.• Continuously assess the effectiveness of the delivery of services to the public that is
conducted off-site.
X. Trainings
Employees will be provided with the Continuity of Operations Plan yearly and will be trainedperiodically on its procedures.
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Exhibit A
Preliminary Damage Assessment (Bring a completed copy with you to the post disaster meeting)
Building________________________________________________________________________Examined By ____________________________________ Date ___________________
Category Condition Priority (1)
Primary Structure
Foundation
Exterior Walls
Roof
Ancillary Structure
Other
Secondary Structure
Interior Walls
Floors & Carpet
Ceiling
Strairways
Interior doors
Exterior Doors
Windows
Racks
Other
Elevators
Heating & A/C
Plumbing
Electrical
Communication
Fire Alarms
Security Systems
Kitchen
Coffee Maker
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Refrigerator
Other
Electrical Equip
Computers
Printers
Monitors
Peripherals
Copiers
Calculator
Other
Communication
Telephones
Cellular Phones
Two-way Radios
Fax Machines
Switchboard
Other
Supplies
Paper
Forms
Other
Furniture
Chairs
Desks
Credenzas
Tables
Other
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Exhibit B
HURRICANE PREPARATION FOR THE MAIN OFFICE
Computer and Technology Electronic Equipment
Main Office of Legal Services of Greater Miami, Inc.3000 Biscayne Boulevard, Suite 500Miami, FL 33137
Revised: February 2012
Pre and Post Hurricane Contact list:Computer Cable Company : Blue Wave/CompuquipComputer vendor and support provider: Compuquip Luis Santiago 305.436.7272HP Compaq Technical Support - 1800-607-3567Microsoft Technical Support - 1-800-642-7676Google Support 1-877-355-5787Blackberry Support 1-877-255-2377Internet Service Provider : At&T 1-888-613-6330Metro Ethernet : 1-800-256-6923FPL - 1-800-4outage (688243)Systems Administrator Executive Director Director of Finance Director of Operations and Human ResourcesDirector of Client ServicesBuilding Administrator
I. PROCEDURES AFTER HURRICANE WARNING
When a hurricane warning is issued during working hours, the Systems Administrator and BuildingAdministrator must meet to determine and confirm our actions and procedures for safeguarding allcomputer equipment. Once all actions and procedures are completed, a second meeting must be heldto hear reports from all entities involved and to determine if more work needs to be done.
If a hurricane warning is issued during non-working hours, the Systems Administrator and allmembers of the ERT must be contacted and a meeting scheduled as soon as possible to determineactions to be taken to secure the computer system and electronic equipment.
The Building Administrator and Systems Administrator must provide staff with the appropriatepacking and wrapping material to protect all electronic equipment.
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II. RELOCATE EQUIPMENT TO PROTECTED LOCATIONS
All Main office computer network equipment must be moved to protected locations. Users’equipment must be relocated. Protected locations should be well-walled rooms with strong doors,no false ceilings, no windows covered with plastic, and not subject to flooding.
To protect equipment from flooding, a shelf or furniture must be brought into these rooms, so allservers and computer components (already wrapped with double plastic bags and sealed withpacking tape), can be elevated off the floor.
III. PROTECTED ROOM LOCATIONS
5 Floor Computer Server Room and Desktop Support Officeth
5 Floor REAL Roomth
3 Floor Library/Conference Room (Can not move equipment into 3 floor wiring closet)rdrd
(ITEMS) INVENTORY FOR THE 5 FLOOR FILE SERVER ROOMTH
Air Conditioner QD2040 Controller ApplianceComputer Equipment and Battery Backups Windows 2000 SQL ServerWindows 2008 RDS ServerTwo Windows 2008 Domain ServersWindows 2008 Blackberry ServerPolycom TV and hardware Conference PhonePresentation PCCheckpoint Firewall ApplianceHellgate Mail Gateway from EsafeWindows 2008 Server Exchange 2007 Mail ServerWindows 2008 Server Exchange 2003 CAS and APPS ServerWindows 2008 Server for Windows UpdatesUSB Modem for LSCAS1.Switch Box Console CommanderWireless Mobility Control AppliancePower StripsAll APC Battery Backups (UPS)All network switchesAdministrator Network Management PCs
INVENTORY FOR 5 FLOOR DESKTOP SUPPORT OFFICETH
All Laptops, Cameras and Video Equipment.Compaq LaptopsPC Desktop Images on Hard Drives - USB Drives LSCAS1Computer CablesSpare Powers Strips Spare Support PC
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Media Software and BooksVideo CamerasDigital CamerasHard drive with Desktop ImagesNetwork BoardsSpare PartsWireless Appliances and Mobility Controller
The server racks must be wrapped in industrial grade, weather-resistant plastic and tied to keepplastic in place.
III. HARDWARE AND SOFTWARE INVENTORY
Attached to this preparation manual is an updated hardware and software inventory from the FixedAssets Accounting Application system, which should include information about all PCs computerperipherals, printers, servers and network devices, and which shows serial numbers, model, brandand location. Having this information saved off premises will assist LSGMI with insurance claims.
IV. PROCEDURE FOR INDIVIDUAL USERS
The Systems Administrator and the Desktop Support Technician will help with shutting down,disconnecting and relocating 3 and 5 floor computer equipment in unoccupied offices. Thisrd th
equipment also includes network printers and their network connections, plus all thecomputers for users that are not presently in use.
Individual user computers and the supporting network peripherals will be stored in the 3rd
floor conference room and the 5 floor REAL office if required by the severity of threat.th
Instructions for individual users:
• Desktop Support Technician will disable PC security cable lock.• Close all applications, then do CTRL+ALT+DEL to shutdown and power off the PC.• Turn off the monitor, turn off the printer, turn off the speakers, then turn off all power
strips/battery backups.• Unplug the power strip/battery backup from the wall.• Unplug all power cords from the monitor, printer, CPU box, and speakers and wrap them
all together around the power strip; this will keep them together and handy.• Disconnect printer cable from the back of the CPU box and keep the printer cable with the
printer.• Disconnect the monitor video cable from the back of the CPU box and keep it with the
monitor by wrapping it around the base of the monitor.• Disconnect the network cable (looks like phone cable but with a fat connector) from the back
of the CPU box and leave it connected on the wall jack • Disconnect the speaker audio cables from the back of the CPU box and keep them with the
speakers if standalone.• Disconnect the keyboard cable and wrap it on the keyboard itself. Also disconnect the mouse
and keep it with the keyboard (tape it).• Verify there are no cables connected to the CPU box.• Bag and wrap the CPU with the keyboard in plastic, then seal with tape. Bag/wrap the rest
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or the computer equipment, including the power strip/battery backup.• Save security cable with padlock.• Make sure you label/mark your name on all bagged equipment.• If instructed, move all wrapped computer equipment to designated safeguard room.• Make a list with your name and the number of pieces moved to the designated protected
room and note any problems found during the process. • Make a copy of the items moved and give it the Unit Supervisor.)V. RESPONSIBILITY OF THE SYSTEMS ADMINISTRATOR
A. Backup Procedures for Network Servers After Hurricane Warning
If a hurricane warning is issued during working hours, all users will be given a certain timeby which they must shut down. A tape backup of all the servers must be done as soon aspossible. This task can only be initiated and verified by the System Administrator whoshould use the tapes for the present day. Once the backups are done, tapes should be labeledwith the date and time and the server name. A full week of tapes should be saved in the Fire-Safe storage box, and taken off the premises.
For Windows 2008 servers the backup is Backup Exec Version 12.5 (from Symantec)
For Windows 2000 servers, a Startup Recovery disk must be created. Also the Registry mustbe exported and saved on the server’s hard drive and a CD-ROM and a floppy disketteprepared.
When a hurricane warning is issued during non-working hours, no backup procedurewill be done. The Systems Administrator will report to the office and will eject thetape from the servers’ backup device, label it with the date, time and server name,and proceed to save and store them in the Fire-Safe storage box taken off thepremises. A Startup Recovery disk should be done and copies of the WindowsRegistry should be exported to the server’s hard drive, and a CD-ROM and a floppydiskette prepared
The Systems Administrator will run BackupExec procedures to create the ISO image file ofeach server that runs the backup software. The Wizard Intelligent Disaster Recovery optionwill then be run to make a copy of the IDR File which should be saved on a flash USB drive.
A DVD will be created for each ISO image and labeled with respective server name. Thenall ISO image files will be copied and saved on a flash drive.
Flash drives, DVD’s, tapes, and diskettes should be bagged in a plastic bag and saved in Fire-Safe storage box. At least one week of backup tapes should be saved off premises.
All of the above must also be done for the South Dade server, connecting from Main officeremotely by desktop software “PC Anywhere”. South Dade personnel should bag and savetapes from the last week in Fire-Safe storage box located in Server room, which will be takenoff premises.
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The Fire-Safe storage box must be labeled with all LSGMI addresses and contactinformation.
After all users (including South Dade) have logged out from the network and their PCs are fully shut down, the System Administrator will proceed to shut down the servers.
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B. RDS SERVER Shutdown Procedures - for all Windows servers: RDS, LSCAS1,LS4DC, LS1DC, LSMAIL, LS2DC, LSWSUS, LSHYPER-B
The System Administrator or the Desktop Support Technician will login or unlockthe screen, by pressing the CTRL+ALT+DEL keys, then type administrator user-IDand enter the password. This process will log you in and will bring up the desktop.
Press the CTRL+ALT+DEL keys, select SHUTDOWN, then select SHUTDOWN. This option will bring the system down and will power it off.
If by any chance the system doesn’t power off, open the front panel door and pressthe power on/off button.
C. HELLGATE ESAFE MAIL GATEWAY SERVER Shutdown Procedures
This is a slim hardware appliance server that is mounted in the rack. The server has a smalldisplay that shows the status of the Gateway; next to the display there are a few round pushbuttons with arrows on them.
To shutdown the appliance server press the arrow down button until you see “shutdownappliance”, then press the enter button to power off the unit.
Disconnect all network data cables and power cables
D. CHECKPOINT FIREWALL APPLIANCE SERVER Shutdown Procedures
If the Systems Administrator is present, he will do this since it involves several complicatedsteps.
If the Systems Administrator is not present, then the designated person will locate the powerswitch next to the power cord at the back of the unit, and power down the unit.
E. APC BATTERY BACKUP UPS Power Down
All servers and appliances must be powered off first. Power off the black APC batterybackup SMART-UPS 1500, labeled LSMAIL by pressing the round button right underneaththe round test button that is located in the upper middle part of the front panel. This unitprovides power protection to the Windows server. Then disconnect the power cord from thewall electrical jack.
Power off the black APC battery backup SMART-UPS 1000, labeled RDS by pressing theround button right underneath the round test button located in the upper middle part of thefront panel. This unit provides power protection to the Citrix server. Then disconnect thepower cord from the wall electrical jack.
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Power off the beige APC battery backup SMART-UPS 1000, labeled as SQL-SERVER bypressing the round button right underneath the round test button located in the upper middlepart of the front panel. This unit provides power protection to the LSGMI_SQL server.Then disconnect the power cord from the wall electrical jack.
Power off the beige APC battery backup SMART-UPS 700, labeled as FIREWALL bypressing the round button right underneath the round test button located in the upper middlepart of the front panel. This unit provides power protection to the FIREWALL server. Thendisconnect the power cord from the wall electrical jack.
Power off the beige APC battery backup SMART-UPS 700, labeled as E-SAFE by pressingthe round button right underneath the round test button located in the upper middle part ofthe front panel. This unit provides power protection to the E-SAFE server. Then disconnectthe power cord from the wall electrical jack.
F. WINDOWS 2008 SERVERS Power Down
Windows 2003 and 2008 servers and Tripplite battery backups are rack mounted. Theservers are labeled and should be already shutdown; do not shutdown the battery backupsuntil you have totally shutdown the servers first. Press the OFF button.
a. PRESS THE PORT SELECTOR button on the Miniview gray box switch consolecommander and select port number C to bring up the CAS and Data Server namedLSCAS2, LS4DC, RDS, LSWSUS, LSHYPER-B.
b. Unlock the server console screen by pressing CTRL+ALT+DEL keys, then type in the administrator password (provided by Francisco or Carolina) and press enter. Thisstep will bring you to the file server console desktop screen.
c. Press CTRL+ALT+DEL keys and click on the SHUTDOWN button; then selectshutdown. This will stop all windows and services, then the system will power offby itself.
d. PRESS THE PORT SELECTOR button on the Miniview Gray box switch consolecommander and select port number M to bring up the EXCHANGE MAIL Servernamed LSMAIL.
e. Unlock the server console screen by pressing CTRL+ALT+DEL keys, then type in the administrator Password (provided by Francisco or Carolina) and press enter. Thisstep will bring you to the file server console desktop screen .
f. Press CTRL+ALT+DEL keys and click on the SHUTDOWN button; then selectshutdown. This will stop all windows and services, then the system will power offby itself.
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g. Press the PORT SELECTOR button on the Miniview gray box switch consolecommander and select port number 2 to bring up the DOMAIN CONTROLLERServer named LS4DC.
h. Unlock the server console screen by pressing CTRL+ALT+DEL keys, then type in the administrator Password (provided by Francisco or Carolina) and press enter. Thisstep will bring you to the file server console desktop screen .
i. Press CTRL+ALT+DEL keys and click on the SHUTDOWN button; then selectshutdown. This will stop all Windows and services, then the system will power offby itself.
j. Press the PORT SELECTOR button on the Miniview gray box switch consolecommander and select port number 1 to bring up the DOMAIN CONTROLLERServer named LS1DC.
k. Unlock the server console screen by pressing CTRL+ALT+DEL keys, then type in the administrator Password (provided by Francisco or Carolina) and press enter. Thisstep will bring you to the file server console desktop screen.
l. Press CTRL+ALT+DEL keys and click on the SHUTDOWN button; then selectshutdown. This will stop all windows and services, then the system will power offby itself.
m. Locate all Smart Online UPS (Tripplite) sitting at the top of the rack then push thepower off button for all three.
G. Unplugging All Systems in the Server Room
Make sure all file servers are shutdown and powered off.
1. UNPLUG AND SECURE ALL COMMUNICATION DEVICES
a. Disconnect AC QD2040 Controller Applianceb. Disconnect HP Wireless Mobility Appliancec. Disconnet three wireless access points in the third floor and
fifth floor ceilingsd. Unplug USB modem frmo LSCAS1 servere. Disconnect from wall electrical outlet all APC Smart-UPS.
Then disconnect all video and keyboard cables that areconnected to the servers.
f. Disconnect all modem AC adapters (power cords) from thepower strips.
g. Disconnect all phone lines connected to the modem devices.
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h. Disconnect all power strip electrical connections from thewall
i. Gather and put all power strips and battery backups inside thewall cabinet units located in the server room and DesktopSupport room.
2. DISCONNECT ALL SERVER CABLES AND POWER CORDS.
Locate all rack mounted servers and disconnect all power cables and networkdata cables. Make sure all units are off before unplugging power cords.
3. COVER ALL RACKS WITH PLASTIC COVER AND TIE-WRAPFROM TOP DOWN
H. Network Switches and Routers Procedures
Packing material (plastic covers and packing tape) will be available to wrap all networkswitches and hubs that are installed in the wall rack inside the wiring closets in the thirdand fifth floors.
Loose equipment, ROUTERS, and SWITCHES should be carefully packed up andwrapped up with plastic. This equipment should be left inside the wiring closet. Turnoff battery backup to have all routers and switches powered off. Then wrap them all.
a. Switches: shutdown and unplugb. Routers: shutdown and unplugc. Wiring closet network battery backups: shutdown and unplugd. Lock access to wiring closet doorse. Cover switches rack with plastic and tie-wrap top down
B. HURRICANE AFTERMATH
Prior to the system PC and network setup and reconnections on all electronic system servers, PC workstations, printers, faxes, and copiers, the Building and Operations Administratormust report to the Systems Administrator that all electrical systems and circuits are in 100%working condition and that they are operating within FPL’s safety recommendations. Allphone lines and data communications with AT&T must be in good condition and free of electricity overloads. All in-house dataline cables running thru the ceiling must be in goodcondition. After any ceiling problems have been fixed, an inspection by the cable companymust be done to detect data line problems.
All wiring closets must be checked for water flooding, loose electrical cables and any otherhazards that may interfere with the network PC equipment reconnection. The Building andOperations Administrator must provide a report on conditions. All users must check theirPCs and await the clearance to reconnect, from the Systems Administrator and/or theBuilding and Operations Administrator.
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After clearance is given, the Systems Administrator will do the following:
A. Network Switches and Routers
1. Plug in battery backup UPS2. Plug in Internet CISCO router3. Plug in Procurve network switches
B. Server Procedures
1. Inspect PC server hardware2. Install PC server hard drive3. Plug in battery backup for system servers4. Plug in PC server data connection 5. Go over PC server power-up checklist
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Exhibit C
HURRICANE PREPARATION FOR SOUTH DADE OFFICES
I. AFTER HURRICANE WARNING
If the warning is issued during working hours, the Director of Client Services (DCS) will determinewhat actions and procedures are needed. If the warning is issued during non-working hours, the DCSwill contact the Director of Operations and Human Resources to determine what actions to take.
The DCS (with the assistance of the Main office Building Administrator) will provide staff with theappropriate packing and wrapping material to protect all electronic equipment, and designate safephysical locations (rooms, vaults, closets).
II. SYSTEM SERVERS BACKUP PROCEDURES AFTER HURRICANE WARNING
These procedures will be handled by the Systems Administrator or his designee.
If a warning is issued during working hours: All users’ activities must stop. A backup tape ofall the servers information must be done as soon as possible. This task can only be initiated, andverified by the System Administrator and s/he should use the tapes for the present day. Once thebackups are done, tapes must be labeled with the date and time and the server name. Tapes must besaved in the FILE SAVE storage box.
If a warning is issued after working hours: No backup procedure will be done. The SystemAdministrator will advise the DCS on how s/he should eject the tape from the servers’ backup devicelabel with the date, time and server name, and proceed to save and storage them in the FILE SAVEstorage box.
Tape backup storage and relocation: Once all servers are backed up, the System Manager mustsave the tapes in the FILE SAFE VAULT storage box and relocate the box to a safe location alreadydetermined. File Safe Box must be labeled with all LSGMI address and contact information.
Windows 2008 File Server Shutdown Procedure
a. Unlock the server console screen by pressing CTRL+ALT+DEL keys, then type in the administrator Password (provided by Francisco or Carolina) and press enter. Thisstep will bring you to the file server console desktop screen .
b. Press CTRL+ALT+DEL keys and click on the SHUTDOWN button; then selectshutdown. This will stop all windows and services, then the system will power offby itself.
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c. Power off APC battery backup ups, routers, switches and powers strips anddisconnect plugs from electrical outlet.
d. In the Server room at the wall rack that houses the Cisco Router, and the HP networkswitches and the power strip, power it off by pressing the switch from the back of theunit; make sure that you will know how to plug back in by observing how the phonecable is connected and what port on the back of the unit it was originally plugged in,make a note of it if possible. Do not disconnect the power cord from the unit itself.
e. Locate the Cisco Router 1600 and power it off by pressing the switch from the backof the unit, do not disconnect any cable.
f. Locate all power strips where all power cables from the devices in the rack areconnected and power all of them off. Disconnect plug from the wall.
G. Locate a black APC battery backup SMART-UPS 1000/1400/1500. You willpower off this unit by pressing the round bottom (O) right underneath of the round(test) bottom located in the upper middle part of the front panel. This unit providespower protection to the novell server, routers and network switches, and powerstrips. Then disconnect the power cord from the electrical wall jack. Alsodisconnect all battery backups and power off.
Please make note of things done on this procedure so you later will know howto reconnect the equipment when hurricane threat is over.
Hardware and Software Inventory
An updated hardware and software inventory list should be saved off premises by the Controller.This list should include information about all PC desktops, computer perishables, printers, serversand network devices, showing serial numbers, model brand and where they are located. Having thisinformation saved off premises will assist LSGMI with insurance claims.
Procedure for Individual UsersSame as the Main Office procedures
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