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LEGAL SERVICES OF GREATER MIAMI, INC.CONTINUITY OF OPERATIONS PLAN
March 2014
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 striveto empower our clients and alleviate the hardships of poverty.
The following is a management supported documented plan that provides agency-widecapability for 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 eventof a major unforseen disruption that materially affects LSGMI’s ability to render services.
The Executive Director, in coordination with the Emergency Response Team, will provideall instructions in order to insure maximum coordination. Furthermore, each emergencyleader will convey 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 DisasterPreparedness, Recovery and Business Continuity Plan to protect the assets, records,information, well being, and safety of employees and to provide for the continuation ofessential services to the organization and its clients. The major objectives of the Plan areto provide a program to achieve the following ends in the event of a disaster in ourfacilities:
• To protect the employees of Legal Services of Greater Miami, Inc. from anyfurther damage to their health and safety.
• To continue operations in order to maintain essential client services, to continuesupport services, and to maintain the confidence of clients, employees, fundingproviders and vendors.
IV. Client Awareness and Education
LSGMI will ensure that clients continue to receive legal services despite a disaster. LSGMIalso has an array of community education materials on disaster-related topics to increaseclient 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
VI. Emergency Leaders
The following Emergency Leaders will be the liaisons to their assigned staff/unit duringoffice emergencies. The Emergency Leaders are responsible for contacting staff asindicated 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,Ilenia Sanchez-Bryson, South Dade Office Staffand 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,Cecilia Vignoli, Yolanda Delvilla, and Erika Alonso
Carolina Lombardi(305) [email protected]
Systems Administrator, Desktop SupportTechnician, Housing Unit, and Housing Unit/REALInterns as determined by the Advocacy Directors
Jeff Hearne(305) [email protected]
Housing Unit and Housing Unit/REAL Interns asdetermined by the Advocacy Directors
Monica Vigues-Pitan(305) 438-2417 (M)(305) 438-3817 (S)[email protected]
HIM and HIM Unit Interns as determined by theAdvocacy Director
John Little(305) [email protected]
CED Unit and CED Unit Interns
Margaret Zehren(305) [email protected]
Rochelle Hampton and Marjorie Carre
Oxana Cardini(305) 438-2521 [email protected]
Finance Department and Finance DepartmentInterns
Ilenia Sanchez-Bryson(305) [email protected]
Intake, Translators, and Temporary Agencies
Cecilia Vignoli (305) [email protected]
Legal Secretaries, Temporary Agencies, OfficeClerks, and Office Runner
VII. Emergency Response Team
The primary responsibility of the Emergency Response Team (ERT) is to ensure therecovery and coordination of the various units within Legal Services of Greater Miami, Inc.,following an emergency.
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 disastertrainings as directed by Executive Director
Director of Client Services and Building andOperations Administrator
Update Continuity of Operations Plan Director of Operations and HumanResources
PRE-DISASTER TASK ASSIGNMENTSBefore Office Closing
Activity ERT Assigned
Monitor the development of the disaster Director of Client Services
Immediately notify the Emergency Leaders ofthe impending disaster
Director of Client Services
Back up and secure data Systems Administrator
Ensure that all equipment, includingcomputers are secure
Systems Administrator
Ensure that the offices are secure Director of Client Services and Building andOperations Administrator
Depending on severity of storm, theemergency leader will determine ifequipment should be removed from offices
Systems Administrator
WHEN OFFICE IS CLOSING
Activity ERT Assigned
Post signs on office closure Building and Operations Administrator (MainOffice)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 whosepersonal lives have been impactedrequire
Executive Director and Designated Staff
Take steps to salvage office files andequipment, if necessary
Building and Operations Administratorand Systems Administrator
Determine whether courts are inoperation and obtain copies of any postdisaster proceedings adopted by theCourts
Directing Attorney
Contact building management (SouthDade offices) to obtain status regardingrestoration of power
Director of Client Services and Buildingand Operations 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 ofClient Services
Meet with local officials, if necessary Executive Director or Designee
Discuss Payroll Plans Executive Director and Director ofFinance
Distribute disaster assistance flyers andpublic service announcements
Directing Attorney
Within 48 hours, notify funders requiringsuch notice, including the Alliance forAging, Inc., of any adverse conditionswhich materially affect our ability torender services.
Deputy Director or Designee
After a disaster, the ERT should complete a Damage Assessment (See Exhibit A)
VIII. PREPARATION
Individual action steps are only to be taken when authorized by the ERT. Upon notificationof a disaster warning, from an ERT member, all Legal Services of Greater Miami, Inc., staff should do the following on an individual basis:
A. Tropical Storm/Hurricane
1. Pre Disaster Responsibilities
• The Building and Operations Administrator ensures that all electricalequipment including typewriters, computers, lights, microwaves, etc. areturned off and disconnected, 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 provide a copy of the list to their supervisor(s). Attorneys provide theirsupervisor(s) with a copy of their calendar and keep a copy to take withthem.
C Prior to leaving the office, all staff notifies their immediate supervisor(s)whether they plan to evacuate; and provide an address and telephonenumber where they can be reached if they evacuate.
• The Building and Operations Administrator ensures that all copiers, faxmachines, 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, Senior Attorneys, or Senior Staff Attorneys will:
a. Ensure that all important documents including client files are stored safelyin drawers 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.
2. Post Disaster Responsibilities
• All staff must keep apprised of situation through radio and/or television forupdates on the impending situation; all instructions given by the localauthorities should be followed; no attempt to come to the office should bemade until the “all clear” is 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 to report to work to perform critical services.
• After the storm, if possible, emergency leaders will contact designatedcontact to determine whether to report to work.
• The Director of Client Services will post messages on the LSGMI website.
B. Fire Disaster Reparation and Evacuation Plan
1. General Information
• The Building and Operations Administrator schedules periodic fire drills toassess emergency response.
• The ERT must be notified of every fire in the building, regardless of size.• A fire alarm will automatically inform staff to vacate the building. See
attachment D for emergency exits.
2. Fire Preparation - Duties of the Building and Operations Administrator
• Maintain all fire extinguishers in fully charged condition and have theminspected annually.
• Ensure the Evacuation Route is posted on the bulletin boards throughout thebuilding.
• Instruct staff at time of hire in: a. Fire reporting;b. Evacuation procedures;c. Any special arrangements for handicapped evacuation; andd. Procedures if exit is blocked.
• Conduct a supervised fire drill as appropriate.
3. Fire Emergency Activities - Duties of Building and Operations Administrator
• Direct the staff to assemble at pre-designated outside assembly area. • Check each floor to remind staff and tenants to leave the building.• Determine whether any disabled individuals need additional assistance and
advise the fire department of their presence.• Prohibit reentry into the building until cleared by authorities at the scene.
In the absence of the Building and Operations Administrator, the security guards willperform the above-referenced tasks.
• Instruct staff not to throw away any damaged material. This does not prohibitthe agency from removing burned or damaged material that is on the outsideof the building. All damaged material will be kept in a specially designatedarea for insurance claim purposes.
• Ensure that all records of authorized expenditures is maintained andforwarded to the Director of Finance.
4. Activities and Responsibility of Staff Members
• If staff observe a fire (see/smell smoke) they must immediately notify theBuilding and Operations Administrator. If he is not available, a securityguard must be notified. If staff witness an actual fire, they must immediatelyactivate the fire alarm.
• Ensure that all doors and windows surrounding the fire area are kept closedin order to contain the fire.
• If no announcement declaring this to be a false alarm is made, and the alarmis activated, staff, clients and visitors are instructed to immediately evacuatethe building via the nearest safe stairwell and are instructed not to use theelevators.
• Legal Services of Greater Miami Inc’s goal is to protect the safety of staff,and clients. Staff members should make every effort to assist handicappedindividuals out of the building and to the pre-designated outside assemblyareas located on the southeast stairwell exit of the 3 and 5 floors.rd th
5. Duties of the Director of Finance - Where Possible
• Safely secure all valuable records and place then in a fire proof safe.
C. Chemical, Biological, Explosion, or Radiological Disaster Plan
1. Response to an event outside of the building
• If staff becomes aware of an external hazard, such as an overturned tankerreleasing chemicals, they will notify the Building and OperationsAdministrator. He will instruct staff, clients and visitors will be instructed toremain inside the building until further 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 underdoors.
• 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.
2. 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 exceptlights, and close all doors and windows (offices should not be locked).
• Staff clients and visitors will be instructed to immediately evacuate thebuilding and to not use elevators.
• If there is no announcement declaring this to be a false alarm, and the firealarm is activated, everyone must evacuate the building and will not bepermitted to use elevators.
• Everyone must exit via the nearest safe stairwell and proceed topredetermined outside assembly area.
• Each Emergency Leader is responsible for reporting anyone missing toemergency personnel.
3. If Trapped
• Staff is instructed to secure their area from smoke, gases, vapors, and dustand to close all doors, and use any available means to seal large gaps underdoors. Staff should not open any windows or break glass.
• Staff should attract attention and call 911.
D. Bomb Threat Guidelines
In the event a threat is received during normal business hours, staff is instructed to notifythe Executive Director, the Director of Operations & Human Resources, their supervisor,or the Director of Finance and to evacuate immediately.
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.
E. Thunderstorms, Lightning and Tornado Guidelines
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. Do not use the telephone. Turn off, unplug, and stay awayfrom appliances, computers, power tools, TV set, etc. Lightning may strikeexterior electric and telephone lines, including shocks through insideequipment.
When a TORNADO WATCH is announced, a tornado may occur. When aTORNADO WARNING is issued, a tornado has actually been sighted. Keep the followingin mind:
• Immediately go to an interior hallway on the lowest level. Seek out interiorspaces that form a protective core; closets and bathrooms in the center offerthe greatest protection. Stay away from windows, exterior walls and exteriordoors. If possible, cover yourself with a blanket. DO NOT USE THEELEVATOR.
• After the tornado, take extreme care when moving about in an area damagedby a tornado. Watch for downed power lines, shattered glass, splinteredwood, or other sharp protruding objects.
IX. Partial or Total Destruction of Building
If severe damage resulted in the building being declared unsafe, the ERT will decide howto resume legal services off site.
A. The Executive Director will:
• Provide directives to the Director of Finance, Systems Administrator, andeach Advocacy Director, of the need to temporarily relocate the agency off-site.
• Make a Public Service Announcement (PSA), advising the public of theagency’s temporary relocation.
• Promptly consult with the agency’s attorney and its Board of Directors.• Assign at least two (2) exempt employees to conduct outreach efforts in
areas deemed critical by each Advocacy Director, in an effort to promoteLegal Services of Greater Miami, Inc’s., goal of providing a continuity ofessential services to the community.
• Assign at least two (2) exempt employees to conduct intake and/or distributebrochures and emergency public assistance flyers at various DisasterRecovery Centers.
B. The Advocacy Directors, with the assistance of the Senior Attorneys, will: • Assign at least one exempt employee to conduct outreach off site for
services deemed by each Advocacy Director as being essential to LegalServices of Greater Miami, Inc’s goal of providing a continuity of services tothe 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.
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
SecondaryStructure
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
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
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 2014
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 1-877-355-5787Internet Service Provider : Comcast 1.800.741.4141Metro 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 andBuilding Administrator must meet to determine and confirm our actions and procedures forsafeguarding all computer equipment. Once all actions and procedures are completed, asecond meeting must be held to hear reports from all entities involved and to determineif more work needs to be done.
If a hurricane warning is issued during non-working hours, the Systems Administrator andall members of the ERT must be contacted and a meeting scheduled as soon as possibleto determine actions to be taken to secure the computer system and electronic equipment.
The Building Administrator and Systems Administrator must provide staff with theappropriate packing and wrapping material to protect all electronic equipment.
II. RELOCATE EQUIPMENT TO PROTECTED LOCATIONS
All Main office computer network equipment must be moved to protected locations. Protected locations should be well-walled rooms with strong doors, no false ceilings, nowindows covered with plastic, and not subject to flooding.
To protect equipment from flooding, a shelf or furniture must be brought into these rooms,so all servers and computer components (already wrapped with double plastic bags andsealed with packing 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 2008 RDS ServerThree Windows 2008 Domain ServersWindows 2008 Blackberry ServerPolycom TV and hardware Conference TelephonePresentation PCCheckpoint Firewall ApplianceWindows 2008 Server and Data/Apps ServerWindows 2008 Server HyperVUSB Modem for LSCAS1Switch 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 Media Software and BooksVideo CamerasDigital CamerasHard drive with Desktop ImagesNetwork Boards
Spare PartsWireless Appliances and Mobility Controller
The server racks must be wrapped in industrial grade, weather-resistant plastic and tiedto keep plastic in place.
III. HARDWARE AND SOFTWARE INVENTORY
Attached to this preparation manual is an updated hardware and software inventory from the Fixed Assets Accounting Application system, which should include information aboutall PCs computer peripherals, printers, servers and network devices, and which showsserial numbers, model, brand and location. Having this information saved off premises willassist LSGMI with insurance claims.
IV. PROCEDURE FOR INDIVIDUAL USERS
The Systems Administrator and the Desktop Support Technician will help withshutting down, disconnecting and relocating 3 and 5 floor computer equipmentrd th
in unoccupied offices. This equipment also includes network printers and theirnetwork connections, plus all the computers for users that are not presently in use.
Individual user computers and the supporting network peripherals will be stored inthe 3 floor conference room and the 5 floor REAL office if required by the severityrd th
of threat.
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 telephone 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 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 acertain time by which they must shut down. A tape backup of all the servers mustbe done as soon as possible. This task can only be initiated and verified by theSystem Administrator who should use the tapes for the present day. Once thebackups are done, tapes should be labeled with the date and time and the servername. A full week of tapes should be saved in the Fire-Safe storage box, and takenoff the premises.
For Windows 2008 servers the backup is Backup Exec 2012 Version 14 (fromSymantec)
When a hurricane warning is issued during non-working hours, no backupprocedure will be done. The Systems Administrator will report to the officeand will eject the tape from the servers’ backup device, label it with the date,time and server name, and proceed to save and store them in the Fire-Safestorage box taken off premises in a to-be-decided location. A StartupRecovery disk should be done and copies of the Windows Registry shouldbe exported to the server’s hard drive, a CD-ROM and a USB drive andstored off premises in a to-be-decided location.
The Systems Administrator will run BackupExec procedures to create the ISOimage file of each server that runs the backup software. The Wizard IntelligentDisaster Recovery option will then be run to make a copy of the IDR File whichshould be saved on a flash USB drive.
A DVD will be created for each ISO image and labeled with respective server name. Then all 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 andsaved in Fire-Safe storage box. At least one week of backup tapes should be savedoff premises in a to-be-decided location.
All of the above must also be done for the South Dade server, connecting from Mainoffice remotely by desktop software “PC Anywhere”. South Dade personnel shouldbag and save tapes from the last week in Fire-Safe storage box located in Serverroom, which will be taken off premises in a to-be-decided location.
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 theirPCs are fully shut down, the System Administrator will proceed to shut down theservers.
B. RDS SERVER Shutdown Procedures - for all Windows servers: RDS,LSCAS1, LS4DC, LS1DC, LSWSUS, LSHYPER-B, LS4DC, LS5DC
The System Administrator or the Desktop Support Technician will login orunlock the screen, by pressing the CTRL+ALT+DEL keys, then typeadministrator user-ID and enter the password. This process will log you inand 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 andpress the power on/off button.
C. CHECKPOINT FIREWALL APPLIANCE SERVER Shutdown Procedures
If the Systems Administrator is present, he will do this since it involves severalcomplicated steps.
Systems Administrator will make a copy of the Checkpoint Firewall backupconfiguration files on a CD or DVD and placed off premises in a to-be-decidedlocation.
If the Systems Administrator is not present, then the designated person will locatethe power switch next to the power cord at the back of the unit, and power down theunit.
E. APC BATTERY BACKUP UPS Power Down
All servers and appliances must be powered off first. Power off all the black APCbattery backup units by pressing the round button right underneath the round testbutton that is located in the upper middle part of the front panel. This unit providespower protection to the Windows server. Then disconnect the power cord from thewall electrical jack.
F. WINDOWS 2008 SERVERS Power Down
Windows 2003 and 2008 servers and Tripplite battery backups are rack mounted. The servers are labeled and should be already shutdown; do not shutdown thebattery backups until you have totally shutdown the servers first. Press the OFFbutton.
a. PRESS THE PORT SELECTOR button on the Miniview gray box switchconsole commander and select port number C to bring up LSCAS1, LS4DC,RDS, LSWSUS, LSHYPER-V, LS5DC.
b. Unlock the server console screen by pressing CTRL+ALT+DEL keys, thentype in the administrator password (provided by Francisco or Carolina) andpress enter. This step will bring you to the file server console desktopscreen.
c. Press CTRL+ALT+DEL keys and click on the SHUTDOWN button; thenselect shutdown. This will stop all windows and services, then the system willpower off by itself.
d. Repeat this procedure for all servers.
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. Disconnect three wireless access points in the third
floor and fifth floor ceilingsd. Unplug USB modem from LSCAS1 servere. Disconnect from wall electrical outlet all APC Smart-
UPS. Then disconnect all video and keyboard cablesthat are connected to the servers.
f. Disconnect all modem AC adapters (power cords) fromthe power strips.
g. Disconnect all telephone lines connected to the modemdevices.
h. Disconnect all power strip electrical connections fromthe wall
i. Gather and put all power strips and battery backupsinside the wall cabinet units located in the server roomand Desktop Support room.
2. DISCONNECT ALL SERVER CABLES AND POWER CORDS.
Locate all rack mounted servers and disconnect all power cables andnetwork data cables. Make sure all units are off before unplugging powercords.
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 allnetwork switches and hubs that are installed in the wall rack inside the wiringclosets in the third and 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. Turn off battery backup to have all routers and switches powered off. Then wrapthem 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 electronicsystem servers, PC workstations, printers, faxes, and copiers, the Building andOperations Administrator must report to the Systems Administrator that all electricalsystems and circuits are in 100% working condition and that they are operatingwithin FPL’s safety recommendations. All telephone lines and data communicationswith Comcast must be in good condition and free of electricity overloads. All in-house data line cables running thru the ceiling must be in good condition. After anyceiling problems have been fixed, an inspection by the cable company must bedone to detect data line problems.
All wiring closets must be checked for water flooding, loose electrical cables andany other hazards that may interfere with the network PC equipment reconnection. The Building and Operations Administrator must provide a report on conditions. Allusers must check their PCs and await the clearance to reconnect, from the SystemsAdministrator and/or the Building and Operations Administrator.
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 router and Comcast switches3. 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
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) willdetermine what actions and procedures are needed. If the warning is issued during non-working hours, the DCS will contact the Director of Operations and Human Resources todetermine what actions to take.
The DCS (with the assistance of the Main office Building Administrator) will provide staffwith the appropriate packing and wrapping material to protect all electronic equipment, and designate safe physical 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 backuptape of all the servers information must be done as soon as possible. This task can onlybe initiated, and verified by the System Administrator and s/he should use the tapes for thepresent day. Once the backups are done, tapes must be labeled with the date and timeand the server name. Tapes must be saved in the FILE SAVE storage box.
If a warning is issued after working hours: No backup procedure will be done. TheSystem Administrator will advise the DCS on how s/he should eject the tape from theservers’ backup device label with the date, time and server name, and proceed to save andstorage them in the FILE SAVE storage box.
Tape backup storage and relocation: Once all servers are backed up, the SystemManager must save the tapes in the FILE SAFE VAULT storage box and relocate the boxto a safe location off premises in a to-be-decided location. File Safe Box must be labeledwith all LSGMI address and contact information.
Windows 2008 File Server Shutdown Procedure
a. Unlock the server console screen by pressing CTRL+ALT+DEL keys, thentype in the administrator Password (provided by Francisco or Carolina) andpress enter. This step will bring you to the file server console desktop screen.
b. Press CTRL+ALT+DEL keys and click on the SHUTDOWN button; thenselect shutdown. This will stop all windows and services, then the system willpower off by itself.
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 Comcast switches, andthe HP network switches and the power strip, power it off by pressing theswitch from the back of the unit; make sure that you will know how to plugback in by observing how the telephone cable is connected and what port onthe 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 all power strips where all power cables from the devices in the rackare connected and power all of them off. Disconnect plug from the wall.
f. 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 theround (test) bottom located in the upper middle part of the front panel. Thisunit provides power protection to the novell server, routers and networkswitches, and power strips. Then disconnect the power cord from theelectrical wall jack. Also disconnect 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 theController. This list should include information about all PC desktops, computerperishables, printers, servers and network devices, showing serial numbers, model brandand where they are located. Having this information saved off premises will assist LSGMIwith insurance claims.
Procedure for Individual UsersSame as the Main Office procedures
Exhibit D
Exhibit D