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IT Disaster Recovery Plan
Businesses use information technology to quickly and effectively process information. Employees use electronic mail and Voice Over Internet Protocol (VOIP) telephone systems to communicate. Electronic data interchange (EDI) is used to transmit data including orders and payments from one company to another. Servers process information and store large amounts of data. Desktop computers, laptops and wireless devices are used by employees to create, process, manage and communicate information. What do you when your information technology stops working?
An information technology disaster recovery plan (IT DRP) should be developed in conjunction with the business continuity plan . Priorities and recovery time objectives for information technology should be developed during the business impact analysis . Technology recovery strategies should be developed to restore hardware, applications and data in time to meet the needs of the business recovery.
Businesses large and small create and manage large volumes of electronic information or data. Much of that data is important. Some data is vital to the survival and continued operation of the business. The impact of data loss or corruption from hardware failure, human error, hacking or malware could be significant. A plan for data backup and restoration of electronic information is essential.
Resources for Information Technology Disaster Recovery Planning
- Computer Security Resource Center - National Institute of Standards and Technology (NIST), Computer Security Division Special Publications
- Contingency Planning Guide for Federal Information Systems - NIST Special Publication 800-34 Rev. 1
- Guide to Test, Training, and Exercise Programs for IT Plans and Capabilities – NIST Special Publication 800-84
- Building An Information Technology Security Awareness and Training Program - NIST Special Publication 800-50
IT Recovery Strategies
Recovery strategies should be developed for Information technology (IT) systems, applications and data. This includes networks, servers, desktops, laptops, wireless devices, data and connectivity. Priorities for IT recovery should be consistent with the priorities for recovery of business functions and processes that were developed during the business impact analysis . IT resources required to support time-sensitive business functions and processes should also be identified. The recovery time for an IT resource should match the recovery time objective for the business function or process that depends on the IT resource.
Information technology systems require hardware, software, data and connectivity. Without one component of the “system,” the system may not run. Therefore, recovery strategies should be developed to anticipate the loss of one or more of the following system components:
- Computer room environment (secure computer room with climate control, conditioned and backup power supply, etc.)
- Hardware (networks, servers, desktop and laptop computers, wireless devices and peripherals)
- Connectivity to a service provider (fiber, cable, wireless, etc.)
- Software applications (electronic data interchange, electronic mail, enterprise resource management, office productivity, etc.)
- Data and restoration
Some business applications cannot tolerate any downtime. They utilize dual data centers capable of handling all data processing needs, which run in parallel with data mirrored or synchronized between the two centers. This is a very expensive solution that only larger companies can afford. However, there are other solutions available for small to medium sized businesses with critical business applications and data to protect.
Internal Recovery Strategies
Many businesses have access to more than one facility. Hardware at an alternate facility can be configured to run similar hardware and software applications when needed. Assuming data is backed up off-site or data is mirrored between the two sites, data can be restored at the alternate site and processing can continue.
Vendor Supported Recovery Strategies
There are vendors that can provide “hot sites” for IT disaster recovery. These sites are fully configured data centers with commonly used hardware and software products. Subscribers may provide unique equipment or software either at the time of disaster or store it at the hot site ready for use.
Data streams, data security services and applications can be hosted and managed by vendors. This information can be accessed at the primary business site or any alternate site using a web browser. If an outage is detected at the client site by the vendor, the vendor automatically holds data until the client’s system is restored. These vendors can also provide data filtering and detection of malware threats, which enhance cyber security.
Developing an IT Disaster Recovery Plan
Businesses should develop an IT disaster recovery plan. It begins by compiling an inventory of hardware (e.g. servers, desktops, laptops and wireless devices), software applications and data. The plan should include a strategy to ensure that all critical information is backed up.
Identify critical software applications and data and the hardware required to run them. Using standardized hardware will help to replicate and reimage new hardware. Ensure that copies of program software are available to enable re-installation on replacement equipment. Prioritize hardware and software restoration.
Document the IT disaster recovery plan as part of the business continuity plan . Test the plan periodically to make sure that it works.
Data Backup
Businesses generate large amounts of data and data files are changing throughout the workday. Data can be lost, corrupted, compromised or stolen through hardware failure, human error, hacking and malware. Loss or corruption of data could result in significant business disruption.
Data backup and recovery should be an integral part of the business continuity plan and information technology disaster recovery plan. Developing a data backup strategy begins with identifying what data to backup, selecting and implementing hardware and software backup procedures, scheduling and conducting backups and periodically validating that data has been accurately backed up.
Developing the Data Backup Plan
Identify data on network servers, desktop computers, laptop computers and wireless devices that needs to be backed up along with other hard copy records and information. The plan should include regularly scheduled backups from wireless devices, laptop computers and desktop computers to a network server. Data on the server can then be backed up. Backing up hard copy vital records can be accomplished by scanning paper records into digital formats and allowing them to be backed up along with other digital data.
Options for Data Backup
Tapes, cartridges and large capacity USB drives with integrated data backup software are effective means for businesses to backup data. The frequency of backups, security of the backups and secure off-site storage should be addressed in the plan. Backups should be stored with the same level of security as the original data.
Many vendors offer online data backup services including storage in the “cloud”. This is a cost-effective solution for businesses with an internet connection. Software installed on the client server or computer is automatically backed up.
Data should be backed up as frequently as necessary to ensure that, if data is lost, it is not unacceptable to the business. The business impact analysis should evaluate the potential for lost data and define the “recovery point objective.” Data restoration times should be confirmed and compared with the IT and business function recovery time objectives.
Last Updated: 02/17/2021
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ISO 22301 - Business continuity
Year of publication: 2019 | Edition: 1
A free publication about ISO 22301, Security and resilience – Business continuity management systems – Requirements , the International Standard for implementing and maintaining effective business continuity plans, systems and processes.
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- ISO 22301:2019 Security and resilience Business continuity management systems Requirements
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How to Write a Business Continuity Plan Step-by-Step: Our Experts Provide Tips
By Andy Marker | October 21, 2020 (updated August 17, 2021)
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In order to adequately prepare for a crisis, your company needs a business continuity plan. We’ve culled detailed step-by-step instructions, as well as expert tips for writing a business continuity plan and free downloadable tools.
Included on this page, find the steps to writing a business continuity plan and a discussion of the key components in a plan . You’ll also find a business continuity plan quick-start template and a disruptive incident quick-reference card template for print or mobile, and an expert disaster preparation checklist .
Step by Step: How to Write a Business Continuity Plan
A business continuity plan refers to the steps a company takes to help it continue operations during a crisis. In order to write a business continuity plan, you gather information about key people, tools, and processes, then write the plan as procedures and lists of resources.
To make formatting easy, download a free business continuity plan template . To learn more about the role of a business continuity plan, read our comprehensive guide to business continuity planning .
- Write a Mission Statement for the Plan: Describe the objectives of the plan. When does it need to be completed? What is the budget for disaster and recovery preparation, including research, training, consultants, and tools? Be sure to detail any assumptions about financial or other resources, such as government business continuity grants.
- Set Up Governance: Describe the business continuity team. Include names or titles and role designations, as well as contact information. Clearly define roles, lines of authority and succession, and accountability. Add an organization or a functional diagram. Select one of these free organizational chart templates to get started.
- Write the Plan Procedures and Appendices: This is the core of your plan. There's no one correct way to create a business continuity document, but the critical content it should include are procedures, agreements, and resources.Think of your plan as lists of tasks or processes that people must perform to keep your operation running. Be specific in your directions, and use diagrams and illustrations. Remember that checklists and work instructions are simple and powerful tools to convey key information in a crisis. Learn more about procedures and work instructions . You should also note who on the team is responsible for knowing plan details.
- Set Procedures for Testing Recovery and Response: Create test guidelines and schedules for testing. To review the plan, consider reaching out to people who did not write the plan. Put together the forms and checklists that attendees will use during tests.
A business continuity plan is governed by a business continuity policy. You can learn more about creating a business continuity policy and find examples by reading our guide on developing an effective business continuity policy .
How to Create a Business Continuity Plan
Creating a business continuity plan (BCP) involves gathering a team, studying risks and key tasks, and choosing recovery activities. Then write the plan as a set of lists and guidelines, which may address risks such as fires, floods, pandemics, or data breaches.
According to Alex Fullick, your best bet is to create a simple plan. “I usually break everything down into three key categories: people, places, and things. If you focus on a couple of key pieces, you will be a lot more effective. That big binder of procedures is absolutely worthless. You need a bunch of guidelines to say what you do in a given situation: where are our triggers for deciding we’re in a crisis and we have to stop doing XYZ, and just focus on ABC.”
“Post-pandemic, I think new managers will develop more policies and guidelines of all types than required, as a fear response,” cautions Michele Barry.
Because every company is different, no two approaches to business continuity planning are the same. Tony Bombacino, Co-Founder and President of Real Food Blends , describes his company’s formal and informal business continuity approaches. “The first step in any crisis is for our nerve center to connect quickly, assess the situation, and then go into action,” he explains.
“Our sales manager and our marketing manager might discuss what’s going on, and say, ‘Are we going to say anything on social media? Do we need to reach out to any of our customers? The key things, like maintaining stock levels or what if somebody gets sick? What if there's a recall?’ Those plans we have laid out. But we're not a 5,000-person multi-billion-dollar company, so our business continuity plan is often in emails and Google Docs.”
“I've done planning literally for hundreds of businesses where we've just filled out basic forms,” says Mike Semel, President and Chief Compliance Officer of Semel Consulting . “For example, noting the insurance company's phone number — you know, on the back of your utility bill, which you never look at, there's an emergency number for if the power goes out or if the gas shuts off. We've helped people gather all that information and put it down. Even if there's no other plan, just having that information at their fingertips when they need it may be enough.”
You can also approach your business continuity planning as including three types of responses:
- Proactive Strategies: Proactive approaches prevent crises. For example, you may buy an emergency generator to keep power running in your factory, or install a security system to prevent or limit loss during break-ins. Or you may create a bring-your-own-device (BYOD) policy and offer training for remote workers to protect your network and data security.
- Reactive Strategies: Reactive strategies are your immediate responses to a crisis. Examples of reactive methods include evacuation procedures, fire procedures, and emergency response strategies.
- Recovery Strategies: Recovery strategies describe how you resume operations to produce a minimum acceptable level of service. The recovery plan includes actions to stand up temporary processes. The plan also describes the longer-term efforts, such as relocation, data restoration, temporary workaround processes, or outsourcing tasks. Recovery strategies are not limited to IT and data recovery.
Quick-Start Guide Business Continuity Plan Template
If you don’t already have a business continuity plan in place, but need to create one in short order to respond to a disruption, use this quick-start business continuity template. This template is available in Word and Google Docs formats, and it’s simply formatted so that you can focus on brainstorming and problem-solving.
Download Quick-Start Guide Business Continuity Plan Template
Word | PDF | Google Docs | Smartsheet
For other most useful free, downloadable business continuity plan (BCP) templates please read our "Free Business Continuity Plan Templates" article.
Key Components of a Business Continuity Plan
Your company’s complete business continuity plan will have many details. Your plan may differ from other companies' plans based on industry and other factors. Each facility or business unit may also conduct an impact analysis and create disaster recovery and continuity plans . Consider adding these key components to your business plan:
- Contact Information: These pages include contact information for key employees, vendors, and critical third parties. Locate this information at the beginning of the plan.
- Business Impact Analysis: When you conduct business impact analysis (BIA), you evaluate the financial and other changes in a disruptive event (you can use one of these business impact templates to get started). Evaluate impact in terms of brand damage, product failure or malfunction, lost revenue, or legal and regulatory repercussions.
- Risk Assessment: In this section, assess the potential risks to all aspects of the organization’s operations. Look at potential risks related to such matters as cash on hand, stock levels, and staff qualifications. Although you may face an infinite number of potential internal and external risks, focus on people, places, and things to keep from becoming overwhelmed. Then analyze the effects of any items that are completely lost or need repairs. Also, understand that risk assessment is an ongoing effort that works in tandem with training and testing. Consider adding a completed risk matrix to your plan. You can create one using a downloadable risk matrix template .
- Critical Functions Analysis and List: As a faster alternative to a BIA, a critical functions analysis reveals what processes are critical to keeping your company running. Examples of critical functions include payroll and wages, accounts receivable, customer service, or production. According to Michele Barry, with a values-based approach to critical functions, you should consider who you really are as a company. Then decide what you must continue doing and what you can stop doing.
- Trigger and Disaster Declaration Criteria: Here, you should detail how your executive management will know when to declare an emergency and initiate the plan.
- Succession Plan: Identify alternate staff for key roles in each unit. Schedule time throughout the year to observe alternates as they make important decisions and complete recovery tasks.
- Alternate Suppliers: If your goods are regulated (i.e., food, toy, and pharmaceutical manufacturing), your raw resources and parts must always be up to standard. Source suppliers before a crisis to ensure that regulatory vetting and approval do not delay supplies.
- Operations Plan: Describe how your organization will resume and continue daily operations after a disruption. Include a checklist with such items as supplies, equipment, and information on where data is backed up and where you keep the plan. Note who should have copies of the plan.
- Crisis Communication Strategy: Detail how the organization will communicate with employees, customers, and third-party entities in the event of a disruption. If regular communications systems are disabled, make a plan for alternate methods. Download a free crisis communication strategy template to get started on this aspect.
- Incident Response Plan: Describe how your organization plans to respond to a range of likely incidents or disruptions, and define the triggers for activating the plan.
- Alternate Site Relocation: The alternate site is the location that the organization moves to after a disruption occurs. In the plan, you can also note the transportation and resources required to move the business and the processes you must maintain in this facility.
- Interim Procedures: These are the critical processes that must continue, either in their original or alternate forms.
- Restoration of Critical Data: Critical data includes anything you must immediately recover to maintain normal business functions.
- Vendor Partner Agreements: List your organization’s key vendors and how they can help you maintain or resume operations.
- Work Backlog: This includes the work that piles up when systems are shut down. You must complete this work first when processes start again.
- Recovery Strategy for IT Services: This section details the steps you take to restore the IT processes that are necessary to maintain the business.
- Recovery Time Objectives (RTO) and Recovery Point Objectives (RPO): RTO refers to the maximum amount of time that a company can stop its processes and the length of time without access to data before productivity substantially drops. Determine RTOs for each unit, factoring in people, places, and things.
- Backup Plans: What if plans, processes, or resources fail or are unavailable? Determine alternatives now, so you don't have to scramble. Decide on a backup roster for personnel who are unavailable.
- Manual Workarounds: This section details how a business can operate by hand, should all failsafe measures break down.
- External Audit Details: For regulated organizations, external audits may be compulsory. Your scheduled internal audits will prepare you for external audits.
- Test and Exercise Plan: Identify how and when you will test the continuity plan, including details about periodic tabletop testing and more complex real-world scenario testing.
- Change Management: Note how you will incorporate learnings from tests and exercises, disseminate changes, and review the plan and track changes.
Key Resources for Business Continuity
To fix problems, restore operations, or submit an insurance claim, you need readily available details of the human resources and other groups that can assist with business continuity. (Your organization's unique situation may also require specific types of resources.) Add this information to appendices at the back of your continuity plan.
Fullick suggests broadening the definition of human assets. "People are our employees, certainly. But we forget that the term ‘people’ includes executive management. Management doesn't escape pandemics or the flu or a car crash. Bad things can happen to them and around them, too."
Use the following list as a prompt for recording important information about your organization. Your unique situation may require other types of information.
- Lists of key employees and their contact information. Also, think beyond C-level and response team members to staff with long-term or specialized knowledge
- Disaster recovery and continuity team contact names, roles, and contact information
- Emergency contact number for police and emergency services for your location
- Non-emergency contact information for police and medical
- Emergency and non-emergency contact numbers for facilities issues
- Board member contact information
- Personnel roster, including family or emergency contact names and numbers for the entire organization
- Contractors for any repairs
- Client contact information and SLAs
- Insurance contacts for all plans
- Key regulatory contacts.
- Legal contacts
- Vendor contact information and partner agreements and SLAs
- Addresses and details for each office or facility
- Primary and secondary contact and information for each facility or office, including at least one phone number and email address
- Off-site recovery location
- Addresses and access information for storage facilities or vehicle compounds
- Funding and banking information
- IT details and data recovery information, including an inventory of apps and license numbers
- Insurance policy numbers and agent contact information for each plan, healthcare, property, vehicle, etc.
- Inventory of tangibles, including equipment, hardware, supplies, fixtures, and fittings (if you are a supplier or manufacturer, include an inventory of raw materials and finished goods)
- Lease details
- Licenses, permits, other legal documents
- List of special items that you use regularly, but don't order frequently
- Location of backup equipment
- Utility account numbers and contact information (for electric, gas, telephone, water, waste pickup, etc.)
Activities to Complete Before Writing the Business Continuity Plan
Before you write your plan, take these preliminary steps to assemble a team and gather background information.
- Incident Commander: This person is responsible for all aspects of an emergency response.
- Emergency Response Team: The emergency response team refers to the group of people in charge of responding to an emergency or disruption.
- Information Technology Recovery Team: This group is responsible for recovering important IT services.
- Alternate Site/Location Operation Team: This team is responsible for maintaining business operations at an alternate site.
- Facilities Management Team: The facilities management team is responsible for managing all of the main business facilities and determining the necessary responses to maintain them in light of a disaster or disruption.
- Department Upper Management: This includes key stakeholders and upper management employees who govern BCP decisions.
- Conduct business impact analysis or critical function analysis. Understand how the loss of processes in each department can affect internal and external operations. See our article on business continuity planning to learn more about BIAs.
- Conduct risk analysis. Determine the potential risks and threats to your organization.
- Identify the scope of the plan. Define where the business continuity plan applies, whether to one office, the entire organization, or only certain aspects of the organization. Use the BIA and risk analysis to identify critical functions and key resources that you must maintain. Set goals to determine the level of detail required. Set milestones to track progress in completing the plan. "Setting scope is essential," Barry insists. "You need to define the core and noncore aspects of the business and the minimum requirements for achieving continuity."
- Strategize recovery approaches: Strategize how your business should respond to a disruption, based on your risk assessment and BIA. During this process, you determine the core details of the BCP, add the key components and resources, and determine the timing for what must happen before, during, and after a disruptive event.
Common Structure of a Business Continuity Plan
Knowing the common structure should help shape the plan — and frees you from thinking about form when you should be thinking about content. Here is an example of a BCP format:
- Business Name: Record the business name, which usually appears on the title page.
- Date: The day the BCP is completed and signed off.
- Purpose and Scope: This section describes the reason for and span of the plan.
- Business Impact Analysis: Add the results of the BIA to your plan.
- Risk Assessment: Consider adding the risk assessment matrix to your plan.
- Policy Information: Include the business continuity policy or policy highlights.
- Emergency Management and Response: You can detail emergency response measures separately from other recovery and continuity procedures.
- The Plan: The core of the plan details step-by-step procedures for business recovery and continuity.
- Relevant Appendices: Appendices can include such information as contact lists, org charts, copies of insurance policies, or any supporting documents relevant in a crisis.
Keep in mind that every business is different — no two BCPs look the same. Tailor your business continuity plan to your company, and make sure the document captures all the information you need to keep your business functioning. Having everything you need to know in an emergency is the most crucial part of a BCP.
Disruptive Incident Quick-Reference Card Template
Use this quick-reference card template to write the key steps that employees should take in case of an emergency. Customize this template for each business unit, department, or role. Describe what people should do immediately and in the following days and weeks to continue the business. Print PDFs and laminate them for workstations or wallets, or load the PDFs on your mobile phone.
Download Disruptive Incident Quick-Reference Card Template
Expert Disaster Preparation Checklist
Business continuity and disaster planning aren’t just about your buildings and cloud backup — it’s about people and their families. Based on a document by Mike Semel of Semel Consulting, this disaster checklist helps you prepare for the human needs of your staff and their families, including food, shelter, and other comforts.
Tips for Writing a Business Continuity Plan
With its many moving parts and considerations, a business continuity plan can seem intimidating. Follow these tips to help you write, track, and maintain a strong BCP:
- Take the continuity management planning process seriously.
- Interview key people in the organization who have successfully managed disruptive incidents.
- Get approval from leadership early on and seek their ongoing championship of continuity preparedness.
- Be flexible when it comes to who you involve, what resources you need, and how you achieve the most effective plan.
- Keep the plan as simple and targeted as possible to make it easy to understand.
- Limit the plan to practical disaster response actions.
- Base the plan on the most up-to-date, accurate information available.
- Plan for the worst-case scenario and broadly cover many types of potential disruptive situations.
- Consider the minimum amount of information or resources you need to keep your business running in a disaster.
- Use the data you gather in your BIA and risk analysis to make the planning process more straightforward.
- Share the plan and make sure employees have a chance to review it or ask questions.
- Make the document available in hard copy for easy access, or add it to a shared platform.
- Continually test, review, and maintain your plan to keep it up to date.
- Keep the BCP current with organizational and regulatory changes and updates.
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Legal Templates
Home Business Business Continuity Plan
Business Continuity Plan Template
Use a business continuity plan to outline how your business will continue to operate in a range of disaster scenarios.
Updated May 29, 2023 | Legally reviewed by Brooke Davis
A business continuity plan outlines the instructions and procedures a business should follow after some disaster. Disruptive events like floods and fires can interrupt your business practices.
It would be best if you had a plan to handle these situations and effectively get back to work.
Give your organization the tools it needs to operate effectively despite any disruptions – you never know when a disaster can strike, but you can be prepared.
What is a Business Continuity Plan?
Critical components of a business continuity plan, different types of business continuity plans, how to write a business continuity plan, business continuity plan sample, benefits of a business continuity plan, how often should a business continuity plan be tested, business continuity plan faqs.
A business continuity plan is a document that sets forth your organization’s strategies for dealing with a disaster. These procedures help you to resume business quickly and reduce downtime and lost revenue.
It covers essential processes like asset protection, human resources issues, and how to deal with business partners.
When to Use a Business Continuity Plan?
You want to create a business continuity plan before you need it . The point of this document is to be ahead of the game. You do not want to respond to a disaster without a set plan. Business continuity planning is critical to a successful response to a disaster.
Once your continuity plan is in place, you may need to use it in disasters such as:
- Cyberattacks
- Major Storms
- Major IT or internet disruption
A business continuity plan is as crucial to your company as a business plan .
You’ll need to incorporate several elements into each business continuity plan. For example, begin with assessing risks that can interrupt your business. You also must clearly define how your organization will communicate in a crisis and define roles and responsibilities.
Additionally, continuous testing and training will help staff members prepare for emergencies.
Risk and Potential Business Impact
It would be best to start with the business impact analysis for a business continuity and disaster plan. This section will list potential internal and external risks. This might include a disruption due to a flood or storm, an IT breach, or the loss of a significant supplier.
You can use this analysis to estimate the time and cost of business recovery.
Planning an Effective Response
Don’t leave anything out. Meet leaders and key staff members to consider any disruptions your business could face. Ask participants to assume the worst and consider ways to recover from each scenario. Once you have a comprehensive list, rank business priorities such as revenue, customer protection, regulatory adherence, and other concerns that matter most to your company.
Once you have a completed list, link each item to applications, facilities, and resources needed to keep them up and running. Next, you can begin to identify recovery strategies and estimate costs. In particular, IT will depend on the list of critical applications to prioritize recovery following an emergency.
Roles and Responsibilities
The last thing you want to do in an emergency is have everyone wondering who’s in charge. By creating a business continuity team, you define the point person for every location and department in your company.
The business continuity management team should meet regularly to update the plan and discuss ongoing training and testing. Additionally, high-level leaders must champion a business continuity plan for it to be effective.
Communication
Clear, effective communication can reassure team members across the organization. This will give everyone the confidence to step up and respond appropriately. You also need a communication strategy to coordinate suppliers and minimize customer dissatisfaction.
Include key contacts so your business partners and customers know who to contact in case of a disruption.
Having a prewritten press release and social media posts for various scenarios can take the pressure off the BCP team and allow them to concentrate on executing the plan.
Create a separate communication plan to keep everyone in the loop during a crisis.
Uninterrupted Access to Business Resources and IT Operations
In an interconnected world, remote technology can enhance your business continuity plan. Adopt software and solutions that facilitate remote work. This will allow team members to work from a hotel room, home, or elsewhere.
You’re already ahead of the game if your organization espouses a hybrid work environment. Chances are your people already work from different locations.
As well as uninterrupted access to business resources, your business continuity plan should include how to access IT systems.
For example, do you have a backup data center for redundancy? How easily can IT or other team members switch to the backup site for various apps?
As part of the business continuity planning process, it’s essential to gauge how your infrastructure can respond to a rapid hardware failure, network disruption, or data loss.
Testing and Training
As you write various plans using a business continuity plan template, there’s one thing to remember. Your organization will rely heavily on this document in case of an internal or external threat.
Therefore, you need a robust plan with detailed guidance on communication protocols, disaster recovery, and accessing data and applications remotely.
Conduct rigorous testing and training to avoid issues and catch gaps in your BCP. If you want your staff to respond effectively during a disruption, you must train them about their role in all facets of the BCP.
You can use a business continuity plan template to define how your organization will handle crisis management and communication in an emergency. It’s important to account for emergency response instructions and capture essential information to get your IT resources up and running quickly since they’re crucial in all recovery efforts.
You’ll also need a business continuity plan (BCP) that addresses how to create, maintain, and execute your business continuity strategies. You can get business continuity plans dedicated to each of the below, but our template can cover each:
Crisis Management
Crisis management defines how your organization will respond to an emergency. Your business continuity plan for this function should contain policies that minimize loss and focus on mitigating damage to profitability and reputation. The executive team will spearhead the crisis management plan executed by operational teams. Meanwhile, the business continuity management team will facilitate the smooth operation of the plan from a tactical perspective.
Crisis Communications
There are 5Cs in crisis communications: care, commitment, continuity, competency, and community. A crisis communications business continuity plan should identify leaders and provide important details about staying connected when normal communication channels close. Drafting emergency messages ahead of time will facilitate social media updates and press releases, as well as internal instructions.
Emergency Response
Account for several phases of emergency management, including preparedness, response, mitigation, and recovery. You may need to relocate when your organization faces a business disruption or natural disaster. So, include procedural information such as where, when, and how leadership and key staff will access alternate resources. The finished document should integrate with your emergency action plan .
IT disaster recovery
An IT disaster recovery business continuity plan isn’t just for software companies. Every corporation and organization should have a detailed IT business continuity plan, including running essential systems during and after a major disruption, targeting IT operations, and documenting recovery objectives, roles, and responsibilities.
Business continuity
This document outlines how to create and maintain your business continuity plan. Include the business analysis impact, plan development, leadership, and project management for your overall BCP framework. Overall, focus on risk mitigation and recovery efforts.
Writing your plan can seem daunting, but it does not have to be. You can create your document easily with a free business continuity plan template. You can even use our document builder to build your plan in minutes. Your business continuity plan should include the following:
Step 1 – Purpose of the plan
The plan should address the scope of its effect. Does the plan cover your entire business? Is it for specific departments?
Your employees and managers need to know how this plan will be applied. It should clearly state over whom the policy applies so everyone knows what is expected of them after a disaster.
Step 2 – Identify Key Business Areas
After a disaster, it will be difficult or impossible to go back to normal immediately. Identify the critical aspects of your business.
What are your main revenue-generating products and services, and how would they be impacted if you could not deliver them? What do you need to function? What operations are critical, and what can wait until later?
Would this significantly impact your revenue or customer base if these things were undeliverable for some time?
This section is not about convenience but necessity. Hone in on these critical functions to determine a priority list for your business continuity plan.
Step 3 – Define the Crisis Team
People must know who is in charge during an emergency and their contact information. There should be no doubt about who will call the shots about essential business decisions.
These individuals will lead the local response and may be responsible for a more comprehensive response strategy outside the disaster’s immediate area.
The crisis team should be identified by role and title. This ensures that everyone knows who is in charge if there is a personnel change. Training and letting these key team members know their positions should a disaster occur is critically important.
Step 4 – Create a Crisis Communication Plan
In addition to identifying the team in charge, the business continuity plan should outline how individuals communicate. Standard methods of communication may be inaccessible.
If you are without email, how will you handle communication? How will you handle customer ordering and fulfillment if your computer system is down? Ensure you include the name of who is in charge of customer communications and their contact information.
To test your processes, it would be best to draft sample emergency messages before a crisis. This could include press releases, interviews, or even social media updates.
Step 5 – Relocation and Recovery Operations
You may need to relocate to an alternative worksite in a natural disaster or business disruption. Include the procedure information and what resources will be required.
Step 6 – Review and Testing
It’s critical to ensure that your business continuity plan is effective and stays up to date. Ensure you include who is in charge of this and how often the plan will be reviewed and tested.
Step 7 – Plan Deactivation
You should also include who is responsible for deactivating the business continuity plan and what the procedure is. This ensures that someone can decide to get the company back to normal workings.
Below you can find a business continuity plan sample to help you start drafting your plan:
A business continuity plan defines leadership roles in a disaster and focuses on employee and customer safety. It also enables your company to recover more quickly in a disaster.
Here’s a closer look at the significant advantages of writing and maintaining a business continuity plan.
A Well-Defined Leadership Protocol For a Disaster
Senior leadership directs the business continuity plan and sanctions communication protocols for the company. Individual department leaders create continuity plans for IT, security, HR, payroll, legal, and other functions.
Additionally, it’s a good idea to assign a project manager dedicated to maintaining the BCP and setting up training for new and current staff members.
A More Efficient Return to Normal Business Operations
A BCP could differentiate between continued operations and financial disaster in an emergency. Returning to business operations quickly can prevent customers from defecting to competitors.
A business continuity plan template makes planning for contingencies in various scenarios easy and addresses the most critical roles and responsibilities needed to keep your company running.
Above all, having a business continuity plan minimizes downtime and limits confusion during critical situations.
Increased Employee Safety
The BCP should always consider the health and safety of employees above business objectives. Remember that the safety and wellness of loved ones will be at the top of everyone’s minds.
With remote access to key systems, leaders and other team members can balance the needs of their families, coworkers, and customers.
Reduction in Lost Time and Lost Revenue
Unmitigated disruptions can financially weaken an organization quickly. Business continuity plans account for all factors needed for continued operations. The more effort you put into planning, the more time and money you can save.
So, ensure a reliable backup plan for essential IT systems and enable remote access to customer, product, and company data to keep the revenue stream flowing.
Ability to Quickly Implement IT Fixes
Natural and manufactured disasters typically involve system disruptions. To remain functional, build redundancy into your critical systems. This will allow you to implement essential fixes to hardware and software assets.
A business continuity plan should be constantly reviewed and updated to align with current business processes. You should check your business continuity plan at least twice a year, but this could be more dependent on the size of your business and how often your systems and processes change.
For most businesses, you’ll want to follow the below sample schedule:
Review Your Checklist – Twice a Year
You should review your business continuity plan twice yearly to ensure it is still relevant to your current business processes and status. You should also ensure the plan aligns with your business goals and objectives.
Put It Into Practice – Once a Year
Test your plan by putting it into practice. You should make sure that your plan is solid when put into action, and the best way to do this is by conducting emergency drills at least once a year.
Think of it like practicing fire drills at school.
Formal Review – Every Other Year
Gather relevant teams and stakeholders of your business and sit down to review the business continuity plan every other year. This doesn’t have to be overly time-consuming, but it should help you identify any weaknesses or red flags in your plan.
Comprehensive Review – Every Other Year
Separate from the formal review, this one fully delves into the plan. It should look closely at every aspect and ensure everything is up to date with current business processes.
Mock Recovery Test – Every Two or Three Years
This is an in-depth test of your business continuity plan and is the best way to ensure your plan works and hasn’t any potential failings. As this is time-consuming, it doesn’t have to happen frequently but should ensure that all stakeholders sign off on the continuity plan.
You need to consider all disaster scenarios and if you can manage them effectively. Ensure your plan is ready to tackle any problematic or surprising situations.
What is the difference between a business continuity plan and a disaster recovery plan?
A disaster recovery plan focuses mainly on restoring IT operations and infrastructure following the disaster. It is more limited in scope but is often part of a larger business continuity plan.
What is the primary goal of business continuity planning?
The primary goal of business continuity planning is to get your business back up and running as quickly as possible. It will help reduce downtime and reduce lost revenue.
What should be included in a business continuity plan?
A business continuity plan should include key sections like:
- Scope of the plan
- Crisis team
- Communication Ssrategies
- Relocation and recovery operations
- Review and testing
- Plan deactivation
What is the purpose of a business continuity plan?
The purpose of a business continuity plan is to minimize disruption to normal business processes in the event of a disaster. It outlines how the organization will deal with a disaster. Business continuity plans help you reduce disruption to your business and reduce lost revenue.
What are the four p’s of business continuity planning?
There are four p’s you need to keep in mind when creating a business continuity plan, they are:
- People – employees, and customers
- Processes – the technology and processes required to keep everything running
- Premises – the buildings and spaces from which your company operates
- Providers – supplies, and partners that your business relies on for resources
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IT Business Continuity Plan Template
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Scope & Objectives
Operations at risk and recovery plan, roles & responsibilities.
Streamline Your Business Resilience Efforts with an IT Business Continuity Plan Template
A business continuity plan (BCP) template is a document that outlines the procedures and strategies an organization should follow in case of a disruptive event that may impact its ability to continue operating. The BCP template is a critical tool for IT teams as it provides a framework for ensuring the resilience of technology systems and services that are essential for business operations.
The BCP template typically includes a range of components such as risk assessment, incident response, disaster recovery, communication protocols, and operational procedures. It is a comprehensive document that outlines a step-by-step approach to mitigating the impact of disruptive events and minimizing downtime.
Please note that this checklist template is a hypothetical appuses-hero example and provides only standard information. The template does not aim to replace, among other things, workplace, health and safety advice, medical advice, diagnosis or treatment, or any other applicable law. You should seek your professional advice to determine whether the use of such a checklist is appropriate in your workplace or jurisdiction.
The only business continuity plan template you’ll ever need
by The Integris Team
Every organization needs a business continuity plan (BCP) in place in case of an emergency. Nobody ever expects a disaster to take out an entire network or business unit, but lack of a contingency plan can be a costly mistake. Gartner estimates an average of $5,600 is lost every minute your business is down, which equates to a range of $140,000–$540,000 per hour. Statista reports 15 percent of businesses lost over $5 million per hour from enterprise server downtime in 2019.
You need a business continuity plan template that accounts for all aspects of your business operations. It needs to successfully accommodate any planned or unplanned disruptions.
What is a business continuity plan template?
An unplanned outage can quickly become a catastrophe if you’re not prepared. Every employee, piece of equipment, and program needs to be accounted for and organized. Your business has a lot of moving parts, and you need recovery priorities, recovery plans, and alternate site locations in place.
Your business continuity plan template contains everything you need to reduce downtime and get around disruptions. It’s important to maintain critical operational processes in the event of any disturbances. These processes will ultimately form your business’ continuity plan checklist. Not all disruptions are disasters, either.
Recovery from natural disasters and cyberattacks is important. In fact, disaster recovery is an example of a business continuity plan. However, even an inter-office move, power outage or new system implementation can disrupt operations. Routine downtime can become a catastrophe if not properly contained.
The two most important resources to protect your people and your technology.
What is an IT service continuity plan?
IT business operations are among the most complicated to plan, so you need an IT service continuity plan in place. This type of business continuity plan specifically targets the IT team to ensure your technology infrastructure remains in place through any outages. According to Symantec’s 2019 Internet Security Threat Report , sophisticated cyberattacks against business networks are on the rise.
And that’s only half the problem.
An IT service continuity plan keeps records of teams, strategies, and recovery objectives to track every aspect of IT’s continued operations. IT administrators use both onsite and cloud-based storage solutions with data redundancy to ensure every workstation and program works. In the event of an outage, IT maintains all lines of communications and keeps other business units working.
Once IT is accounted for, this team works with executive management to support the rest of your employees.
Necessary sections in a business continuity plan template
Your business continuity plan template is specific to your business, but there are four main components that need to be included.
1. Introduction
Don’t skip the introduction—it’s an important part of the business continuity plan checklist. This is where you explain to the reader how to implement the plan. It includes a table of contents, defines any relevant acronyms, and assigns responsibilities and roles throughout the organization.
The business continuity plan (BCP) introduction is a high-level overview of the objectives, scope, and assumptions you’re working with, along with distribution. Think of it as the cover letter or the instructions for the rest of the document.
2. Business continuity strategy
Your business continuity strategy is where the meat of your BCP lies. This is where you dig into the weeds of each business unit and the functions it performs. In fact, each team and location will have its own individual business continuity plan based on this template.
Business function recovery priorities
This strategy explains how to integrate an offsite strategy for time-critical business functions. IT oversees most of the strategies in this section, which is why the IT service continuity plan is so important in the recovery of any disruption.
Each critical function should be listed throughout each departmental business continuity plan.
Relocation strategy and alternative business site
If office facilities are affected by a disruption or disaster, this section lists alternate sites that have been established and are ready to continue functions. These options are categorized into long-term and short-term solutions.
For a multi-site business, staff members at other sites who perform similar functions can accommodate workloads if necessary.
Recovery plan phases
A successful business continuity plan template comprises of four sequential phases:
- Disaster occurrence- This is the beginning phase of the disaster and includes emergency response measures, call trees, and damage assessments.
- Plan activation- The second phase occurs when teams are notified and your business continuity plan checklist is put into action. This includes notifying recovery teams, implementing interim processes, and reestablishing data networks.
- Alternate site operations- If working at a secondary location, the primary focus is on critical business operations that prevent backlog and reduce processing times.
- Transition to the primary site- The final phase to prepare for is the transition of work and/or people from the alternate facility back to the regular office.
Vital records backup
Backups are vital to every recovery effort. You should have plenty of redundant processes and storage procedures in place. Should records need to be physically transferred to a new location, care must be taken to preserve their integrity and security.
Restoration of files, forms, and supplies
Many backups are offsite, and data can be destroyed if not immediately moved from the afflicted building. This includes any mail (received or unopened), files stored in desks and cabinets, hard drives, and any work in progress. Your business continuity plan template should include storage and transport procedures.
Online access to computer systems
Access to technology, digital communications, and network resources are the foundation of your team’s productivity and quality. Each workstation, terminal and business resource (fax machines, printers, copiers, scanners, cash registers, etc.) need troubleshooting in an emergency, which is why IT is so important.
3. Recovery teams
This section lists the function of each onsite team, along with assigning roles and responsibilities for overseeing recovery efforts. Employees are assigned team leader, backup team leader, and team member, each with different duties. This keeps everyone organized while reacting to the situation.
Call trees for every employee and contractor on site should be built. This allows for easy updates and coordination during an event. Emergency response procedures (such as calling 911, if necessary) will be listed in this section with team contacts.
4. Recovery procedures
Here is where you list the exact, step-by-step procedures for each individual task that needs to be completed during the business recovery efforts. A business continuity plan example here would be a guide for assessing building damage and determining whether to evacuate.
Building evacuation procedures, notifications, and other details will be covered in this section. Every location’s recovery procedures will vary based on the nature of the disruption. Short-term and long-term procedures should be included.
5. Appendices
Appendices are used to streamline your business continuity plan checklist by referencing large tables in the back. For example, employee telephone lists, vendor lists, desktop computer configurations, and other vital resources and records can be outlined in an appendix and sourced within the strategies and procedures above.
These appendices make dividing the BCP among business units and points of contact easier.
How does an IT service continuity plan differ?
As pointed out above, the IT service continuity plan and disaster recovery plan are both examples of business continuity plans. It’s important to distinguish them because IT needs to be faster than every other business unit to support their recovery efforts.
IT service continuity plans include normal business processes and team specifics like the above. This team also needs two recovery objectives:
Recovery time objectives
This is how long IT processes can be down before affecting the business.
Recovery point objectives
The max interval of data loss since the last backup that the business can sustain.
With these objectives in place, IT can recover quickly enough to keep the rest of the business running smoothly.
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Business Continuity Plan Template – 29+ Free Word, Excel, PDF Format Download
Every business, no matter how successful and widespread has to devise and develop strategies in advance to protect and safeguard its interests, in case of adversities. The plan formulated is known as a Business Continuity Plan (BCP.) It contains an elaborate list of strategies and procedures the company must carry out in the event of a foreseeable or unforeseeable setback. This file also features defining the member’s roles and responsibilities when there is a negative scenario present. You can also see more on Simple Business Plans .
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Business Continuity KPMG designs and delivers end-to- end business continuity, IT Disaster Recovery and resilience services, with targeted review and assessment of existing capabilities to provide a road-map for improvement.
Business Continuity Management Setup updates and management 02 An effective Business Continuity Management (BCM) program is a critical component of successful business management. Experience shows that typically over 50 percent of businesses without an effective business continuity plan will ultimately fail following a major disruption.
This template is available for download in Microsoft Word, PowerPoint, and PDF formats. Additionally, you can learn the definition of a business continuity plan, the steps involved in business continuity planning, as well as about the business continuity lifecycle in our article about business continuity planning.
-1 Ready Business® Business Continuity Plan Team (IT, Production, Support) Member Name Email Work Telephone Home / Cell Telephone Business Impact Analysis •Insert results of Business Impact Analysis •Identify Recovery Time Objectives for business processes and information technology •Identify Recovery Point Objective for data restoration
Businesses should develop an information technology disaster recovery plan (IT DRP) in conjunction with a business continuity plan. Businesses use information technology to quickly and effectively process information. Employees use electronic mail and Voice Over Internet Protocol (VOIP) telephone systems to communicate. Electronic data interchange (EDI) is used to transmit data including ...
This planning guide is an assembly of existing standard operating procedures, plans and best practises that will explore the key components of a Business Continuity planning process. It will also provide a high-level framework for the creation, implementation, and maintenance of a business Continuity Plan (BCP)..
Click on the Web or PDF report below to view the business continuity plan example. Preview Sample Digital Report Preview Sample PDF Report Business continuity templates can be used in any industry for IT disaster recovery, continuity of customer-facing operations, and backup of transport & logistics operations. In this article
Business Continuity Planning requires many efforts from cross-functional team members across the organization. If creating a plan is such a big commitment, maintaining and regular, testing...
This Business Continuity Planning policy is intended to provide the framework for developing and maintaining a Plan that is specific to the business needs, strategic goals and risk appetite of [Sample Client], and that is relative to its size and complexity.
Introduction United Way (UW) personnel are familiar with crises. Planning and preparing for various types of unfortunate events represents a fair portion of what you do. It is equally important that each United Way have its own viable plan for what to do if it is impacted in a crisis. We cannot be rescuers while we ourselves are victims.
The business continuity plan (BCP) is intended to be a dynamic plan and can be used in emergencies, disasters, and other catastrophic events where the technology, facility, or a department is severely impacted. BCPs are critical in keeping the facility open and providing care to the community. Having a BCP in place also reduces the economic
plan and can quickly assume his/her role if the plan is activated; • maintaining the plan, and ensuring it is regularly eviewed, tested and updated at least once a year;r • approving and signing off on the plan and all. subsequent revisions; • formally handing over the business continuity plan eplacement. to his/her r
January 2020 Authors: Ashok Kumar Prabhu Prasad University of Mysore Abstract The Business continuity plan and strategy provide effective solutions to Multi-cloud and Microservice approach. The...
A business continuity plan is a practical guide developed by companies to enable continuous operations in the event of major business disruptions like natural disasters and global lockdowns. Business continuity planning usually involves analyzing the impact of disrupted business processes and determining recovery strategies with management.
Year of publication: 2019 | Edition: 1 A free publication about ISO 22301, Security and resilience - Business continuity management systems - Requirements, the International Standard for implementing and maintaining effective business continuity plans, systems and processes. Download This may also interest you 15 September 2020
Here is an example of a BCP format: Business Name: Record the business name, which usually appears on the title page. Date: The day the BCP is completed and signed off. Purpose and Scope: This section describes the reason for and span of the plan. Business Impact Analysis: Add the results of the BIA to your plan.
A business continuity plan is a document that sets forth your organization's strategies for dealing with a disaster. These procedures help you to resume business quickly and reduce downtime and lost revenue. It covers essential processes like asset protection, human resources issues, and how to deal with business partners.
Business Process Analysis/Business Impact Analysis COOP Plan Formatting COOP Resources Questions & Answers Takeaways. ... (PDF or Word), if not using COOP platform. ... CISA Emergency Services Sector Continuity Planning Suite Continuity Training Continuity Plan Templates;
This business continuity and disaster recovery template is designed to help IT teams and business continuity managers proactively prepare for events that could disrupt operations and develop disaster recovery strategies. This template enables you to do this: Download as PDF. Downloaded 1345 times. ★ ★ ★ ★ ★.
A successful business continuity plan template comprises of four sequential phases: Disaster occurrence- This is the beginning phase of the disaster and includes emergency response measures, call trees, and damage assessments. Plan activation- The second phase occurs when teams are notified and your business continuity plan checklist is put ...
Size: A4, US. Download. To make the job easier, download the business continuity plan checklist templates that are readily available for download. Try and make the best impression needed for your business with the help of this business plan outline template. This well-layered template is fully customizable and easy to edit in MS Word or Pages.
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