Plan Keeps Client and Firm Information Safe
A fire, tornado, burst pipes, and system viruses all are possible uncontrollable occurrences that could potentially be detrimental to the future of a company. In such instances, the loss of information is extensive and sometimes irretrievable, causing interruption within the normal flow of business. Two years ago, Randall-Paulson Architects recognized the need to go the extra mile in protecting sensitive client and firm information. The decision to create a disaster relief plan adds one more layer of protection with steps to ensure the safeguarding of information, files, data, and projects within the RPA database.
As the RPA offices are located in a 100 year-old historical wood frame building, developing a backup system ensures that the essential functions of our organization are able to continue in the event of a major incident. “Implementing the plan has been one of the best and most important decisions made by the firm, both fiscally and as a means to protect our day to day communication processes,” according to Robert Coons, Director of Finance for RPA. “A disaster can happen at any time which means that a recovery plan is imperative to ensure the company’s necessary functions and communication processes are able to continue as seamlessly as possible in the event of a major incident. With this in mind, an off-site data recovery system was developed. This high tech computer system saves every piece of information found within the RPA server system in an ongoing, real time transfer in a safeguarded, offsite facility. ”
Services are provided 24 hour a day/seven days per week, by Atlanta-based industry leader Enterprise Hosting, Inc., a boutique IT and web hosting firm, specializing in designing solutions for critical IT applications and web infrastructure.
“According to a Meta Group study, 94 percent of companies that suffered a catastrophic data loss would not survive beyond two years of business,” said Mark Scully, General Manager, Enterprise Hosting, Inc. “In fact, 43 percent would never reopen their doors and 51 percent would close their doors within two years. With the increasingly widespread reliance upon data and critical systems, I give Randall-Paulson Architects tremendous credit for having the foresight to implement a disaster recovery solution and include the appropriate safe guards and controls to ensure access to their critical information in the event that the unthinkable, or the unexpected, happens.”
The process of guarding company files and information is relatively simple and extremely necessary. Before the plan, each employee computer was linked to a single company server where all data and information is saved in a separate file. While this may sound like a sufficient security system, the server’s location within our office leaves RPA exposed in the case of a malfunction. To defend against this possibility, RPA added a second off-site server, kept in a highly protected storage facility with a Tier 2 security classification. The facility stores all information for numerous different companies in highly secured computer systems. To ensure a maximum level of protection, the computers are located within a secured building with secondary and tertiary backup generators to keep the power supply constant in case of an emergency. Also, to maintain a stable temperature for the servers, the building has its own water source used in the HVAC systems with the public system providing a backup source.
The system has been set up to run programs utilized by RPA, including Revit, Microsoft Office, SpecLink, and the RPA email server. In case of an emergency, these programs would allow RPA employees to access any information they might need off site in order to continue their work with minimal interruption. The backup server functions as a bridge so business can run as usual until a new office location is established.
A successful system test and ongoing periodic tests spearheaded by the Internal Disaster Recovery Plan Team at RPA further prove that the decision to move forward with the implementation of this security plan will protect Randall-Paulson Architects and our clients.