Update Procedures

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Call Tree

Call trees, or contact lists, an example of which is illustrated in Table D.9, must be kept up-to-date and should be included in every DR plan. Some decide to put this at the beginning of their DR plans, while others create lists for each member to carry on their person. This call tree will be used by anyone who is facing a potential disaster as defined previously in this document. Primary contacts from your emergency on-call, assessment, and recovery teams should be included in this list.

High-Profile Users

These are users of critical systems and should be notified in the event that their particular area has been affected. They will be instrumental in keeping the user population informed of the progress your DR team is making. Table D.10 shows a sample call tree for these high-profile users.

Table D.9: Example of a Call Tree

CONTACT	ADDRESS	PHONE #/	CELL PHONE/ PAGER NUMBER	HOME PHONE #/ ALT. PHONE #	TEAM

Table D.10: Example of a Call Tree for High-Profile Users

CONTACT	ADDRESS	PHONE #/	CELL PHONE/ PAGER NUMBER	HOME PHONE #/ ALT. PHONE #	APPLICATION

Local Authorities

It may seem far-fetched to include a call tree for local authorities, but you never know until you are faced with a disaster. Having these numbers at your fingertips will once again give you the ability to make proactive decisions and not reactive ones. Table D.11 shows an example of a call tree for local authorities. You may want to include local and state police, hospitals and emergency rooms, even Federal Emergency Management Agency (FEMA) numbers.

Contractor Contacts

Key lists of contractors or consultants who may have first-hand knowledge of the environment, applications, or other critical information necessary to the success of the recovery should be included in this plan. Again, the inclusion may be as simple as the example shown in Table D.12.

Table D.11: Example of a Call Tree for Local Authorities

CONTACT	ADDRESS	PHONE #/	CELL PHONE/ PAGER NUMBER	HOME PHONE #/ ALT. PHONE #	TEAM
Hospitals/ emergency rooms
Poison control centers
City police
County/ state police

Table D.12: Example of a List of Contractors

CONTACT	ADDRESS	PHONE #/	CELL PHONE/ PAGER NUMBER	HOME PHONE #/ ALT. PHONE #	AREA OF EXPERTISE

Vendor Contacts

Any vendor that you may deem important during a disaster should be listed here. This could include hotels, office supply stores, airlines, and local carryout restaurants. This may require a bit of thinking outside the box, because you need to take into consideration that your response teams may be 'living' at the recovery site until the disaster has been rectified. If you use one of the recovery services, they may have a list of this information depending the location of their recovery facilities. Talk with your recovery vendor and get that list to be included in your DR plan for each potential city that you would find yourself in performing your recovery. Table D.13 shows an example that you can use for your list of vendor contacts.

Table D.13: Example of a List of Vendor Contacts

CONTACT	ADDRESS	PHONE #/	CELL PHONE/PAGER NUMBER	HOME PHONE #/ALT. PHONE #	TEAM
Hardware/software
Auto/truck rental
Catering services
Charter air services
Courier services
Delivery services
Electrical contractors
Forms suppliers
Hotel/motel accommodations
Office equipment/furniture and supply
Plumbing contractors
Security guard services
Temporary office services
Transportation: Airline strains-buses
Travel agencies
Utilities: Electric gas-water

Team Meetings

Where would this plan be without team meetings to explore the status of the declaration? Plan an initial meeting to outline your particular plan of attack. Be thorough but concise, have prepared agendas, and include them in this plan. Remember, the primary reason for a DR plan is to limit the number of decisions that must be made during such an event. If you have included a sample agenda, or at least a boilerplate agenda, then you can begin your war-room meetings as soon as the teams are gathered. You should include predetermined time lines in the DR plan, as well as how often team meetings should be taking place. With each subsequent meeting, a progressive agenda should be included to aid in the flow of these meetings. To be as prepared for the meetings as possible, you should:

• Create boilerplate agendas to streamline the meetings during a disaster.

• Have predetermined time lines for status reports.

• Include as much information in this plan as possible.

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