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Name: Willem A Olivier MBCI Date: November 2008

Business Continuity Management (BCM) Records Management. Name: Willem A Olivier MBCI Date: November 2008. Agenda. What is Business Continuity Management (BCM) Our changing world What is the relationship between BCM, Global Risks & Records Management? Lost ‘Data’

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Name: Willem A Olivier MBCI Date: November 2008

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  1. Business Continuity Management (BCM) Records Management Name: Willem A Olivier MBCI Date: November 2008

  2. Agenda • What is Business Continuity Management (BCM) • Our changing world • What is the relationship between BCM, Global Risks & Records Management? • Lost ‘Data’ • What can you afford to loose • How to deal with the issue

  3. Acknowledgements to the Business Continuity Institute BCM Life Cycle Understanding Your Business: business impact and risk assessment tools are used to identify the critical deliverables and enablers in your business, evaluating recovery priorities and assessing the risks which could lead to business interruption and/or damage to your organisation’s reputation. Develop Continuity Strategies: determining the selection of alternative strategies available to mitigate loss, assessing the relative merits of these against the business environment and their likely effectiveness in maintaining the organisation’s critical business functions. Business Continuity Management Life Cycle Exercising & Plan Maintenance: ongoing plan testing, auditing and change management of the Continuity Plan and its processes. Developing the Response: improving the risk profile through improvements to operational procedures and practices, implementing alternative business strategies, using risk financing measures (including insurance) and building continuity plans. Establishing the Continuity Culture: introduction of the Continuity Management process by education and awareness of all stakeholders, including employees, customers, suppliers and shareholders.

  4. World Economic Forum • WEF identified 5 new breeds of risks • Economic • Environmental • Geopolitical • Societal • Technological ContinuitySA Presentation Q1 2007

  5. Economic • USA budget deficit • Chinese Economy • Oil Price shock • Stock market collapse • Asset price blow up e.g. USA house prices

  6. Environmental • Shrinking supply of fresh water caused by increase in human development • Global warming • Climate change • Rising sea levels

  7. Geopolitical • Mass destruction • Failing states - Zimbabwe • Instability after end of Cold War • Terrorism • Global crime • War - ME & Africa (water)

  8. Societal • Pandemics • Bird flu • XDR TB • Illegal Immigration • Underprivileged seeking better lives • Crime • Civil unrest

  9. Technological • Viruses • Power failure • Telco infrastructure failure • Ageing infrastructure

  10. Risk Culture Risk - Averse Culture • Low degree of "psychological safety" — can't discuss risk openly • Avoids risk/responsibility • Hides problems • Assigns blame when things go wrong • Doesn't learn from failures • Avoids opportunities because they have risks • Risk - Aware Culture • High degree of "psychological safety" — open discussions about risks and strategies for managing them are the norm • Accepts (calculated) risk • Learns from (managed) failures • Shares risks and risk management • Can act on opportunities as well as risks

  11. Key Contributors to Runaway Risk • Ineffective Governance • Uncontrolled Complexity • Management Inattention or Indifference

  12. The Relationship • What is the relationship between BCM, Global Risks & Records Management? • Ask yourself, what happens if: • your office burns tomorrow? (Casanove Bank) • your backup tapes are damaged? (Fire, lost, stolen or don’t work) • your archives are destroyed (Pretoria municipality) • national archives destroyed (911 – Helen Keller & others) • bank’s voucher processing or securities storage is damaged by fire • medical aid company’s medical claims process is damaged by fire

  13. The Relationship • An unmitigated risk provides the opportunity for a disaster • BCM deals with risk, impact, planning and how to deal with a disaster • Records management is an integral part of ensuring ‘data’ is not lost

  14. Lost ‘Data’ Ask yourself: how much information, documents, archives, data etc. can you afford to loose in the event of a disaster?

  15. What Can You Afford To Loose B/U B/U B/U B/U B/U B/U B/U 11am – Fire in building Example: Medical Aid Company with 24x7 Call Centre, claims processing, back office etc. How much can you afford to loose before the impact is more than the cost of risk mitigation

  16. How To Deal With The Issue • Records Management is not only important in Production, you will also need it in the event of a crisis • What are the steps

  17. Understanding your Business Stage 1 Understanding Your Business • Stage 1 • Business Impact Assessment • Risk Assessment • Know what the impact • will be if you loose • records Stage 5 Exercising Maintenance Audit Stage 2 Business Continuity Strategy Stage 6 Program Management Stage 4 Building BCM Culture Stage 3 BCM Response

  18. Strategy Stage 1 Understanding Your Business • Stage 1 • Use Assessment information • Build strategy • Strategy must align • with corporate IT strategy Stage 5 Exercising Maintenance Audit Stage 2 Business Continuity Strategy Stage 6 Program Management Stage 4 Building BCM Culture Stage 3 BCM Response

  19. Planning Stage 1 Understanding Your Business • Develop plans to • Develop Continuity Plans • Plans must include manual • process • Records retrieval process • must be documented Stage 5 Exercising Maintenance Audit Stage 2 Business Continuity Strategy Stage 6 Program Management Stage 4 Building BCM Culture Stage 3 BCM Response

  20. Training, Education & Awareness Stage 1 Understanding Your Business • Create awareness • Train staff Stage 5 Exercising Maintenance Audit Stage 2 Business Continuity Strategy Stage 6 Program Management Stage 4 Building BCM Culture Stage 3 BCM Response

  21. Test, Test, Test….. Stage 1 Understanding Your Business • Test plans • Test systems • Test retrieval process • Test manual procedures • Test backups & • backup strategy Stage 5 Exercising Maintenance Audit Stage 2 Business Continuity Strategy Stage 6 Program Management Stage 4 Building BCM Culture Stage 3 BCM Response

  22. Keep going! Stage 1 Understanding Your Business • This is not a once off process • Remember change • Don’t become complacent • This is not just for the • select few Stage 5 Exercising Maintenance Audit Stage 2 Business Continuity Strategy Stage 6 Program Management Stage 4 Building BCM Culture Stage 3 BCM Response

  23. Closure Records Management is part of our lives on a daily basis We all deal with it in way or another, like it or not

  24. ? Thank You Remember to visit our stand in the main building, chat to us and enter our lucky draw & free gifts

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