23 July 2009

Hurricane preparedness for data and devices

As with any other valuable asset, it’s important to take steps to protect computing devices and data from a severe weather event like a hurricane.  Protecting computing devices is important because they are expensive, and your work will be interrupted during the time it takes to replace and configure them.  Protecting your data is generally more important because data can be very costly to restore.  Indeed, in some circumstances, restoration may be impossible.

What do I need to know about protecting my data from a weather event?

The most important step for data is one which almost everyone preaches but many fail to practice:  Make backup copies, and make them frequently.

Actually, this is an essential security step in any season.  It doesn't take a major hurricane to damage data.  Buildings can experience fires, plumbing failures and other kinds of "environmental" damage at any time.  Technical failures, like a hard disk crash, can also happen at any time. 

How do I manage making backup copies?

For your workplace data, what are generally called "network files" -- personal Home Directories and department Shared File Directories -- are strongly recommended.  The storage hardware for network file services is located in physically secure, environmentally protected datacenters, monitored constantly to ensure 24/7 availability.  Network files are backed-up nightly to tape.  The backup tapes are routinely taken to secure vaults, both on site and at remote locations.

If you make backups on your own, be sure you store the data media in a secure location -- secure against both weather threats and those from human intruders.

What kinds of devices should I use to store backup copies?

If you are using network files, you don’t need to address this question.  But if you need storage for your personal files, be sure to use storage devices and media that provide technical security protections, such as encryption that is unlocked with password or biometric authentication.

Alternatively, instead of a storage device consider one of the on-line backup services for your personal files, such as IDrive or Mozy.  (These services should not be used for UM data.)

What else do I need to worry about?

Keeping backups can ensure data availability, but raises the burden of ensuring data confidentiality.   All the copies of your data must also be protected from unauthorized access.   We protect the backups we make with a variety of physical and technical safeguards.  If you keep your own, make sure you take steps to keep them secure.

There is a tradeoff here:  If you trust the physical security of your backup location, you don't need to worry so much about using secure media.  If your backup location is not secure -- for example, you are carrying sensitive data around on a flash drive -- then technical protections like encryption are essential.  That's true whether it's work-related data or your own personal information.

OK, so much for protecting my data.  What about protecting computing devices?

Standard hurricane preparation steps for computing devices are the same as for any valuable physical asset.  They include common-sense precautions like the following:

Move devices away from windows and other vulnerable areas.  Ideally, use a closet or windowless room away from external walls.  If that is not possible, use the corner of the room farthest from windows, out of the path of wind drafts.

Moving other valuables away from windows is also recommended, of course -- both to protect them, and to keep loose objects from becoming missiles that damage your computing devices.

Ideally, you should also locate devices under a sturdy desk or piece of furniture that could withstand the effects of falling debris (such as from a collapsing ceiling).   But don’t put devices directly on the floor, because of the risks from flooding, unless they are in secure waterproof containers.

Can I "waterproof" my devices?

You can try.  Wrap devices in heavy-gauge plastic bags to reduce rain/water damage.  If only light-gauge plastic is available, do a double-layer wrap.  Consider placing devices in or on water-resistant objects, like plastic garbage cans.  (It's one way to keep them off the floor.)

As with moving materials away from windows, waterproof plastic barriers are a good idea for any valuable asset, particularly ones that are likely to be intolerant of water exposure.

Anything else I need to know about protecting devices?

Last on the list, but a critical first step, is to unplug all devices.  This is important for two reasons:  First, during a storm's approach, the chances of damaging power fluctuations are high, as the electrical transmission grid and generating plants are affected.   Second, the results of any water-induced damage are likely to be much greater if the device is not completely disconnected from power sources.

What about after the storm passes?

Be cautious about using devices, even if power is available and your devices are entirely undamaged.  Emergency power derived from generators may be particularly "dirty" -- that is, subject to voltage fluctuations.  Power fluctuations are also more likely as the electrical grid is restored.   Only a sufficiently-rated surge protector with battery backup can safely ride through these.

Do not plug in devices that have been exposed to water or other contaminants.  Sometimes it is possible to clean and dry a device, but it is generally a job for an expert.  You are very likely to increase the damage if you attempt to use electronics before cleaning/drying them.

Anything else I need to know?

Remember that your safety comes first.  In your eagerness to get your devices and data back on line, don't risk your personal safety or that of others. 

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