Preparing for Device Emergencies

The most productive member of your organization has discovered their laptop is broken. This person works remotely and has an agenda of critical meetings this week.

This may sound like a nightmare but it is actually one of the most common and routine business continuity exercises for IT teams. As with all disasters, preparing for this scenario is often deprioritized but, fortunately, it can be handled efficiently and in a cost effective manner.

Here are the best practices in this area that we have developed in working in the dynamic world of Family Offices.

Build a Centralized, Always Accessible, IT Inventory

The most comprehensive way to protect yourself from this scenario is to actively maintain an inventory of IT devices that can be easily distributed on request. These devices are traditionally stored at an office location frequented by the IT team.

Cascade operates a secure “Inventory Warehouse” located in the San Francisco Bay Area. Each Cascade client stocks at least one ready to go workstation and/or mobile device that matches the standard specifications of their team. These inventory devices are pre-configured and ready for overnight FedEx at a moment’s notice of device damage or theft. In the event that the client is fortunate enough to not experience these things, the device is issued to the next new hire. For Bay Area team members, the replacement devices can be couriered using a secure service.

Have a Regional and International Strategy

For clients with significant and/or regular presence in other regions or countries, the strategy becomes more bespoke.

In a situation where a client has at least one full-time employee, or a residence of a principal/key stakeholder, Cascade strongly recommends storing at least one pre-configured workstation and mobile device in a secure physical safe. Annually these devices should be assessed and, if appropriate, be refreshed and/or cycled to other locations or personnel as best for the team.

In a disaster situation where an overnight shipment just won’t do, users in these remote regions can be back online within minutes of an incident.

Prioritize Tracking and Oversight

None of these best practices are effective in the long-term if they are not overseen and tracked. When an inventory device is used in an emergency, it is vital to have sound processes that ensure the device is replaced immediately. We have seen even the smallest teams experience separate coffee spill and theft incidents inside the same business week. Lighting can unfortunately strike twice in the world of IT.

In summary, backup devices are very often not thought about until they are most desperately needed. As with all disaster preparation, success in these scenarios depends on advance, proactive, strategy and process.

If you’d like to discuss your backup device processes, or business continuity in general, please don’t hesitate to reach out. Glad to help.

Conner Wilkinson – CISSP, CISM, CISA

CEO/Founder

Cascade Technology Services, LLC