DTP takes the business continuity of our customers seriously and wants to offer the best possible guidance for customers facing impending natural disasters or evacuation procedures. As such, we have prepared the following document of best practices. This document is split in two parts: Pre-incident and post-incident response.
- Print critical information and schedules such as day sheets – ensure these are secured appropriately, as they are PHI.
- Ensure you have a good offsite backup of your critical data. a. If you are a DTP customer with an active MSA, we actively monitor your backups and work daily to ensure good backups are completed. We encourage you to call the DTP helpdesk at the end of your last day of business prior to the storm – we will manually run a backup instead of waiting for that night’s scheduled backup.
- Let us safely shut down your server, and then unplug it. a. After a final backup, DTP can remotely shut down your on-site server ensuring that it does not experience an unexpected shutdown. We then encourage you to unplug your server from power and other cables. Prior to unplugging anything, take a picture of the back of your server to ensure that you can reconnect things properly.
- If you feel inclined to do so, the owner of the practice can take the server with them during evacuation. a. Out of concern for floods, looting, or other types of loss, taking your on-site server with you is a reasonable precaution. Please secure it as much as possible and ask us about its current encryption status – it contains PHI.
- Disconnect and elevate workstations and other electronic devices. a. Disconnecting workstations and other equipment will reduce the risk of surge-based damage to systems.
- If you are in a flood-prone area, elevating these systems (removing from the base of 12 o’clock cabinets, for instance) will also protect against water damage.
- If you experience damage to your practice that has impacted IT systems, please notify us immediately. We will work with you to assess and create an action plan.
- If necessary because of extended loss/downtime, DTP can offer cloud-based desktop environments and restore offsite backups to provide access to your software. Charges apply for this service.
- DTP will be prepared for onsite service visits as required; however, depending on the severity of the natural disaster, we may be functioning in a severity-based priority queue. We ask for your patience and willingness to work with our call center agents to restore your office after the event.
Most of all, we value you, our Customer, and your family’s lives during this event. Please stay safe and take care. Do not hesitate to reach out to our helpdesk team for any computer assistance you may need.
The DTP Helpdesk can be reached at 770-918-0075 or by e-mailing firstname.lastname@example.org.