Activation checklist
In the event of a declared disaster, getting the crisis communications centre up and running is the first activity. To make sure no errors exist that would hamper communications and recovery efforts, the CCC contact is responsible for the steps needed to get the CCC operating in minimal time. The activation checklist poses a series of go/no go questions to insure a smooth launch. Top management should have the CCC contact test the activation of the CCC at least once a quarter using the activation checklist to make sure all preparations are in place and to identify any problems.The steps are numbered and are used as follows:
1. Disaster declared?
Has management made the formal decision to declare a disaster? This step must precede all others, even in a drill.
2. CCC location available?
Is the physical space for the CCC accessible, and can the CCC contact actually enter it? If this space is normally secured, a member of the building support or security team may need to open it. This step should be documented in the disaster recovery plan and added to this activation checklist as necessary.
3. Information sheet confirmed?
Is all the information complete and current? Any gaps must be filled for activation to be successful.
4. Equipment sheet confirmed?
Is all the equipment listed on the sheet present or on its way? This should be a quick visual check. Any missing equipment that cannot be quickly replaced can hamper or limit activation and operation.
5. Primary phone live?
Is there a dial tone? Is voicemail active? Can voicemail be accessed? Any problems must be noted and dealt with as soon as possible.
6. Secondary phone live?
The same questions for any secondary phone. Skip if none, or if fax access is critical, test it now.
7. PC functional?
Does it boot normally? Does the desktop or security screen appear as normal?
8. Password/ID functional?
If the CCC computer is not tested more often than the default ID deactivation interval set by the company's information security policy, the ID may not be functional and access to the system will not granted. Make sure this does not happen. If reset is not possible, document the fact and the reason.
9. E-mail functional?
Does the e-mail package launch normally and present its logon screen? For corporate onsite systems, this is not a major point of failure. However, this is critical for offsite locations.
10. E-mail password functional?
If the CCC e-mail account is not accessed sooner than the ID deactivation interval set by the company's information security policy, the onsite CCC may not have e-mail access. For offsite locations, e-mail security may need to be established to prevent access by other persons. Such security should be applied before an actual disaster occurs to avoid errors during activation.
11. Web access present?
Does the primary browser launch and show the homepage? Internet access is more and more a critical business need, and a source of news and information is important for the crisis communications mission. If this is a test, note the present status of the firewall and antivirus software and whether they are up-to-date.
12. Contact list available?
The test of any communications plan is how well it works when it is broken. The contact list from the disaster recovery plan or even the normal company directory is absolutely vital to reestablishing communications and the chain of command. Ideally, the CCC contact should have a fresh copy in hand.
13. DRP present?
The disaster recovery plan, along with the critical communications policy, directs how communications in a disaster should be handled and what expectations are on the actors. The CCC contact must have a copy, preferably a duplicate of the master copy with all subdocuments possessed by the business unit manager.
