It has become standard procedure to protect the computers holding vital station data with uninterruptable power supplies and regular backups. But this will not suffice in emergencies that may damage computers or make them inaccessible. Backup servers located at secure, off-premises locations are required.

Numerous companies are in the business of providing reliable and highly secure off site backup for digital records at reasonable cost. Arrangements can be made directly with these companies (or via the station or licensee) IT department (if one exists).

Many stations now hold their music libraries in digital form. Often these libraries form the backbone of station programming. As such they are vital to station recovery plans. As with the member database or other crucial operations data that is backed up regularly, the digital music library contains files and data that are also extremely difficult, and in some cases impossible, to recreate.

Backups of your digital music library are absolutely necessary and should be done on a regular schedule. A combination of on-site and off-site backups is best, with off-site backups ideally done on a weekly basis.

Many station records may exist on paper, and only on paper. These records too may be essential to continued station operation. The paper records must be protected and made available during and after an emergency. But a special challenge may be that these vital records are stored in several locations with each department having its own files and filing systems. Plus, unlike digital data, physical records often are of significant size and weight.

Much in the same way that certain companies offer backup, off-premises storage for digital data, other companies provide the same service for physical records. These companies will provide not only secure storage but document indexing services and programs for assuring that important documents are transferred to backup storage in a timely manner.

Hint     The station's FCC mandated public file is one of those files that would be very difficult to reconstruct. Most public files are still on paper and some are too large to be conveniently duplicated. If that's the case at your station, consider making a digital copy of the file for storage and backup along with other digital records.

In an emergency you may have to conduct operations from locations other than those specified in your station license (or with equipment or power ratings other than specified). Post-Katrina, the FCC will typically grant waivers of their rules or issue a Special Temporary Authority (STA) to allow you to operate legally in such situations.

Situations in which waivers or STAs are needed include the use of a temporary antenna to replace one that is damaged, transmitting from a site other than that specified in the license or operation at reduced power with an emergency antenna.

STA

Information may be found online at: http://www.fcc.gov/pshs/services/sta.html

FCC staff who can help with the waiver and STA process may be reached at these numbers:

202-418-2700 Monday through Friday, 8:00am - 5:30pm EST/EDT

202-418-1122 After hours

The funds spent on the best arrangements for safe, off-premises backup of data, music and paper records will be money wasted unless a program mandating the regular transfer of material to these safe locations is established and adhered to. Frequent backups are always better than occasional backups. Many stations find that a weekly transfer of data works best for them. Consider how quickly your data changes when deciding on the frequency of backup for your station.

Action Point     Obtain backup and storage service for digital and physical data and establish a program to assure that important station information is transferred to backup storage frequently.

Backup information should include the names of the institutions holding station funds, the account numbers of those accounts and the contact persons at the institution who deals with the business of the station.

For funds upon which checks may be drawn, the list of authorized signers should also be maintained.

Hint     Will the contact information you use on a normal day still apply in an emergency? Your bank may be affected by the emergency too. Try to obtain a list of their emergency contact phone numbers with the promise that the list will be kept confidential.

Backup information should include the Personal Identification Numbers associated with station debit and credit cards.

Backup information for online accounts should include the URLs and online passwords for these accounts.

Information needed: The location of keys and combinations required to access files and documents at the station.

Multiple trusted information keepers should be identified as the persons who will keep the information needed to access station records in off-premises secure locations.

Information that provides access to station funds clearly must be protected by a high level of security. As always, security must be balanced against convenience and the need for quick access in an emergency.

Action Point     Store all information needed for access to station accounts and physical files in a secure, accessible location.

The business continuity plan at WHYY in Philadelphia, PA provides a good example of how to set forth specific responsibilities for specific teams, including a recovery team.