When emergency response planning is completed and approved, it should be documented succinctly for easy execution. See figure 4-13. COOP BACKUP PLANNING The  risk  analysis  should  identify  those  situations  in which backup operations will probably be needed to avoid  costly  delays  in  accomplishing  the  command mission. The next step is to develop plans for backup operations, which are economically, technically, and operationally   sound.   Details   will   depend   on circumstances  at  the  AIS  facility,  but  some  general guidance  and  suggestions  can  be  helpful  in  considering the alternatives. Backup operations may take place onsite when there is only a partial loss of capability. However, they may  require  one  or  more  offsite  locations  when  there  is major damage or destruction. The backup procedures may replicate normal operation or be quite different. When considering backup, AIS management will often find that an exact replica of the onsite AIS system is not available for backup or the time available per day is less than the amount needed to complete all assigned tasks. From   this,   you   might   conclude   that   backup   is impossible. On the contrary, a number of things can be done   to   make   backup   resources   available.   The following are examples: Postpone the less urgent tasks.  Tabulate  the AIS tasks in descending order of urgency as identified by the risk analysis. Having estimated the  time  to  return  to  normal  following  a disruptive event, AIS management can quickly see which tasks can be set aside. These include such  things  as  program  development,  long  cycle (monthly, quarterly, or annual) processing, and long-range  planning.  As  long  as  adequate catch-up time is available after the return to normal, there should be a number of tasks that can be safely postponed. FIRE EMERGENCY RESPONSE 1. Report fire (list phone number). 2. Assess life-safety hazard. 3.  Evacuate  facility  if  necessary. 4. Initiate loss control procedures. Figure  4-13.—Fire  emergency  response. Substitute other procedures.  If increased cost or degraded service can be accepted temporarily, it may be possible to use other procedures. If printer  capability  is  lost,  print  tapes  could  be carried to a backup facility for offline printing. It might also be possible to substitute batch processing for online processing temporarily. In some cases, where compatible hardware is not available, it maybe feasible to maintain a second software  package  that  is  functionally  identical  to the regular package but technically compatible with the offsite AIS hardware that is available for backup  use. Modify tasks to reduce run time.  To stretch available backup resources, it might be feasible to eliminate or postpone portions of a task, such as information-only reports or file updates that are not time urgent. In some cases, it might help to double the cycle time for a task; that is, run a daily task every other day instead. By  considering  these  possibilities  for  each  task,  the AIS technical manager can develop the specifications for the minimum backup requirements (AIS hardware, resources, and hours per day necessary for adequate backup). To  evaluate  alternate  backup  modes  and  offsite facilities, consider such factors as: AIS hardware usage; Transportation of military and civil service personnel with needed supplies and materials; Maintenance personnel at the offsite location; and Overtime cost factor for civil service personnel. As  these  factors  come  into  focus—identification  of critical  tasks,  specific  backup  modes,  and  usable  offsite AIS facilities-the outlines of the optimum backup plan will begin to emerge. In general, it is wise to form several COOP backup plans; for example: A minimum duration plan. A plan for backup operation that is not expected to extend much beyond the cause of delay which forces a shift to backup operation; namely, a minimum duration plan that would probably include only the most time urgent AIS tasks. A worst-case plan.  A  plan  for  backup  operation for as long as it takes to reconstruct the AIS facility after total destruction. 4-28