What to Include in Your IT Disaster Recovery Plan

When disaster strikes, the last thing you want is chaos. Yet for many businesses, that’s exactly what happens—systems crash, essential data vanishes, and productivity grinds to a halt. Panic ensues.

If your IT systems aren’t ready for the unexpected, the fallout can be costly. A well-structured IT Disaster Recovery Plan (DRP) is the best way to ensure your business can bounce back faster.

So, where do you begin?

Enlisting Managed IT services can simplify the process, ensuring your DRP is thorough, up-to-date, and ready to execute when disaster hits. From identifying risks to implementing backup strategies, Managed IT providers bring the expertise and tools to make recovery seamless.

But, even if you’re tackling it on your own, don’t worry—it’s still possible to build a strong recovery plan. Use this checklist to create a foolproof DRP that keeps downtime from derailing your operations.

1. Perform a Risk Assessment and Business Impact Analysis

The first step in building a solid DRP is understanding what you’re up against. A risk assessment identifies potential threats—whether it’s cyberattacks, hardware failures, or natural disasters—so you know where your vulnerabilities lie.

Once you’ve mapped out the risks, it’s time for a business impact analysis (BIA). This step pinpoints which systems, data, and processes are critical to keeping your operations running and highlights how downtime could hit your bottom line.

Think of it like this: you can’t protect what you haven’t identified. Whether you’re partnering with Managed IT services or going it alone, this foundation ensures you’re tackling the right risks first.

2. Set Clear Recovery Objectives: RTO, RPO, and Data Retention

Once you’ve identified the risks, it’s time to set clear recovery goals. These objectives determine how quickly and effectively your business can get back on its feet:

• Recovery Time Objective (RTO): How long can your systems be down before it severely impacts operations?
• Recovery Point Objective (RPO): How much data loss can your business tolerate? (For example, losing an hour’s worth of data may be acceptable, but a day’s worth? Probably not.)
• Data Retention Policies: How long will you store backups, and how often will they be updated?

These metrics act as the backbone of your disaster recovery strategy. By setting realistic, well-defined objectives, you’ll know exactly what’s needed to minimize downtime and data loss. 

If you’re working with Managed IT services, they’ll help fine-tune these goals to align with your business needs—ensuring no critical detail gets overlooked.

3. Inventory Your Critical Assets

You can’t recover what you don’t account for. Creating a detailed inventory of critical assets ensures that nothing essential gets missed during recovery. Start by identifying:

• Servers, networks, and hardware
• Key applications and software systems
• Customer, financial, and operational data
• Communication tools and platforms
• Contact information for key personnel and vendors

This inventory acts as your recovery roadmap, helping you prioritize what to restore first. Managed IT services can assist in cataloging and safeguarding these assets, ensuring the most critical systems are recovered quickly while minimizing disruption.

Whether you manage it yourself or partner with experts, having this list on hand is a game-changer when time is of the essence.

4. Outline Data Backup Procedures and Recovery Strategies

Data is the lifeblood of your business, so protecting it is non-negotiable. Your DRP must include clear data backup procedures and reliable recovery strategies to ensure you can get back up and running quickly.

Here’s what to consider:

• Backup Locations: Will you store data on-premises, in the cloud, or use a hybrid solution?
• Frequency: How often will backups occur—hourly, daily, or weekly?
• Recovery Process: What steps will you follow to restore data and systems efficiently?

Automated backups, a core offering of many Managed IT services, can save you time and prevent human error. Managed IT providers also monitor these processes, ensuring your backups are secure, current, and ready to deploy when needed.

When disaster hits, a well-documented backup and recovery plan could mean the difference between a minor hiccup and a major catastrophe.

5. Establish Alternate Communication Methods

When systems go down, communication often takes the first hit—leaving teams, vendors, and clients in the dark. Your DRP should include alternate communication methods to keep everyone informed and operations moving forward.

Consider solutions like:

• Cloud-based collaboration tools (e.g., Microsoft Teams, Slack)
• Backup phone systems or VoIP alternatives
• Emergency notification software for quick updates

Having these tools in place ensures that critical messages get through, even when primary systems are offline. 

The goal? Keep everyone in the loop, reduce confusion, and maintain momentum—no matter what happens.

6. Define Specific Roles and Responsibilities

When disaster strikes, knowing who does what is key to avoiding confusion and wasted time. Your DRP should clearly outline specific roles and responsibilities so everyone knows their part in the recovery process.

Here’s what to define:

• IT Teams: Responsible for restoring systems, data, and backups.
• Leadership: Handles internal updates and communication with clients, vendors, and stakeholders.
• Employees: Verifies systems, checks data integrity, and follows outlined recovery protocols.

Documenting these roles ensures a coordinated response. If you’re working with Managed IT services, they can take the lead on system restoration and technical recovery—allowing your internal teams to focus on business continuity.

Clarity is everything. When everyone knows their role, recovery becomes faster, smoother, and far less chaotic.

7. Test and Update Your Disaster Recovery Plan

A plan is only as good as its execution. Regularly testing your DRP ensures it works when it matters most. Run simulations, conduct drills, and address any weaknesses you uncover. Think of it like a fire drill—only for your IT systems.

Here’s what to focus on:

• Simulate different disaster scenarios to test recovery time and data restoration.
• Verify backups are current and accessible.
• Ensure roles and responsibilities are clearly understood.

Your DRP isn’t a “set it and forget it” document. As your business grows and systems evolve, regular updates are critical to keeping it effective. 

Managed IT providers often include testing as part of their services, helping you refine the plan and stay one step ahead of potential disruptions.

Remember: the time to discover flaws in your recovery plan is during a test—not during a real crisis.

Final Thoughts: Protect Your Business with a Strong DRP

A well-structured IT Disaster Recovery Plan isn’t just a safety net—it’s a lifeline for your business when the unexpected happens. From assessing risks to implementing backup strategies, every step you take builds resilience and minimizes downtime.

While Managed IT services can simplify and streamline this process, even businesses handling it in-house can create a reliable DRP by following this checklist. The key is preparation, clarity, and regular testing.

Don’t wait for disaster to strike before taking action. 

TLC provides Managed IT services and advice for your plan. Reach out today to protect your operations, your data, and your peace of mind.