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Disaster recovery plan feature: communication

Part of a disaster recovery plan stating who tells staff, customers, regulators and media what happened, and how, using contact lists, a spokesperson and timely updates.

Part of: VCE Data Analytics - U4O2 - Cyber Security: Data Security — Module 89

Understanding Disaster recovery plan feature: communication in VCE Data Analytics U4O2

What it does: Setting a fixed update interval is a timely updates feature of the communication plan. This shows the audience (who is told) and the channel (how), which is the core of a communication plan. The communication feature sets out who informs each group during a disaster, and how. Backup types belong to the backup strategy, not the communication feature. A contact list helps the organisation reach the right people quickly during an incident. Passwords are not contact details and should never be listed this way. A single spokesperson prevents conflicting statements and rumours. This protects the organisation's reputation. Timely updates keep affected people informed so they can protect themselves. Staying silent damages trust and may breach legal duties.

Common mistakes: A communication plan names one trained spokesperson so the message stays consistent. Letting everyone speak risks mixed messages, so line 3 should name one person. The plan must say who tells customers what has happened. Hiding it from them damages trust, so line 2 should tell staff and customers.

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This module's key terms are also in a printable crossword (Modules 80–113) and word search (Modules 44–113).

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Learning

Duo

What does the communication feature of a disaster recovery plan state?

Which backup type copies only the files changed since the last full backupWho tells staff, customers, regulators and the media what has happened, and how

Matches

spokesperson = "Any staff member"

↓

Letting any staff member speak to the media causes mixed messages and may leak wrong information. One trained spokesperson should be named.

Applying

Meanings

Term

communication plan

Meaning

Part of a disaster recovery plan stating who tells staff, customers, regulators and media what happened, and how, using contact lists, a spokesperson and timely updates.

Practice

COMMUNICATION PLAN

Testing

Gaps

SEND alert USING

Check Answer

Spots

2 contact list = phone, email

3 spokesperson = everyone

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Quick Questions

1. What does the communication feature of a disaster recovery plan state?

A. Who tells staff, customers, regulators and the media what has happened, and how ✓

B. Which backup type copies only the files changed since the last full backup

The communication feature sets out who informs each group during a disaster, and how. Backup types belong to the backup strategy, not the communication feature.

2. Which is a contact list in a communication plan?

A. Up-to-date phone numbers and emails for staff, key customers and regulators ✓

B. A list of the passwords that staff use to log in to the network

A contact list helps the organisation reach the right people quickly during an incident. Passwords are not contact details and should never be listed this way.

3. Why does a plan name one spokesperson?

A. So the media and public receive one consistent, approved message ✓

B. So every staff member can give their own version to the media

A single spokesperson prevents conflicting statements and rumours. This protects the organisation's reputation.

4. A data breach affects customers. Which action follows the communication plan?

A. Say nothing until the next annual report is published

B. Send customers a prompt, clear update on what happened and what they should do ✓

Timely updates keep affected people informed so they can protect themselves. Staying silent damages trust and may breach legal duties.

5. What does 'timely updates' mean in a communication plan?

A. Sending one message months after the incident has been fixed

B. Giving regular, scheduled progress updates while the incident is being handled ✓

Timely updates are given quickly and at regular intervals, so people know the current situation. Late communication leaves people uninformed.

Match the Pairs

contact_list = ["staff", "customers", "regulator"] → A contact list names who must be told about the incident and how to reach each group.

spokesperson = "Communications Manager" → One named person is authorised to speak to the media and public so the message stays consistent.

Timely updates keep staff and customers informed at regular intervals during recovery. → update_every = "2 hours"

The plan states who tells each group what has happened, and how, such as email, SMS or phone. → notify("customers", "SMS")

spokesperson = "Any staff member" → Letting any staff member speak to the media causes mixed messages and may leak wrong information. One trained spokesperson should be named.

update_customers = "after recovery only" → Waiting until recovery is finished leaves customers and staff uninformed. Updates should be timely and given during the incident.

Key Term

communication plan

Part of a disaster recovery plan stating who tells staff, customers, regulators and media what happened, and how, using contact lists, a spokesperson and timely updates.

Fill in the Blanks

1. SEND alert USING contact list

Hint: Type the two-word name of the up-to-date record that lists who must be reached.

2. ONLY the spokesperson speaks to the media

Hint: Type the role of the one nominated person who gives official statements.

3. Updates must be timely and consistent

Hint: Type the word describing updates that are sent quickly and without delay.

4. IF data breach THEN notify the regulator

Hint: Type the external authority that must be told about a breach.

5. contact list: name, role, phone, email

Hint: Type the contact detail, other than email, that is used to call someone.

Spot the Error

Question 1

A communication plan:

B contact list = phone, email

C spokesperson = everyone

D updates = timely

Line C — A communication plan names one trained spokesperson so the message stays consistent. Letting everyone speak risks mixed messages, so line 3 should name one person.

Question 2

A after incident:

B keep customers in the dark

C tell regulators

D tell media via spokesperson

Line B — The plan must say who tells customers what has happened. Hiding it from them damages trust, so line 2 should tell staff and customers.

Question 3

A contact list:

B names and phone numbers

C never update it

D keep a copy offline

Line C — A contact list that is never updated goes out of date, so the wrong people (or nobody) get told. It should be updated regularly.

Question 4

A spokesperson:

B speaks without approval

C uses facts from the IT team

D staff refer media enquiries

Line B — The spokesperson must be approved to speak publicly for the organisation. Speaking without approval risks wrong or damaging statements, so line 2 should say approved.

Question 5

A timely updates:

B first notice: within hours

C progress: daily

D final report: next year

Line D — Timely updates mean people are told promptly. The final report should go out once the incident is resolved, not a year later.

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