Version 1.3

Quick Reference

If you believe a disaster has occurred that will affect our business, contact the Managing Director or the Principal Engineer.

External contacts

Contents

Purpose

This document defines how CloudCard will respond to a disaster affecting our ability to serve our customers. The goal of the Disaster Recovery Plan is to restore services to the widest extent possible in the shortest possible time, while ensuring security and compliance are maintained.

Scope

A disaster for the purposes of this plan is defined as any event that causes prolonged unavailability of one or two AWS Availability Zones in the CloudCard’s primary operating region.

The following events are excluded from the scope for this plan:

• Loss of availability of the entire AWS region (large scale events of this sort will be responded to on a case-by-case basis).

• Loss of availability of CloudCard’s offices (see Business Continuity Plan)

• Loss of availability of a production application or service necessary to CloudCard’s operations that either (a) does either not affect all of CloudCard’s core services, or (b) is short-lived (outage lasting less than 4 hours) (see Incident Response Plan)

• Security breaches (see Incident Response Plan)

Policy

In the event of a disaster causing a major disruption to CloudCard’s production services, the person discovering the disaster must notify the Managing Director. The Managing Director will review the situation in consultation with the Principal Engineer and determine next steps. If the disaster falls within the scope above, the Managing Director should activate this Disaster Recovery Plan and follow the checklist appropriate for the given scenario (see Appendix: Scenarios).

Hard copies of this plan should be kept in each CloudCard office, as well as the home office of all employees.

Review

This plan must be reviewed and tested annually and updated to address any issues identified. The plan must also be reviewed and updated after any activation of the plan to determine improvements for future disaster scenarios.

Activation

This Disaster Recovery plan is to be activated when one or more of the following criteria are met:

An Amazon data center in which CloudCard stores its data is unavailable or is in imminent danger of becoming unavailable for an extended period of time.

The person discovering the potential disaster must notify the Managing Director (contact details listed above). If the Managing Director is unavailable, the Principle Engineer must be notified instead.

Communications Processes

Once notified of a potential disaster, if the Managing Director activates this Plan, the Managing Director will direct the Principal Engineer and all relevant employees to convene in the CloudCard Meeting Room (https://onlinephotosubmission.com/meeting). This online meeting room will be used as the primary mechanism to coordinate action and internally communicate status updates.

If the CloudCard Meeting Room is unavailable, the Managing Director will arrange an alternate digital or physical meeting room and communicate the location to the Principal Engineer and all relevant employees.

Roles and Responsibilities

Revision History

Document Revision History is maintained in Confluence. Changes to this document should be made with comments indicating the reason for the change. To do this, use the menu and click “Publish with Version Comment” option in Confluence.

This document was imported to Confluence from Google Docs on 2/24/2023. Below is the history of the document from Google Docs:

Version 1.1 - October 2018 - initial Google Docs version

Version 1.1 - November 2019 - clarity and accuracy updates

Version 1.2 - March 2021 - updates to contact details.

Version 1.2 - February 8, 2023 - accuracy update.

Version 1.2 - February 24, 2023 - migrated to confluence as v. 1 (see above).

Appendices

Appendix: Disaster Recovery Strategies

AWS Multi-site Active-Active Strategy

Application load is distributed across multiple resources located in two or more physical locations (AWS Availability Zones). If one Availability Zone becomes unavailable, resources are automatically or manually provisioned in the healthy Availability Zone to handle the load from the first zone.

Specific resources following these strategies:

• RDS - core application database is provisioned on two servers: a primary server and a read replica, located in separate Availability Zones. In the event of a failure of the primary server, the database fails over to the read replica, which is promoted to become the primary server. The former primary server can be rebooted and recovered to become the read replica, or if it is completely out of commission, a new read replica can be instantiated.

  • In addition to active data, Aurora backs up the database automatically and continuously for a 7 day period. Additionally Aurora takes a daily snapshot to ensure further redundancy above the continuous backups.

• Elastic Beanstalk - the application servers run in an auto scaling group distributed across more than one availability zone. If an entire availability zone were to become unavailable, the auto scaling logic would provision more servers in the other availability zone until the load from the users was met.

• S3 (Simple Storage Service) - redundantly stores objects on multiple devices redundantly store objects on multiple devices across a minimum of three Availability Zones in an AWS Region, and is designed to sustain data in the event of the loss of an entire Amazon S3 Availability Zone. (https://docs.aws.amazon.com/AmazonS3/latest/userguide/DataDurability.html )

Appendix: Scenarios

Single AZ failure

Plan of Action

1. Identify issue, coordinate initial response (Managing Director)

2. Contact Amazon to determine extent unavailability (Managing Director)

3. Evaluate unavailability timeframe and impact (Managing Director)

4. Monitor service Failover (Principal Engineer)

   1. Ensure database failover occurs; Add additional read replica if needed.

   2. Ensure auto scaling replaces lost services with new nodes.

   3. Determine if any data loss occurred, or if data needs to be corrected (e.g. to prevent stuck jobs). If so, restore or recover the data from backups.

   4. Determine if any secondary services are down, and recover them.

5. Contact External Organizations to make them aware of the situation (Managing Director)

6. Determine service and data recovery timeframes (Principal Engineer)

7. Share timeframes with customers and external organizations (Managing Director)

8. Improve upon the process in case of a future disaster (Managing Director and Principal Engineer)

Two AZ failure

Plan of Action

1. Identify issue, coordinate initial response (Managing Director)

2. Contact Amazon to determine extent unavailability (Managing Director)

3. Evaluate unavailability timeframe and impact (Managing Director)

4. Instruct with Principal Engineer to restore services from backups (Managing Director)

5. Contact External Organizations to make them aware of the situation (Managing Director)

6. Determine service and data recovery timeframes (Principal Engineer)

7. Share timeframes with customers and external organizations (Managing Director)

8. Improve upon the process in case of a future disaster (Managing Director and Principal Engineer)

Out of Scope Scenario Examples

• Hurricane causes power outage in Lynchburg VA - Business Continuity

• Snow makes impossible for employees to commute - Business Continuity

• Outage to our email and business application service (Google Apps) - Business Continuity

• Entire Region down - Catastrophic event, handled on an as-needed basis

• Employee deletes a large number of resources in AWS - Catastrophic event, handled on an as-needed basis

• Employee deletes a single database server or other core resource - Incident

Appendix: Asset RTO and RPO

Appendix: Test Plan

The Managing Director and Principal Engineer will meet with all other relevant employees for the following:

1. Read through the plan and address any questions.

2. For each of the scenarios defined in Appendix: Scenarios, craft an example of that scenario, and walk through how the plan would be implemented in that scenario. Document the estimated time taken for each action; including failures to follow the plan that are discovered later in the conversation. For actions that can be simulated, note those actions for later simulation and continue the walkthrough.

3. Simulate the actions noted in step 2, and add the actual RPO and RTO achieved during these simulations to the walk-through notes. These actions should include (but are not limited to):

   1. Test failover of database to another availability zone and adding a new read replica to the cluster.

   2. Test scaling up the application cluster to introduce new servers in a different availability zone to replace others lost in the outage. Ensure that all availability zones in the region can be used by the cluster.

   3. Test deploying a completely new database cluster from a database backup.

   4. Test deploying a completely new application cluster.

4. Perform an after action review - collect all suggestions from all those included in the test for review.

5. Document the test results and after action review notes.

6. Update this Plan based on the results and suggestions.

Appendix: Planned Improvements

• Use cross region replication of data to sustain wide regional disasters (while ensuring data residency compliance). For our Canadian customers, this will be implemented as the AWS Canada West (Calgary) Region becomes available.

• Update plan to address human error disasters.