This document provides information about disaster preparedness for nonprofits and libraries using technology. It discusses using ReadyTalk for webinars, recording webinars, and TechSoup's role in providing technology resources to nonprofits. The presentation covers introducing a culture of preparedness, backing up data, using mobile devices for preparedness, power sources, and social media. It encourages automating backups, having versioned, bootable, and offsite backups, and programming cell phones with emergency contacts. It also discusses using Facebook, LinkedIn, and Twitter for communication during emergencies.

1. Disaster-Proof Your Nonprofit or
Library Tech
September 10, 2015

2. Using ReadyTalk
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2

3. You Are Being Recorded…
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along with past webinars:
www.techsoup.org/community/events-webinars
• You can also view recorded webinars and videos on our
YouTube channel:
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• You will receive an email with this presentation,
recording, and links within a day.
• Tweet us @TechSoup or using hashtag: #techsoup or
#TechedUp
3

4. Disaster-Proof Your Nonprofit or
Library Tech
September 10, 2015

5. Presenters
5
Assisting with chat: Ale Bezdikian, TechSoup
Becky Wiegand
Webinar Program Manager
TechSoup Global
Lars Eric Holm
Community Educator/IT Specialist
CARD – Collaborating Agencies
Responding to Disasters

6. Where Are
You?
We Are Here
6

7. Agenda
• Introduction to TechSoup
• Supporting Vulnerable Communities
• A Culture of Preparedness
• To Go Forward, You Must Back Up!
• Mobile Preparedness
• Power
• Using Social
• Apps to Install Now!
• Additional Resources
• Q&A
7

8. About TechSoup Global
We are a global network of 63 partner NGOs that provide the
best technology resources to over a half-million organizations in
121 countries.
8
We connect organizations and people with the resources,
support, and technology they need to change the world.
Learn more from our 2014 Year in Review.

9. 9
We are working toward a time when every social benefit
organization on the planet has the technology, resources, and
knowledge it needs to operate at its full potential.
121
countries
served
63
partner
NGOs
41
Net2 local
groups
615k
NGOs
reached
Our Reach

10. Our Impact
10
Together, we build a stronger, more resilient civil society.
$4.8B
in technology
products and grants
employed by NGOs
for the greater good
35
languages used
to provide
education and
support
100+
corporate and
foundation partners
connected with the
causes and
communities they
care about
5.9M
annual visits to
our websites
600,000
newsletter
subscribers
empowered with
actionable knowledge
79%
of NGOs have
improved organizational
efficiency with
TechSoup Global's
resource offering*
*Source: = survey conducted among TechSoup members in 2013.

11. Our Product Donation Programs
Donated technology, education, and community forum resources
for NGOs save costs, magnify impact, and extend reach.
11

12. [Poll]
• The poll about job titles/roles that included
“many hats” as one of the answers.
• (This question was asked during last week’s
webinar, and it’s perfect for us).
Social Media - 5 things we can do now 12

13. Disaster-Proof Your Nonprofit or Library
Using Technology
Lars Eric Holm
CARD - Collaborating Agencies Responding to Disasters (@CARDcanhelp)

14. WEAR MANY HATS?
Often “Other Duty as Assigned” and thus Hard to Prioritize.
Thus, the importance
of leveraging the
technology you already
use every day.

15. www.CARDcanhelp.org
CARD can Help! We have lots of downloadable tools and
resources.
http://forums.techsoup.org
Stories from the forums are often highlighted on TechSoup’s
main page.
More links about downloadable resources will be at the end of
this presentation, including three relevant forum threads
Resources

16. CARD History
• 24/7 Media Attention – 1989 Loma Prieta Earthquake pre-empted the
World Series.
• Despite great effort – government, Red Cross and traditional response
organizations could not address immediate, short-term or long-term
needs for the most vulnerable residents. This has always been true.
• CARD was created BY local community agencies, FOR local community
agencies, and works WITH community agencies and committed partners
to fulfill on a vision of a prepared, inclusive, resilient, humane society.
Lessons Learned:
• The language of fear and threat, and prioritizing tomorrow’s traditional
disasters over today’s community needs is not compatible with the
cultures, structures and missions of nonprofit, faith, and service
agencies.
CARD’s philosophy – Prepare to Prosper!
Have everyday brilliance be your disaster resilience.

17. Labeled People – Slide 1:
• Seniors, older residents, frail elderly
• Extremely low income, poor, significantly below the
poverty level, and without financial resources
• Blind, visually impaired, low vision
• Single parents, lone guardians with no support systems
• Deaf, hearing impaired, hard-of-hearing (HoH)
• Limited English Proficiency (LEP), monolingual
• Emergent special needs (new needs due to disaster)
• Children, infants, unattended minors, runaways, latchkey
kids
• Homeless or shelter dependent - including domestic
violence shelters
• Chemically dependent – includes legal and illegal drug
dependence issues
• Medically compromised, low immune system, medically
fragile, contagious

18. Labeled People – Slide 2:
• Criminals, registered offenders and other clients of the
criminal justice system
• People fearful of (or refusing services from) government,
Red Cross or any unfamiliar organization
• Physically disabled - from minor issues to complete
dependence on life support
• Mentally/Cognitively/Developmentally disabled - from
minor issues to complete dependence on support
systems
• Transient needs (tourists, people needing replacement
hearing aids or glasses, etc.)
• Owners and guardians of pets/animals, people who
make life and death decisions based on animal concerns
• Culturally isolated, with little interaction outside of their
chosen community, or with most actions preferred inside
their chosen community -- religion, sobriety/recovery,
carless, LGBT), geography caused isolation, etc.

19. [Poll]
• Very fast ‘yes/no’ poll (or handraise)– are ANY
of the folks listed on the prior two slides
server by your agency?

20. POSITIVE FRAMING
The CARD approach eliminates the negative, fear-based conversation typically
attached to traditional “Disaster Preparedness.”
Preparedness can be about:
• protecting people we care about
• leadership
• securing preparedness funding
• safeguarding things that matter to us
• using every piece of the process as a learning opportunity
• learning how to make good decisions under stress
• having fun; learning about each other’s strengths and skills
• building a strong, empowered team.
Getting started: Keep the preparedness conversation focused on what you CAN DO and how
it will help your people achieve their goals!

21. is present when you have
preparedness as a way of being – it’s
how you operate, think, and act.
Once something is deeply embedded
as part of your culture, it can survive
and prosper even as people and
circumstances change.

22. Technology – especially mobile
technology – has fundamentally
changed how we communicate and
function.
Our pre-existing culture of
technology can be embraced to make
us a more prepared and resilient
society.

23. Preparedness + Technology
Everything has changed:
•The Internet
•Social Media
•Technology
•Public adoption of tools
•Expectations
Use Technology To:
• Build community
• Communicate
• Increase preparedness
• Facilitate emergency response
• Support your partners
• Alert and warn
• Raise money
• Build Support
• Walk the world BEING more
prepared and confident!

25. Where Are You?
Related to TRULY embracing technology for
empowering community outreach and resilience?
C.A.V.E. Dwellers
Consistently
Against
Virtually
Everything

26. [Poll]
• Where are you on the curve?
– Innovator
– Early Adopter
– Early Majority
– Late Majority
– Laggards
– Vocal Resistance

27. BACKING UP
- Motto for Dantz Development's Backup Software “Retrospect”

28. BACKING UP
What makes for good backups?
• Automated – the backups run frequently without
requiring human intervention
• Monitored – someone is regularly inspecting backup
logs, documenting media rotation, etc.
• Redundant – multiple copies, and multiple types of
backups
• Rotated – multiple devices, multiple locations

29. BACKING UP
The Holy Trinity of Backups
Three different types of backups:
• Versioned Backups - copies of your files as they appeared at
many points in time
• Bootable Backups - an exact copy of your startup disk on an
external drive
• Offsite Backups - an extra backup stored far away from your
regular backups

30. BACKING UP - VERSIONED BACKUPS
• Stores copies of your files as they appeared at many points in
time.
• Protects against file corruption, software bugs, user error, or
deciding to revert to an earlier revision.
• Store versioned backups on an external hard drive, not an
internal drive or CD/DVD.
• Software should update at least once a day, and preferably
much more often.

31. BACKING UP - BOOTABLE DUPLICATES
• Also known as a “clone”, it is an exact copy of your startup disk
on an external drive.
• If necessary, you can boot from the duplicate and get back to
work right away, even from a different machine.
• Must use backup/duplication software, simply copying files
will not create a bootable volume.
• Schedule duplicates to update themselves at least once a
week. Once a day is even better.
• Also update your duplicate right before any major upgrades.
• Store each duplicate on its own drive or partition.

32. BACKING UP - OFFSITE STORAGE
• An extra backup stored far away from your regular backups—
at the very least in a different building.
• Protects from local catastrophes, (fire, flood, earthquake,
tornado, etc.) that could wipe out your hardware and main
backups.
• For many, the easiest way is to use a cloud backup service.
• Alternatively, rotate two or three hard drives to another
location weekly. (Home, bank, etc.)
• Keep backups away from extreme heat or cold, and in a
secure location (so probably not a car or garage).
• Consider encrypting, unless it is stored in a very safe place,
such as a safe deposit box.

33. BACKING UP
Every Friday the 13th, observe “International Verify Your
Backups Day”:
Restoring a few files to confirm that your backups are
working.
Test booting from your bootable duplicate.

34. QUESTIONS AND ANSWERS
Backup can be a topic with lots of questions…
…does anyone have any questions?
Note: we will have some software recommendations
at the end of the presentation.

35. PROGRAM YOUR CELL PHONE
CARD’s “Potty Poster”
Program Your Cell Phone
Available at:
www.CARDcanhelp.org
(Specifically at:
http://www.cardcanhelp.org/tools-and-
resources/potty-posters)

36. Program Your Cell Phone to Be Your Greatest Safety Tool!
• ICE Your Phone: Add "ICE" (In Case of Emergency)
• Friends, Family, Neighbors: Program all important contacts
• Non-emergency numbers for Police and Fire Departments.
• Doctors / Hospital / Clinic
• Medication and medical conditions and allergies
• Location of emergency rally points
• Daycare providers for kids / seniors
For Smart Phones also add:
• Pictures of self, home, pets, kids, key people, and property
• Important documents: prescriptions, insurance, etc.
• First Aid and CPR instructions
• Apps: GPS, Alarms, Flashing Lights
• Do not depend on your memory!
PROGRAM YOUR CELL PHONE
To Do: From the list below, before we leave today’s meeting, please do at least one
action.

37. STAFF &/ OR VOLU N T EERS
Staff cell phone:
Arnie Benedict 415-555-1234 4155551234@mymetropcs.com
Katherine Chillen 530-555-1234 5305551234@vtext.com
Carl Ericson 510-555-1234 5105551234@txt.att.net
Lupe Pinchot 510-555-1234 5105551234@messaging.sprintpcs.com
Johnny Carson 510-555-1234 5105551234@tmomail.net
All Inside Staff texteveryonef@agencyname.org
Messages sent to e-mail addresses above appear as text message on the recipient’s phone.
Sometimes referred to as “SMS Gateway”.
Emergency contact wallet card, cell numbers as e- mails
Example: LarsEric’scarrier isAT&T,so a text can be sent via e-mail to hisphone as:
“5105551234@txt.att.net”.(Not a real phone number).
See “ht t p:/ / www.ehow.com/ how_5140350_t ext - cell- phone- comput er.ht ml” for how t o set t his up yourself.

38. 6/ 6/ 13 1:47 PMHow to Text a Cell Phone From Your Computer | eHow
Page 1 of 2http:/ / www.ehow.com/ print/ how_5140350_text- cell- phone- computer.html
1 Open your email client software on your computer or log in to your online email
service.
2 Open a new message composition window.
3 Enter the recipient's text address in the To field. This address is the 10-digit phone
number without dashes, followed by "@" and the cellular provider's messaging
domain. As an example, to send a message to the T-Mobile number 555-555-5555,
enter "5555555555@tmomail.net" in the To field. Some of the more common
provider addresses are:
Alltel: ...@message.alltel.com
Cingular AT&T: ...@txt.att.net
Boost Mobile: ...@myboostmobile.com
Print Article
Discover the expert in you.
How to Text a Cell Phone From Your
Computer
By C. Taylor
The popularity of Short Message Service text messaging on cell phones is
undeniable. SMS is convenient for sending short, informative texts even in noisy
environments and without committing to potentially lengthy voice calls. Although
most texts are sent from other phones, you can also send them from your
computer. Some providers offer a Web-based text service, but many of those are
being moved to customer-only areas to prevent unwanted spam on their networks.
Using the email program on your computer, you can send a text message directly
to a cell phone, as long as you know which cell phone provider your recipient
uses.
Difficulty: Moderately Easy
Instructions

39. POWER
You’ve got the Power!

40. POWER
Plethora of Products. See recent article:
"30 of the juiciest portable battery chargers money can buy”
www.digitaltrends.com/mobile/best-portable-battery-chargers/

41. POWER
Morphie Case
A phone case that is also a battery
Just flip the switch, and you are good to go!
Car Adaptors
A nearby source of power for many
Preparedness habit #1: Plug your phone in
whenever you drive
Preparedness habit #2: Give your friends car
chargers as gifts.

42. POWER
Pocket / keychain batteries are
inexpensive and make great
stocking stuffers
Good for a single charge, and
easily tucked into pocket, glove
compartment, desk draw, bag,
etc.

43. POWER
Solar Chargers: Check your local camping supplier.
Costs have dropped to under $200, and in some cases, under $100.

44. Staying Connected via Social Media

45. Fast Social Media Overview - Facebook
Facebook is marvelous for:
• Engaging with government agencies
• Engaging with elected officials
• Engaging with health agencies
In an emergency, the benefits are:
• A communication tool many are familiar with
• Some agencies have a page to be used specifically for
emergencies
• Others plan to post to their existing page
• Can have an out-of-state contact be able to post on your behalf.

46. Fast Social Media Overview - LinkedIn
LinkedIn is about professional connections:
• The largest online Business Networking platform in the world
• Nearly half of all members are outside the U.S.
Benefits:
• Establish and maintain connections to partners beforehand.
• Status Updates (140 character messages) can be sent from
your cell phone.
• Receive expert advice or suggestions from members of your
network - very useful in emergencies.
• Can link other applications to your LinkedIn profile: Twitter,
WordPress, SlideShare, Polls, etc.

47. Fast Social Media Overview - Twitter
Twitter Basics:
• Twitter is the “RUSHING river of Social Media”.
• You create your own stream.
• Basic Message – 140 characters including spaces – is called a
“Tweet”. You can tweet from your cell phone.
• Your sent messages are available to anyone (unless you lock
your site) – and are sent directly to your “followers” stream.
• Messages from the people you “Follow” are sent to your stream.
• Individual users have account names (@FriesenVA, @dcstpaul,
@MsDuctTape) – identified by “@NAME”.
Facts:
- There are 500 million active Twitter users, out of which more than 302 million
are active users. (As of May 2015).
- There are 1.6 billion search queries per day
- A large percentage of Twitter users don’t actually tweet; instead, they read
news, click links, and follow accounts.

48. Fast Social Media Overview - Twitter
• Elections in Iran
• Attacks in Mumbai
• H1N1, Whooping Cough
• Haiti Earthquake
"Public Information Officers" (PIOs) find that Twitter is:
- Faster than Gov/traditional media
- Tailored (user picks sources)
- Cell phone accessible
- Easy; fewer skills required
- Massive public acceptance
• Deepwater Horizon Oil Spill
• Japan EQ/tsunami/nuclear
• SuperStorm Sandy
• Boston Marathon Bombings
Twitter was instrumental as a planning & response Tool for:

49. Real World Response for #OccupyOakland

50. Preparedness Apps
There’s an App for That!

51. GroupMe

52. Dropbox

53. 1Password

54. First Aid

55. First Aid & Care

56. Find a Health Center

57. Police Scanner

58. Recorder HD

59. NIMS ICS Guide

60. iBanner

61. Pocket CPR

62. iTriage

63. Megaphone

64. Nixle

65. Skype

66. Line2

67. 511 Transit

68. Weatherbug

69. Siren Machine

70. Jibbigo Translator

71. Flipboard

72. What Are You Going to Do???

73. CARD’s work to make preparedness a positive, accessible, and
sustainable pursuit for all communities is made possible by:
United Way of the Bay Area
Alameda County Operational Area
Alameda County Public Health Dept.
Pacific Gas and Electric Company
Walter and Elise Haas Fund
The San Francisco Foundation
PHD City of Berkeley
City of Oakland
AAA Saves
YOU!
Thank You to Our Supporters!

74. CARD Tools and Resources:
http://www.cardcanhelp.org/tools-and-resources/
View the research! Download Potty Posters!
TechSoup:
The Resilient Organization: A Guide for Disaster Planning and Recovery
http://www.techsoup.org/disaster-planning-and-recovery
CARD was part of the collaboration that created this document and tools.
Resources

75. Serendipitously, these three articles were on TechSoup’s front page very
recently:
An Inside View of Harnessing Technology to Support Disaster Relief
http://forums.techsoup.org/cs/community/b/tsblog/archive/2015/08/25/an-
inside-view-of-harnessing-technology-to-support-disaster-relief.aspx
5 Ways Libraries Support Disaster Relief and Recovery
http://forums.techsoup.org/cs/community/b/tsblog/archive/2015/08/25/5-ways-
libraries-support-disaster-relief-and-recovery.aspx
The Single Most Important Thing to Prepare for Disasters
http://forums.techsoup.org/cs/community/b/tsblog/archive/2015/08/24/the-
single-most-important-thing-to-prepare-for-disasters.aspx
Resources

76. 7 Best Solar Panel Chargers Tested and Ranked
http://www.outdoorlife.com/blogs/hunting/2013/06/gear-test-solar-panels
REI Solar and Portable Power
http://www.rei.com/c/solar-and-portable-power?ir=category%3Asolar-and-portable-
power&r=c&page=1
Retrospect Backup Software
http://www.retrospect.com
A bit high end, but both Windows and Mac OS X, and it’s considered by many
to be an industry standard. This was the first product capable of backing up
over a network.
Data Backup 3, Prosoft Engineering.
https://www.prosofteng.com/databackup3/
More oriented towards individual workstations, or agencies on a tighter budget.
“30 of the juiciest portable battery chargers money can buy”
www.digitaltrends.com/mobile/best-portable-battery-chargers/
Resources

77. Take Control of Backing Up Your Mac by Joe Kissell
https://www.takecontrolbooks.com/jot-backing-up
This is the current advice and standard for Macintosh backups. While this is
centered around Macintosh backups, it's not difficult to generalize this advice.
The Complete Guide to Backup Management
by Dorian J. Cougias and Tom Dell.
http://www.amazon.in/Complete-Backup-Management-Network-Frontiers/dp/0121925625
While this is an older book, it encapsulates much of the knowledge I gained at
Dantz.
Bibliography

78. Please connect to CARD & Lars Eric Holm
CARD can be found online at:
www.CARDcanhelp.org
http://CARDcanhelp.org/Blog
www.Facebook.com/CARDcanhelp
www.Twitter.com/CARDcanhelp
Lars Eric Holm can be found online at:
www.LinkedIn.com/in/LarsEricHolm
www.Facebook.com/LarsEricHolmWork
www.Twitter.com/LarsEricHolm
Please consider creating a recommendation on LinkedIn, giving us a shout-
out on any social media platform, sending a note of thanks and appreciation
to our funders. We greatly appreciate your support! Thank you!

79. Please connect to CARD & Ana-Marie Jones
CARD can be found online at:
www.CARDcanhelp.org
http://CARDcanhelp.org/Blog
www.Facebook.com/CARDcanhelp
www.Twitter.com/CARDcanhelp
Ana-Marie Jones can be found online at:
www.LinkedIn.com/in/MsDuctTape
www.Facebook.com/MsDuctTape
www.Twitter.com/MsDuctTape
Please consider creating a recommendation on LinkedIn, giving us a shout-
out on any social media platform, sending a note of thanks and appreciation
to our funders. We greatly appreciate your support! Thank you!

80. Please help CARD continue its work to prepare, support and
empower nonprofits, faith agencies and the communities they
serve:
Donate at:
www.gofundme.com/GoFearFree
And check out this Oakland Post article:
On the 10th Anniversary of Hurricane Katrina, Does a True
Disaster Loom in Oakland?
http://postnewsgroup.com/blog/2015/08/27/op-ed-10th-anniversary-hurricane-katrina-true-disaster-
loom-oakland/
Please Help CARD!

81. Additional Resources
81
http://4bells.org

82. 82

83. 83

84. Q & A
Please type your
questions in the
chat window.
Continue the discussion in
our Tech Planning and
Policies forum.
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85. Learn and Share!
• Chat in one thing that you learned in today’s webinar that
you will try to implement.
• Will you share this information with your colleagues and
within your network?
85

86. Upcoming Webinars and Events
• 9/16: Managing Mobile: Library Device Checkout Made
Easy
• 9/17: Getting Started: Making Your Grant Requests
Sparkle
• 9/24: Navigating the World of Donated and Discounted
Technology
Explore our webinar archives for more!
86

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www.techsoupglobal.org
www.techsoup.org
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