Tech preparations for Severe Weather
In the event of impending severe weather, Schools and Offices should take the following steps to prepare emergency communications and to reduce the chance of damage to technology equipment.
- Do not shut down or power off any network devices (e.g., switches, routers, access points, Wi-Fi, etc.) unless instructed to do so by the Office of Information Technology Services (OITS). The network infrastructure at schools, District Offices, and State Offices are interconnected with other State agencies, and as such may impact emergency communication used by the Hawaii Emergency Management Agency (HI-EMA).
- Locate your power fail phone and when informed, plug it into your power fail jack. If you do not have a power fail phone please notify your IT Manager. If you cannot locate your power fail jack, plug the power fail phone into a fax line.
- Shut down and unplug all non-essential electronic devices (e.g., computers, monitors, copiers, printers, laptop carts, etc.) and surge protectors that are plugged into the wall. Please consult with your respective vendors for larger equipment like copy machines and fax machines (e.g. Xerox, Toshiba, etc.) for appropriate shutdown or power off procedures.
- Shut down all mobile devices (e.g., laptops, tablets, etc.) that will not be in use and store them in a secure location.
- If possible, move any electronic devices at least 6 inches off the ground and onto a table/desk in case of flooding.
- If electronic devices are in a location that is near a window, door, or in areas where water leaks have been an issue in the past, please relocate the devices if possible. If it is not possible to move the devices, cover the devices with something waterproof (e.g., garbage bags, tarp, etc.). Make sure that devices other than network equipment are turned off and unplugged before covering them to avoid damage caused by overheating.
- Offices or schools that may have servers, electronic file storage and/or databases with critical information that are managed directly by the office or school should take appropriate measures to shut them down and ensure the integrity of the information. Consider taking a backup of critical data and store it in a secure, off-site location.
- Employees who are unsure about whether a computer or electronic device can be turned off, please contact your IT Manager or the IT Help Desk.
- Avoid using rooms that have network cabinets installed in them as emergency shelter rooms. Identify equipment and areas that should be secured and inaccessible to shelter residents.
- There will be an emergency wireless network available at each school shelter. The wireless network name and password will be disseminated to school administration prior to the opening of emergency shelters. This wireless network is for the use of emergency shelter workers only.
- Do not approach or attempt to power on any equipment that appears damaged or wet.
- Technology Coordinators should report offline network equipment to their IT Manager via ServiceNow (if available) or by text message.
For assistance, please contact the IT Help Desk. Support requests may be made online using ServiceNow via http://help.hidoe.org. You may also call the IT Help Desk by telephone at (808) 564-6000, or for neighbor islands, please use the HATS line at 8-1-808-692-7250.