Are You As Prepared As You Think You Are? Pop Quiz

Transcription

1 CRITICAL COMMUNICATIONS RECOVERY Are You As Prepared As You Think You Are? Disaster Recovery Journal s FALL WORLD 2016 Pop Quiz 1. How long does the average Print to Mail Disaster Recovery outage last? A. 14 days B. 29 days C. 78 days 2. What was the longest Print to Mail Disaster Recovery effort on record? A. 78 days B. 1 year 3 months C. 2 years 2

2 Continuity and Recovery Planning Recovery Detailed strategies for responding and restoring operations in the event facilities are damaged or destroyed Continuity Plans for how business will continue operations with little or no impact in the event of a business disruption It also outlines how business will continue in the event of minor events such as power outage, equipment failure Critical Mail Applications

3 No Continuity Plan for Critical Communications? Loss of revenue Cash flow disruptions Regulatory fines Service level penalties Corporate image Best Practices

4 Best Practices Continuity and Recovery Planning Critical Mail Applications Team Plan Expectations Partner Test for Success The Right Team

5 The Right Team Responsible parties Risk Manager Business Continuity/DR Manager IT Data Print Insert Postal Team goals Set recovery and continuity objectives Determine roles and responsibilities Build an effective, workable plan 9 The Right Team Risk Determine risk and compliance issues, threats, etc. Continuity/Recovery Manager IT Data Manage overall project and deliverables Set application priorities Determine communication method and establish connectivity Confirm application priorities for data recovery Configure host requirements at data recovery Work with IT for application priorities Prepare application data and resources for transfer

6 The Right Team Print Insert Postal Pre plan hardware and software requirements with vendor Provide detailed print specifications and job samples Pre plan barcode technology, tracking, and finishing needs with vendor Provide detailed insert specifications and job samples Pre plan postal requirements with vendor Pre plan for postage money transfer Provide postal data, tray tags, etc. The Right Plan

7 The Right Plan Priorities Review with all company departments Determine real world vs. disaster declaration Team management Outlook Realize bench strength = success Prepare for worst case scenario The Right Plan Data Data communications medium VPN Dedicated circuit (DS3, etc.) Data communication method Host (server/mainframe) Server Mainframe Host (printer) Data communication applications FTP/SFTP with encryption requirements JES over IP PIEM Prisma 14

8 The Right Plan Data Document composition tools Exstream Dialogue Documerge EzLetter Planet Press Must be part of data recovery Print management tools FlexServer/PIEM Solimar BARR RSA Prisma Nearstar Must be on site at recovery vendor or part of data recovery 15 The Right Plan Data Do job priorities match between data recovery plan and what print/mail production requires in order to meet SLAs? Are all critical print/mail applications included in data recovery plan? Is this plan updated as needed? Are all servers, network configurations required for transmission of print data included? How quickly can data be available for transfer to print/mail recovery vendor? Print image data KEY! A print/mail recovery plan is only as strong as the data recovery plan

9 The Right Plan Data How do you manage your data resources? Number one cause for failures in the print/mail recovery industry is resources Best option Full compose data files with all resources included Send back up resource files to recovery vendor monthly and/or any time a resource is added or changed The Right Plan Print Print specifications Continuous: pinless/pin fed AZ/ZA and East West/North South Cut sheet: tray pulls Full color: color matching and adjustments DPI requirements Variable perf and MICR requirements Special form stock (ID cards, perfs) Provide these details for every application Provide print samples for comparison and verification 18

10 The Right Plan Insert Insert specifications Input requirements: roll, fanfold, sheet AZ/ZA, East West/North South Insert pockets: total needed Barcode: 2D, 3 of 9, OMR, 2 of 5 Barcode reader placement Page accumulation: minimum/maximum Envelope sizes (page accumulation per envelope) 19 The Right Plan Insert Insert specifications Match requirements Mailpiece tracking: MRDF, IDF Other special reports Provide these details for every application and any CAM details Provide insert samples for comparison and verification 20

11 The Right Plan Materials Paper, forms, inserts, reply envelopes, outside envelopes Do you have a procedure in place for moving materials to your recovery vendor in the event of a disaster? What if materials are not accessible? Do you have a Plan B? Store materials at vendor? Can vendor print? About inserts Do you have contractual obligations for these inserts? What additional revenue do these inserts promote? Who has final say on inclusion of these inserts? 21 The Right Plan Postal Postal specifications Presort (sorted file, sort on site, third party assistance) Indicia (USPS acceptance of your indicia) Full Service IMb Seamless Acceptance Manifest FedEx, UPS requirements Provide these postal details and any corresponding data files needed 22

12 The Right Plan Postal If Pre Sort First Class rates are utilized for your daily mail, imagine the impact if your recovery vendor is unable to provide the same rates Additional costs to the company over the length of the business disruption could be significant For example: Mailpieces Per Month Pre Sort 1 st Class Rate / Total 1 st Class Rate / Total 3,000,000 (1oz.) $0.452 / $1,356,000 $0.465 / $1,395,000 Additional money needed per month $39,000 Average print/mail disaster lasts 6 9 months $351,000 The Right Expectations

13 The Right Expectations Plan for realistic SLAs Consider recovery time objective for data Determine priority jobs Realize forms/materials delivery will impact start up Allow start up time at vendor No one can go Zero Hundred on day one! How Realistic is Your Plan? Actual Recovery Timelines Client Disaster Declared Data Received at Hot Site Recovery Completed Financial Sept. 1 Sept. 13 (12 days later) Oct. 5 (22 days) Government Sept. 9 Sept. 13 (4 days later) Jan. 18 (4.2 months) Financial Sept. 1 Sept. 9 (8 days later) Feb. 16 (5.2 months)

14 How Realistic is Your Plan? Recovery Requirements vs. Actual Need Client Contracted Needed for Disaster Financial Government Financial Insurance 1 printer 48,000 images per day 1 printer, 1 inserter 50,000 images per day 1 printer, 1 inserter 50,000 images per day 150,000 images per day 3 printers, 2 inserters 150,000 images per day 3 printers, 6 inserters 335,000 images per day 2 printers, 1 inserter 265,000 images per day 2 printers, 1 inserter 180,000 images per day 90,000 images per day 1 printer, 1 inserter 90,000 images per day How Realistic is Your Plan? Consider recovery time objective for data Determine priority jobs Realize forms/materials delivery will impact start up Allow start up time at vendor No one can go Zero Hundred on day one!

15 The Right Partner The Right Partner Understands your unique recovery requirements, can your vendor: Receive data they way you want to send it? Manage your print data formats, print management tools? Manage your insert barcode, matching, special finishing? Duplicate your postal process to maintain costs?

16 Quality Considerations Recovery vendor considerations Provide postal requirements (pre sort, meter, indicia) need USPS exception Postage Accounting System requirements Provide insert samples for comparison and verification Provide these details for every application 31 Security Considerations What are your security concerns? ISO/IEC 27001:2013 HIPAA compliant PCI (Payment Card Industry Certified) or other security standard certification Understands your exact needs for high level security measurements and will perform the necessary tasks to insure 100% compliance 32

17 The Right Partner Look for vendor with: Dedicated recovery facilities Multiple communication options Equipment solution that matches your needs Qualified, knowledgeable staff Replication of your postal processes Disaster declaration experience Duplication of your quality procedures Duplication of your security requirements Test for Success

18 Test for Success Test often One (1) time a year minimum; two (2) times per year preferred Retest when changes are made to the environment Test smart Combine your data recovery test and print/mail test Test data transmission as it would happen during actual event Different jobs/applications each test Include all team members more people involved, more knowledge shared, smoother recovery Test options Full process data through live mailing Full volume, capacity testing The more you test, the more comprehensive your tests are (varied applications, personnel), the more successful your recovery will be! Best Practices Continuity & Recovery Planning Critical Mail Applications Team Plan Expectations Partner Test for Success

19 Result Verified Executable Dynamic Victory Dance! Continuity and Recovery Planning for Critical Mail Applications

20 Please contact us for more information: Debora Haskel Paul J. DePaoli VP Marketing & Corporate Communications National Sales Executive Find us on