Continuity and Recovery Planning for Critical Mail Applications

Transcription

1 Continuity and Recovery Planning for Critical Mail Applications Christine Burke Director, Sales & Marketing Mail-Gard March 20, pm 1. Historically, 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) 2 years C) 1 year 3 months 2 1

2 Continuity & 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 Outlines how business will continue in the event of minor events such as power outage, equipment failure 3 Critical Mail Applications 2

3 No Continuity Plan for Critical Communications? Loss of Revenue Cash Flow Disruptions Regulatory Fines Service Level Penalties Corporate Image 5 Best Practices 3

4 BEST PRACTICES Continuity & Recovery Planning Critical Mail Applications Team Plan Expectations Partner Test for Success 7 The Right Team 4

5 The Right Team Responsible Parties: Team Goals: Risk Manager Business Continuity/DR Manager IT Data Print Insert Postal 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 Continuity/Recovery Manager Overall project management, deliverable Set application priorities IT Determine communication method and establish connectivity Confirm application priorities for data recovery Configure host requirements at data recovery Data Work with IT for application priorities Prepare application data and resources for transfer 10 5

6 The Right Team Print Pre plan hardware and software requirements with vendor Provide detailed print specifications and job samples Insert Pre plan barcode technology, tracking, finishing needs with vendor Provide detailed insert specifications and job samples Postal Pre plan postal requirements with vendor Pre plan for postage money transfer Provide postal data, tray tags, etc 11 The Right Plan 6

7 The Right Plan Priorities Review with ALL company departments Real World vs. Disaster Declaration Team Management Bench Strength = Success Outlook Worst Case Scenario 13 The Right Plan - Data Data Communications Medium: VPN Dedicated Circuit (DS3, etc) Data Communication Method: Host (Server/Mainframe) Data Communication Applications: Server Mainframe Host (Printer FTP/SFTP with encryption requirements JES over IP PIEM Prisma 14 7

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 A print/mail recovery plan is only as strong as the data recovery plan Do job priorities match between data recovery plan and what print/mail production requires in order to meet SLA s? 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 16 8

9 The Right Plan - Data What is the number one cause for failures in the print/mail recovery industry? RESOURCES! How do you manage your data resources? Best option: Full compose data files with all resources included OR Send back up resource files to recovery vendor monthly and/or any time a resources is added or changed 17 The Right Plan - Print Print Specifications: Continuous: Pinless / Pinfed 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 9

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 Flap Positioning (flats) 19 The Right Plan - Insert Insert Specifications: Match Requirements Mail Piece Tracking: MRDF IDF Other Special Reports Provide these details for every application and any CAM details Provide insert samples for comparison and verification 20 10

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? A word about inserts Do you have contractual obligations? What about additional revenue? Who has final say? 21 The Right Plan - Postal Postal Specifications: Presort (sorted file, sort on site, 3 rd party assistance) Indicia (USPS acceptance of your indicia) Full Service IMB Seamless Acceptance Manifest Fed X, UPS requirements? Provide these postal details and any corresponding data files needed 22 11

12 The Right Plan - Postal If Pre Sort 1 st class rates are utilized for your daily mail, imagine the impact if your recovery vendor is unable to provide the same rates. Additional costs over the length of the business disruption could be significant. For example: Total Mail Pieces per month Pre Sort 1 st Class Rate / Total 1 st Class Rate / Total 3,000,000 (1oz) $.452 / $1,356,000 $.465 / $1,395,000 Additional money needed per month $39,000 Average print/mail disaster lasts 6 9 months $351, The Right Expectations 12

13 The Right Expectations Plan for Realistic SLA s Consider data recovery time objective for data Stick to determined job priority jobs Forms/Materials delivery will impact start up Allow start up time at vendor No One Can Go Zero Hundred On Day One! 25 The Right Expectations In Reality Actual Recovery Timelines Disaster Data Rec d Client Declared at Hotsite 1/Financial Sept 1 Sept 13 (12 days later) 2/Government Sept 9 Sept 13 (4 days later) 3/Financial Sept 1 Sept 9 (8 days later) 4/Insurance Oct 26 Oct 27 (1 day later) 26 13

14 The Right Expectations In Reality Recovery Requirements v Actual Need Client: Contracted: Needed for Disaster: 1/Financial 1 Printer 3 Printers 6 Inserters 48,000 images per day 335,000 images per day 2/Government 1 Printer 1 Inserter 2 Printers 1 Inserters 50,000 images per day 265,000 images per day 3/Financial 1 Printer 1 Inserter 2 Printers 1 Inserters 50,000 images per day 180,000 images per day 150,000 images per day 90,000 images per day 4/Insurance 3 Printers 2 Inserters 1 Printer 1 Inserter 150,000 images per day 90,000 images per day 27 The Right Partner 14

15 The Right Partner Understand your unique recovery requirements Receive data they way you want to send it? Replicate your print data formats, print management tools? Replicate your insert barcode, matching, special finishing? Duplicate your postal process to maintain costs? Meet your SLA s! 29 The Right Partner - Quality YOUR Quality procedures: Print Insert Personnel to implement Your staff on hand for overview Provide samples and procedures at start Test the QC Process 30 15

16 The Right Partner - Security What are your security concerns? ISO/IEC 27001:2013 HIPAA PCI (Payment Card Industry Certified) Other Security Standards Match your needs for high level security measurements or perform the necessary tasks to insure 100% compliance 31 The Right Partner Requirements Dedicated recovery facilities Multiple communication options Print and Insert Equipment solution matches your needs Qualified, knowledgeable staff Replicate your postal processes Disaster declaration experience Duplicate your quality procedures Duplicate your security requirements Offers continuity and recovery services 32 16

17 Test for Success! Test for Success TESTING TESTING - TESTING Test Often 1 X Year minimum, 2 X Year preferred Changes to 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 34 17

18 Test for Success Test Options Full process Data through live mailing Full volume, capacity testing Need continuity assistance? Tests your plan! Saves you overtime/other charges! Meet your SLA s! The more you test, the more comprehensive your tests are the more successful your recovery will be! 35 BEST PRACTICES Continuity & Recovery Planning Critical Mail Applications Team Plan Expectations Partner Test for Success 36 18

19 Result Victory Dance! 37 Continuity and Recovery Planning for Critical Mail Applications 19