Continuity & Recovery Services for Print-to to-mail Operations presented by Jerry Montella General Manager, Mail-Gard
Is Something Missing from YOUR Company s Continuity & Recovery Plan? Is YOUR Revenue Stream and is your key Critical Business Communications at Risk? to a SUCCESSFUL continuity plan!
Overview Business Continuity Today Print-to-Mail Continuity Return on Investment: Print-to-Mail Continuity Making Print-to-Mail Part of Your Continuity Plans How To Choose Print-to-Mail Continuity Services The Bottom Line Questions
Business Continuity Today From corporate responsibility to a required fiduciary duty From IT Managers and Continuity Planners responsibility to the executive level Investor Preference Oxford University Study Businesses which enacted an effective crisis management plan in response to a large-scale emergency gained an average of 7% in stock value. Those without lost approximately 15% in net value
Business Continuity Today 75% of businesses have experienced a business interruption 80 % of interruptions are the result of human error or power outages 60% of businesses do not have a continuity and recovery plan for their critical documents
Business Continuity Today Reliance on technology for company s of all sizes have increased demand for data recovery services Data Recovery average cost from $100 to $250,000 per month Are you using data to print your critical documents? If you don t have a recovery plan for your printed documents Why are you wasting your money?
Print-to-Mail Continuity
What documents are essential to your company? Invoices Financial Statements HealthCare / Insurance Documents Checks / Payroll Customer Communications Internal Reports
Is Your Plan Complete? Data recovery does not mean you have a print/mail solution Is printing and mailing of bills and statements provided by your data back-up provider? NO 81..61% YES 19.39% Source: DRJ.com
Is Your Plan Complete? Data recovery may include system printers Production printers should only be recovered by a dedicated print recovery center Complex finishing and inserting equipment can only be recovered by experienced service providers
When Was The Last Time You Visited your print-to-mail site? Reviewed your postal budget? Priced printers, inserters, sorters? Availability/Delivery Lead Times Checked technical staff resumes? Checked print-to-mail software sophistication? Checked your company s service level requirements?
Data v. Print-to-Mail Recovery Data You are responsible for bringing your operating system up on recovery site equipment Total Outage Average Length 7 Days Print-to-Mail Print-to-Mail DR Provider must prepare: - Printers with resources and forms - Inserters with barcodes and forms Partial or full outage Average Length 6 weeks to 6 months
Outage without a print-to-mail plan Invoices: Loss of cash flow Statements: Regulatory fines, unhappy customers Healthcare/Insurance Documents: Regulatory fines Payroll: Legal fines, disgruntled employees Corporate Image: Potential Damage Marketing Impact: Loss of Market Share
Return on Investment: Print-to-Mail Continuity
Return on Investment: Print-to-Mail Continuity Hard Costs - Uninterrupted cash flow - Fines - Lawsuits, litigation - Overtime - Interruption in core business operations - Keep current customers, not forced to attract new - 40% of marketing costs go toward attracting new customers; only 5% is needed to retain current customers - Potential reduction in insurance premiums
Return on Investment: Print-to-Mail Continuity Soft Costs - Image stability - CRM: internal and external audiences - Turn negative into a positive
Does it make sense for your company? Analyze consequences of no plan Make a strategic, continuous decision on print-to-mail planning Communicate the plan team and corporate management
Risk Assessment How much revenue would you lose per day? ($12 million company estimated loss at $1 million per month) How much revenue would you lose if 1% of your customer found a replacement source because your systems were down? Would you incur any fines or penalties from regulatory agencies?
Risk Assessment Would you incur any fines from customers because you couldn t meet service level agreements? How much productivity would be lost? What other expenses would you incur? (temporary employees, equipment overtime costs, extra postage costs)
Make a Strong Case for Print-to-Mail Recovery Do a business impact analysis on your lines of business (Currently, no BIA exists to deal specifically with print-to-mail. In development) - Outline your critical print-to-mail applications - Illustrate risk assessment figures - Cost of wait and see v. ROI on preparedness CRM Model: Compare cost of acquisition (40%) v. retention (5%) Cost and time to replace equipment Document the risks/rewards to your top executives Demonstrate a print-to-mail recovery solutions in action
Think you are covered if you outsource? Who is liable in the event of a disaster? What is your company s liability and how are you going to meet it? Check your existing contract with outsourcing vendor Corporate Governance
Vendor Criteria Identify Recovery services required Equipment and resources required Length of time vendors actively in print-to-mail recovery business Verify Core business Facilities Equipment Staff Testing
Print-to-Mail Recovery Options Maintain multiple or duplicate print-to-mail facilities with excess capacity Form a partnership with another company Some combination of the above options Contract with a dedicated print-to-mail recovery provider
Testing Testing - Testing Site visit and evaluation Proof of concept and/or acceptance Process followed for concept/acceptance test Process of submitting pre-test information Costs and conditions Annual/Semi readiness Identify changes in environment Verify problem areas and corrective actions Review plan, documentation and staff preparedness Continuous Appropriate job mix/volume of critical data
The Bottom Line Print-to-Mail Operations are critical to your company s bottom line Data recovery alone does not complete your continuity & recovery plan Print-to-Mail is an essential element of sound business continuity planning
Questions