With the 9-11 tragedy, we learned our lesson as data centers and communication systems were recovered within days. This success did not, however, migrate to the very backbone of most organizations: document processing operations.
Documents Are Overlooked
Less than one percent of disaster recovery plans include a true print-to-mail contingency. The major reason for this is the majority of those responsible for document processing operations believe they are covered by the company-wide disaster recovery plan. That is simply not the case.
Perhaps the most obvious reason that document processing is overlooked in contingency plans is that disaster recovery is typically funded within the IT budget. Accustomed to the virtually plug-and-play environment, it is understandable that IT professionals would logically apply this type of recovery scenario to print and mail operations. Unfortunately, this approach to print/mail recovery often falls short.
Documents Can Mean the Difference
Understanding the difference between IT and document systems recovery can mean the difference between recovery and survival when disaster strikes. Today's high-tech document processing facilities are highly complex and rely on sophisticated equipment. Additionally, document processing operations require specific resources, specialized barcodes and other programming specific to the environment. In short, while the average recovery time for data is seven days, it can take six weeks to six months to recover print-to-mail operations.
Can your organization survive six weeks, let alone six months, without the ability to process critical documents such as customer billing, invoices, statements, policy notices, payroll checks and regulated correspondence? Before you answer, you need to consider the hard costs such as cash flow and the soft costs associated with regulator compliance, your corporate image and the competitive and marketing impact of a disaster of this duration.
Include Disaster Recovery in Your Document Strategy
Make a road map for your company's business continuity plan. Does it include printing and mailing? The most crucial step in transforming your disaster recovery plan into a true business continuity program is to perform a thorough Business Impact Analysis (BIA). Following the discipline of a comprehensive assures that all aspects of your corporate operation are protected. To assure the accuracy of the BIA, we recommend the following:
Once the BIA is finalized, it should serve as the roadmap for developing your print-to-mail disaster recovery plan. Obviously, your plan should be in writing. It should correspond to your critical workload and take into account the percentage of critical work that is recoverable. Once developed, the plan will help determine if the appropriate resources are in place.
Evaluate Your Options
As with most critical business functions, the major decision is whether to handle your print-to-mail disaster recovery in-house or to outsource the function. The major consideration is the ability to objectively analyze capacity and logistics. Experience has proven that in most cases, theory is quite different than reality. Varied equipment, workload differences, conflicting priorities and insufficient capacity to handle additional production are some of the concerns.
Put Your Plan to the Test
It looks good on paper, but how will it really play out? Don't wait until an actual disaster is declared to find out. Take a tour of all facilities being considered based on your RFP process. Conduct proof-of-concept testing. Applications for the testing should include a range of documents, both simple and complex, to be covered by the print-to-mail disaster recovery plan. Based on the proof of concept, you can feel confident in your vendor selection. Don't stop there.
One challenge for print-to-mail disaster recovery is to continuously explore, develop and implement new technologies and systems to streamline the recovery process and reduce recovery time. Another area requiring vigilance from your disaster recovery partner is the willingness to form, networks consisting of business partners that provide data recovery services as well as with other firms that develop systems to assist in document production.
Plan for the Worst
Print-to-mail processes have changed dramatically in recent years, as have the threats to their continuity. Recovery of all critical data is an expected business continuity practice, but while printing and mailing are critical to a corporation's day-to-day operation, these functions are often overlooked. Selecting an appropriate print-to-mail recovery service will allow your corporate print-to-mail center to operate at maximum efficiency and not endanger service in a disaster situation.
Please visit www.mail-gard.com for additional information.
