return to main 1 mobile messaging, remote access and dr/bc planning – what does working remotely...
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Mobile Messaging, Remote Access and DR/BC Planning – What Does Working Remotely Really Mean?
Presented by:Doug Caddell
Chief Information Officer
Foley & Lardner LLP
Pamela Hill
Solutions Group Leader – Business Continuity
Project Leadership Associates
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Jul-07 2
Mobile Messaging, Remote Access and DR/BC Planning – What does Working Remotely Really Mean?
Mobile messaging and remote accessHow they support recoveryThe service they provide and how to recover those services
Working Remotely – Reality checkAdditional things to consider
Non technology components of working remotelyWhat to focus on first
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Jul-07 3
Mobile Messaging, Remote Access and DB/BC Planning
Mobile devices – lessons learned from past disastersLimited availability of cell phone service and/or SMS message capability following a disaster that impacts a large area Blackberry/Good service interruptions when Exchange is unavailable
MessageOne and other options for Blackberry availabilityBlackberry PIN to PIN communications
The only device to work consistently in every disaster since 9/11Make this part of your communications planning
Walkie talkies – need industrial variety On average,
Only 30% of lawyers take their laptops home on a regular basisOnly 60% take their PDA (Blackberry/Treo) home every night
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Jul-07 4
Mobile Messaging, Remote Access and DB/BC Planning – Why do I need my PDA?
Consider the service(s) a PDA/mobile device is providing and understand what this is telling you about your business and what you need to build in its supportBuild a comprehensive plan to address all services
To facilitate communications (Firm to employee, Lawyer to client, etc)To provide access to contact informationTo provide access to critical date informationTo provide access to documents and imagesTo provide access to the internet
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Jul-07 5
Mobile Messaging, Remote Access and DB/BC Planning – Why do I need my PDA?
To facilitate communicationsAddress passive and active means of communicating post disaster
Emergency notification – Active (reach out to them)Provides almost immediate notification regarding the crisisCan be email, voice, text messageCan poll to determine their well being and ability to workProvides real time dashboard of information to Crisis Management Teams
Emergency website – Passive (ask people to go to a site)Post status, contact and recovery informationProvides real time updates to employees not set up for remote access
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Jul-07 6
Mobile Messaging, Remote Access and DB/BC Planning – Why do I need my PDA?
Provide access to contact informationUnderstand what this means from the lawyer perspective
Client, employees, case teams, co-counsel, expert witnesses, opposing counselUnderstand what this means from an administrative perspective
Critical vendors and servicesBuilding management, security, local authorities
CRM Expand data to house client, case and critical vendor information, then keep it currentEstablish short recovery objective for app/data
Have a processDefine who, when, where and how information will be disseminated, then make sure everything is covered in your planHave all contact information in at least two locations (one of which is NOT the office)
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Jul-07 7
Mobile Messaging, Remote Access and DB/BC Planning – Why do I Need my PDA?
Take into account the diverse locations this information is housedAttorneys
OutlookLit support systemsExcel spreadsheetsRolodexFinancial systemsCRMIntranet
AdministrationFinancial systemsPurchasing systemsExcelPaper documentsIntranet
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Jul-07 8
Mobile Messaging, Remote Access and DB/BC Planning – Why do I need my PDA?
Provides access to critical date informationUnderstand where this information is housed and either build a comprehensive plan to address all locations, or streamline locations and build redundancy Redundant storage of this information is a requirement of malpractice insurance providers, so ask the question
Provides access to documents and imagesNot feasible long term - address with remote access
Access to internetThe possibilities are endless
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Jul-07 9
Mobile Messaging, Remote Access and DB/BC Planning – Remote Access
Remote accessCitrix (etc) deployment
Types of solutions available (Citrix, web app, ASP, etc)Realistic scaling for concurrent useInfrastructure requirements for scaling purposes
Application publication reality check Are all critical apps published?Do users really know how to use them?Is it practical to use all apps remotely?Are all the critical data accessible?
Rapid deployment post-disasterWhat infrastructure must be in place to accomplish thisSecurity
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Jul-07 10
Mobile Messaging, Remote Access and DB/BC Planning – The Good, the Bad and the Ugly
The other components of working remotely Attorney support services
Access to support staff and case teamsWar rooms for discovery
Passwords, URL’s, legal research/search historiesLexis, Westlaw, BNA
Checks for filing fees or emergency expensesIncoming USPO/courier/overnight mailDispensation of courts/reassignment of cases during wide spread disasterOutlook/email
PST filesGroup email distribution listsDepartment specific inboxes
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Jul-07 11
Mobile Messaging, Remote Access and DB/BC Planning – The Good, the Bad and the Ugly
The other components of working remotely, cont.Conflicts checks
Yes, you still have to do them even after a disaster
Immediate bills for closingsAccess to client trust checks or account balancesRecords, records, records
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Jul-07 12
Mobile Messaging, Remote Access and DB/BC Planning – Naming Names
Look out for a few “working remotely” troublemakersLitigation
Need space to work together – fastCan require almost immediate access to apps/data/records
Complex, diverse systems and LOTS of dataReal estate
Client trust accounts – checks and account informationFast turn around – wire transfers and bills
Trusts and EstatesRequire quick access to wills, checks, other items usually stored in the office
Intellectual PropertyVery risky processes if there is a tenancy towards last minute filingsRequire quick access to client records
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Jul-07 13
Mobile Messaging, Remote Access and DB/BC Planning
Where to startHave a clear understanding of when a disaster is really a disasterClear methods and means for communicating internally and externally, including updated employee contact informationUp to date and readily available client contact informationAccess to their critical apps and dataUnderstanding of what paper records you would need if the office was closedOne place to call for all requests so they don’t have to make multiple calls to get something they need
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Jul-07 14
Mobile Messaging, Remote Access and DB/BC Planning
Thank you for coming!