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RETURN TO MAIN 1 Mobile Messaging, Remote Access and DR/BC Planning – What Does Working Remotely Really Mean? Presented by: Doug Caddell Chief Information.

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Presentation on theme: "RETURN TO MAIN 1 Mobile Messaging, Remote Access and DR/BC Planning – What Does Working Remotely Really Mean? Presented by: Doug Caddell Chief Information."— Presentation transcript:

1 RETURN TO MAIN 1 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

2 RETURN TO MAIN Jul-072 Mobile Messaging, Remote Access and DR/BC Planning – What does Working Remotely Really Mean? Mobile messaging and remote access How they support recovery The service they provide and how to recover those services Working Remotely – Reality check Additional things to consider Non technology components of working remotely What to focus on first

3 RETURN TO MAIN Jul-073 Mobile Messaging, Remote Access and DB/BC Planning Mobile devices – lessons learned from past disasters Limited 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 availability Blackberry PIN to PIN communications The only device to work consistently in every disaster since 9/11 Make this part of your communications planning Walkie talkies – need industrial variety On average, Only 30% of lawyers take their laptops home on a regular basis Only 60% take their PDA (Blackberry/Treo) home every night

4 RETURN TO MAIN Jul-074 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 support Build a comprehensive plan to address all services To facilitate communications (Firm to employee, Lawyer to client, etc) To provide access to contact information To provide access to critical date information To provide access to documents and images To provide access to the internet

5 RETURN TO MAIN Jul-075 Mobile Messaging, Remote Access and DB/BC Planning – Why do I need my PDA? To facilitate communications Address passive and active means of communicating post disaster Emergency notification – Active (reach out to them) Provides almost immediate notification regarding the crisis Can be , voice, text message Can poll to determine their well being and ability to work Provides real time dashboard of information to Crisis Management Teams Emergency website – Passive (ask people to go to a site) Post status, contact and recovery information Provides real time updates to employees not set up for remote access

6 RETURN TO MAIN Jul-076 Mobile Messaging, Remote Access and DB/BC Planning – Why do I need my PDA? Provide access to contact information Understand what this means from the lawyer perspective Client, employees, case teams, co-counsel, expert witnesses, opposing counsel Understand what this means from an administrative perspective Critical vendors and services Building management, security, local authorities CRM Expand data to house client, case and critical vendor information, then keep it current Establish short recovery objective for app/data Have a process Define who, when, where and how information will be disseminated, then make sure everything is covered in your plan Have all contact information in at least two locations (one of which is NOT the office)

7 RETURN TO MAIN Jul-077 Mobile Messaging, Remote Access and DB/BC Planning – Why do I Need my PDA? Take into account the diverse locations this information is housed Attorneys Outlook Lit support systems Excel spreadsheets Rolodex Financial systems CRM Intranet Administration Financial systems Purchasing systems Excel Paper documents Intranet

8 RETURN TO MAIN Jul-078 Mobile Messaging, Remote Access and DB/BC Planning – Why do I need my PDA? Provides access to critical date information Understand 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 images Not feasible long term - address with remote access Access to internet The possibilities are endless

9 RETURN TO MAIN Jul-079 Mobile Messaging, Remote Access and DB/BC Planning – Remote Access Remote access Citrix (etc) deployment Types of solutions available (Citrix, web app, ASP, etc) Realistic scaling for concurrent use Infrastructure 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-disaster What infrastructure must be in place to accomplish this Security

10 RETURN TO MAIN Jul-0710 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 teams War rooms for discovery Passwords, URLs, legal research/search histories Lexis, Westlaw, BNA Checks for filing fees or emergency expenses Incoming USPO/courier/overnight mail Dispensation of courts/reassignment of cases during wide spread disaster Outlook/ PST files Group distribution lists Department specific inboxes

11 RETURN TO MAIN Jul-0711 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 closings Access to client trust checks or account balances Records, records, records

12 RETURN TO MAIN Jul-0712 Mobile Messaging, Remote Access and DB/BC Planning – Naming Names Look out for a few working remotely troublemakers Litigation Need space to work together – fast Can require almost immediate access to apps/data/records Complex, diverse systems and LOTS of data Real estate Client trust accounts – checks and account information Fast turn around – wire transfers and bills Trusts and Estates Require quick access to wills, checks, other items usually stored in the office Intellectual Property Very risky processes if there is a tenancy towards last minute filings Require quick access to client records

13 RETURN TO MAIN Jul-0713 Mobile Messaging, Remote Access and DB/BC Planning Where to start Have a clear understanding of when a disaster is really a disaster Clear methods and means for communicating internally and externally, including updated employee contact information Up to date and readily available client contact information Access to their critical apps and data Understanding of what paper records you would need if the office was closed One place to call for all requests so they dont have to make multiple calls to get something they need

14 RETURN TO MAIN Jul-0714 Mobile Messaging, Remote Access and DB/BC Planning Thank you for coming!


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