When companies outsource their print and mail operations, the need for a clear and defined business continuity and recovery plan is more important than ever. Yet when it comes to having a plan in place, many people falsely believe they can kick back and let their outsourcing company deal with any potential crisis. But ultimately, the responsibility for recovery, continuity and compliance liability lies with you. Just because you outsource your print and mail, doesn’t mean you can outsource your responsibility.
How can you make sure that you are covered in the event of an interruption in service due to a natural or man-made event? Make sure your vendor has a well-defined, written and most importantly, tested recovery plan in place.
Many outsourcing companies have more than one operational facility and most believe they can back each other up in the event one should experience a halt in production. But even the best outsourcing vendors may have issues dealing with the overload of capacity when one facility’s production is suddenly required to be produced at the other. Testing of capacity is the only sure way to know if your work can be handled by either location.
Make sure you understand both the hardware and software available for the print and insert capabilities at the vendor’s additional facilities. Sure, they both may have Xerox MICR printers, but are they both equipped with the special front-end print systems that your jobs require? Inserting specifications may appear the same in both locations as well, but if your applications require the use of a top loaded camera system reading 2D, and the other facility only has a bottom read capability you will have a problem getting your work produced.
Of course, there’s another way to insure your critical printed documents will continue to your customers as normal. Partnering with a company that specializes in critical communications recovery is the best way to ensure appropriate business recovery. Many businesses rely on Mail-Gard to pick up the production if a failure of any kind disrupts their normal operations.
If your business strategy moves toward outsourcing your operations, know that a recovery contract with Mail-Gard will keep you in business when a business interruption occurs.
– Jerry Montella
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