Disaster Recovery and Document Management for the Federal Government

1
Disaster Recovery and Document Management for the
Federal Government

• Casey Clarke,
• National Account Manager
• US Government Printing Office

2

• HOW MANY OF US REMEMBER
• September 11, 2001
• Hurricane Katrina
• Wild Fires in California
• Anthrax scares
• Tornados in Oklahoma
• Flooding in Washington, DC
• (RAISE YOUR HANDS)

3

• Keep your hands raised if you were personally
  affected by any of these events

4

• HOW MANY OF YOU HAVE
• Been in a car accident
• Had your computer crash
• Had a power outage
• Had a death in the family
• (RAISE YOUR HANDS)

5

• To each of us, any of these events can qualify as
  a disaster if they impair you from doing what you
  need to get done.
• (a bad day)

6

• Today you all have in place a way to produce all
  the printed products and document management
  tools you need on a good day, in your typical
  environment.

7

• Now, all you need is a system in place to produce
  these on a bad day. A day where you are not in
  your typical environment.
• This is the starting point for a disaster
  recovery program.

8

• There are 5 steps to begin to create a Disaster
  Recovery program.

9

• Identify Vital Documents
• Go through your documents (printed and/or
  electronic) that you use or create every day,
  week or year. Would you need access to these
  documents in the event of a disaster?

10

• Identify Vital Documents (cont.)
• How would your court accept these documents in
  the event of a disaster scenario? Same format,
  faster format? Color, black and white?

11

• 2. How will you declare a disaster?
• Who in your office will make the declaration that
  a disaster has occurred?
• Chain of command? One specified person, contact
  list?

12

• 2. How will you declare a disaster? (cont.)
• Level system? Color system? Same reaction for
  every scenario?

13

• 3. Where will your backup facilities be located?
• Across the nation? One facility, two? Are you
  observing the 50 mile radius as outlined by
  Homeland Security

14

• 3. Where will your backup facilities be located?
• Will you put personnel in these locations to
  oversee? How are personnel to get there, what do
  they need to do their job on location?

15

• 4. Who can fulfill your courts needs?
• Determine contractors capable of fulfilling your
  needs, whether Data (IT) Print (GPO) and
  Document Management (GPO)

16

• 5. Test your courts plan
• Plan to test your COOP/Disaster Recovery plans at
  least on a yearly basis.
• This will afford your court staff the opportunity
  to gain disaster recovery experience, and test
  the contractors ability to deliver on their
  promises.

17

• So why is print important in a Disaster Recovery
  situation?
• How many printed documents do you touch a day?

18

• According to a 2005 study by the Gartner Group, 2
  out of every 5 private companies that experience
  a major disaster will not recover. They will
  most likely close their doors for business in
  less than 5 years.

19

• In addition, less than 1 percent of all Disaster
  Recovery/COOP plans include a true print
  production,
• or print-to-mail
• contingency feature.

20
So whats the problem?
21

• There are many reasons for not having a print
  production Disaster Recovery plan in place.
• Why?
• Capitol expenses
• Lack of training in disaster recovery
• Limited knowledge of the necessity
• Belief that there is already enough
  coverage
• And the largest many simply think a
  crisis will never happen to them.

22

• Example
• Supreme Court of the United States

23

• Step 1 SCUS identified their vital documents as
  their bench opinions.

24

• Step 2 SCUS named a contact person for the
  official disaster declarations and a tier system
  for each disaster.
• Tier 1, Tier 2, and Tier 3 all had different
  disaster recovery responses.

25

• Step 3 Backup Facilities. SCUS chose backup
  facilities accessible outside the 50 mile
  Homeland Security radius for their agency and
  nearby based on the disaster tier.

26

• Step 4 GPO worked with SCUS to find a secure
  contractor that is fully able to address their
  needs at each disaster tier. These secure
  contractors were two of 2,500 secure contractors
  across the nation.

27

• Step 5 With three tiers of backup in place,
  SCUS and GPO test the system annually.

28

• This contract has been in place with GPO for over
  2 years.

29

• Katherine D. Clarke (Casey)
• National Account Manger
• US Government Printing Office
• 732 N. Capitol St. NW
• Washington, DC 20401
• Kclarke_at_gpo.gov
• 202-465-6640 (mobile)