Mobile Messaging, Remote Access and DR/BC Planning – What Does Working Remotely Really Mean?

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. 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. 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. 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. 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 email, 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. 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. 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. 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. 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. 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, URL’s, 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/email • PST files • Group email distribution lists • Department specific inboxes

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 closings • Access to client trust checks or account balances • Records, records, records

12. 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. 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 don’t have to make multiple calls to get something they need

14. Mobile Messaging, Remote Access and DB/BC Planning • Thank you for coming!