Response Mail Express Departments

SECURITY PROCEDURES

Security is a priority at RME/DME. Given the nature of the confidential company and list information we handle in creating our customers' marketing projects, we have taken numerous precautions to restrict physical and electronic access to secure information and personnel.

CAMPUS AND DEPARTMENTAL ACCESS SECURITY

Highly sensitive areas of RME/DME are restricted to specific individuals and departments. We have implemented security measures that include magnetic, identity-coded swipe cards, access-coded door locks and picture ID badges. During regular business hours, all non-associates visiting the campus must sign-in at the reception desk and secure a visitor’s pass. While on the premises, a RME/DME associate escorts them at all times.

NETWORK AND DATA SECURITY

Our IT staff is certified in A+, Apple, Microsoft’s MCSE, MCP and CCNA. We maintain a proactive approach to network health and security by using servers that constantly monitor network devices. All employees can notify the IT Help Desk 24 hours a day via email, pager or phone.

The RME/DME network is isolated from the Internet with the latest in Firewall technology. Our network is configured as a private network with only validated accesses allowed into the system from the outside using the latest in IPSEC cryptology. We have redundant paths, via a Sonet OC3 ring, to the Internet.

RME/DME takes the following protective measures to keep the data and computer systems secure:

Stringently controlled access to the external segment.
Daily port scans of servers located on the external segment to monitor any susceptibility to outside attack.
Deploy and administer the McAfee Antivirus suite, which serves as frontline defense against the vulnerabilities of virus infection. Our Antivirus server constantly checks its virus definitions against those published by Network Associates Inc., ensuring the most up to date protection available. Through McAfee, we are able to schedule virus scanning for off-hours, perform on-demand scans on suspect machines, as well as remote scans on machines in other physical locations. McAfee also provides us protection against email-borne virus attacks, by scanning each email incoming or outgoing, for malicious code.
Administer internal LAN structure composed of nine micro-segments.
Perform routine security analysis on all servers.
Monitor traffic traversing the network looking for suspicious protocols and packets.
Analyze and maintain hardware Firewall appliance, providing stateful packet inspection. Firewall system logs are monitored for unacceptable internet use and signs of intrusion attempts.
Maintain complete control over network infrastructure equipment. Passwords generate randomly and change periodically to protect against unauthorized access. This is complimented by the administration of our magnetic card system through which we control access to all areas of the property.
Apply the most current hot-fixes and updates available for the Windows/Active Directory environment providing maximum vulnerability protection.
Provide highly encrypted VPN tunnels to remote sites used for data transfer and the sharing of company resources.
All servers are kept in locked cabinets. Controlled access to these servers is only permitted to essential personnel.

DISASTER / RECOVERY PROGRAMS

In the event of an emergency, RME/DME goes into Emergency Operations. Every associate of the company receives an automated phone call from our PerfectCall™ broadcast phone message system to both their home and cellular phone (if available). The call notifies them of the emergency and instructs them to stand-by until contacted by their supervisors. These automated calls also go out to key staff members at all our facilities in Florida.

All corporate officers and managerial staff at our facilities are equipped with Verizon cellular phones. Loss of landline telephone service would not interrupt priority communication. In the event that all phone and radio communications are lost, key associates have been instructed in advance to report to the main facility for their regular scheduled work shifts.

We have five diesel generators that supply more power than we require when operating at full capacity, indefinitely. These generators are capable of sensing a power outage and self-start after an outage longer then 15 seconds. All servers are connected to Uninterruptible Power Supplies, which maintain a constant voltage even during transitions between utility and generated power, ensuring zero down time for all network devices.

In the event there is a problem that will prevent RME/DME from performing its duties in an established period, we will notify the client by telephone within two hours of learning of the problem. All verbal notifications are followed up with a written statement detailing the cause for failure, how it affects performance, the anticipated solution and the duration of the inability to perform. If either of our facilities were ever severely damaged, operations would quickly shift to the other facility. We would not lose more than one or two days of production time, depending on the severity of the disaster, road conditions, etc. We have a dedicated T1 line that we use to cross transfer all job related data from one facility to the other on a daily basis.

RME/DME’s entire network is backed up to Super DLT tape drives by means of a robotic tape system nightly. All current backups of the network are stored in a Schwab Corporation Model 2532 safe, which is waterproof, fireproof and can withstand sustained temperatures of 1700 degrees for over one hour.

The network Storage Area Network (SAN) database synchronizes every 15 minutes to a backup domain controller at RME via a dedicated T1 data circuit between locales. Network services can resume between Tampa and Daytona within a matter of minutes.
RME/DME employs the very latest in Anti-Viral technology. All files on the network are scanned for computer viruses and all incoming files must pass quarantine procedures before being released to our associates.
Internal Security audits are performed periodically to provide the most secure network possible while maintaining 100% Internet visibility and uptime.
All network drives are configured in a Raid 5 fault tolerant array for maximum data integrity.
All critical servers are setup with a redundant fail over server, which can assume all services of its partner should hardware or software failure occur.

Network Backup is based on following formula:

Servers on Network fully backed up
Full backup run on Weekend, starting at 9:00pm EST on Friday
Incremental backup run Monday - Thursday starting at 11:00pm EST
Rotate tapes out of backup device once a week into Safe
All tapes are archived for one month then recycled (except for end-of-month and end-of-year tapes)
End-of-month - Archive Full backup and ship offsite. These archives are kept for one year then recycled
End-of-year - Archive Full backup and ship offsite. These are kept indefinitely