Re-posted from Dec. 2008
This is the second post in my series about creating and executing a backup plan in the event of a telecommunications outage. In this post, I will delve into one potential backup plan. This plan is generally best for companies with one location with only one PRI or voice T-1.
Backup Pots Lines – Assuming you are using a Voice T-1 or PRI (which is delivered over a T-1), you can use pots lines as a legitimate backup to those services. It’s true that T-1’s are more reliable than pots but it’s also true that a pots line can survive in situations where a T-1 may fail such as in the event of a lightning strike or heavy rains. For this reason you are getting some real redundancy by using them as your backup. A normal number of backup pots lines would be 2 but you should talk to your advisor about the number that fits in your budget and is right for you.
Once the lines are installed, the next step is to have your phone system vendor connect the pots lines to the analog ports on your phone system and program it to use those ports if the T-1 is not available. Most phone systems come with 2 or 4 analog ports as part of the base system but you can always upgrade those. If the T-1 or PRI goes down, you will still be able to make outbound calls (assuming it is programmed properly). For inbound calling, you would call your local service provider and have them forward your main number to the pots line when an outage occurs. This can be accomplished in just a few minutes or it may even be able to be set up ahead of time with your phone service provider. Even though you won’t have as many call paths, you will still be able to receive a limited number of calls. Make sure that when the pots lines are ordered, they are programmed to hunt from the first one to the second one and so on.
It is best to have this procedure documented and reviewed with at least one person and a backup who will be in charge of executing this plan. You should instruct your staff to use their cell phones for outbound phone calls to leave the lines open for incoming calls. Typically, a T-1 won’t be down for more than a few hours unless it was caused by a major storm or lightning strike.
This plan is one of the more common backup strategies but I am shocked at how many companies use T-1 lines without a couple of backup pots lines. It is possible to use elevator lines, alarm lines and credit card lines as you backup pots lines. Since those devices have low volume usage, the odds of there being a conflict are remote but you should check on the legality of using such lines as your backup. Otherwise, the cost of using two pots lines should cost you about $60. I guess you would have to ask yourself if you could lose more than the $60-$70 if an outage were to occur. Some companies fear that they could lose thousands of dollars if their lines aren’t available for a few hours. That will certainly pay for backup lines for a few years.
It is very important to make sure that you have negotiated your long distance rates for those lines. If they are simply pots lines provided by the incumbent local carrier, you should make sure they don’t have you set up on their “tariffed” rates which could be as much as $1.00 per minute for usage. You may have to pay a minimum monthly fee in the neighborhood of $5 per month in order to make sure you have a reasonable per minute rate in the event of an emergency. You can also have your T-1 or PRI provider supply your long distance for those lines which should mean you will get a decent rate from them.
Lastly, if the pots lines are down too, you should have a plan in place to forward all calls to a company cell phone with voice mail. Once the service is restored, you can usually get a goodwill credit on your phone bill to offset some of these costs.
My next post will cover a backup plan for companies with multiple locations.
Backup Pots Lines – Assuming you are using a Voice T-1 or PRI (which is delivered over a T-1), you can use pots lines as a legitimate backup to those services. It’s true that T-1’s are more reliable than pots but it’s also true that a pots line can survive in situations where a T-1 may fail such as in the event of a lightning strike or heavy rains. For this reason you are getting some real redundancy by using them as your backup. A normal number of backup pots lines would be 2 but you should talk to your advisor about the number that fits in your budget and is right for you.
Once the lines are installed, the next step is to have your phone system vendor connect the pots lines to the analog ports on your phone system and program it to use those ports if the T-1 is not available. Most phone systems come with 2 or 4 analog ports as part of the base system but you can always upgrade those. If the T-1 or PRI goes down, you will still be able to make outbound calls (assuming it is programmed properly). For inbound calling, you would call your local service provider and have them forward your main number to the pots line when an outage occurs. This can be accomplished in just a few minutes or it may even be able to be set up ahead of time with your phone service provider. Even though you won’t have as many call paths, you will still be able to receive a limited number of calls. Make sure that when the pots lines are ordered, they are programmed to hunt from the first one to the second one and so on.
It is best to have this procedure documented and reviewed with at least one person and a backup who will be in charge of executing this plan. You should instruct your staff to use their cell phones for outbound phone calls to leave the lines open for incoming calls. Typically, a T-1 won’t be down for more than a few hours unless it was caused by a major storm or lightning strike.
This plan is one of the more common backup strategies but I am shocked at how many companies use T-1 lines without a couple of backup pots lines. It is possible to use elevator lines, alarm lines and credit card lines as you backup pots lines. Since those devices have low volume usage, the odds of there being a conflict are remote but you should check on the legality of using such lines as your backup. Otherwise, the cost of using two pots lines should cost you about $60. I guess you would have to ask yourself if you could lose more than the $60-$70 if an outage were to occur. Some companies fear that they could lose thousands of dollars if their lines aren’t available for a few hours. That will certainly pay for backup lines for a few years.
It is very important to make sure that you have negotiated your long distance rates for those lines. If they are simply pots lines provided by the incumbent local carrier, you should make sure they don’t have you set up on their “tariffed” rates which could be as much as $1.00 per minute for usage. You may have to pay a minimum monthly fee in the neighborhood of $5 per month in order to make sure you have a reasonable per minute rate in the event of an emergency. You can also have your T-1 or PRI provider supply your long distance for those lines which should mean you will get a decent rate from them.
Lastly, if the pots lines are down too, you should have a plan in place to forward all calls to a company cell phone with voice mail. Once the service is restored, you can usually get a goodwill credit on your phone bill to offset some of these costs.
My next post will cover a backup plan for companies with multiple locations.