DISASTER PREPAREDNESS AND RESPONSE CHECKLIST

Ensuring Your Business Continues Onward

 

The use of this checklist is to help you as a business owner to prepare for and respond to a disaster that might directly affect your business.

 

 

 

Before Disaster Strikes – Advance Preparation Steps

 

Human Resources

 

  • Maintain a phone list of key employees and customers and provide copies to key staff members
  • Develop an emergency contact list
  • Leave extra keys and alarm code with a trusted employee or employees
  • Call forward business line
  • List of types of emergencies that have occurred in the community or could occur and adjust your plan accordingly

 

Physical Resources

 

  • Inspect building(s) and determine what impact a natural disaster would have on the facility (building condition can impact on whether or not business would be able to reopen after an emergency or disaster)
  • Disaster supplies:
    • NOAA weather radio
    • First aid kit
    • Fire extinguisher
    • Flashlights with batteries
    • Waterproof plastic bags
    • Camera and film
    • Pens, pencils and paper
    • Mops and pails
    • Tool kits
    • Generator
    • Water and food supplies
    • Emergency lights for building
    • Surge protectors
    • Cell phone

 

Business Continuity

 

  • Back-up of computer files, including payroll, tax, accounting, production records and customer lists
  • Keep current inventory list
  • Hardcopy records of lease, insurance policies and current credit report
  • Review current insurance coverage with agent and insurance carrier
  • Check status of business interruption insurance
  • Creditor contact information
  • Maintain supplier contact information
  • Inventory of computer hardware and software
  • Keep on-site and off-site copies of all documents and records

 

Additional Resources

 

Meet with other organizations to find out more about disaster planning:

 

  • Local County Emergency Management Director
  • City or municipality
  • Fire department
  • Government agencies
  • Police department
  • Utility companies
  • American Red Cross
  • Other business (set up reciprocal agreements)
  • Department of Homeland Security
  • Federal Emergency Management Agency

 

 

 

Back to Business – What To Do after a Disaster

 

Recovery Steps

 

  • Contact insurance agent or company
  • Have building inspected
  • Restore electric, gas, telephone, water, etc.
  • Re-establish communications with employees, customers and suppliers
  • Assess Damage
    • Note structural, equipment and property damage including inventory, materials, etc.
    • Avoid additional damage by making temporary repairs in order to continue to conduct business at current facility
    • Secure the building if relocation is necessary
  • Cleaning of facility
    • Make sure building is safe before reopening or allowing employees to return
    • Use proper safety items in the clean-up process
  • Recover IT records that are stored on back-up files

 

Financial Implications

 

  • File business interruption insurance claim
  • Determine lost income
  • List steps required before the business can reopen
  • Consider financial obligations during interruption, including payroll and debt service
  • Gather the following information for insurance adjuster:
    • Sales records and history
    • Profit and loss statements and/or income tax forms
  • Maintain records of extra expenses incurred (equipment rental, temporary location costs, etc.)

 

 

Government Assistance

 

Coordinate with the appropriate government agencies, if applicable

 

 

 

 

Why should I do anything?

 

Estimates indicate that up to 40% of small businesses never reopen following a disaster.  It is essential for you to have a plan to both prepare in advance of disaster and to respond after the disaster occurs.