A disaster plan will protect your business and its employees not only from hurricanes and other sever weather conditions, but from the losses associated with fire, theft and accidents.
In addition, a detailed recovery plan will not only help your business get back in operation after a storm, it can make your company a “hero” to those clients and customers desperate for your services and products in the wake of the storm.
This guide offers instruction on how to start the process of building a disaster plan: who to include, how to determine your “at risk” status from the many forces of nature you will face in a major storm, suggested readiness levels and how to draft a recovery plan.
Table of Contents
- Initial Actions
- Establish a plan team
- Determine at risk status and company capabilities
- Familiarize yourself with storm strengths and your location
- At risk status
- Company disaster recovery procedure documents
- Who will be responsible for documents
- Establish a chain of command
5a. Establish a communication chain - Determine in advance if your company will discontinue operations during the storm
- Make arrangements for security
- Needs after the storm
- Staffing questions
- Develop the plan
- Implement the plan
- Readiness Duties
Condition 5 (beginning of the season)
Condition 4 (hurricane advisory issued)
Condition 3 (hurricane watch issued)
Condition 2 (hurricane warning issued)
Condition 1 (12 hours before landfall)
Condition 0 (landfall) - Recovery Plan
- Appendix
Initial Actions
In the event of any disaster, public services may be reduced during the critical recovery periods. Businesses need to be prepared to be relatively self-sufficient. Outlines for recovery plans are available from many sources. Regardless of the source, the plan needs to be prepared and reviewed annually and modified as necessary to address unique local circumstances.
A. Establish a Recovery Planning Team.
The first step in the development of a recovery plan is the formation of a preparedness plan team. Include members of management and staff so the team reflects a well-rounded representation of the business.
B. Determine at risk status and disaster recovery policies & procedures.
Once the plan team has been established, the team needs to determine the potential risk to the business posed by different types and levels of storms and address the following preparedness action items.
- Familiarize all participants in the process with the potential effects of storms and their different impacts, their strengths, how they are measured, and the unique weather conditions that accompany storms. Include weather conditions that will occur after a storm in your plan. Thunderstorms or cold fall weather will require modifications to your recovery actions. A facility may be subjected to different destructive forces during a hurricane.Back to Top
- Determine your “at risk” status; Winds, rain, stormwater, tornadoes, and tidal flooding are the main natural forces you must consider. Each causes specific damage and you need to know your “at risk” status for each. The following questions are to help in the initial risk determination. If a unique situation exists, note those conditions in this section and then modify the appropriate readiness level section to include specific plans and preparations.
- In what Flood District is the facility located?
- Will a major storm create a drainage problem?
- What portions of the business are exposed to heavy wind loads?
- Which equipment/inventory is subject to flood/wind damage?
- Is sufficient and proper insurance in place
- Should you wish to broaden the scope of your plan to be a complete disaster plan then include at risk status for hazmat spills,terrorist acts, blizzards, theft and fire.
- Company disaster procedure documents are essential to your operational recovery. Prepare the following:
- Personnel: include current home addresses and phone numbers. It is a good idea to obtain secondary phone numbers.
- The phone numbers of all regional and main office departments.
- Listing of all accounts. The accountant’s office may suffer more damage than yours. Prepare back-up copies of all computer files and store them in a secure location. Practice backups daily to prevent confusion during the approach of a storm.
- Copies of insurance policies. Include the phone number and address of the local and the regional insurance office. Make certain your building, property, records and merchandise are covered for all forms of storm damage. Some polices may pay for damages to the structure but not for secondary interior damages or merchandise damaged by rain after the roof is damaged.
- Listings of repair companies. Make certain these people can respond to your needs. You may need to create a second list using companies outside of a 50 mile radius to prevent delays if the local companies are unable to respond. Letters of agreement may be needed.
- Determine who will be responsible for maintaining these materials.
- Who will get a copy of records and how many copies are needed?
- Where will they be stored? How secure is the storage area?
- Establish a chain of command with clear descriptions of duties and responsibilities. Determine the desired line of authority should manager/supervisor is injured or be unable to report to work. Practice this procedure in daily operation so all of your staff is familiar with their duties, responsibilities, and supervisors.Back to Top
5a. Establish a communication chain for employees.
- Provide employees with an emergency phone number to learn what work schedules will be used.
- If phone service is uninterrupted delegate one person to receive calls from the rest of the staff.
- Use one designated company phone to provide a message to employees.
- These ideas and others you may think of can help with communications while keeping your business lines open for business use. Remember the use of telephones for communications may be hampered by downed lines.
- **** Cellular phones may not be an optimum solution for communications. The repeaters that allow the signals to reach the party called may be damaged. Without these repeaters the effective range of a cellular telephone is approximately one half mile. Beepers may have a greater range, but because of their nature two way communications may not be possible. You will also need to verify your priority status with your existing cellular company. During emergencies, use will be restricted and allocated based on previous established priority.
- Notify your staff if radio announcements will be used and which stations will broadcast them.
- *** Local radio stations require arrangements to be made in advance of any storm event. Most stations require the use of code and/or passwords before they announce information. Many stations may not carry bulletins for small companies. Make your contacts now.
- One of the best methods of employee notification is to designate a reporting location that all employees are to come to regardless of receiving a call. This way recovery may begin with staff that are free and able to report to work.
- Determine in advance if your company will modify or discontinue operations during a storm. Have complete plans for closure/reduction procedures and announcements.Back to Top
- If your business is susceptible to looting and vandalism make arrangements for security to protect the facility before, during and after the event.Back to Top
- After the event, business operations may be difficult because of shortages of personnel and materials. Clean up may restrict normal business operations. It may be necessary to stockpile operational materials on site, or at a location outside the area affected by the storm. Determine company needs for the following:
- Utilities
- Water:
- employee use: employees times 1 gal/day
- industrial use: describe each process that requires water and daily quantity
- 2. Electricity
- employee/office operations: list # of circuits, amps and voltage then determine which are needed for operation and which are needed for convenience
- industrial usage: list each machine or process and the load and voltage
- Generators may be a solution that will allow a portion of your operations to continue until normal electrical service is restored. Determine the size and loads that must be supported. Modifications to the existing system may be necessary. Finally, remember to plan for your generator’s fuel needs.
- Fuel…List each machine/process and the fuel demand. Include the additional consumption that will be created by recovery efforts. If your plan calls for the use of generators include their fuel requirements in your estimates. Include in your list the different types of fuel you need.
- Lubricant…List lubricant type and demand. If generators are used, remember to plan for oil and grease as needed for these pieces of equipment.
- Water:
- Transportation
- Employees may not be able to report because of a lack of transportation or blocked roads. Establish a buddy or communication system to help employees.
- Deliveries to customers… Know the number of daily deliveries and customer priority. Learn from local officials which roads are planned to be opened first, second, etc. Also learn which roads are susceptible to tidal and stormwater flooding. Flooded areas may be impassable for a long time. These areas are in danger of additional flooding due to stormwater runoff until the debris in ditches can be removed. This danger will be a regular and reoccurring event. Drivers need to be informed of the known trouble spots.
- Receiving of shipments…Inform shippers on a regular basis of your ability to receive goods. Attempt to delay shipments if the need arises.
- Post maps daily with routes open for all employees to use.
- Disposal
- List quantity of each item that requires disposal due to your processes or business. Refuse services will be reduced due to debris filled roads, and storm damage. Make plans for temporary on site storage. Consult State and Federal agencies now to determine which materials will be allowed on site.
- In addition to the normal waste created by daily operations, your facility will have to dispose of debris create by the storm. Plan for an on site area to place debris until insurance claims can be verified. Determine now with your insurance company the policy allowances for debris removal, and the disposal of perishable goods.
- The disposal of hazardous materials will be more burdensome after a storm. Make arrangements with secondary facilities outside the area to accept hazardous waste in the event your primary facility is damaged and not able to accept the waste you generate.
- Utilities
- Finally; the company will need to answer staffing questions:
- Will the company provide meals for employees during clean-up and recovery?
- Will the storm team be provided with food during the storm?
- Will the company provide first aid supplies? Does the business normally dispense medicines? If so, daily quantities are needed and must be inflated to address storm effects.
- Will the company be able to assist or provide temporary shelter to employees?
- Will the company be able to assist or provide temporary child care to employees?
- Once you have addressed these issues and determined your business recovery needs, capabilities, and procedures, you have completed the initial phase of your planning process.
Preparing the plan is your next action. Include the following sections:
Executive Summary, Emergency Management Elements, Response Procedures, and Support Documents.
- Emergency Management…Utilize the information gathered in the initial phase to create the management elements. Present the agreed approach that will be taken for the key plan elements, such as control, communications, life safety, protection of property and personnel, outreach, and continuation of facility functions and administration.
- Response Procedures…Clearly explain how the business will respond to the disaster. Checklists are useful to complete the activities required, determine damage, protect employees and property, and get back into full operation. This is the section to provide procedures dealing with warnings, communications after the disaster, protecting records, and evacuation.
- Support Documents…Utilize an Appendix to maintain any support documents. Include lists for employees’ phone numbers, contractors’ numbers insurance polices, hazardous materials inventory, maps of property, and floor plans showing utility shutoffs, electrical cutoffs, fuel/gas/water/sewer/stormwater lines, underground cables/pipes, etc.
- Each of these sections should be written by staff within your planning team. Establish a schedule to maintain the priority this task deserves.
- Solicit ideas and information from all outside sources. Include governmental agencies as well as other businesses and main offices. Do not be afraid to revise it as conditions change. Your plan needs to be as flexible and focused as any other tool your operation uses.
Once the plan has been written, approved, and distributed the plan should be implemented. Several years may pass before a hurricane strikes the area. Do not let all of your hard work sit on the shelf until then. Implementation requires daily use of the materials and practice of the procedures established.
Readiness Levels
- Condition 5: Hurricane Season June 1-November 30.
- Review plan, listings and checklists. The following are some suggested checklists you may need. Forms for many checklists are found in the appendix.
- A vehicle checklist to make certain all equipment is in good operating condition. Fill all fluids to the proper levels.
- A check list of actions to be taken at the beginning of each readiness level.
- A checklist of materials needed for storm preparations and emergency repairs after the storm.
- A checklist of exterior equipment and displays to be moved inside. Also a checklist of those items to be secured to prevent additional flying debris.
- Other listings and checklists your operation needs.
- Complete all updates to information lists.
- Review all contracts and letters of agreement/cooperation
- Form Storm Preparedness Team. Notify the members of their duties.
- Prepare a map showing all utility disconnects. Include water, gas, fuel, and other materials. Remember there may be more than one disconnect.
- Determine the need for emergency equipment. A sample form in the appendix is provided. Add any items you need that are not listed.
- Prepare and execute orders for emergency supplies. For perishable items prepare listing to be ordered during condition 3 or 4.
- List files, inventory data, and other materials needed for recovery.
- List all hazardous materials kept on site, include quantities, reactivity with other materials, and agencies that must be notified in the event of a spill.
- List all key equipment and the method of protection that will be used. Remember to consider damage caused by the storm and conditions that will occur after the storm, i.e., building roof damaged, no electricity, flooding because storm drains are blocked, mildew, cold (late season storms), etc.
- List all key inventories and the method of protection that will be used. Remember to consider all types of damage.
- List the machinery and equipment to be shut down and the procedures to be followed.
- Verify insurance coverage in writing and the types of damage that will be covered. Pay attention to all provisions including wind, flood and damages after storm due to damage to building.
- Inspect premises including roofs, signs and trees for possible damage causing conditions.
- Establish a pictorial inventory with still pictures and video of buildings, interior, grounds, etc. Keep in a secure place.
- Determine which materials, inventory, and records are to be evacuated from the business location. Plan the evacuation considering low areas and the possibility of downed trees and utility poles blocking the route.
- Prepare and issue employee identification badges. This will help local officials know who are employees and who are not.
- Determine windows and doors that require boarding up or storm shutters. Cut plywood to size, drill necessary holes and label each panel so boarding up of the facility will not be reduced to a confused exercise that is uncompleted.
- Map all fire extinguisher locations. Check operational status and note the type of each on a floor plan.
- Review plan, listings and checklists. The following are some suggested checklists you may need. Forms for many checklists are found in the appendix.
- Condition 4: Alert-Hurricane Advisory
- Inform staff of weather conditions and remind staff of their duties.
- Maintain watch of weather statements on a regular basis.
- Begin outside activity knowing quick action may be required in four days or less if the storm threatens our area.
- If the storm is projected to arrive in the area during holiday or weekend, modify the Condition 3, 2 and 1 to reflect the store, bank and other business closures that will be experienced.
- Check the exterior of the building to remove debris that may cause damage during a storm.
- Condition 3: Hurricane Watch or approximately 48 hours to forecast landfall.
- Meet with all staff to verify duties. Advise of upgrade to this condition level.
- Activate Storm Team.
- Make final orders for emergency supplies. Provide for a method to heat/cook food. Advise staff of the dangers associated with the use of grills. Also make certain you have plenty of matches or lighters to start grills.
- Do not use open flames in or around buildings until you are absolutely certain there are not gas or chemical leaks. If open flames are used, provide adequate ventilation.
- Clean all drains and gutters to provide for maximum flow of stormwater.
- Remove all loose exterior items that may become missiles during the storm
- Tie down all materials that cannot be moved inside.
- Contact contractors and other service agencies that you have letters of agreement with for recovery services.
- Verify phone numbers of employees
- Verify items that need to be protected with tarp and/or plastic. If inadequate supply is on hand purchase now.
- Verify electric circuits that can be turned off prior to the storm strike.
- Verify that Storm Team knows the location of all utility disconnects.
- Complete final check of all emergency equipment such as lights, generators, flashlights, cellular phones and pagers.
- Begin back-up of all vital computer files and records.
- Finalize arrangements with banks to secure cash for post disaster needs.
- Fuel all vehicles and check all fluid levels.
- Fill fuel and fluid tanks for all machinery. Resupply after the storm may take weeks.
- Review scheduling of employees. Schedules should include repair and recovery duties.
- Review pictures of facility to determine if additional “before” shots are needed.
- Condition 2: Hurricane Warning or approximately 24 hours to forecast landfall
- Advise staff of new level. Project a calm manner in all dealings with staff
- Obtain cash for post-disaster needs.
- Notify regional or national offices if applicable.
- Load materials, files, and inventory that must be moved to a safe location.
- Board up, secure and provide additional support for doors and windows.
- Review all preparations to ensure all possible has been done. Do not forget the little items. Make a physical tour of the entire facility.
- Complete Accounting Information Sheets.
- Condition 1: 12 hours or less to landfall.
- Remind staff of duties to be performed after the storm has passed.
- Provide alternate numbers and work schedules to all employees. You may have severe damage and will need all staff available to assist with clean up.
- Determine if the storm strength will be of a magnitude to endanger Storm Team that will remain on site
- Provide final briefing to Storm Team.
- Shut off all unnecessary gas and oil. Disconnect all unnecessary electric circuits at main disconnect.
- Leave facility with copies of necessary documents and files to begin operations at new location if need arises.
- Vehicles leaving the area need to leave 20 hours before landfall.
- Condition 0: ? Landfall.
- Protect yourself and family at all costs.
- Storm Team patrol building, always in the buddy system and with spare flashlights. Look for leaks, pipe breakage, wind damage, etc. During the maximum force of the storm remain in a predetermined safe area.
- Monitor all equipment that has been left on line. In the event of failure follow the prescribed shut-down procedures.
- If power fails, monitor areas for fires as alarms may be out and local emergency services response will not occur.
- Shut off all electric switches in the event of a power failure to prevent equipment restart without necessary checks.
- The Storm Team must monitor equipment that remains in operation that produces fumes or gases, particularly carbon monoxide.
Recovery Plan
- Determine the structural stability of the building. Upon entering the building, do not use an open flame as a source of light since gas may still be trapped inside; a battery-operated flashlight is ideal.
- Eliminate all sources of leaking gas. Eliminate power to all damaged equipment. Mark circuits and disconnects to prevent accidental circuit activation. Watch for electrical shorts or live wires before making certain that the main power switch is turned off. Do not turn on any lights or appliances until an electrician has checked the system for short circuits.
- Never connect the generator to the main service panel as this will energize the downed lines and lead to electrocution of employees or utility workers.
- Determine the status and stability of all hazardous materials.
- Contact insurance agents for damage reporting. Remember you may be calling more than one agent and calls may be to a regional office.
- Contact employees that relocated to safe areas with goods, etc. as to when they are to return. If possible advise of the best routes that are open and safe.
- Clean all drains and gutters to provide for maximum flow.
- Verify that flues and other vents are not blocked.
- Proceed with immediate cleanup measures to prevent any health hazards.
- Perishable items which pose a health problem should be listed and photographed before discarding.
- Throw out fresh food and previously opened medicines that have come in contact with flood waters.
- Shovel out mud while it is still moist to give walls and floors a chance to dry. Once plastered walls have dried, brush off loose dirt. Wash with a mild soap solution and rinse with clean water. Always start at the bottom and work up. Ceilings are done last. Special attention at this early stage should also be paid to cleaning out heating and plumbing systems.
- Visit or call the Federal Emergency Management Agency (FEMA) Damage Assistance Center to report the assistance needed for your business. If possible, ask for locations that will be serving employees who have reported to work. They will need to visit or call the DAC center for personal claims. Your scheduling of work to allow for these individual claims will be needed. DAC Centers now allow telephone claims. This will reduce the time employees are away from the office. Advise employees of this federal procedure.
- Prepare time tables, work schedules and delivery of goods and services with a mind to reducing personnel burnout. Everyone is under tremendous stress. Especially those in a command or decision making situation.
- Prepare medical/dental forms for employees.
- Advise all employees of incentive and assistance programs as you learn of them. Your attention to your employees’ personal needs will greatly assist business recovery.
- Inform all vendors of your operational status. If orders need to be placed on hold or shipping delayed make the necessary arrangements.
- Make arrangements with banks to continue your operations. If needed deal with regional offices and establish methods of operation during the recovery phase.
Section IV
- STORM TEAMprepared by ___________________? on ___________________(date)
Name Area of responsibility Phone # Emergency Phone # ? ? ? ? ? ? ? ? - Chain of CommandThe following is a simple chain of command. Most companies already have an organizational chart prepared that could be modified for the Emergency Plan. Specific detailed duties should be provided with the chart. Finally a route of ascension in the event of vacation, or injury is needed.
Manager_____________________
Assistant___________________
Storm Team Leader___________
Division Head_______________
Media Relations_____________
Employee Relations__________
Other_______________________
- Nursing Home/ Home for Adults Patient Emergency Preparedness QuestionnairePatient Name___________________
Age______________________ Ambulatory____________________________
Social Security Number_________
Next of Kin____________________
Phone Number___________________
Current Medications/Prescriptions
Prescription # Drug Name Dr. Name Dosage ? ? ? ? ? ? ? ? Tenant moved to _______________
on _________________________ by ________________________________
and placed in the care of _____
phone #________________________
Family notified by__________________________on__________________
Special needs:_________________
_______________________________
- Forms/checklists At Risk Status FormThis facility is located at________
Use of the property_____________
Distance from open water_______
Flood District__________________
Lowest Floor Elevation (if multiple lower levels list all including elevator pits, equipment pits, etc. Label as many floor levels in the specific area as possible)
Building Construction Type:
____
Date Built:________________________
Roof Type:________________________
Roofing Material:__________________
Flooding Potential:
Category 1_____________________ Category 2____________________
Category 3_____________________Category 4 & 5_____________
Stormwater_____________________
Exposures unprotected from wind force___________________________
Trees, poles, etc. that could damage building:
_______________________________
Chemicals stored on site:______
Fuels and other petroleum products stored on site:
_______________________________
Bottled Gases stored on the site:_______________________________
Other hazardous materials stored on site:_______________________
Underground tanks on site: (Describe use, contents and size)
_______________________________
Name_________________
Locations________________________________
Quantity__________
MSDS Sheets Attached _________________
Telephone Listings for employees, contractors, vendors, suppliers, insurance agencies, governmental agencies, home office, etc.
prepared by ______________________? on ___________________(date)
Name Address Phone # Emergency Phone # ? ? ? ? ? ? ? ? Type Size Quantity
Generators ______________________
Flashlights_______________________
Cellular Telephones _______________________
Beepers _______________________
Radios_______________________
Laptop Computers_______________________
Modems _______________________
Lighting _______________________
Shovels _______________________
Tarps/Plastic_______________________
Tape_______________________
Hand tools _______________________
Tools for cleanup ______________________
First Aid kit _______________________
Cleaning Supplies _______________________
Vehicle Number Vehicle Type Vehicle Year Tire Size Engine Size Power Steer Gas Brake Oil ? ? ? ? ? ? ? ? ? Last Cash Register Readings____
Bank Deposit Summary
Date of Deposit_____________________
Time of Deposit________________________
Location of Deposit______________
Deposit Number____
Total Cash____
Listing of Checks (attached)____________
Inventory…Last available Inventory Report (attached)_________________________
Shipping…Copies of Unreconciled portions of shipping book (attached)_________
Petty Cash…Final Count of Petty Cash Drawer_____________________
At the close of business prior to a storm strike the following precautions to protect files and computer equipment should be taken:
Prepare 2 backup copies of all files
If possible move hardware in a manner described by the manufacturer to an interior room and cover with plastic in case the roof leaks. In areas subject to tidal flooding move the equipment to a higher floor or elevation. If an interior room is not available, then securely cover all pieces of equipment with plastic.
Take one copy of the backup files with you or assign computer file backup to appropriate personnel as well.
If specific software has been created for your operation, take a backup copy with you. Finally you may wish to consult with the manufacturer of your hardware and software to determine if there are any special considerations you need to include in your plan.
Prepare a listing of computer equipment
Equipment Serial Number ? ? ? ?
Wellness Proposals