Hurricane Preparation - Before the Storm Hits
Disaster Recovery Begins Before a Hurricane Strikes
Most people cannot say when disaster is likely to hit, in the Southeast it's known – hurricane season! While a natural disaster cannot be prevented, how business owners cope before and after will make a big difference in how quickly they get back to business! Every dollar spent on preparation can save a business seven dollars afterward.
No one wants to think it will happen but that does not mean there shouldn’t be a plan – just in case. Every business should have a Disaster Recovery Plan. Having a plan means knowing exactly what to do and when, making it easier to cope under difficult conditions. A Disaster Recovery plan should address the following:
How Far in Advance Will Preparations Start?
A hurricane often allows as much as a week’s notice that a storm might be coming. Whether to start preparing three days or one day in advance will depend on how much work needs to be done.
How Much Time Will Employees be Allowed to Prepare Personally?
If the area is placed under a mandatory evacuation order, employees will need enough time to get home, get their things (and family) together, and get out. When will employees be expected to come back to work? How will management and employees stay in contact with each other? Creating a phone-tree can help. Phones, power, and internet all go down early in a nasty storm. Two-way radio services can end up overloaded with traffic.
How can the Office be Protected?
Are there hurricane shutters that need to be put in place? Are sandbags needed at the entrance doors? How about furniture in front of those doors and windows, should they be moved or covered? Who has the name and contact information for the insurance agent? Where is the insurance policy kept?
How to Protect Computer Equipment and Data?
Computer files need to be backed up. How many backups will be made and how will they be kept safe? Ensure that original discs of software programs and copies of licenses are also kept in a safe location such as a safe deposit box. How about computer equipment? In a hurricane water can from a variety of directions – through roofs, windows, doors, and even the floor. Very often our computers are on the office floor – what happens if the office floods? Flooding can start from the ground up or can come through windows and walls from wind-driven rain. And how about paper files? Are they secured against the elements? Where and who will keep originals or copies of critical documents - customer lists, legal documents, contracts?
What can be Done to Secure Against Theft?
If windows or doors are broken during a storm, offices may be a target for looting. Lock every cabinet with a key . Make sure that checks, checkbooks, and petty cash are accounted for.
What if the Office is Without Power or Phone Service After the Storm?
How will customer service operate? How will customers get through? If land-line phone service is down, is there a spare cell phone that calls can be forwarded to? Does the business own a generator large enough to provide power to the office? Can computer data be accessed from from another location?
There are many questions to answer when preparing a Disaster Recovery plan. For assistance and additional information visit bhs.org and ready.gov
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