EXPECT THE UNEXPECTED Prepare Your Business for Disaster

B USINESS C ONTINUITY “An ongoing process supported by management and funded to ensure that the necessary steps are taken to identify the impact of potential losses, maintain viable recovery strategies, recovery plans, and continuity of services.”

P LANNING FOR D ISASTERS Hurricane Tornado Fire Flooding

“W HAT M AKES MY B USINESS R UN ?” Employees Customers Suppliers Equipment Property Records Insurance

C ONTINUITY OF O PERATIONS P LANNING Assess your Company’s Functions Internally and externally Determine which staff, materials, procedures and equipment are absolutely necessary to keep your business operating. Identify operations critical to survival and recovery. Emergency payroll, expedited financial decision- making and accounting systems to track and document costs in the event of a disaster. Establish procedures for succession of management. Include at least on person who is not at the company headquarters, if applicable.

Identify Suppliers, Shippers, Resources and Other Businesses/Contractors Create a contact list for existing critical business contractors. Obtain all pertinent information: addresses, alternate phone numbers, alternate contacts, emergency plans, etc. Develop business relationship with an alternate company in case your primary supplier cannot service your needs. Contact insurers to get emergency contact numbers.

Alternate Location of Operations Plan what you will do if your facility is not accessible. Consider if you can run your business from a different location or from your home. Develop relationships with other companies to use their facilities. Primary and alternate emergency operations centers : Facility or capability from which direction and control is exercised in an emergency or disaster. Designated to ensure that the capacity exists for management to direct and control operations from a centralized facility in the event of an emergency or disaster.

Communications Alternate telephone number for employees to contact for information. Emergency web site operations to dispense “first-hand” company information. Establish secure message board for employees to contact company with employee information. Satellite Communications

Succession Ensures that management will continue to function effectively under emergency conditions. A designation of at least three successors for each position, if practical. Provisions made to deal with vacancies and other contingencies such as absence or inability to act.

Pre-delegation of Emergency Authorities Emergency authorities have been enacted that specify the essential duties to be performed by the management during the emergency period. Enable management to act if other associated entities are disrupted, and to re-delegate with appropriate limitations.

Emergency Action Steps Facilitate the ability of personnel to respond quickly and efficiently to disaster and emergencies. Checklists, action lists, and/or SOPs written that identify emergency assignments, responsibilities and emergency duty locations. Procedures for alerting, notifying, locating, and recalling key members of the company.

Vital Records Procedures to protect the company’s vital records (financial, data, personnel records, engineering drawings, etc.) that will be needed to continue functioning during emergency conditions and to protect the rights and interests of the company. Procedures to ensure the selection, preservation, and availability of records essential to the effective functioning of the company during emergency conditions and to maintain the continuity of operations. Protection of records should comply with applicable laws such as HIPAA.

A DDITIONAL I NFORMATION Sample Emergency Plan Standard on Disaster/Emergency Management and Business Continuity Programs Institute for Business and Home Safety Google: Continuity of Operations Plans lan_blank_template.doc Continuity of Operations (COOP) Plan Template

A DDITIONAL I NFORMATION ( CONTINUED ) FEMA COOP Plan Template Instructions