Disaster Recovery Profile Developing a Plan to Get Back Into Your Facility Quickly Following a Disaster Situation General Hospital Of Main Street Nationally Known - Locally Owned™

Getting to Know SERVPRO® SERVPRO® franchises have been helping business owners recover from disasters for more than 40 years. Including the Pentagon. Guaranteed 24-hour emergency service. Trusted by over 600 insurance companies across America. Nationwide Large Loss response team. Over 1,500 franchises across the country. Fire, water, mold and biohazard cleanup and restoration, with commercial and residential services. Coverage in 49 states.

Are You Prepared? Preparing Makes Good Business Sense Most businesses have an emergency exit plan in place, but few have a plan to get back into their buildings following a disaster. Disasters are events which disable, interrupt or adversely affect the ability of a business to function normally. With the proper planning, you can survive disasters, whether man-made or natural.

Any Time, Anywhere, Anyone Internal disasters include events such as fire, smoke, water damage, mold damage, computer failure, major electrical outage, etc…. Natural disasters include floods, hurricanes, tornadoes, windstorms, snow storms, ice storms, etc.... Other disasters often overlooked include hazardous material incidents at neighboring facilities, terrorism, work place violence, civil unrest, Public Health Mandates, etc....

Planning for Recovery for General Hospital A complete Contingency Plan can help prevent or at least mitigate the effects of potential disasters before they strike. An Disaster Recovery Profile (DRP) is a vital component of a thorough Contingency Plan. Think about the potential disasters that could affect your hospital, and then develop a plan to recover as quickly and painlessly as possible…this is the essence of your DRP.

Make an Evacuation Plan Develop a system for knowing who is in your building. Designate someone to check separate rooms, like bathrooms, to ensure that everyone has evacuated. Plan two ways out of the building from different locations throughout your facility. Post maps for quick reference by employees and visitors. Decide in advance who has the authority to order an evacuation. If local officials tell you to evacuate, do so immediately. Identify who will shut down critical operations and lock the doors, if possible. Create a chain of command so that others are authorized to act in case your designated person is not available. Designate an assembly site. Try to account for all workers and visitors as people arrive at the assembly site. Determine who is responsible for providing an all-clear or return-to-work notification.

Make Fire Safety Part of the Plan: Regularly inspect smoke alarms, detectors and fire extinguishers in all locations. Have your facility inspected for fire safety; ensure compliance with fire codes and regulations. Plan and practice. Review and update your fire evacuation plan at least once a year. Make your plan available on paper and on disc. Store a copy of both on and offsite.

Importance of Planning Research indicates that only 43 percent of businesses that suffer an incapacitating disaster are able to recover and resume operations…and only 29 percent remain in business just two years later. *The National Archives and Records Administration

Where to Begin? Identify and eliminate hazards and risks to help prevent or mitigate potential disasters Utilize the expertise of others to help disaster-proof your business. Develop mutual agreements with vendors as an essential component of your DRP. Make priority arrangements with emergency service contractors before a disaster takes place.

Emergency Response Crucial Select vendors that can supply emergency response in any situation, whether a loss is great or small. 24-hour emergency response IS crucial. In the event of a fire or water damage, fast response can mean the difference between restoration and cleaning versus costly replacement resulting from prolonged exposure and secondary damage.

Developing Your DRP Company Branch/Location Address Contact Person(s) Business Phone After Hours Phone DRP Author Disaster/Mitigation Vendor (Servpro of Main Street) Date

Work Authorization and Insurance Identify Management Personnel who have authority to sign work authorizations on site so work can begin immediately in case of disaster, including 24-hour contact information. Identify insurance providers, including pertinent contact information. Building Contents Other (if applicable)

Emergency Services Identify Emergency Services, including contact information. Fire Department Law Enforcement SERVPRO® Professional Utility Companies Electric Water Gas Telephone ISP Other

Management Team Identify management team members to notify in the event of disaster, including 24-hour contact information. Managers Engineering Security Maintenance Other sites within your organization Other Document all processes that make your business run from answering the phones, to tracking finances, to distributing your product or service.

Service Providers Identify important service providers. General Contractor Sprinkler Service HVAC Contractor Computer Maintenance Elevator Maintenance Plumber Electrical Contractor Glass Company Other

Primary Building Statistics Year constructed Year of last renovation Blueprint location Building Specs Number of floors Square footage per floor Total square footage

Primary Building Statistics Elevator Number Service Emergency back-up power Stairwell Alarmed/Self-locking Emergency lighting Vented Inside/Outside of building

Primary Building Statistics Entrances Number Loading docks/size Overhead doors/size Walk through doors Building Usage Standard Operation Hours Type of Heating/Cooling System Hot Water Heaters

Primary Building Statistics Plumbing Information Restrooms per floor Drinking fountains Water closets Water main shut off location If chained, key location Water/Sewer: public or on-site Fire Protection System Information Halon Sprinkler System Extinguishers/locations Other

Primary Building Statistics Hazardous Materials Information Type Location Registered with proper authorities? Specifics Trash Disposal Electrical Distribution location Building/per floor service capacity Breaker panel location Number of 20 AMP circuits per floor Number of 15 AMP circuits per floor

Primary Building Statistics Emergency Lighting Type Longevity Building Construction Type Type of frame Roof Walls Floors Any Special Floors/Walls Raised floors Drop ceilings Other (Closets, attics, hidden spaces)

Priority and Security Areas List in priority order those areas most crucial to facility operations. List all tenants that have security systems or secured rooms. List all those who have access to secure areas if not on premises.

Grounds Building/Grounds Misc. Parking Lot Drainage Out Buildings Electrical Pump Station Storage Mechanical Guard house Other

Furniture and Fixtures Do you have a contents inventory for the facility? If so, attach to DRP and store a copy in a fire proof location. Special or custom-built furniture or fixtures? Lighting systems Window coverings

Electronics/Audio Visual Attach copy of computer/electronics hardware/software list to DRP. Attach copy of back-up policy, location, etc…to DRP. Electronic Data Processing (EDP) equipment leased or maintenance contract in place? List contact information.

Electronics/Audio Visual In the event the system is rendered inoperable for a period of time, has an alternative plan of action been determined? Any special or additional insurance coverage for EDP or communication equipment? If yes, list contact information.

Machinery and Equipment Attach a copy of machinery and equipment report to the DRP. List contact information for contractors responsible for providing machinery and equipment maintenance.

Valuable Documents/Records Is there a priority selection list of vital records, books and documents? Is so, attach to the DRP. Identify those responsible for starting the four phases of book and document restoration. Damage Assessment Stabilization Restoration Relocation

Valuable Documents/Records Is there any special equipment used to store valuable information? If so, are there provisions for protecting this equipment? Are confidential (restricted access) files and documents marked and prioritized for emergency removal?

Valuable Contents Are antiques/artwork present? Identify person responsible for these items? Are valuables insured against disaster, as well as theft? Prepare a detailed list indicating item, location, value, and insurer.

Completing the DRP Process Note any other information that might be needed in an emergency. Make copies of your DRP and provide to the appropriate personnel. Keep records of who has access. Review the DRP annually and/or update as necessary. Store a copy in a safe location, both on paper and disc, on and offsite.

Web Sites businesses how to be ready for emergencies. The Department of Homeland Security (www.ready.gov ) shows businesses how to be ready for emergencies. Department of Homeland Security - National Cyber Alert System, (www.us-cert.gov) Receive free, timely alerts on new threats and learn how to better protect your area of cyberspace The United States Small Business Administration, SBA, (www.sba.gov/services/disasterassistance) provides information on how to prepare for disasters and the SBA’s disaster loan program which helps homeowners, renters, and businesses of all sizes recover from disasters. • The American Red Cross (www.redcross.org) offers free materials regarding disaster planning and recovery. • The Federal Emergency Management Agency (www.fema.gov/business/guide/index.shtm) offers free, step-by-step advice on how to create and maintain a comprehensive emergency management program. The Institute for Business and Home Safety (www.ibhs.org) and The National Federation of Independent Business (www.nfib.com) offer an excellent Emergency Supply Checklist.

Questions?

For More DRP Information Contact: Mary Sibley of Jefferson County 11301 Circle Dr Chaumont, NY 13622 315 649-2073 877 479-6456 315 649-2085 servpro.ofjeffersoncounty@yahoo.com