1. Managing Risk in Office Buildings: An Insurer’s Look at Security and Emergency Preparedness Issues Brian D. Metcalfe Executive Vice President Bolton & Company Insurance Brokers

2. 10 Ways to Prepare for and Respond to an Emergency Loss

3. 1.Perform periodic loss control to identify and correct causes of potential emergencies, using checklists. – Simple is best – Easy to transfer responsibility as employees change – Make insurers aware of your good practices – Wide variety of customizable checklists exist – Great resources exist from insurers and brokers

4. 2.Maintain incident logs. – Who/What/Where/Why/When – To document or not to document? – Review and correct potentially dangerous conditions

5. 3.Designate a clinic to which allegedly injured parties would be directed. – Insurance probably pays on a no-fault basis (Med Pay) – Chance to control the incident and contain costs

6. 4.Document pre-loss property conditions – Take photos/video of building areas annually – Maintain service records indefinitely

7. 5.Be able to provide claim details including as claimant name, date and time of alleged loss, perhaps using a incident reporting form. – Know who to call – Description of loss, date/time, – Consider incident reporting forms

8. 6.Mitigate further damages following a loss – Take reasonable steps to make sure the emergency doesn’t get worse – This is your right and responsibility under your policy – E.g. Dry out wet areas to avoid mold – Content

9. 7.Document, document, document - photos, statements, witness info, etc. – Pre & Post incident photos – Statements – Witness – All activities and expense receipts,

10. 8.Retain physical items involved in the loss, for example: – Damaged property – Electrical components involved in a loss – Source of water leak – Objects allegedly causing bodily injury – Video

11. 9.Timely reporting of the claim to the carrier. – Coverage depends on it – Carrier wants the chance to control growth of the loss and associated liability – Liability claims are tough to predict; best to report when you have knowledge of a potential loss

12. 10.Plan for business continuity – Back up all business critical data Leases, including those in negotiation Service records Inspections, incident logs, photos referred to herein – Consider formal business continuity planning to make sure your operation survives

13. Thank You. Brian D. Metcalfe (626) 535-1813 bmetcalfe@boltonco.com