- Assets
- Scan important documents not already in computer (signed contracts)
- List each asset on paper and in computer
- Keep one copy on site, another copy off site
- Photograph each asset
- Keep one copy on site, another copy off site
- Systems
- List each system on paper & in computer (keep copy off site)
- Back up on ZIP disk or tape and keep off site weekly
- Test the backup to make sure you can restore the records to another system
- Keep copy of each off site
- Keep list of format of data files
- Zip Drives/Modems
- Phones (land-lines, cell)
- Keep list of all important numbers off site
- Fax
- Printers
- Scanners
- Radios
- Functons
- Collections
- Accounting
- Repair of Equipment
- Moving of Equipment
- Location Calls with Problems
Prepare to cover your computers, etc. in the case of potential water damage.
Keep rolls of plastic sheeting and duct tape on hand.
Keep copies of important records such as site maps, building plans, insurance policies, employee contact and identifi cation information, bank account records, supplier contact lists, computer backups, emergency or law enforcement contact information and other priority documents in a waterproof, fireproof portable container. Store a second set of records at an off-site location.
- Areas of Risk
- Power Outage
- Storm
- Blizzard
- Heat Wave
- Flood
- Tornado
- Hurricane
- Fire
- Hazardous Material
- Terrorism
- Vulnerabilities
- Banking
- Consider opening a new account in a distant bank
- Collections
- Who will coordinate collections if locations are still functioning?
- Payroll
- Record Loss
- Equipment Loss
- Document the Building
- Create a site map that indicates: utility shutoffs, water hydrants, water main valves, water lines, gas main valves, gas lines, electrical cutoffs, storm drains, sewer lines, floor plans, alarm and sounders, fi re extinguishers, fi re suppression systems, exits, stairways, designated escape routes, restricted areas, hazardous materials (cleaning supplies and chemicals), and high-value items.
- Appoint a Crisis Response Team
- Select individuals who are good at thinking on their feet. These people will need to be making very quick decisions.
- Designate who is first in command, then an alternate who would take over if the first person is absent or injured.
- Executive buy-in is critical. Owner/President should be involved in the setup of this program and oversee test runs.
- Prepare an organization chart with assigned responsibilities.
