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Small Business Continuity & Recovery
Diana L. McClureDirector, Public Safety Strategies
Institute for Business & Home Safety
Insurance Company Investment in Loss Control
IBHS
A national nonprofit association that engages in
communication, education, engineering and research
Mission
Reduce deaths, injuries, property damage, economic
loss and human suffering caused by natural disasters
www.ibhs.org
Plus Water Damage
We Know How to Keep Businesses Open & Preserve Jobs
Small Businesses – Backbone of OurEconomy. . .and Vulnerable
Population• About one half
population within 50 miles of coast
• CA – 34 million• By 2010, about 74
percent of U.S. population will live in coastal areas
Small businesses• 98 % of all firms in US• Employ 50% of
workforce• 85% of small businesses
employ 10 or fewer• 44% of nation’s payroll• Generate 41% of nation’s
business receipts
What Is a Disaster?• Cause• Aftermath of disaster
– Prepare/plan– Take steps to
mitigate and reduce risks and impacts
– Cope/adapt to changed environment
• Open for Business –the antidote to “head in the sand”
IBHS Tools For Small Businesses
Interactive web-based&
Print/CD
Available for downloadat www.ibhs.org
IBHS & GPP . . . + NEDRIX?• Common purpose• Help small businesses
prepare• Bring planning tool(s),
BCPs and small businesses together
• DRII – pro bono work, continuing education credits– CPAC in NC– Los Angeles, CA
What To Do • Fill out 13 key forms for
business continuity & recovery + property protection checklist
• Download forms from www.ibhs.org
• Save in more than one medium
• Store at alternate site(s)• Update periodically• Test/revise
Information Needed• Employees (including owner)
– Can you communicate with your employees. . .?
• Suppliers/Vendors – What if your suppliers can’t deliver?
• Key Contacts– Who do you need to contact in case of emergency?– What about your key customers?
• Critical Business Functions (for survival)– What are they?– Are you ready?
• Recovery Location– Where?
Information Needed
• Vital Records – Are they protected – duplicated?
• Critical Telephone Numbers – Plans to stay open for business?
• Supplies – Available?
• Equipment / Machinery / Vehicles– Can you protect these items?– Do you have alternatives available for recovery location?
Information Needed
• Computer Equipment and Software – Do computers need to be operational to resume business
operations?
• Voice/Data Communications – What do you rely on to communicate with your employees,
customers?
• Miscellaneous Resources – What do you need to set up your recovery location?
• Disaster Response Checklist– Do you have a disaster response plan in place?
Self & Family Help-----------------
Help inseconds
Next-doorNeighbor help
Help in minutes
Neighborhood help
Help in minutes/hours
Professional Help
Help within days/weeks
Circle of Help
Employee Contact InformationName: __________________Name: __________________
Position:Position:
Key responsibilities:Key responsibilities:
Home Address:Home Address:
City/State/Zip Code:City/State/Zip Code:
Home Phone:Home Phone:
Cell Phone:Cell Phone:
Office Phone:Office Phone:
Pager/Beeper:Pager/Beeper:
Fax:Fax:
Home Email:Home Email:
Work Email:Work Email:
Emergency Contact:Emergency Contact:
Emergency Contact Emergency Contact Phone:Phone:
CALL ORDER:CALL ORDER: (priority, (priority, 11stst, 2, 2ndnd, 3, 3rdrd, …), …)
Key Suppliers/VendorsStatus:
Current Supplier/VendorBack Up Supplier/Vendor
Company Name:
Contact Person:
Materials/Service Provided:
Street Address:
City:
State:
Phone:
Cell Phone:
Fax:
Email:
Website address:
Recovery Notes:
Key ContactsName of Business/Service:
____________________• Type:
AccountantAmbulance ServiceBankBilling/Invoicing ServiceBenefits AdministrationBuilding ManagerBuilding OwnerBuilding SecurityCreditorElectric CompanyEmergency Management AgencyFire DepartmentGas/Heat Company
Hazardous MaterialsHospitalInsurance AgentInsurance CompanyKey customer/ClientLocal NewspaperLocal Radio StationLocal Television StationPayroll ProcessingPolice DepartmentPublic Works DepartmentSmall Business Administration OfficeTelephone CompanyOther
Explain: ______________
Key Contacts. . .cont’dService Provided or Relationship
to Business: _____________________
Account Number:(If relevant)
Primary Contact:
Street Address:
City:
State:
ZIP Code:
Phone:
Cell Phone:
Fax:
Email:
Website address:
Alternate Contact:
Alternate Contact Phone Number:
Alternate Contact Email:
Recovery Notes:
Key Business FunctionsBusiness Function: _____________
Priority: High Medium Low
Employee in charge:
Timeframe or Deadline:
Money Lost (or Fines Imposed) If Not Done: (If relevant)
Who Performs This Function? Employee(s):Vendor(s): Key Contact(s):
Who Provides the Input to Those Who Perform the Function?
Employee(s):Vendor(s):Key Contact(s):
Who Uses The Output From This Function?
Employee(s):)Vendor(s): Key Contact(s):
Brief description of procedures to complete function:
Recovery Notes:
Recovery LocationRecovery Location
Address:City, State, Zip:
Phone line(s) (voice): Re-route current number To be established
Phone line(s) (fax):Re-route current numberTo be established
Phone line(s) (data):Re-route current numberTo be established
Building owner or manager phone:
Directions to recovery location:
Business Functions to be performed at recovery location:
Employees who should go to recovery location:
Recovery Notes:
Vital RecordsName of Vital Record:
Recovery Notes:
Y/N
Can Records
Be recreated?
Where Stored?
HourlyDailyWeeklyMonthlyQuarterlySemi-AnnuallyYearlyNever
NetworkHard driveLaptopCDDiskettePrintMicrofilmOther
Explain:___
Y/N
NetworkHard driveLaptopCDDiskettePrint MicrofilmOther
Explain:___
Business Function It Supports
How Often?Media for Backups
Backed
Up?
Media
Critical Telephone Numbers
Recovery Notes:
Solution(Enter letter)
Reroute to recovery location
New Number
Recorded Message
Other (explain)
________________________
Related Business Functions
Description
(e.g. hotline, main line, toll free customer
service line, dial-in to network)
Status(Enter Code)
C Currently in use
E Will establishduring recovery
Type(Enter Code)
L LocalLD Long
Distance800 Toll freeF FaxC CellO Other
PhoneNumber
Supplies
Recovery Notes:
____________________________________
Related Business FunctionsSupplier/Vendor(s):QuantityItem Order
Number
Item
Equipment/Machinery/VehiclesItem: _____________________
Model:
Status:Currently In UseWill lease/buy for recovery location
Primary Vendor/Supplier:
Alternate Vendor/Supplier:
Recovery Location for Install:
Related Business Function(s):
Backup Available:YesNo
Order Time for Replacement:
Recovery Notes:
Computer Equipment and SoftwareItem: ___________________
Type:Computer HardwareComputer Software
StatusCurrently in useWill lease/buy for recovery location
Primary Supplier/Vendor:
Alternate Supplier/Vendor:
Title & Version or Model No. (Enter Unknown if hardware/software is to be leased/bought for recovery location)
Serial Number:
Purchase/Lease Date:
Purchase/Lease Price:
Recovery Install Location:
Quantity (equipment) or No. of Licenses (software):
License Numbers:
Recovery Notes:
Voice/Data CommunicationsType of Service:
TelephonePBX w/ACDPC Data CommunicationsCell PhoneFax MachineTwo-way Radio & PagerOther
Explain _______________
Description & Model Number ___________
Status:Currently in useWill lease/buy for recovery location
Voice Communications Features:
Voice MailSpeakerConferenceConversation recorderOther
Explain: ________________
Voice/Data Communications – cont’d
Data Communications Features:
CableDSLT-1Dial-upOther
Explain ______________
Quantity:
Primary Supplier/Vendor:
Alternate Supplier/Vendor:
Recovery Install Location:
Recovery Notes: __________
Miscellaneous ResourcesChairs
Desks
Extension/drop cords, surge protectors and power strips
File Cabinets
Mail Bins
Portable air conditioners/fans
Safes
Tables
Waste baskets
Other:Explain: _________
Recovery Install LocationAlternate Supplier/Vendor
Primary Supplier/Vendor
QuantityItem
Disaster Response ChecklistNOAA Weather RadioWorking smoke detectors and fire extinguisherFirst Aid KitFlashlights and lightsticksAM/FM Radio, battery operated, or wind-up radioBottled water
Nonperishable food and utensilsPaper suppliesTools and other suppliesBlanketsCameraCash/ATM and credit cardEmergency contact list
Incident Response, Recovery & Restoration
Move to a safe place• Leave building• Shelter-in-place
Determine the type and extent of the incidentAlert employeesActivate Open for Business continuity/recovery planManage the incidentRestore your businessDebrief
Testing and Updates• Test plan concepts and procedures
frequently• Identify tasks or components that do not
work as expected.• Identify missing tasks or contacts • Reinforce individual and team roles and
responsibilties• Confirm and reinforce dependent
interractions with others • Increase BCP Awareness
Update and keep your
plan current
What about Costs?No Cost . . .
Review insurance coverage optionswith insurance agentWrite short list of recovery actions
Identify and meet with fire and police officialsIdentify weather services, etc. to maintain weather watch
No Cost ActionsInstruct employees on action plans (what to do if no phones, etc.)
Identify alternate means of communicating with employeesEstablish meeting place in the event of a disaster
Practice evacuation drills & review recovery plan
Actions Under $100Purchase First Aid kitPurchase NOAA Weather radio
Tone alertSpecific Area Message Encoding –program radio for your area
Buy flashlights, batteries, pens, paper, band-aids, etc. for disaster kitBuy camera & film
Actions from $100 - $500
Purchase small electric generator and spare fuel
6 months after the 2003 NE blackout, over 60% of small businesses had no backup power
Implement vital records off-site storage program (small business)
Windstorms – Hurricane, High Wind, Tornado/Hail
Roof conditionAsphalt shingle roofsRoof-to-wall strapsHorizontal projectionsVertical projectionsExterior windows/doors - design pressure
Exterior doors –deadbolt & 3 hingesExterior double doorsImpact-resistant windows and doorsExterior lightning protection systemSurge protectors on electronic systems
Commercial Checklist
Earthquake Risk Assessment - Commercial
Building design: box-like buildingRoof with no openingsLight roofing materialsAbsence of large ground floor openingsAbsence of brick or stone veneer
Type of foundation
Slab on gradeCrawlspace or basement foundation wall system -continuous concrete or masonry wall systemCrawlspace of basement foundation wall system - wood stud cripple wallPier or pile foundation system - wood, concrete, or steel
Building Configuration & Features
Earthquake Checklist - Commercial
Tempered glass or safety filmNatural gas lines with flexible connectionsMajor appliances bracedHangers < 12” long to support mechanical & plumbing systems
Electronic equipment securedSuspended ceilings bracedCabinet/file drawer latchesCabinets/bookcases & storage racks secured
Earthquake insurance
Flood Checklist - CommercialIn a Special Flood Hazard Area – V-zone, Coastal A-zone, Non-coastal A-zone
Base flood elevationDesign flood elevation
Does your community participate in the NFIP?
http://www.fema.gov/fema/csb.shtm
Electrical, plumbing, HVAC – meet building code requirements
Open foundation in V-zone or Coastal A-zone
A-zones, coastal or non-coastal: minimum of 2 openings on multiple wall of each enclosed area
Freezing Weather - CommercialSecondary moisture barrierHeat sources directly under roofRecessed light fixtures sealed and insulatedAttic penetrations sealed
Access doors to attic insulated, sealed, weather stripped or gasketedWater or sprinkler supply piping in exterior walls insulatedUnoccupied space over 24 hours -inspect
Wildfire Risk Assessment
Your risk is the highestif:History of wildfiresDry season > 3 months/yrWildland within 100 feet of buildingSteep forested terrain
Fuel sources <30 feet from buildingIn rural areaNearest fire hydrant is > 50 feet awayLimited access for fire trucks
Wildland/urban interface
Wildfire Checklist
Survivable space around buildingRoof conditionRoofing materials Class A fire ratedEaves enclosed, soffits screenedExterior vents <1 foot x 1 foot, screened
Exterior walls covered with non-combustible sidingDouble-pane tempered glazing on exterior windows and doorsMonitored smoke alarm systemAutomatic fire sprinkler system
Open for business• Available at the end
of January 2005 at www.ibhs.org
• Interactive, web-based version available to policyholders of IBHS member insurance companies
Contact:Diana L. McClure