Business Preparations
Hurricane preparations for your business
Check with your insurance agent or a risk management office to determine if the business is in a designated FEMA flood zone. Is your business vulnerable to hurricane force winds? Have your building inspected by a licensed professional.
Develop a written plan and checklist you can follow for preparation, including the following major areas:
• The protection of the business site and equipment.
• Staffing policy identifying any employees that must remain at the facility during the hurricane, when to return after evacuations.
• Protect vital records (accounts receivable, tax records, and other personnel and administrative documents.
• Review insurance policies to ensure that there is adequate coverage.
Questions to ask include:
• Does the insurance package include wind/storm coverage?
• Is the facility in a flood zone? Is your flood insurance adequate?
• Does insurance cover damage to contents, including vital records and office equipment?
• Does the package include liability coverage for injury to employees as well as lawsuits from customers?
• Do you have coverage if the business is damaged 50% greater than market value and you must comply with current building codes, including elevation of the structure?
• Have your business appraised at least every five years.
Pre-Season Preparedness (Before June 1 each year)
• Compile an Emergency Contact List with 24-hour telephone contact numbers for essential employees.
• Identify vital records and make back-up copies and/or digitize them. Consider moving them off-site, if the business is in a storm surge vulnerable area.
• Inventory and repair hurricane shutters.
• Check security and flood lighting.
• Identify lightweight items stored outside that may be blown around in the wind.
• Identify emergency power requirements and buy generator if needed. Test generator monthly during the hurricane season.
• Verify that communications equipment is operational.
• Determine the type and amount of hurricane emergency supplies necessary. All emergency supplies should be clearly marked and stored in a secure area that is accessible in an emergency.
• Provide employees with hurricane preparedness information.
• Prepare a list of vendors critical to your daily operations and their telephone numbers. Consider including a back-up vendor outside the area.
• Prepare a list of vendors who can assist in the recovery of your business such as: recovery of water-soaked papers, debris removal, moving companies, warehouse space, computer hot-site, generator rental etc.
Hurricane Watch (36-48 hours prior to landfall)
• Secure all doors, windows, and other openings against wind and water.
• Tie down or bring indoors small objects, close hurricane shutters or cover windows.
• Verify that vital records are in a safe storage area. Files, records, and storage cabinets may be wrapped in plastic for moisture protection. If necessary, temporarily relocate records to a safe storage facility off-site.
• Confirm availability of necessary computer support.
• Ensure that all vehicles are serviced and fueled. Determine where they can be stored during the storm.
• Inventory hurricane emergency supplies and restock if necessary.
• Dismiss essential employees temporarily so they can secure their personal property before returning to duty.
• Secure adequate cash to operate for several days.
Hurricane Warning and/or Evacuation Order (18-24 hours before landfall)
• If the business is located in a designated evacuation area, cease operations and secure the facility.
• Move desks, files, equipment and furniture away from un-shuttered windows. Wrap office equipment, such as copy machine and computers, in plastic to protect against water damage.
• Dismiss all non-essential personnel and personnel living in designated evacuation areas. • Turn off air conditioners, disconnect electrical equipment, and turn off lights.