Hurricane Preparedness for Business-A checklist
Hurricane Preparedness Checklist
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- Review and update employee alert roster
- Develop a roster of critical employees ensuring that they have emergency response in their job descriptions and brief them as to their role.
- Develop list of contacts for access to buildings and equipment during emergency events
- Identify vital records (protect, back-up electronically to server), obtain flash drives for critical response teams. Identify laptops that could be utilized by responding staff. Identify additional cell phones/WiFi for use by responders. Consider waterproof containers for mission critical equipment.
- Establish list of contractors to help resume business
- Develop storage area with supplies prepositioned:
- Flash lights, safety vests, tripod lights, lanterns, chem sticks, etc…
- Develop communication redundancy, emergency phone, cell phone, walky-talkies, and radios.
- Fuel for generators-make sure they remain outside if portable
- Bedding in case critical staff need to remain
- Mops, squeegees, shop vac, pumps, 5 gallon buckets, kitty litter, trash bags.
- Sand bags
- Weather radio
- Materials to temporarily cover/ board broken windows
- Food and water for critical employees
- Empty and secure trash cans, dumpsters, recycling bins-bring in anything not bolted/cemented into the ground
- Develop and coordinate evacuation plans
- Inspect and repair leaky windows
- Coordinate with local Police and Fire to integrate disaster response plans
- Develop list of emergency contacts for Facilities and any off-site properties
- Develop how they will operate in reduced/emergency power and if the power fails completely
- Develop how they will operate if there is a loss of water (eg bag toilets and use kitty litter to absorb contents).
- Identify how the company will communicate to employees, official company emergency information. Develop pre-scripted activation messages and test system regularly.
- Identify evacuation shelters and procedures to include what must travel with the evacuees if possible to minimize business impact.
- Locate a place with excellent communication, emergency lighting, extra outlets/phone lines and restrooms and develop plans for a temporary command center. Be sure all plans, documents, tools and supplies are located in or in close proximity.
- Develop redundant off-site storage for computerized files and scan all paper files to that location.
- Conduct monthly inspections of equipment and quarterly reviews of the plans. Put them on the company calendar.
- Prior to hurricane season, review and test plans to include a full-scale drill with all staff and local responders.
- Identify Incident Command Team (and response specialty teams) and update rosters. Ensure all will be available and able to respond. Identify critical data needed and copy to flash drives.
- Brief staff members on preparation activities and emergency notification procedures
- Fuel all vehicles to top
- Move fleet vehicles and POVs to lots away from buildings/trees/fences
- Fill sandbags
- Test flashlights
- Test communications devices
- Inventory all supplies listed in mitigation activities
- Test generators, chain saws, support equipment
- Pre-stage emergency bedding equipment (cots, mats)
- Check that all windows are closed and boarded if need be.
- Inspect all fire safety equipment
- Fill all propane gas, fuel, oil, or other storage tanks
- Fill available portable fuel, oil
- Inspect roofing, air handles and gutters
- Remove all signage not permanently attached
- Check grounds for dead limbs, prop weakly rooted trees, clean up loose debris, and move all articles or equipment that can be picked up by the wind/water. If it is not bolted down, move it inside
- Cover and unplug valuable electronic equipment
- Assemble supplies for response teams (portable lights, generators, lumber and nails, tape for windows, roofing paper, sandbags, tarpaulins, chain saws, mops and shovels
- Check all roof, floor and yard drains to ensure they are free of obstruction and in good working order.
- Remind employees to fill fuel tanks in their Personally Owned Vehicles and Fleet vehicles in case fuel is not available immediately after the storm.
- Purchase non-perishable foods that can be used in the event of a total power loss.
- Limit purchases of perishable foods that require refrigeration/freezing until after the storm to minimize losses.
- Fill bathtubs with water just before storm arrives-especially if using well water.
- Fill all water bottles and water containers with drinking water just before storm arrives.
- Update the server backup copies through the IT department (provider)
- Cover valuable electronic equipment, unplug, disconnect.
- Charge all cell phones, laptops until storm arrives.
- Make coffee and keep in thermos devices for responders
- Ground all vehicles, move employees to safety
- Turn on weather radios.
- Get accountability of all employees by location.
- Early dismissal if possible during off-peak traffic time.
- Immediately assess for injuries –report immediately to Incident Commander
- Identify immediate hazards such as downed electrical lines, leaking gas, fire, falling debris or other structural emergencies.
- Assess damage and inform Incident Command as soon as possible
- Begin salvage operations as soon as it is safe to do so (not during eye of storm) and at the direction of the Incident Command.
- Incident Command to coordinate with Police, Fire and Engineering to see if they require assistance.
- Cover up openings in the building shell with tarpaulins as soon as it safe to do so (be cautious of sudden high winds).
- Clean up debris, remove water.
- Use fans to expedite drying process
- Inspect electrical and process systems and equipment for water damage prior to restarting them.
- Keep items exposed to water and facilitate the drying process.
- Do not restart electrical equipment that was wet without inspection by Operations Department