Disaster Planning: First Things First

Have multiple copies of your business license, nonprofit certificate, payroll records, insurance policies etc.. For individuals keep vital documents such as pictures, birth, marriage, divorce or death certificates and passports, mortgage status, insurance policies, social security or green cards etc..off site securely. Back up electronic copies and keep additional copies in different secure locations. Rationale: During a technology failure, or scenario involving infrastructure damage there is no access to electronic data. If there is a structural fire, items may be destroyed. After a major earthquake some structures will sustain damage, and 50% of roads may be impassible. Back up copies in more than one location increases the odds of accessing a copy. In optimal conditions these items are time consuming to replace. If systems are down expect delays. Back up payroll records. Keep them secure. Have a work around plan to meet payroll. Rationale: Electronic processing systems will not function. ATM machines will only work if there is a backup generator. Lines will be long if any are operational. In a large scale disaster scenario, barter comes first, then cash. In the case of individuals make plans to ensure short term sustainability in the event of delayed payroll, inoperable electronic processing systems, mandatory or recommended evacuation. Do your vendors have a business continuity plan to prevent a disruption in supplies? If not, consider setting up a resource agreement with alternate vendors in the event your primary vendor doesn't come through. How long can your nonprofit continue to operate without supplies? Consider whether to keep a reserve of supplies that are critical to continued functioning. Also consider what alternate supplies you may need to satisfy your work around plans. For individuals, plan with trusted family, friends and neighbors and have items available for barter. What is you plan to pay vendors? Vendors cannot continue operating without cashflow. Rationale: Each failure to pay increases the the impact. If their business is inoperable, they can't pay their suppliers and their employees can't pay their bills which in turn affects other businesses. Above all 1. Have an clearly defined evacuation plan and meeting place. 2. Have a plan to ensure access to clean, life sustaining drinking water for 2-4 weeks in the valley and 3-6 months on the coast. 3. Have back up communication plans and practice often. Make sure your communication plan is compatible. 4. Keep some emergency supplies off-site, but nearby. If possible have supplies in a remote location also. Think strategically about emergency supplies: water, protection from the elements, then food. Safety should top the list. Consider unique needs such as diabetic supplies, life sustaining medications or an EPI pen. Don't forget pet supplies and plans. Rationale: Dividing supplies increases the likelihood of access. 5. Have a back up plan for power. Power may be off for up to two months in the valley following a major earthquake. 6. Have a plan for sanitation and gargage disposal for 3-6 months in the valley and 1-3 years on the coast. 7. Include others in your planning process. Cooperate before, during and after a disaster. 8. Have a plan to help those with special needs and train with community partners.