Disaster Preparedness Checklist


Preferred Technology Solutions can help you prepare your Disaster Recovery/Business Continuity Plan. Please contact us to discuss your readiness and formulate a plan. The importance of being prepared cannot be overstated. Please look over the following checklist and let us know how we may help you to prepare your business in the event of such an occurrence.

• Have a plan to provide emergency notification to all employees, clients, visitors and customers in an emergency.

• Document a timeline for workplace preparation and closure. Consider the safe shut down or removal of servers and other equipment. Allow time for employees to prepare their families and take care of personal matters as well. Allow enough time for them to execute their personal preparedness plans. (Encourage them to have one and to practice it with their families.)

• Develop a phone redirection strategy should your phone service be interrupted. For example, does your main line automatically roll to a cell phone or external land line 5 to 10 miles from your main facility? Or, can it be remotely be set to roll to another line? Do you know how to program your system do this? If not, our certified engineers can help.

• Assure your employees know where to go to take cover in the event of a tornado. Unlike a hurricane or tropical storm, a tornado may develop almost without warning, appearing within minutes and leaving little time to react. Winds can exceed 200 mph causing enormous damage in its path. Basements and storm shelters are the safest. Otherwise, the interior 1st floor hallway or interior room away from windows, doors and outside walls. Put as many walls as possible between you and the outside. For outdoor work avoid trailers and automobiles. The best place to take cover is in a water free ditch. In all cases it is best to be covered by a mattress, blankets or heavy towels.

• Contract PTS to provide a location for recovery should your facility be damaged or inaccessible. We can provide work space and rapid replacement of servers, PCs and other business essential hardware and software.

• Assure all important electronic and paper documents are copied and stored at a safe off-site location.

• Provide each employee and critical partner with a binder of your disaster plan including their specific responsibilities and a list of home and cell phones of employees and critical partners. Review and update the contact information quarterly. Communication following a disaster is critical. Establish a communication plan that will work regardless of the nature of the disaster. Consider a secondary toll-free number or website that is hosted outside of your region. Instruct employees on when, how, and what to communicate through these channels following a disaster.

• Train on the process to assure critical employees and partners now what will be expected of them. For example, you may need IT staff within hours after a disaster to reestablish your systems.

• Store water, nonperishable food, first-aid supplies, generators, cleaning supplies, batteries, flashlights, and other necessities you anticipate maybe needed.

• If travel to your facility or to remote locations will be needed during the recovery phase, know the airline scheduling options and review them quarterly.

• Contract hotel and meal arrangements that will be required.

• Develop a plan to allow your payroll, benefits, and HR functions to operate during a disaster, after a disaster, or during any period in which access to your workplace is restricted.

• Establish a plan for safe for re-entry into each facility following a disaster. A third-party inspector may be necessary to verify safety.

• Regularly conduct drills to assure everyone knows where to go and that the phone and other documented processes work.

• Be sure this information is in your on-boarding procedure.