The document provides a comprehensive disaster planning checklist for agencies to ensure business continuity during emergencies. It emphasizes the importance of creating a proactive plan that addresses potential threats, maintaining communication, assembling necessary resources, and protecting data. By implementing these steps, agencies can better mitigate risks and maintain operations in the face of unexpected disasters.

1. PREPARE YOUR AGENCY with disaster planning. Most
disasters strike without warning. In order for you agency
to operate during an emergency, a business continuity
plan is key. This checklist enables you to consider possible
scenarios that will require immediate action in order to
reduce loss and mitigate risk associated with a potentially
crippling situation.
STEP ONE: MAKE A PLAN
c Analyze possible threats to your business, i.e., fire, tornado,
hurricane, earthquake, blizzard, tsunami, server crash, data breach,
theft, human error, etc.
c Determine how your agency can and should respond to each
threat listed
c Identify specific situations that put disaster plans in motion when
you are facing a threat
c Create a “no warning” plan, should disaster strike without warning
c Involve your team in planning and communicate often
STEP TWO: CONSIDER MOBILITY
c Convert paper files into electronic files when possible
c Have one or more laptops set up to access your agency
management systems remotely
c Create an employee phone tree, distribute emergency numbers
and test the process
c Research and decide if text communication is right for your agency
staff and clients. If so, collect cell phone numbers and look into a mass
texting solution or “email as text” options. Test the system regularly.
Disaster Planning
Checklist
RESOURCE BRIEF
BUSINESS CONTINUITY
TOP REASONS TO IMPLEMENT
A BUSINESS CONTINUITY PLAN
FOR DISASTER SCENARIOS
Protect buiness viability and
revenue streams
Maintain communication with
customers, employees and others
when primary communication
lines are down
Continue to service customers
Mitigate risk to core business
operations

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c Communicate to your clients through your website and social media
pages. Provide contact numbers and instructions for claims
c Host your website in a remote location to avoid irreparable damage
STEP THREE: ASSEMBLE RESOURCES
c Use a 24/7 remote phone service to take calls should your
communications drop
c Contract with a disaster recovery service in advance to provide
equipment and facilities if necessary
c Consider moving to an online version of your agency
management system
STEP FOUR: PROTECT YOUR DATA
c Have multiple daily back-ups in different locations, or consider an
online solution where your data is automatically backed up daily
and stored in secure data centers
c Test back-ups regularly - your back-up is only effective if it works
c When disaster is imminent, overnight (FedEx, UPS, USPS) a copy
of your most recent back-up tape to your agency management system
provider’s data center
STEP FIVE: PACK ESSENTIALS
c Generators, flashlights, batteries, radios
c First aid supplies
c Extra pens, paper and notepads
c Extra ACORD claim forms and carbon paper
c Digital camera
c Bottled water – enough for employees and walk-in customers
for two weeks
“I don’t have that worry
anymore that I’m not going
to have power or that people
will not be able to work.
I know that my data is safe
and accessible.”
MAURA MCMAHON-PRIMUS
Vice President, CFO
McMahon Agency