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of efforts and make sure that each critical task is handled. For example, what should be done in the face of an impending natural disaster when you have some warning? Or who will do what in case of a fire or if someone should be injured or become ill on your premises? You don't need five people calling 911even worse, you don't need everyone thinking someone else is doing it.

Supplier issues. Find out what emergency plans your vendors have and whether or not they're equipped to handle special needs in the event of a disaster. For example, if for any reason your office was inaccessible, how long would it take your telephone and computer suppliers to get you up and running in an alternate location?

Data protection. Develop an electronic data backup program to assure that critical information will not be lost in the event of a power outage, fire or flood. Backup data should be stored off-site for safety and accessibility. Invest in fire- and water-proof storage systems for paper documents and other important materials.

Property protection. Maintain a documented inventory of equipment, furnishings, library contents, supplies, etc., to expedite the insurance claims process. In addition to a regularly updated list, take photographs or a video of your facility, both inside and out. If property damage occurs, remember that the damage doesn't necessary stop once the fire is out, the water is off, and the disaster is under control. Once you can safely enter your premises, plan to take steps to protect your undamaged property and salvage whatever damaged items you can.

Operations. Protect your operations with emergency lighting, sprinkler systems, smoke detectors, fire extinguishers, clearly marked utility shut-offs and backup generators. Develop an evacuation procedure and check to make sure exit routes are kept clear and have adequate emergency lighting. Train all employees on emergency systems and policies.

Security. Know how you will preserve the safety and security of your staff and your facility if something happens. Keep track of who has keys to the building and keep duplicate sets in a secure place both on-and off-site.

Relocation. If your facility is inaccessible or unusable, what are your options for relocating both temporarily and permanently? Can employees work from home or will you need to find an alternate site?

Cross train and communicate. If anyone in your organization, including yourself, was suddenly unable (or perhaps unwilling) to come to work without notice, be sure there is someone else who knows what is going on and could handle the work. Everyone's appointment calendar should be part of the data that is routinely backed up.

Once your plan is written, practice itjust like you did fire drills in your school days. Drills make sure everyone knows what to do, and because they've done it already, it's easier when the real thing happens. So drill and then critique your performance. You should also test all of your back-up systems on a regular basis to make sure they are working properly.
Finally, evaluate your plan annually to make sure all the information is current and your strategy is consistent with your needs.

Learn more about this author, Jacquelyn Lynn.
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