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  3. Loss Prevention for Hurricanes
Loss Prevention for Hurricanes
Tips and Insights
June 4, 2024

Preparedness

  • Enter each hurricane season prepared. Every June through November, recheck, your supply of boards, tools, batteries, non-perishable foods, drinking water and other equipment you will need when a hurricane strikes your town.  If applicable, secure sandbags to aid in diverting water away from doorways or windows.
  • Follow local radio or television stations for official emergency information and instructions.
  • Before a storm, take photographs or video of your facilities both inside and out, from all angles. This will help to substantiate insurance claims later.
  • Have an accessible copy of assets that includes description, model number, serial number, VIN, etc., along with suppliers that replacements can be quickly sourced from if the assets are damaged or destroyed. 
  • Assemble insurance policies and financial records necessary to expedite quick settlement of claims; package them in waterproof containers.
  • Make arrangements to pay employees, preferably in cash, as it may be some time before banking institutions are operational.
  • Implement hurricane procedures as conditions (Advisory, Watch or Warning) warrant.
  • Create or amend a business interruption plan.  Conduct a tabletop exercise to verify all aspects of the plan will work.  The objective is to be operational as quickly as possible. Assume local vendors/suppliers are going to be affected.  Consider the use of secondary vendors/suppliers with geographical diversity to reduce the impact of downtime.

Planning

  • Establish an employee training program on your hurricane preparedness procedures.
  • Inform key employees or essential staff of specific responsibilities under the established hurricane procedures.
  • Appoint an individual and a backup to initiate hurricane procedures. Specify conditions under which hurricane procedures should be implemented.
  • Acquire emergency protective equipment and supplies. These items may include heavy plastic sheeting, duct tape, masking tape, sandbags, emergency generator, storm shutters, chain saw, large pieces of plywood, hand tools, and other essential items.  If a generator is present, verify the diesel fuel level to ensure it is full.  Ideally, these should be obtained at the beginning of hurricane season.
  • Establish plans for the protection of computer files, such as a backup system, to secure data.
  • Develop a system for the identification of employees during an emergency (e.g. I.D. cards, vehicle permits, badges, etc.).
  • Create a plan to inform all employees on when and how they will be notified to report back to work.
  • Consider storing drinking water for short term needs.
  • Keep vehicles fueled up.
  • Evacuate low-lying coastal areas that may be prone to storm surge and high tides.

Building Interior

  • Move goods, equipment, or furniture away from windows and skylights to avoid water damage.
  • Clear all desk and tabletops of small loose objects.
  • Take down all loosely secured pictures, plaques, etc.
  • Box or place any loose items (e.g. papers, books, hanging plants) in desk drawers or storage cabinets.
  • Relocate files, boxes, computers, office machines and other equipment to the innermost portion of the building or a safer location.
  • Do not leave boxes or equipment on the ground floor; elevate them by placing items on desks or table tops.
  • Remove contents of lower file cabinet drawers on the ground floor of the building and secure content elsewhere.
  • If time permits, make an inventory of all moved items to ease unpacking after the storm.
  • Disconnect all electrical appliances and equipment, except for refrigeration.
  • Cover merchandise, office machines, specialized equipment and tooling, file cabinets, copy machines, computer terminals, etc. with tarpaulins or plastic sheeting and secure with tape.
  • Close all windows and draw blinds or drapes.
  • Disconnect electricity by shutting off circuit breakers at the main power box (except for refrigeration) and lock all doors when you leave.
  • Before leaving the property, recheck that outdoor objects are properly secured.
  • If you own equipment that could be useful after the storm, notify local emergency management officials

Building Exterior

  • Clean drains, gutters and downspouts of the building.
  • Remove antennas or loose objects from the roof.
  • Bring in display racks and other objects usually left outside. Secure all loose objects, such as trash cans, which might cause damage during strong winds.
  • Remove outdoor signs, especially those that swing or are portable.
  • Board up windows.  If the building has exterior glass frontage, clear out that section of the structure as much as possible and use shutters or boards to protect glass. If you have no shutters or boards, strong masking or duct tape may be used. Tape in an “X” fashion on the inside of the glass to reduce shattering.