GDI's Emergency Preparedness.
Loss Control.

Your Business Contingency Planning Resource

Our agency can deliver the strategies, tools and resources that will help you prepare for a business interruption – whether by fire or by water, by theft or by security breach.

Our Means for Your Success

Our agency has the resources to assist you in preparing and dealing with a business interruption to minimize your losses during these trying times.

Planning Made Simple
Our business contingency plan and steps will help you create a policy to help you prepare for various emergencies. In the event that something does occur, you will know how to spring into action to reduce your losses.

Reducing Your Risks
Let us help you analyze where your business is most vulnerable during an emergency. Then, we can help you fill those cracks.

Emergency Training
It is your job to protect your employees during an emergency, and we have the resources to help you do so.

The Earth’s Perils
Since Mother Nature can be unkind at times, we have information for your employees to educate them on how to act in the event of a natural disaster, such as a hurricane, tornado, earthquake or flood.

Business Continuation Plan

SECTION 1 - 4 STEPS IN THE PLANNING PROCESS

Step 1:Establish a Planning Team

Step 2: Analyze Capabilities and Hazards

Step 3: Develop the Plan

Step 4: Implement the Plan

Step 1:ESTABLISH A PLANNING TEAM

There must be an individual or group in charge of developing the emergency management plan. The following are guidelines for making the appointment.

Determine who can be an active member and who can serve in an advisory capacity. In most cases, one or two people will be doing the bulk of the work. At the very least, you should obtain input from all functional areas. Remember:

Have participants appointed in writing by upper management. Their job descriptions could also reflect this assignment.

1. Form the Team. The size of the planning team will depend on the facility's operations, requirements, and resources. Usually involving a group of people is best because:
   • It encourages participation and gets more people invested in the process.
   • It increases the amount of time and energy participants are able to give.
   • It enhances the visibility and stature of the planning process.
   • It provides for a broad perspective on the issues.
   • Upper management;
   • Line management;
   • Labor;
   • Human resources;
   • Engineering and maintenance;
   • Safety, health, and environmental affairs;
   • Public information officer;
   • Security;
   • Community relations;
   • Sales and marketing;
   • Legal; and
   • Finance and purchasing
2. Establish Authority..Demonstrate management's commitment and promote an atmosphere of cooperation by "authorizing" the planning group to take the steps necessary to develop a plan. The chief executive or the plant manager should lead the group. Establish a clear line of authority between group members and the group leader, though not so rigid as to prevent the free flow of ideas.
3. Issue a Mission Statement.Have the chief executive or plant manager issue a mission statement to demonstrate the company's commitment to emergency management. The statement should:
   • Define the purpose of the plan and indicate that it will involve the entire organization, and
   • Define the authority and structure of the planning group.

Establish a Schedule and Budget.Establish work schedules and planning deadlines. Timelines can be modified as priorities become more clearly defined.

Also, develop an initial budget for such things as research, printing, seminars, consulting services, and other expenses that may be necessary during the development process.

STEP 2: ANALYZE CAPABILITIES AND HAZARDS

This step entails gathering information about current capabilities and possible hazards and emergencies, and then conducting a vulnerability analysis to determine the facility's capabilities for handling emergencies.

Where Do You Stand Right Now?
Review internal plans and policies. Documents to look for include:

• Evacuation plan,
• Fire protection plan,
• Safety and health program,
• Environmental policies,
• Security procedures,
• Insurance programs,
• Finance and purchasing procedures,
• Plant closing policy,
• Employee manuals,
• Hazardous materials plan,
• Process safety assessment,
• Risk management plan,
• Capital improvement program, and
• Mutual aid agreements.

Meet with Outside Groups - Meet with government agencies, community organizations, and utilities. Ask about potential emergencies and about plans and available resources for responding to them.

Contact your GDI agent today to go over the rest of the Business Continuation Plan.

Business Contingency Plan

DISCLAIMER
The materials presented herein are for general reference only. Federal, state or local laws or individual circumstances may require the addition of policies, amendment of individual policies, and/or the entire Plan to meet specific situations. These materials are intended to be used only as guides and should not be used, adopted, or modified without the advice of legal counsel. These materials are presented, therefore, with the understanding that the Company is not engaged in rendering legal, accounting, or other professional service. If legal advice or other expert assistance is required, the services of a competent professional should be sought.

PREFACe

The purpose of this plan is to define the recovery process developed to restore our company’s critical business functions. The plan components detail our procedures for responding to an emergency situation, which affects our company’s ability to deliver core services to our customers or our ability to meet investors, legal or regulatory requirements.

Objectives of the Plan

• Facilitate timely recovery of core business functions
• Protect the well-being of our employees, their families and customers
• Minimize loss of revenue/customers
• Maintain public image and reputation
• Minimize loss of data
• Minimize the critical decisions to be made in a time of crisis

Recovery Strategies

Recovery strategies identified for our company’s equipment and services:

• Business functions will be recovered in priority sequence based upon the classification of the function as agreed with business senior management and implemented jointly.
• Communications concerning the recovery status will be coordinated through the Business Contingency Planning Team so that those executing the recovery will not be interrupted repeatedly for status.
• Purchase and acquisition of equipment and supplies needed for the recovery effort will be coordinated through company Department Heads.
• The contingency planning infrastructure will provide for coordination of travel arrangements, food and accommodations for individuals supporting the recovery effort.
• Non-critical functions, such as Development and Test environments, will be cleared without backup as necessary to support the recovery efforts.
• Personnel from other sites may be called in to support the recovery efforts.

BUSINESS PANDEMIC INFLUENZA PLANNING CHECKLIST

In the event of pandemic influenza, businesses will play a key role in protecting employees’ health and safety as well as limiting the negative impact to the economy and society. Planning for pandemic influenza is critical. To assist you in your efforts, the Department of Health & Human Services and the Centers for Disease Control and Prevention have developed the following checklist for large businesses. It identifies specific activities large businesses can do now to prepare, many of which will also help you in other emergencies.

1.1 Plan for the impact of a pandemic on your bunsiness:

Done	In Progress	Not Started
□	□	□	Identify a pandemic coordinator and/or team with defined roles and responsibilities for preparedness and response planning. The planning process should include input from labor representatives.
□	□	□	Identify essential employees and other critical inputs (e.g. raw materials, suppliers, sub-contractor services/products, and logistics) required to maintain business operations by location and function during a pandemic.
□	□	□	Train and prepare ancillary workforce (e.g. contractors, employees in other job titles, retirees).
□	□	□	Develop and plan for scenarios likely to result in an increase or decrease in demand for your products and/or services during a pandemic (e.g. effect of restriction on mass gatherings, need for hygiene supplies)
□	□	□	Determine potential impact of a pandemic on company business financials using multiple possible scenarios that affect different product lines and/or production sites.
□	□	□	Determine potential impact of a pandemic on business-related domestic and international travel (e.g. quarantines, border closures).
□	□	□	Find up-to-date, reliable pandemic information from community public health, emergency management, and other sources and make sustainable links.
□	□	□	Establish an emergency communications plan and revise periodically. This plan includes identification of key contacts (with back-ups), chain of communications (including suppliers and customers), and processes for tracking and communicating business and employee status.
□	□	□	Implement an exercise/drill to test your plan, and revise periodically.

1.2 Plan for the impact of a pandemic on your employees and customers:

Done	In Progress	Not Started
□	□	□	Forecast and allow for employee absences during a pandemic due to factors such as personal illness, family member illness, community containment measures and quarantines, school and/or business closures, and public transportation closures
□	□	□	Implement guidelines to modify the frequency and type of face-to-face contact (e.g. hand-shaking, seating in meetings, office layout, shared workstations) among employees and between employees and customers (refer to CDC recommendations)
□	□	□	Encourage and track annual influenza vaccination for employees.
□	□	□	Evaluate employee access to and availability of healthcare services during a pandemic, and improve services as needed.

Emergency Evacuation:
Do You Have A Plan?

Each year, emergencies take their toll on business and industry— in both lives and dollars. But something can be done. You can limit injuries and damages, and return to normal operations more quickly if you have an Emergency Action Plan in place.

Who Needs a Plan?

Regardless of whether you operate from a high-rise building or an industrial complex, or you rent, own, or lease your property, your first priority is to protect the health and safety of everyone in your facility. One common means of protection is through the use of an Emergency Evacuation Plan.

Planning for emergencies is critical in assisting you in assigning responsibilities and procedures when responding to fire, chemical, weather, utility or medical emergencies. A plan will also further assist you in developing preventative actions.

If you already have an evacuation plan, make certain your plan has accommodated any changes. If you don’t have a formal plan, we urge you to develop one. Plans compel you to think through the best course of action in an emergency.

Here are some items that should be included when developing your plan:

• Determine conditions under which an evacuation would be necessary.
• Establish a clear chain of command.
• Designate who has the authority to order an evacuation.
• Designate specific areas where personnel should gather after evacuating. Take a head count.
• List the names and last known location of personnel not accounted for. Confusion in the assembly areas can lead to unnecessary and dangerous search and rescue operations.
• Establish procedures for assisting non-English speaking workers and those with disabilities.
• Post evacuation procedures and clearly identify primary and secondary escape routes.
• Conduct training. Failing to practice can undermine even the best plans. Practice increases the likelihood of a confident and orderly evacuation. Coordinate plans with your local emergency management office.

The details involved in evacuation planning range from major to minor, but decisions have to be made, written down, presented, and practiced regularly.

Employees need to know what to do, and know it so well that they can put the plan into action even when they are rattled.

Being prepared for a catastrophe lessens the potential for injury, lost lives and property damage.

Who Can Help?

Our company is one of the most experienced property and casualty insurance brokerage consulting firms in the state, serving the region’s finest businesses.

The dedicated property and casualty team represents the full array of insurance carriers. Their knowledge and experience have earned the trust of many businesses throughout the area. Let us help you prepare for the unexpected with a solid evacuation plan today.

GDI Insurance Agency, Inc.:
Employee Emergency Preparedness Survey

GDI Insurance Agency, Inc. is conducting an anonymous survey about our emergency preparedness. The intent of this survey is to gather information to evaluate our employees’ ability to respond should an emergency or disaster occur. The results will help us determine what additional training may be necessary.

Your input is important. Please take a few moments to complete this survey. Thank you!

1. I know where the fire extinguishers are and have been trained to use them.
   1. Yes
   2. No
2. If the building is evacuated, I know where to report.
   1. Yes
   2. No
3. I know where to go in the event of a tornado.
   1. Yes
   2. No
4. I know how to respond in case of fire.
   1. Yes
   2. No
5. I know what to do if there is a chemical spill.
   1. Yes
   2. No
6. I know who to alert if an emergency occurs.
   1. Yes
   2. No
7. I know the emergency exits in the building and how to determine which one to take.
   1. Yes
   2. No
8. I know where emergency supplies are stored at work and/or in my vehicle.
   1. Yes
   2. No

I would like to receive traingin in:

 

 

I would like to receive more information on:

 

 

*Contact Your GDI agent for an important "Vulnerability Analysis" and information regarding "Emergency Training Drills"!

Safety Matters
Talking Points for Supervisors

Fire Safety

Industrial fires can be deadly. Learn the leading causes and become familiar with fire safety practices to eliminate fire safety hazards!

Most of us have heard the sirens of fire and rescue vehicles wailing in the night. If you’re away from home at the time, the sound might bring on a feeling of concern for the safety of your family. Or you might even wonder if there’s a fire at the place where you work. In many cases, when the siren sounds, it’s too late.

The three leading causes of industrial fires include:

1. Electrical failure or misuse of electrical equipment;
2. Friction, foreign substances or open flames; and
3. Smoking and matches.

What can we, as employees, do to combat these hazards? We can comply with regulations, obey “No Smoking” signs, and dispose of cigarettes and matches by placing them in the proper receptacles, and making sure they are extinguished.

We can also watch for frayed electrical cords and overloaded circuits, and dispose of flammable wastes and scraps by placing them in metal containers.

Another important point to remember is to store combustibles in a safe area. Combustible materials and fumes from paint, solvents, and other flammables are responsible for fires at home and at work. Fumes can travel a considerable distance and become ignited by a furnace, stove, electrical equipment, or even a lit cigarette. If you need to dispose of flammable liquids, do not pour them down the drain. The proper method of disposal will be provided.

Also, if you have to burn waste paper, make sure it doesn’t contain explosive materials, such as aerosol or paint.

Become familiar with the location and operation of fire fighting equipment. Review where fire extinguishers are located and what types of fires they are to be used on. And conduct periodic fire drills to practice fire response procedures.

Proper maintenance procedures are also important to fire safety. If you use electrical equipment or tools, inspect them regularly to make sure they are working correctly. Keep mechanical equipment properly lubricated to avoid excessive friction. And keep spark arrestors on exhaust systems.

Even if these things do not directly concern you, it’s still your responsibility to keep your eyes open for safety hazards and report them to your supervisor. It’s everyone’s responsibility to eliminate safety hazards!

This flyer is for general informational purposes only, and is not intended as medical or legal advice. Photography © Building Supply V130 Getty Images, Inc. All rights reserved.
Content © 2007-2010 Zywave, Inc. All rights reserved.

Risk Insights

Improving Security and Disaster Response Potential

On any given day, it’s possible to see warnings from the U.S. Department of Homeland Security regarding potential threats to our safety. While there are many legitimate reactions to these warnings, your best course of action is to review your security and disaster readiness plans. No one can predict what, if any, impact terrorism could have on GDI Insurance Agency, Inc.. What we do know is that criminal activity and natural disasters are a clear danger each and every day. By reviewing this information, you can help prepare GDI Insurance Agency, Inc. by reducing the potential impact of these events.

FACILITY SECURITY

Below are some actions you can take to assess and improve your facility security. Successfully implementing these security measures requires you to effectively engage various groups within and outside of your organization, including supervisors, managers, employees, outside contractors, or municipal services.

• Advise management and employees to report any suspicious persons or activity in or around the facility.
• Establish and follow visitor control procedures such as mandatory sign-ins, name badges, escorts, orientation, etc.
• Survey locks, fences, exterior lights, and other physical security devices to ensure that they are in place where needed and in proper operating condition. Establish a monthly inspection of your security perimeter and key protective features of your facility.
• Pay special attention to areas containing stocks of explosive, flammable, or toxic chemicals. These areas should be properly secured and inventoried, with reduced hands-on contact of these materials if possible.
• Evaluate critical locations in your facility for proper security such as the electric, telephone, and gas units, building entrances, transformers, outside storage units, and computer rooms.
• If your facility has a security/fire alarm system, be sure it is operating properly and that key personnel know how to arm/disarm it.
• Closed Circuit Television (CCTV) can serve as an excellent crime deterrent. When the CCTV system is equipped with a recorder it can help solve crimes.
• Review your procedures for issuing facility keys and access cards. At a minimum, keep lists of who has been issued keys/cards and have a procedure for handling a situation when a troubled employee is terminated without returning them.
• Discuss security with your local police department. Some police departments provide excellent information and support to businesses and industries.
• Have your local fire department conduct a pre-planned visit to GDI Insurance Agency, Inc.. While there, they can identify target hazards and plan fire suppression priorities.

Always review significant facility or process changes with your GDI representative.

Disaster Response

• Be sure to discuss terrorism coverage with your agency representative.
• Keep copies of insurance policies and other critical documents in a safe and accessible location (e.g. a fireproof safe).
• Develop a Disaster Recovery Plan. If you already have one make sure that it is up-to-date.
• Review your policy for off-site back-up of EDP records. Ideally these records should be backed-up and transmitted or sent off-site on a daily basis.
• Have telephone call lists available (include cell phone and pager numbers) for all key personnel so required staff members can be contacted during non-working hours from any location. Review procedures for notifying employees that your facility is closed. Remind employees that they should never attempt to enter areas that are closed by police or other emergency responders.
• Consider establishing an alternate method for your phone service if the switchboard becomes unusable (e.g. switching incoming number to a cell phone or remote number).
• Check available emergency supplies such as flashlights, batteries, emergency generators/fuel, patching materials such as plastic sheeting, wood 2x4s, duct tape, spare fire extinguishers, first aid kits, etc. If you think that some personnel would stay at the facility during/following an emergency, consider stockpiling food and water for their use.
• Be sure your emergency response philosophy reflects that human life is always more valuable than property.

GDI Insurance Agency, Inc.:
Helping you to address today's
Property & Casualty Issues

Preparing for a Hurricane:
What to do before, during and after a storm

Hurricane season lasts from June through November, when storms with heavy rains and catastrophic winds can severely damage or destroy homes in low-lying coastal areas.

During Hurricane Season:

• Plan evacuation routes and designate a “post-disaster contact” that family members know to call after a hurricane.
• Stock up on items such as a week’s supply of bottled water and canned goods, along with a manual can/bottle opener, flashlight, battery-operated radio or television, nails, tarps and plywood.
• Keep an up-to-date log (including photos/videotape) of your possessions; review insurance policy coverage annually.
• Keep trees and shrubs trimmed to minimize potential damage.

When a Hurricane Threatens:

• Refill prescriptions, fill up your car’s gas tank, and withdraw a week’s worth of cash, as power outages may temporarily interrupt services.
• Store valuable papers and items in waterproof bags.
• Cover windows and secure any outdoor items.
• If you live in a trailer home and/or are told to evacuate, do so immediately.

During a Hurricane:

• Tune into a battery-operated radio or TV and follow local authorities’ instructions.
• Seek shelter in an interior room away from windows, such as a closet. Don’t assume the hurricane is over when the wind subsides. The calm may be the eye of the storm, and the worst part may still be on the way.
• If the electricity goes out, use a flashlight only (not candles).

After a Hurricane:

• Stay inside until an “all-clear” is issued. If you have evacuated, don’t return until the area is re-opened.
• When inspecting your home, wear sturdy shoes and clothing for protection. People are often hurt after a hurricane, rather than during it.
• Allow only those trained to turn off damaged utilities and appliances.
• Use only bottled water until tap water is determined safe, and do not eat foods stored in the refrigerator if the power was out.
• Use the phone for emergencies only.

SIMPLIFYING THE CLAIMS PROCESS...

1. Contact your agent promptly to report damages. Be patient, as delays are likely.
2. Do not alter the damaged property unless attempting to prevent further damage. [3] Keep receipts for ALL costs incurred, including temporary housing expenses.

Note: This is for informational purposes only.

Earthquate Actions

Earthquakes are unpredictable and strike without warning. Therefore, it is important to thoroughly know what steps to take when one occurs so you can react quickly and stay safe.

Steps to Take Before An Earthquake:

1. Prepare an emergency earthquake kit with warm clothing, food and water to last at least 72 hours.
2. Organize a planning session to be conducted by your local emergency response authorities.

Steps to Take During An Earthquake:

1. Remain inside the building.
2. Seek immediate shelter under a heavy desk or table, or brace yourself inside a doorframe or against an inside wall.
3. Stay at least 15 feet away from windows.
4. Stay put. If shaking causes the desk or table to move, be sure to move with it.
5. Resist the urge to panic. Organize your thoughts. Think as clearly as possible, and anticipate the sights and sounds that may accompany an earthquake.

And don't be surprised if the electricity goes out, fire or elevator alarms begin ringing, or if the sprinkler system is activated. Expect to hear noise from broken glass, creaking walls and falling objects.

Steps To Take Immediately After An Earthquake:

1. Remain in the same "safe" location for several minutes after the earthquake, in case there are any aftershocks.
2. Unless absolutely necessary, do not attempt to evacuate or leave your area until you have been instructed to do so.
3. Check for injuries and administer necessary first aid. Recognize and assist co-workers who are suffering from shock or emotional distress.
4. Implement your survival plan. Establish a temporary shelter if rescue teams are expected to be delayed.
5. Use a stairway when instructed to exit the building.

Source: FEMA

Earthquakes typically strike without warning. Learn the steps you can take before, during and after an earthquake to minimize your risk.

Note: This is for information purposes only, and is not intended as medical or legal advice.