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Sample Letter of Fire Loss Claim document sample
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“The First Step”
in
Disaster Recovery Planning
a presentation by
City Risk Management
“THE FIRST STEP” 1
CATASTROPHE to most
people could mean
• LOSS OF LIFE
• FIRE
• EXPLOSION
• THEFT
• CONTAMINATION
“THE FIRST STEP” 2
But events such as
• HUMAN ERROR
• LOSS OF POWER
• MALICIOUS ACTION
• BREAKDOWN IN SUPPLY CHAIN
• LOSS OF COMMUNICATIONS
are just as important
“THE FIRST STEP” 3
What is a Disaster?
“Any unforeseen event which affects the normal
working practices and services of an organisation”
Any incident can develop into a disaster. The
scale may differ but the result often means
DISRUPTION to the business
A direct effect on PROFITABILITY
Additional COSTS
“THE FIRST STEP” 4
Disaster Recovery Planning
BE AWARE THAT THE UNEXPECTED WILL HAPPEN
THINK - THE BUSINESS MAY NOT SURVIVE!
Understand
• The likely COST of a catastrophe
• The potential disruption even a MINOR
incident could cause
“THE FIRST STEP” 5
Do you have a PLAN?
YES - We‟re INSURED”
“THE FIRST STEP” 6
But are you covered for?
• Loss of custom
• Loss of confidence
• Damage to reputation
• Lost time
• Cost of a claim
to mention only a few
“THE FIRST STEP” 7
THINK!
Take positive action because you
know the importance of
• Business & Financial Planning
• Proper Forecasting
• Marketing Plans
then
“THE FIRST STEP” 8
Apply the same emphasis to
Business
Continuity
Planning
“THE FIRST STEP” 9
Business Continuity Planning
• saves lives, property and resources
• relieves suffering
• prevents escalating damage
• saves jobs
• speeds recovery and return to normality
• saves businesses and financial assets
“THE FIRST STEP” 10
Develop a Plan
But to be effective it must
• Have total management support
• Be a company-wide issue
• Involve every aspect of the business
• Create awareness throughout
the organisation
“THE FIRST STEP” 11
Meet your Needs
Any plan used must be
• Clear and comprehensive
• Common to all business functions
• Capable of development and fine tuning
• Deliverable
• Practical and sustainable
“THE FIRST STEP” 12
The plan must provide for
• The establishment of a Disaster Recovery Team
• Employee safety
• Liaison with the emergency services
• Controlling and containing the incident
• Communicating with • Customers
• Suppliers
• Media
• Reinstating the business activities • Short term
• Long term
“THE FIRST STEP” 13
Disaster Recovery Planning
• is aimed at identifying the risks
• encourages preventative measures
• is no excuse for poor risk management
• creates a team approach
• is planning NOT TO FAIL
“THE FIRST STEP” 14
“The First Step”
provides
• The basic plan – common to all organisations
• A flexible framework
• A reduction in the need for crisis action
• The minimum amount of management
• The means to start developing your own plan
• A COST EFFECTIVE solution
“THE FIRST STEP” 15
“The First Step”
• is a pre-written plan
• is easy to complete – simply insert company
details when prompted
• is a “Mail Merge” document allowing inclusion of
your details as “fields”
• has over 200 “fields” many used several times.
Shown as <<red>> in the examples
• Includes pre-prepared cascade systems
(Full instructions are provided)
Examples of the forms are shown on the next 4 slides
“THE FIRST STEP” 16
Example
1 DISASTER RECOVERY TEAM
Procedure for alerting personnel
If a disaster occurs, or any event which has the potential to develop into a disaster, then the Disaster Controller
should be contacted immediately. If unavailable for any reason, contact any other member of the Team.
Contact Details
«DisContName»
«DCAddLine1»
«DCAddLine2»
«DCAddLine3»
«DCAddLine4»
Tel: «DCTelNo»
Mobile: «DCMobileNo»
«TeamMemb1Name» «TeamMemb2Name»
«TM1AddLine1» «TM2AddLine1»
«TM1AddLine2» «TM2AddLine2»
«TM1AddLine3» «TM2AddLine3»
«TM1AddLine4» «TM2AddLine4»
Tel: «TM1TelNo» Tel: «TM2TelNo»
Mobile: «TM1MobileNo» Mobile: «TM2MobileNo»
“THE FIRST STEP” 17
Example
2 Emergency Contact Numbers
Fire, Police, Ambulance Determine the service(s) required „999'
the nature of the event
and the precise location.
Additional assistance or information may be obtained from the following personnel:-
Crime Prevention Officer «CPOName» Tel: «CPOTelNo»
«CPOAddLine1»
«CPOAddLine2»
«CPOAddLine3»
«CPOAddLine4»
Home Office Tel: 0870 000 1585
Insurance Brokers «InsceBkrName» Tel: «BkrTelNo»
«BkrAddLine1»
«BkrAddLine2» Fax: «BkrFaxNo»
«BkrAddLine3»
«BkrAddLine4»
24 Hour Help Line Tel: «TwentyFourHrNo»
Loss Adjuster
etc
“THE FIRST STEP” 18
Example
3
"ACTION" CHECKLIST FOR ANYONE
RECEIVING A TELEPHONE "BOMB" THREAT
Immediately alert someone if possible (so that a senior colleague or proprietor or manager can be informed) but DO NOT PUT DOWN THE
HANDSET OR CUT OFF THE CONVERSATION. ENSURE POLICE ARE INFORMED IMMEDIATELY.
Obtain as much information as you can. Try to keep the caller talking (apologise for bad line, ask him to speak up etc.). Complete this form as you go
along, asking questions in sequence as necessary.
MESSAGE (Exact Words) ....................................................................... Where is it? ...........................................................................................
....................................................................................................................... ..................................................................................................................
....................................................................................................................... What time will it go off? ......................................................................
....................................................................................................................... What does it look like? .........................................................................
What kind of bomb is it? .......................................................................... (Type of explosive) ................................................................................
Why are you doing this? ........................................................................... Time of Call ..........................................................................................
Who are you? (Name) ............................................................................... Address ..................................................................................................
WHEN THE CALL HAS FINISHED GIVE THIS FORM TO A SENIOR COLLEAGUE OR PROPRIETOR OR MANAGER, WHO WILL DECIDE WHAT
TO DO. THE MORE INFORMATION YOU GET, THE EASIER IT WILL BE TO DECIDE WHETHER THE WARNING WAS GENUINE OR NOT.
etc
“THE FIRST STEP” 19
Sample Letter
Example
4
Our Ref: Date
Dear Sirs,
Temporary Relocation
As a result of the recent damage to our premises, we have relocated to the following premises:-
Address: .....................................................................................................................
Telephone No: .....................................................................................................................
Facsimile No: .....................................................................................................................
We will endeavour to deal with your queries in the normal way, though we would be grateful if you could bear
with us at this time.
If you experience any difficulty in making contact with us, please telephone «TempContCo», Telephone No.
«TCCoTelNo», Facsimile No. «TCCoFaxNo» who will endeavour to assist.
When we are in a position to move back to our own premises, we will contact you again.
Yours faithfully
..............................
«CompanyName»
“THE FIRST STEP” 20
Key Benefits of
“The First Step”
• removes fear of the unknown (ie what do I write?)
• provides a flexible and practical model
• creates and increases awareness
• improves communications
• helps to bring certainty to business plans
• turns assumptions into realities
“THE FIRST STEP” 21
How you communicate with
customers and suppliers is vital
Your reputation may depend on
• Acknowledging the incident
• Handling the media correctly
• Confirming that the incident is under control
• Stressing the benefits of Disaster Planning
• Denying your competitors the opportunity to cash in on
your misfortune
“THE FIRST STEP” 22
The Costs
Direct costs
• Disk Purchase £295
Indirect costs
• Manager‟s time approx ½ day
• Secretary‟s time approx ½ day
“THE FIRST STEP” 23
The Alternatives
Estimated Costs
1 The DIY Plan Minimum of 10
working days for both
a manager and his
secretary
2 Other IT Products £1000 and upwards
Plus consultancy fees
“THE FIRST STEP” 24
Software is available for
“The First Step”
in
WordPerfect
and
Microsoft Word – All versions
“THE FIRST STEP” 25
You don’t have access to
any of the software?
• Fill in a questionnaire
• Return it to us with the required
information
• A plan can be prepared for you
• in hard copy and
• on disk (ready for conversion)
“THE FIRST STEP” 26
Your return on Investment
• Better business practice
• Increased efficiency
• Risk recognition and reduction
• Improved communications
• Being equipped to handle a disaster
• Insurance discounts
• SURVIVAL
“THE FIRST STEP” 27
Remember!
80% of businesses without a
viable recovery plan will
FAIL within 12 months
A recovery plan will help
your SURVIVAL
“THE FIRST STEP” 28
Stay one step ahead
FAILING TO PREPARE
is
PREPARING TO FAIL
“THE FIRST STEP” 29
Take “The First Step” and
order you copy from
City Risk Management
6 Patterson Court
Wrenthorpe
Wakefield
West Yorkshire
WF2 0ST
Tel/Fax 01924 217244
E-mail donaldcheyne@cityrisk.co.uk
“THE FIRST STEP” 30
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