Flood Preparedness

Floods are one of the most widespread of all disasters and continue to grow in frequency and severity.

Even if your business is above sea level, it is important to remember that where it rains, it can flood. Businesses are more likely to flood than burn down, so it is essential to prepare now so you’re ready if your business is flooded.

The following checklist is a good first step toward keeping your business safe even if the worst happens.

The following resources and tools will help to mitigate your risk and protect not only your business but also the most critical element of your business — your people.

Flood Preparedness For Commercial Clients

 Before the Flood

• Develop and review the Emergency Plan with team, key employees and appropriate third parties.
• Take all necessary steps to prevent the release of dangerous chemicals that might be stored on your property. Locate gas main and electrical shutoffs and anchor all fuel tanks. If time allows, assemble and use sandbags in areas prone to flooding. Turn off the gas and electrical before leaving the property.
• Postpone any receipt of goods (deliveries, couriers, etc.). Contact your insurance broker to discuss policy, coverage and claims procedures.
• Establish an emergency communication method (such as a phone tree). Identify a meeting place and time for all key employees on the Crisis Management team.
• Elevate equipment, stock, product and company records off the floor. If practical, consider relocating select items to a safe location.
• Back up all computers, cover them with plastic bags and seal them with tape, then move them to the highest point available or an alternate location. Important files and documents should also be placed in plastic bags and put into plastic trash cans with lids taped shut and relocated to higher ground or the highest area available.
• Include the name and address of the complex on the trash cans so they can be identified if lost.
• Take photos of key areas and critical items.
• Deposit any money or checks in the bank, if possible, but keep cash on hand for use after the flood if needed.
• Update disaster recovery kits and begin crisis backup procedures.
• Maintain accurate inventory of products on-site. Information should be relocated or duplicated at a location safe from flooding and other risks.
• Use plugs to prevent floodwater from backing up into sewer drains or install flood vents or floodproof barriers.
• Stay tuned to local media and community messaging.
• Determine post-event damage assessment roles, responsibilities and timing.  

During a Flood

• Employees should relocate to a safe location before a rise in flood waters. Personal safety is paramount.
• Activate business continuity plan, if appropriate.
• Move elevators to the second floor and turn off.
• Stay tuned to local media and evacuate when required.
• Remind employees to take cell phones, chargers and emergency kits with them when they evacuate.
• If possible, take all critical hardware with you and unplug electrical items that will be left behind.
• Consider redirecting business phones to help ensure effective post-event communication.

After a Flood

• Listen to media reports to learn whether the community’s water supply is safe to drink. Avoid floodwaters — water may be contaminated by oil/gasoline, raw sewage, or animals or insects. Water may also be electrically charged from underground or downed power lines.
• Be aware of areas where floodwaters have receded. Roads may have weakened and could collapse under the weight of a car.
• Avoid flooded electrical circuits and submerged power lines or electrical appliances.
• Implement damage assessment processes. To help ensure employee safety, assessment activities should only be performed by qualified personnel (including outside third-party professionals).
• Ensure all electrical is turned off before initiating assessment activities. Use flashlights to examine walls, floors, doors and windows to ensure building is not in danger of collapsing. Listen for leaking gas lines.
• Inventory all damage by performing a unit-by-unit inspection. Inspect foundations for cracks and other significant damage, paying particular attention to retaining walls. Take pictures of all damage.
• Set up a separate financial report and accounting code to capture all associated expenses and retain all receipts.
• Contact third-party vendors such as a cleaning company, biohazard company, electrician or plumbing company. Begin cleanup as soon as possible to prevent further damage to the property and to reduce opportunities for mosquitoes and other problems from standing water.  
• Cordon off damaged areas until a determination is made regarding safe access.
• Contact the insurance broker to verbally report damage so that an adjuster can be sent to the site.
• Complete an incident report and forward pictures to your supervisor, corporate office, property owner and insurance agent.
• Initiate mitigation activities to minimize damage to facility and contents. If there is significant damage to the property, contact the security company to begin surveillance immediately. Instruct them to assist in directing emergency vehicles into the area and supply them with a list of permissible tenants to reduce the possibility of looters.
• Clean and disinfect everything that got wet. Mud left from floodwater can contain sewage and chemicals. Consider hiring an experienced third-party vendor to assist in the process.
• Implement a business continuity plan and continue to monitor local authorities. Contact employees via a determined method of communication and discuss potential next steps.

Additional Resources for Protecting Your Business

• Flood Safety Tips and Resources
  • Information and education to keep employees safe before, during and after a flood.
• Flooding Toolkit
  • A toolkit to help you develop a plan for your business to be prepared for a flood.

Miscellaneous

Ensure you have an emergency communication plan in place before a storm, evacuation, or threat. Have all contact information for employees, vendors and clients on hand. During evacuation, have a central point of contact for all employees and ensure you know where your people are located. Following a flood, notify all critical personnel of next steps based on damage.

Let NFP help. Our experts can walk you through coverage and give you the information and support you need to protect your investment. Understanding your needs and providing superior service is our priority.