DIFFERENT CHECKLISTS

FOR DISASTER
RECOVERY
RISK ASSESSMENT CHECKLISTS
RISK ASSESSMENT CHECKLISTS

1. First Person on-site checklist -

the checklist to be used by the first
person that assumes initial control of the
situation. That person is called the
Incident Commander (IC) until the
designated IC per the IRT arrives and is
up to speed. .
RISK ASSESSMENT CHECKLISTS

1. First Person on-site checklist -

the checklist to be used by the first
person that assumes initial control of the
situation. That person is called the
Incident Commander (IC) until the
designated IC per the IRT arrives and is
up to speed. .
2. INCIDENT COMMANDER CHECKLISTS

1. Declare disaster to activate plan and

Hot site;
2. Manage the overall emergency
response;
3. Establish appropriate staffing for the
recovery and monitor effectiveness;
4. Act as the Foundation “public face” to
the community;
5. Move Foundation toward stated
recovery objectives.
3. FINANCE COORDINATION CHECKLISTS

a) Maintain daily cash funding of all

essential business processes;
b) Prepare and maintain cumulative
income and expense report for the
event;
c) Ensure easy access to necessary
capital;
d) Coordinate all new vendor contracts;
e) Coordinate with Incident Commander
on all expenses exceeding pre-
established limits.
4. FINANCE COORDINATION CHECKLISTS

f) establish and manage disaster funds

and general ledger accounts;
g) Notify insurers and third party
administrators as needed;
h) Oversee the investigation of injuries
and property and equipment damage
claims arising out of the event;
i) Coordinate paperwork required by
insurers to initiate claims process;
5. FINANCE COORDINATION CHECKLISTS

j) Collect and maintain documentation

on all disaster information for
reimbursement from private insurance
carriers, FEMA, SBA, and other agencies;
k) Coordinate all fiscal recovery with
disaster assistance agencies
6. Administration Coordination Checklist

a) Ensure the Foundation’s offices are

returned to normal operations as
quickly as possible
b) Assist in the development of an
alternate site as necessary
c) Assist staff with any aspect of travel
including transportation and lodging
7. IT & Telecom Coordination Checklist

• This checklist makes the assumption

that a Hot Site or alternative site has
been selected
• For recovery of computer and
telephone technology
8. Human resource coordination checklist

• Account for personnel at the assembly

area in the event of an evacuation and
account for personnel after an after-
hours disaster
• Be responsible for the “human”
aspects of the disaster including post-
event counseling, next of kin
notification; answer questions related
to compensation, benefits and travel
policy
8. Human resource coordination checklist

• Provide current roster of personnel

and emergency contact information
for next of kin notification
• Track, record and report all on-duty
time for personnel who are working
during the event
• Ensure that time records, travel
expense claims, and other related
information are prepared and
submitted to payroll
8. Human resource coordination checklist

• Maintain a file of injuries and illnesses

associated with the event that
includes results of investigations
• Notify insurers and third party
administrators as needed.
9. Public Relations & Communications
Coordination Checklist
1. Be responsible for notifying personnel and
pertinent stakeholders of plan activation

Methods of communicating may include:

1. Employee/board call/e-mail tree.

2. Phone forwarding.
3. Employee hotline (1-800 or local number.)
4. Conference call bridge.
5. Web site as information center.
6. Media contacts (See Appendix C.)
2. Be responsible for developing the media
messages regarding any event
3. Be responsible for all stakeholder
communications including the Board,
employees, donors, grantees,
suppliers/vendors, and media
4. Serve as the primary media contact
5. Provide rumor control.
10. Program Coordination Checklist

1. Supervise the Foundation community

response
2. Review community communications
3. Approve grants and loans to nonprofits in
the affected areas
4. Liaison with other foundations and
appropriate city and county offices.
PRE-EVACUATION CHECKLIST
Pre-Evacuation Checklist

• This checklist covers some basic planning

information to consider before any
evacuation as well as information if an
evacuation is imminent
• Tasks for this shall be divided into three
parts:
• Basic Planning information
• 48 hours until evacuation
• 24 hours until evacuation
• 2 hours until evacuation
a. Basic Planning Information

1. Make a video or take photographs of the

building and its contents annually and store
off-site.
2. Provide instructions for shutting off water
and gas lines coming into Foundation‟s
offices. Assign an employee to take care of
this procedure in the case of a known
evacuation.
a. 48 hours until evacuation

1. Go shopping – One gallon of water per day

and food for all essential employees and
volunteers for at least three days.
2. Go shopping – Other response supplies
identified
3. Remind board, employees and volunteers
of communication plan, check-in
times/locations and method of
communication
4. Have employees and board members
complete evacuation contact information if
different than normal contact information
a. 48 hours until evacuation

5. Remind employees of disaster plan

6. Communicate with vendors, donors,
grantees, etc. concerning information in plan
7. Gather vital records according to plan
8. Begin working on IT recovery portion of the
plan
9. Start Incident Commander checklist
B. 24 hours until evacuation

1. Gather evacuation boxes – see IT section of plan

as well as Evacuation Checklist by functional area
2. Record new voicemail message, as stated in
Telecommunications Instructions.
3. If appropriate, raise electronics off the floor and
away from windows
4. File all papers and lock cabinet
5. Withdraw petty cash
6. Pack up equipment to be evacuated
7. Lock all windows, close every interior door, post
contact information in waterproof cover
conspicuously (in case emergency crews need to
contact you) and lock office as normal
C. 2 hours until evacuation

1. Gather evacuation boxes – see IT section of plan

as well as Evacuation Checklist by functional area
2. Record new voicemail message. as stated in
Telecommunications Instructions.
3. If appropriate, raise electronics off the floor and
away from windows
4. File all papers and lock cabinets
5. Lock all windows, close every interior door, post
contact information in waterproof cover
conspicuously (in case emergency crews need to
contact you) and lock office as normal.
EMERGENCY PERSONNEL POLICIES
The board should approve policies for employees which, at a
minimum, answer the following
questions:

1. May employees work flexible or reduced hours?

2. How will employees be classified – essential/non-
essential?
3. Will the foundation pay employees overtime during
response?
4. Are employees paid during evacuation/displacement?
For how long?
5. Should the foundation consider business interruption
insurance?
6. Once the foundation office is reopened, do
evacuated employees get charged vacation/personal
leave?
7. How long do employees have to return to work
before termination?
8. Eligibility of employees for unemployment insurance?
The board should approve policies for employees which, at a
minimum, answer the following
questions:

9. What are the options on coverage for the foundation‟s

benefit plans? Will the foundation continue to pay for
evacuated employees who have not returned to work
and for how long?

10. Should the foundation consider developing a

specialized leave policy for disasters or emergencies
where the community if effected but not the operation of
the foundation?

11. What resources should the foundation consider for

the support of the employees in an emergency or
disaster?
OTHER TERMS TO PONDER
 Business Continuity Plan (BCP)

– A plan implemented after an event to recover critical

business functions
 Business Impact Analysis (BIA)

An evaluation of the impact to the foundation if major

business processes are lost or there is a prolonged
interruption.
 Damage Assessment

The process of evaluating the extent of damage to the

physical site, site contents and computing and other
mechanical equipment.
 Disaster

A disaster is defined as a sudden calamitous emergency

event bringing great damage, loss or destruction.
Disasters may occur with little or no warning
(earthquake, flash flood) or they may develop from one
or more incidents (wildfire)
 Disaster Recovery

The recovery of the technology of an organization that

includes hardware,
applications, data and telecommunications
 Emergency

– An emergency is a condition of disaster or of extreme

peril to the safety of personsand property. In this
context, an emergency and an event could mean the
same thing, although an emergency could have more
than one event associated with it
 Recovery

Taking all the actions necessary to restore the area to

pre-event conditions or better
if possible
 Response

The actions taken to address the direct effects of an

event or disaster. This could include saving lives and
property, care of casualties, containing and controlling
the hazards