Guide to Preparedness



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[YOUR AGENCY NAME]


Catastrophe Guide
Your Agency's Guide to Preparedness

A Publication Of:

Florida Association of Insurance Agents

3159 Shamrock South

Tallahassee, FL 32309

Revised 2011



© 2002, 2003, 2005, 2006, 2007, 2008, 2011 All rights reserved.

Reprint or reproduction, in whole or in part, not permitted without the express written consent of the

FLORIDA ASSOCIATION OF INSURANCE AGENTS

P.O. Box 12129, Tallahassee, Florida 32317-2129

Phone number: (850) 893-4155  FAX number: (850) 668-2852

Web Site: www.faia.com

TABLE OF CONTENTS


CHAPTER 1 6

FLORIDA BACKGROUND 6

CHAPTER 2 8

THE STATE WIDE PLAN 8

ZONES FOR FAIA’S CATASTROPHE ASSISTANCE VOLUNTEER NETWORK 10

CATASTROPHE ASSISTANCE Coordinators by Zone 11

Guide for Zone Coordinators 17

ZONES FOR FAIA'S CATASTROPHE ASSISTANCE VOLUNTEER NETWORK 19

CHAPTER 3 20

AGENCY PLAN 20

GUIDELINES FOR THE AGENCY PLAN 21

Checklists 21



Emergency Supplies and Equipment 22

Office Supplies 23

Claims Supplies 23

People Supplies 24

Power 24

Computers 25

Phones 25

PUBLIC RELATIONS 26



Clients 26

Media 26

WELL BEING OF STAFF 27

CASH AND CASH FLOW 27

CATASTROPHE ASSISTANCE VOLUNTEER NETWORK 27

RECOMMENDATIONS FOR CATASTROPHE PROCESSING—Before the Catastrophe 28

Insurance Company Special Catastrophe Information 29

Suggestions for the Non-claims Staff: Who Will be Handling Claims? 30

Develop and Maintain a List of Individuals Available for Temporary Work 31

Set Up a Separate Claims File. 34

RECOMMENDATIONS FOR CATASTROPHE PROCESSING—after the Catastrophe 36



Do not attempt to visit catastrophe sites. 36

At First Report of Loss, Completely Inform Each Insured. 38

CHAPTER 4 42

WORKING WITH THE MEDIA 42

I.THE PURPOSE OF MEDIA RELATIONS 42

II. THE INDUSTRY RESPONSE 43

III. WHAT-TO-DO CHECKLISTS 44

CHAPTER 5 48

FLOOD 48

I.THE PROBLEM 48

II. AGENCY PREPARATION 49

III. AFTER THE FLOOD 50

III. FLOOD QUESTIONS AND ANSWERS 50

CHAPTER 6 57

WORKPLACE VIOLENCE AWARENESS 57

I. WHAT IS WORKPLACE VIOLENCE? 57

II.WHAT ARE THE CATEGORIES OF WORKPLACE VIOLENCE? 58

III.RECOGNIZING WARNING SIGNALS 58

IV. ESCALATING LEVELS OF VIOLENCE AND WHAT TO DO 59

CHAPTER 7 60

TERRORISM 60

PREPARING FOR THE UNEXPECTED 60

WHAT YOU CAN DO TO PREPARE 61

IF DISASTER STRIKES 62

A Word on What Could Happen 62

Evacuation 62

Listen to local authorities. 63

Shelter in place 63

ADDITIONAL POSITIVE STEPS YOU CAN TAKE 64



First Aid Primer 64

Control Bleeding 64

Care for Shock 65

Tend Burns 65

Care for Injuries to Muscles, Bones and Joints 65

Be Aware of Biological/Radiological Exposure 65

Reduce Any Care Risks 65

YOUR DISASTER SUPPLIES KIT SHOULD INCLUDE: 66

CHAPTER 8 66

FIRE SAFETY 66

I. MAKE YOUR HOME FIRE SAFE 66

II. PLAN YOUR ESCAPE ROUTES 67

III. ESCAPE SAFELY 67

IV. STATISTICS AND SAFETY VIOLENCE 67

V. KITCHEN SAFETY 67

VI. COOKING SAFETY TIPS 68



Safety Advice 68

VII. HEATING SAFETY 69

VII. HEATING SAFETY TIP 69

VIII. ELECTRICAL SAFETY 70



Electrical Safety Tips 70

IX. THE BASICS 71

CHAPTER 9 71

LIGHTNING...NATURES FIREWORKS 71

I. LIGHTNING 71

Lightening Myths & Facts 72

CHAPTER 10 72

FIRE PROTECTION FOR OFFICES - CHECKLIST 72

I. ELECTRICAL 72

II. ARSON 73

III. SPONTANEOUS IGNITION 74

IV. SMOKING 74

V. EXPOSURE FIRE 74

CHAPTER 11 74

FIRE PROTECTION FOR OFFICES 75

I. WHAT CAN YOU DO? 75

II. EVALUATE YOUR RISK 76

III. IN CONCLUSION 78

CHAPTER 12 78

FIRE PROTECTION FOR OFFICES 78

Make Contact with Your Employees 80

APPENDIX 83

PREPARING FOR A DISASTER: 83

A NECESSITY/AN OPPORTUNITY: A REPORT ON HURRICANE HUGO 83



Introduction 83


The Agency 83


The Storm 83

The Catastrophe Plan 86

48 Hours Before the Storm 89

24 Hours Before the Storm 90

After the Storm 90

Things Done Right 91

Things Done Wrong 95

Long-term Impact 99

Conclusion 100

HURRICANE FACTS 100



Hurricane Glossary 100

How a Storm’s Strength is Rated 101

The History of Naming Hurricanes 103

How to Track a Hurricane 105

Catastrophe planning resources 107



Suggestions for Local Board Meetings on Catastrophe Planning 107

Agent’s Memo of Loss 108

Insurance Company Special Catastrophe Information 111

HURRICANE DAMAGE —Special Notice: 112

Catastrophe Assistance Volunteer Network Enrollment Form 113

Checklists 114


Special Agency Note for Catastrophe Planning 115


Hurricane Command Post Supply List 116

Steps for Partners in Recovery Emergency Activation 117



Before a hurricane is in the picture 117

AGENT TRAINING: UNAUTHORIZED INSURANCE ENTITIES 118



Major Regulatory Premise 118

Unauthorized Entities: Basic History, Overview, and Rationale 118

Possible Consequences for Aiding and Abetting an Unauthorized Insurer 121

Possible Consequences for Acting as an Insurer without Proper License 121

Key Considerations in Disaster Planning & Management 121



Overview 122

Steps to Take Well Before a Disaster 123



Developing, Instilling, & Practicing the Disaster Plan 123

Protecting Agency Data & Systems & Preparing to Access Them after the Disaster 124

Protecting Internet Access 125

Protecting Equipment & Providing for Continued Electrical Power 125

Alternative Communications 126

Provisions to Have On Hand 127

Steps to Take When a Disaster is Imminent 128



Implement Disaster Plan 128

Protecting Agency Data & Accessing it After the Disaster 128

Protecting Equipment & Providing for Continued Electrical Power 129

Alternative Communications 129

Provisions to Have On Hand 130

Steps to Take After a Disaster Strikes 130



Implementing the Disaster Plan 130

Provisions 131

Some Final Thoughts 131

Additional Resources 131

Get Involved with the FAIA Agency Buddy System 132



The Way It Works 133

Example 133

How to Make the Buddy System Grow 133

IT DISASTER RECOVERY PLAN 133




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