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

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© 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 3

FLORIDA BACKGROUND 3

CHAPTER 2 5

THE STATE WIDE PLAN 5

ZONES FOR FAIA’S CATASTROPHE ASSISTANCE VOLUNTEER NETWORK 8

CATASTROPHE ASSISTANCE Coordinators by Zone 9

Guide for Zone Coordinators 15

ZONES FOR FAIA'S CATASTROPHE ASSISTANCE VOLUNTEER NETWORK 17

CHAPTER 3 18

AGENCY PLAN 18

GUIDELINES FOR THE AGENCY PLAN 18

Checklists 19

Emergency Supplies and Equipment 19

Office Supplies 20

Claims Supplies 20

People Supplies 21

Power 21

Computers 22

Phones 23

PUBLIC RELATIONS 23

Clients 23

Media 24

WELL BEING OF STAFF 24

CASH AND CASH FLOW 24

CATASTROPHE ASSISTANCE VOLUNTEER NETWORK 25

RECOMMENDATIONS FOR CATASTROPHE PROCESSING—Before the Catastrophe 25

Insurance Company Special Catastrophe Information 27

Suggestions for the Non-claims Staff: Who Will be Handling Claims? 28

Develop and Maintain a List of Individuals Available for Temporary Work 28

Set Up a Separate Claims File. 32

RECOMMENDATIONS FOR CATASTROPHE PROCESSING—after the Catastrophe 35

Do not attempt to visit catastrophe sites. 35

At First Report of Loss, Completely Inform Each Insured. 37

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 51

CHAPTER 6 59

WORKPLACE VIOLENCE AWARENESS 59

I. WHAT IS WORKPLACE VIOLENCE? 59

II.WHAT ARE THE CATEGORIES OF WORKPLACE VIOLENCE? 60

III.RECOGNIZING WARNING SIGNALS 60

IV. ESCALATING LEVELS OF VIOLENCE AND WHAT TO DO 61

CHAPTER 7 62

TERRORISM 62

PREPARING FOR THE UNEXPECTED 62

WHAT YOU CAN DO TO PREPARE 63

IF DISASTER STRIKES 64

A Word on What Could Happen 64

Evacuation 65

Listen to local authorities. 65

Shelter in place 65

ADDITIONAL POSITIVE STEPS YOU CAN TAKE 66

First Aid Primer 66

Control Bleeding 67

Care for Shock 67

Tend Burns 67

Care for Injuries to Muscles, Bones and Joints 67

Be Aware of Biological/Radiological Exposure 68

Reduce Any Care Risks 68

YOUR DISASTER SUPPLIES KIT SHOULD INCLUDE: 68

CHAPTER 8 69

FIRE SAFETY 69

I. MAKE YOUR HOME FIRE SAFE 69

II. PLAN YOUR ESCAPE ROUTES 69

III. ESCAPE SAFELY 69

IV. STATISTICS AND SAFETY VIOLENCE 70

V. KITCHEN SAFETY 70

VI. COOKING SAFETY TIPS 70

Safety Advice 71

VII. HEATING SAFETY 71

VII. HEATING SAFETY TIP 72

VIII. ELECTRICAL SAFETY 72

Electrical Safety Tips 73

IX. THE BASICS 73

CHAPTER 9 74

LIGHTNING...NATURES FIREWORKS 74

I. LIGHTNING 74

Lightening Myths & Facts 75

CHAPTER 10 75

FIRE PROTECTION FOR OFFICES - CHECKLIST 75

I. ELECTRICAL 75

II. ARSON 76

III. SPONTANEOUS IGNITION 77

IV. SMOKING 77

V. EXPOSURE FIRE 77

CHAPTER 11 78

FIRE PROTECTION FOR OFFICES 78

I. WHAT CAN YOU DO? 78

II. EVALUATE YOUR RISK 79

III. IN CONCLUSION 81

CHAPTER 12 81

FIRE PROTECTION FOR OFFICES 81

Make Contact with Your Employees 84

APPENDIX 86

PREPARING FOR A DISASTER: 86

A NECESSITY/AN OPPORTUNITY: A REPORT ON HURRICANE HUGO 86

Introduction 87


The Agency 87


The Storm 87

The Catastrophe Plan 90

48 Hours Before the Storm 93

24 Hours Before the Storm 94

After the Storm 95

Things Done Right 96

Things Done Wrong 99

Long-term Impact 104

Conclusion 105

HURRICANE FACTS 106



Hurricane Glossary 106

How a Storm’s Strength is Rated 107

The History of Naming Hurricanes 109

How to Track a Hurricane 111

Catastrophe planning resources 114

Suggestions for Local Board Meetings on Catastrophe Planning 114

Agent’s Memo of Loss 115

Insurance Company Special Catastrophe Information 117

HURRICANE DAMAGE —Special Notice: 118

Catastrophe Assistance Volunteer Network Enrollment Form 119

Checklists 120


Special Agency Note for Catastrophe Planning 122


Hurricane Command Post Supply List 123

Steps for Partners in Recovery Emergency Activation 124

Before a hurricane is in the picture 124

AGENT TRAINING: UNAUTHORIZED INSURANCE ENTITIES 125

Major Regulatory Premise 125

Unauthorized Entities: Basic History, Overview, and Rationale 125

Possible Consequences for Aiding and Abetting an Unauthorized Insurer 128

Possible Consequences for Acting as an Insurer without Proper License 128

Key Considerations in Disaster Planning & Management 129

Overview 130

Steps to Take Well Before a Disaster 131

Developing, Instilling, & Practicing the Disaster Plan 131

Protecting Agency Data & Systems & Preparing to Access Them after the Disaster 132

Protecting Internet Access 133

Protecting Equipment & Providing for Continued Electrical Power 133

Alternative Communications 134

Provisions to Have On Hand 135

Steps to Take When a Disaster is Imminent 136

Implement Disaster Plan 136

Protecting Agency Data & Accessing it After the Disaster 136

Protecting Equipment & Providing for Continued Electrical Power 137

Alternative Communications 138

Provisions to Have On Hand 138

Steps to Take After a Disaster Strikes 138

Implementing the Disaster Plan 139

Provisions 139

Some Final Thoughts 139

Additional Resources 139

Get Involved with the FAIA Agency Buddy System 141

The Way It Works 141

Example 141

How to Make the Buddy System Grow 142

IT DISASTER RECOVERY PLAN 142


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