Risk management

Disaster may strike anywhere

'It's a complete nightmare - our offices burned down last night.

We've lost everything.

Where do we start?'

'They're developing the site next door - and they've found an unexploded bomb from the Second World War.

The office has been cordoned off.

The emergency services won't let anyone in.'

'A pipe burst in our basement overnight.

It's shorted out all the power so we've got no computers or anything.

There are wills and deeds floating all over the place.'

None of these are everyday occurrences but they could happen.

How would you cope? Do you have a plan? When did you last update or test it?

There are many points to consider.

Who will take charge? Who are your key personnel? How will you contact them? Do you need temporary premises? Will some people be able to work from home? What essential information and equipment do you need?

Computers, servers, printers, phones, copiers, fax machines, headed paper, addresses and phone numbers will probably be on your list.

Do your stationers have any headed paper on standby?

Can your IT supplier hold a number of PCs on standby? Other essential steps may include diverting your office telephone and fax numbers and mail/DX deliveries.

Be sure you know where to get hold of the latest back-up tapes or CDs - and the equipment needed to run those tapes!

That disaster plan? Do you know where it is? Can you get to it? Did it go up in smoke with your office? Keep a copy off site.

Test the plan at least once a year.

What is out of date? What needs to be changed? Make someone responsible for keeping the plan up to date and for making sure it works.

What routine back up procedure do you use for your IT? Now is not the time to learn that corners have been cut.

Ensure that all files are backed up regularly and that you have a system for storing backed up data off site.

If you have more than one office, a reciprocal system between offices can work well.

Otherwise talk to your IT suppliers to see if they can help.

Time spent in disaster planning will be nothing compared to the time you will waste if you have no disaster plan in place.

Be prepared - and once you're prepared, consider using your plan as a marketing tool.

How well prepared are your business clients?

Figures suggest that over 90% of companies fail to update their disaster plans after they have installed new systems.

They may be very grateful for your suggestions.

l For information on claims prevention, contact the risk management team at St Paul International, tel: 020 7645 6918.