Responding: Hurricanes
During a hurricane or tropical storm WATCH (threat of hurricane or tropical storm conditions within 36 hours)
Monitor local radio or television stations for official emergency information and instructions.
Things to remember:
- Have a plan in place to get necessary employees and vital records to a “safe area.” The safe area should be out of harm's way and somewhere you will be able to get to during an emergency.
- During evacuations, roadways can get crowded and airports might close. This can make it difficult to execute a recovery plan and get your vital records out of the area.
- Execute your communication plan: Tell employees, vendors, customers, your business recovery team and the media what to expect should evacuation orders be issued. The more they understand before an emergency, the smoother the transition will be should you need to execute your response plan.
- Arrange to pay employees in advance, while banking institutions are still operable.
- Dismiss essential employees temporarily so they can secure their personal property before returning to work.
Interior Preparations:
- Verify that vital records are in a safe storage area. Files, records and storage cabinets might be wrapped in plastic for moisture protection. If necessary, temporarily relocate records to a safe storage facility off-site.
- Confirm availability of necessary computer support.
- Inventory hurricane emergency supplies and restock if necessary.
- Move all remaining records away from windows and floor. Place on table, counter top or on top of file cabinets.
- Clear all desk and table tops of small loose items.
- Cover files and equipment with heavy plastic sheeting.
- Secure first floor doorways with sandbags, duct tape or heavy plastic to protect interior from possible flooding.
- Move merchandise, equipment and furniture away from windows and skylights to protect them from water damage.
- Disconnect all electrical appliances and equipment.
- Box or place any loose papers, books, hanging plants etc., in desk drawers or storage cabinets.
- Relocate as many files, boxes, computers and other office equipment as possible to the innermost portion of the building or to a designated off-site, safe place.
- Remove contents of ground floor lower file cabinet drawers and secure contents at a higher level in the facility.
- Cover merchandise, office machines, computer terminals and other office equipment and furnishings with heavy plastic and secure with duct tape.
- Close and lock all windows; draw the blinds or drapes.
- Secure adequate cash to operate for several days.
Exterior Preparations:
- Secure all doors, windows and other openings against wind and water.
- Tie down or bring indoors any objects that might be blown about by hurricane winds (display racks, signs and any other loose objects that are normally left outside).
- Remove all outdoor signs, particularly those that swing or might cause damage during strong winds.
- Secure all items that cannot be brought inside.
- Ensure that all vehicles are serviced and fueled. Determine where they can be stored during the storm.
- Remove antennas and loose objects from the roof.
- Install hurricane shutters over glass doors and windows or use protective material such as plywood (at least 1/2 inch thick). Make sure that plywood is flush against the wall and tight; any gaps will allow wind to enter.
- Notify local authorities that the building will be vacant, if an alarm has been activated or if security will be present.
During a hurricane or tropical storm WARNING (hurricane or tropical storm conditions are expected in 24 hours or less)
- Listen to your battery-operated radio or NOAA Weather Radio.
- If the business is located in a designated evacuation area, cease operations and secure the facility.
- Dismiss all non-essential personnel and personnel living or working in designated evacuation areas.
- Turn off the circuit breaker for all electrical circuits except refrigeration, and lock all doors when you leave. Take into account how this might affect your alarm system.
- If you are not advised to evacuate, stay inside, away from windows, skylights and doors, even if they are covered.
- Close all interior doors. Closed doors will help prevent damaging hurricane winds from entering rooms.
- Have a supply of flashlights and extra batteries within reach. Flashlights provide the safest emergency lighting source.
- If power is lost, turn off major equipment to reduce the power surge when electricity is restored.
After a hurricane or tropical storm
- Stay alert for extended rainfall and subsequent flooding, even after the hurricane or tropical storm has weakened.
- Stay away from floodwater. Drive only if absolutely necessary and avoid flooded roads and washed-out bridges.
- Examine the exterior of the building and walls, floors, doors, staircases and windows to make sure that the building is not in danger of collapsing.
- Don't expect all employees to return to work as scheduled. Their homes and roads might have been affected.
- Communicate clean-up and recovery plans to employees.
- Initiate clean-up of work site, document damages and contact your insurance agent.
- Do not turn on computer equipment if there are indications of low voltage power fluctuations, low air conditioning output, water under raised floor, broken windows or damaged equipment.
- Check for gas leaks. If you smell gas or hear a blowing or hissing noise, open a window and get everyone outside quickly. Turn off the gas, using the outside main valve if you can, and call the gas company. If you turn off the gas for any reason, it must be turned back on by a professional.
- If someone needs to be rescued, call professionals with the right equipment to help. Many people have been killed or injured trying to rescue others in flooded areas.
- Avoid loose or dangling power lines. Immediately report them to the power company, police or fire department.
- Use battery-powered lanterns or flashlights when examining buildings.
- Check for sewer and water pipe damage. If you suspect sewage lines are damaged, avoid using the toilets and call a plumber. If water pipes are damaged, contact the water company and avoid using water from the tap.
- Check refrigerated food for spoilage. If in doubt, throw it out. More information on food safety is available on this site and from the American Red Cross. [external link -- opens in a new browser window]
- Open doors and windows to ventilate and dry the building.
- Use the telephone only for emergency situations.
Security tip
Access to your facility should be restricted to employees with appropriate indentification, especially if your building has been damaged. This restriction is for your protection. Companies large and small should be prepared ahead of time with an employee identification system. If you do not issue photo IDs to your employees, provide them with a statement on letterhead describing their employment and disaster responsibilities. This letter with other photo ID (such as a driver’s license) should be sufficient.
