This document provides tips on hurricane preparedness for businesses and organizations. It recommends that organizations help staff prepare personally for hurricanes by having emergency kits and evacuation plans. It also advises conducting business impact analyses and risk assessments to understand vulnerabilities and training staff to respond effectively to incidents. The document further suggests pre-staging resources ahead of hurricanes to minimize risks and involving human resources to help track the welfare of employees during emergencies.

1. Click Through to Learn About Hurricane Preparedness
Hurricane Season is upon us. Are you ready?
Take 5 minutes to find out 5 things you can do to prepare.
Help staff be personally prepared.
Conduct/update BIA, assess risks
Train staff to respond to incident.
Don’t wait, pre-stage what you can.
Involve HR with Incidence Response Team.
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2. Planning for your people is the first step in hurricane preparedness
Tip #1: Help staff be personally prepared
The more prepared personnel are with their family situations during an
emergency, the more likely they will be ready to help the business.
Provide coaching to your staff on the importance of having:
 Emergency “go bags” (including water, food, clothing,
medication, lighting, company-issued debit cards, etc.)
 Pre-planned locations for a family to meet in the event of an
evacuation
 Multi-layered communications methods in case wired and
wireless voice communications are interrupted.
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3. Planning for your people is the first step in hurricane preparedness
Tip #2: Conduct/update BIA, Risk Assessment
The BIA and Risk Assessment will help you:
Better adapt to any situation
Assess vulnerability and risk
Evaluate situational awareness (locational, proximal risk)
Understand the needs of employees, customers and vendors
© 2012 SunGard Privacy Policy Terms of Use sungardas.com

4. Planning for your people is the first step in hurricane preparedness
Tip #3: Train staff how to respond to an incident
Your business continuity planning team should:
Focus on communications, awareness and training of the response
team
Conduct scenario-based exercises
Test the way you recover, recover the way you test
Re-examine staff roles. If you have downsized, who will take
additional duties?
Review vendor readiness. Your preparedness depends on their
preparedness.
© 2012 SunGard Privacy Policy Terms of Use sungardas.com

5. Planning for your people is the first step in hurricane preparedness
Tip #4: Don’t wait, pre-stage what you can
If at risk of being impacted by a hurricane, don’t wait until the last 24
hours to take action
To minimize risk:
 Watch weather report predictions
 Proactively move personnel whose business functions can be suspended out
of harm’s way
 Shift work processes to alternate locations if possible
 Augment staff with alternative staff cross-trained or 3rd party resources
 Move assets that can be relocated so they are already in place in a secondary
location when the event occurs.
Proactive steps and pre-positioning people and other resources can
limit your vulnerabilities.
© 2012 SunGard Privacy Policy Terms of Use sungardas.com

6. Planning for your people is the first step in hurricane preparedness
Tip #5: Involve HR with Incidence Response
Team
During emergency HR Personnel can help determine:
Total number of persons injured
Type of injuries sustained
Current disposition of the injured
Current status of family notifications
Where staff is being deployed
© 2012 SunGard Privacy Policy Terms of Use sungardas.com

7. A trio of tools to help prepare and manage for disaster
BIA Professional® + Incident Manager® powered by WebEOC + NotiFind ®
BIA Professional ®
This web-based survey tool, generates
a business impact analysis of your
financial and operations vulnerabilities
•Identify priority areas
•Pinpoint dependencies
•Foundation for recovery strategies
•Risk Assessment
•Staff skillset and deployment
© 2012 SunGard Privacy Policy Terms of Use sungardas.com

8. A trio of tools to help prepare and manage for disaster
®
BIA Professional + Incident Manager ® ®
powered by WebEOC® + NotiFind ®
This virtual Emergency Operations Center
(EOC) helps you focus on four key areas:
•Safety of your people
•Status of critical processes
•Status of locations affected
•Goal of getting your organization back up
and running
© 2012 SunGard Privacy Policy Terms of Use sungardas.com

9. A trio of tools to help prepare and manage for disaster
BIA Professional® + Incident Manager® powered by WebEOC + NotiFind ®
BIA Professional ®
This tool provides effective communication so you
can manage the situation, reduce confusion and
resume operation
•Alert tens, hundreds, or thousands of people
•Takes alternative action if key employees
unavailable
•Confirms safety and reports to management
•Provides scalable and flexible replacement for
hotlines and bulletin boards
© 2012 SunGard Privacy Policy Terms of Use sungardas.com

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