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...ency plan should be put in writing, and several copies of the document should be prepared and kept in a variety of locations to avoi... items discussed during the phone call and noting that the claim has been forw...

... if/when you will open the agency on an emergency basis. Establish a plan for operating from an alternative location. If your agency is damaged or inaccessible following a catastrophe, you'll need to set up an alternative operation site. Determine in advance where you could move (perhaps to an agency principal's home), and talk to your phone vendor about the possibility of automatic call forwarding under disaster conditions. Also consider the ramifications of such a move on your contingency plan; make note of the supplies you'll need, etc. ... through the period following a catastrophe. Review your catastrophe plan annually. Make any necessary adjustments, and explain the changes to all agency personnel. Prepare Your Office and Staff Develop a plan to protect the agency during a severe wind or rain storm. Determine the safest storage area in the office, and decide the best way to secure and protect equipment and records in that location. Purchase the necessary materials to cover and protect equipment from potential water damage in advance, not the day a serious storm is predicted. Unplug all electrical ... . Develop a system for handling disaster claims. Familiarize your entire agency staff with emergency claims-handling procedures. Everyone will have to lend a hand with claims after a major catastrophe, and temporary outside help may also be needed. Develop a streamlined and efficient system for maintaining special claims files and notifying your insureds of the progress of their claims. Be sure to contact each of your carriers and obtain, in writing, information on their catastrophe claims procedures. Determine the agency's policy regarding holiday/weekend hours following a catastrophe. If a ...