Ten tips to get you back on your feet after a Fire or Flood

Before the event

As is so often the case - to minimise damage - the best protection or mitigation is to take precautions before the event. 

1. Location

Computers and other expensive equipment should be located in as high up in the property as possible.  Consider putting a server or workstation on a table or on top of a cupboard, rather than on the floor.  Avoid putting computers in the loft unless the loft is well ventilated and accessible.  Remember that computers generate quite a bit of heat and cooling air needs to be able to circulate.  Make sure that cooling vents are unrestricted.

2. Health and Safety

Make sure fire alarms are fitted and working.  Take advice on whether a sprinkler system should be added and what physical protection can be taken to mitigate flood damage

3. Backups

Another sensible precaution is to back up your data files off site.  The traditional approach was to invest in tape drives and a series of tapes and then physically remove the tapes off site when the back up was complete.  Many find this an irritating and time-consuming chore.  It also comes as no surprise to find that some error in procedure or equipment mal function causes the restore not to work properly.

Nowadays the cost of data communications has reduced so dramatically that in many cases it is now cheaper to install a piece of software on servers and workstations that will compress and encrypt data files as they are created and back them up continuously to servers owned by a specialist back-up services company.  These companies will very often also take an image of the operating systems and applications, so in the event of your computer being irretrievably damaged, restoring operating systems, applications and data will take only a few hours

4. Prepare a Business Continuity Plan

Government figures show that a company that has a written business plan that it has tested and practised is 90% likely to survive and in all cases will be up and running again in less time and with less disruption and loss of profits compared with a company without a written plan.  The same survey show that a company that suffers a disruption to their IT service of a week or more is 80% likely to fail within the next 18 months.

5. Flexible Telephone System with Portable Numbers

A telephone is the pulse beat of a modern business.  If a customer cannot get through on your normal number then that is a ‘sure fire’ signal that all is not well.  If a supplier cannot get through it is bound to start him wondering if he is ever going to get paid. 

Large Corporations spend hundreds of thousand of pounds protecting their ‘phone systems and their reputation. 

Until recently this was beyond the grasp of small and medium-size businesses.  Now, with the advent of Carrier Class VoIP, the introduction of portable numbers and flexible access – just plug the handset into any Internet connection and ‘click’ you are back in business again.

After The Event

6. First Aid Advice for Flood Damaged Equipment

Don’t panic.

Just because a computer has been under water, crushed or exposed to heat, it does not mean that data is irrevocably lost.  The advice is to apply first aid, on the assumption that data recovery is a possibility.  As with medical first aid, time can be of the essence (particularly with flood damage) and actions taken, or not taken, can be beneficial or detrimental.

If you have any DVDs, CDs or backup tapes that have been immersed in water, then these are also capable of being cleaned up and the data recovered.

Ø  Do not attempt to power-up water damaged equipment

Ø  Do not attempt to dry water damaged media by opening it or exposing it to heat

Ø  Do not attempt to freeze dry media

Ø  Do not shake the equipment

Ø  Do not attempt to clean the equipment with brushes, vacuum cleaners blow dryers or detergents

Ø  When you have extracted the hard disk or other media, keep it moist by placing it in a sealed bag  - such as a freezer bag

Ø  Place a label on the bag and write your name, your business name, phone numbers and address, along with information to help identify the computer or server it comes from.

Ø  When you call Kroll Ontrack (0800 243996) for support you will receive a job number and a mailing address

Ø  Wrap the disk still in its freezer bag in some bubble wrap and place it in a jiffy bag and mail it guaranteed delivery to the address you have been given

7. Insurance

Contact your Insurance provider and give them details of your circumstances.  They will give advice on registering claims and will send a survey team to give advice on salvage activities and completing claims.

Most insurance companies will offer a cash settlement that includes losses arising from Business Interruption including costs of providing temporary accommodation and services, as well as replacing/repairing damaged equipment.

If you do not have insurance, Business Link may be able to give you access to emergency funds that will help you get your business restarted.

8. Office Space Providers

UKita is working with UKSPA (UK Science Park Association) to make temporary business accommodation available to businesses in Science and Business Parks around the affected areas. 

The UKita helpline is 01926 623068

Office Planet can provide access to serviced office accommodation in your area.  Their helpline is 0800 085 8326

Other sources of support and advice include the FSB, Chamber of Commerce and your local authority Economics and Planning Department

9. Disaster Prevention (for next time)

Members of UKita are often well versed in Business Continuity and Disaster Recovery measures.  Members of the Security and Business Continuity Group will provide you with a free survey and a quotation to help you take mitigating actions and develop a Business Continuity plan tailored for your needs.

10. Cloud Based Computing

Although it sounds very technical and expensive, the relatively low cost of hardware and the affordability of broadband connectivity now makes this a realistic option for even the smallest business. 

It is true that it was the large global corporations who paid billions to have the technology developed and it is their vision and foresight that has led to unparalleled levels of security, availability and access to their employees, selected customers and suppliers.  This can now all be achieved with a 40% reduction in total cost of ownership, where IT just becomes another Utility - just like water, electricity or gas.

All you need locally is a low cost PC or laptop and a connection to the Internet.  Everything else is stored in the Cloud and for an affordable monthly subscription you can rent as much or as little resource as you need.  When disaster strikes locally – you know you will be safe and secure – in the Cloud.

Ask your insurance broker how much you will save on insurance premiums when you opt for Cloud based computing.