Critical Information to Maintain Off Premises
Copies of the following documents and information should be available to you and your firm administrator or office manager in an off-site location:
- Your firm’s insurance policies, including policy numbers, agents’ names and telephone numbers, and instructions for filing claims.
- All law firm banking and trust accounts and safe deposit boxes: Where are they? How titled? Who has signatory authority?
- Your lease and the name and phone number of the office-building manager, if applicable.
- The location of computer equipment for restoring data, along with the location of your off-site backup disks or tapes.
- Detailed records of firm income, accounts receivable, payroll, and other documentation for filing a claim under your business-interruption insurance.
- A recent valuation of your firm property (building and contents) for filing a property-insurance claim.
- A list of all library contents and subscriptions.
- A list of pertinent information about office equipment, including furniture, fax machines, photocopiers, dictation equipment, telephone equipment, and so on. This should include serial numbers, purchase date and price, vendor, warranty information, and service contracts.
- At least one calendar – paper or electronic.
- Clerk of courts and key court personnel contact information.
Recovery Supplies to Keep On Hand
- Blankets
- Cash (ATMs may not be working)
- Cell phone
- Cleaning supplies
- Clothesline or nylon fishing line
- Disposable cameras with flash
- Duct tape
- Emergency food and water
- Fans and dehumidifiers
- First aid supplies
- Flashlights and batteries
- Heavy-duty garbage bags
- Paper towels and freezer or wax paper
- Phone book
- Plastic storage boxes
- Protective eyewear
- Rubber gloves and boots
- Sponges, brushes, and hoses
- Tarpaulins or plastic sheeting
- Tool kit
- Transistor radio and batteries
- Waterproof, heavy-duty extension cords
- Water-resistant color markers, labels, chalk, tape
- Wet/dry vacuum
- Wet-weather gear and warm clothing
- Wheeled cart