In the United States, it has been a relatively quiet year for catastrophes. There were wildfires along the West Coast earlier in the year; the earthquake in Napa Valley, Calif., in August; and flooding in the Midwest, Northeast and Mid-Atlantic. The recent Polar Vortex that blanketed much of the country and dropped more than five feet of snow in some areas has also done extensive damage in terms of collapsed roofs and structures. Flooding from the melting snow may produce secondary damage for many homeowners.

No one can be totally prepared for everything, but taking steps before a disaster strikes can minimize the impact for insurers and their policyholders.

Here are some recommendations to help prepare for a wide variety of catastrophes.

General Preparation

• Prepare a photo inventory of your home or office. Go room by room and take digital photos of the contents. Pay particular attention to antiques, unique works of art, office equipment and any irreplaceable items. Jewelry, furs, expensive “toys,” electronics, collections (i.e., stamps, coins, dolls, pottery, etc.) should be catalogued and may require their own policies depending on their value. Memories become fuzzy and establishing the value of heavily damaged items becomes a challenge after the fact.

• Monitor the weather either with alerts on your desktop or phone, or on the television. This will keep you abreast of possible storms, hurricanes, snowstorms and tornadoes, so you can contact your policyholders, prepare your office and move resources into position for after the weather event.

• Select several key news outlets like one of the major networks, the Weather Channel or several local news stations around the country to track breaking news of storms and other disasters so you’re notified as soon as possible.

• Create an emergency disaster kit with items like batteries, bottled water, canned goods and a can opener, matches and flashlights in case a disaster hits with little notice. Most people have these items in their homes, but tracking them all down when the lights are out can be a challenge.

• Prepare a file with all insurance policies, the photo inventory, names of contractors — e.g., roofer, plumber, electrician, disaster restoration company, etc. and keep this in a safe but accessible location.

• Analyze possible threats to your business — i.e., fire, tornado, hurricane, earthquake, server crash, data breach, theft.

• Determine how your company can and should respond to each threat.

• Identify specific situations that put disaster plans in motion when facing a threat.

• Create a plan in case a disaster hits without warning.

• Involve your team in the planning and communicate often.

• Identify vendors who can respond to a wide variety of perils, have the necessary training, expertise, equipment and insurance policies. Vet them in advance, check references and see what type of response times they can guarantee if a major disaster occurs.

• Today's technology allows companies to be far more mobile than their predecessors, especially with proper planning, so consider taking your company mobile:

  1. Convert paper files to electronic files when possible.

  2. Set up several laptops to access agency management systems remotely.

  3. Create an employee phone tree with cell phone numbers, distribute the emergency numbers and test the process before a disaster hits.

  4. Investigate text communication options for your staff and clients. If feasible, gather client cell phone numbers and test the system regularly.

According to the Small Business Administration, roughly 40-60% of businesses never reopen following a disaster. “A business continuity plan is an essential factor of a small company's long-term success and will contribute to the community's economic recovery in the aftermath of a disaster,” says Maria Contreras-Sweet, administrator for the U.S. Small Business Administration.

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In order to keep clients safe despite inclement winter weather, we're continuing with the list of guidance and advice to reduce property damage in the event of severe winter conditions. Read on for guidance for navigating the extreme temperatures and snowfalls.

Prevent Roof Collapse

Parts of the country have already experienced significant snowfalls this year before the winter season has officially begun. With a long winter ahead, homeowners and business owners should be aware that intense snowfalls and accumulation can put strain on a roof, causing damage, and potentially, a collapse.

Unless the roof structure is damaged or decayed, most residential roofs should be able to support up to 20 pounds of snow per square foot of roof space before becoming stressed. But homeowners should also know how much snow and ice weighs in order to gauge the level of risk.

According to IBHS, the following conditions correspond to the following weights:

• Fresh snow: 10 to 12 inches of new snow is equal to one inch of water, weighing approximately five pounds per square foot of roof space. Therefore, the average home could endure up to four feet of new snow before becoming stressed.
• Packed snow: Three to five inches of old snow is equal to one inch of water, or approximately five pounds per square foot of roof space. Anything more than two feet of old snow could be too much for a roof to handle.
• Total accumulated weight: Two feet of old snow and two feet of new snow could weigh as much as 60 pounds per square foot of roof space, which is beyond the typical snow load capacity for most roofs.
• Ice: One inch of ice equals one foot of snow.

 Prevent Ice Dams

 While the heat from the home may be comforting as the wind swirls outside, it is important to consider that during freezing weather, the heat from a home or business can escape through the roof and melt the snow that has accumulated there. That snowmelt can trickle down to the roof’s edge and refreeze, creating an ice dam that leaves additional snowmelt with no place to go but under the roof.

While this could lead to disastrous results, IBHS recommends the following tips for reducing the risk of ice dams:

• Keep all drains, scuppers, gutters, and downspouts free of debris and vegetation that may restrict proper flow.
• Remove or relocate heat sources that are installed in open attic areas directly under the roof, such as an attic.
• Insulate light fixtures in the ceiling below an unheated attic space.
• If you have penetrations into the attic, such as vents, seal and insulate them so that daylight cannot be seen and airflow is minimal.
• If ice dams form around the drains, connect heating cables to the drains to prevent ice buildup. Heating cables can also be placed on the roof, connecting them to the drainage system so a path is created for the melting ice to fall.

Prevent Frozen Pipes

Frozen pipes can put homeowners at extreme risk for property damage. A burst pipe can result in more than $5,000 in water damage, according to recent IBHS research.

In order to prevent a costly water damage bill caused by frozen pipes, IBHS recommends that homeowners and business owners provide a reliable back-up power source to ensure continuous power to the building. Furthermore, attic penetrations, wall cracks, and windows should be properly insulated and sealed.

By installing insulation or heat trace tape with a reliable power source on various wet sprinkler system piping, homeowners can further prevent freezing pipes. This also includes main lines coming from the underground, passing through a wall, as well as sprinkler branch lines.

Finally, homeowners should consider placing a monitored automatic excess flow switch on the main incoming domestic water line. This will provide early detection of a broken pipe or valve when the space is unoccupied.

Install Weather Stripping and Seals

Stay warmer and keep your heating bills lower by installing weather stripping and seals to prevent freezing temperatures from infiltrating the home. Doing so will help keep severe winter weather out of the home or business, but will also increase energy efficiency by limiting drafts and reducing the amount of cold air that may enter the building.

Windows and doors, vents and fans, plumbing, air conditioners, electrical and gas lines, and mail chutes are just some of the areas home and business owners should inspect for leaks.

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With Buffalo, N.Y., buried under nearly six feet of snow, and a new band of storms expected to bring an additional three feet within the next few days, winter has arrived a month early.

Across the U.S., many regions are battling freezing temperatures and extreme weather conditions. And while the snow may be beautiful at first, the intensity and severity of recent weather events can be dangerous by inflicting personal injury, but also property damage.

Forecasters predict another cold and snowy winter season, homeowners and business owners must stay informed and take proper precautions to keep their homes and businesses safe.

“With this early onset of severe winter weather, please take the time to understand the various winter weather alerts and stay tuned to the National Weather Service advisories,” said Julie Rochman, president and CEO of the Insurance Institute for Business & Home Safety (IBHS).

“We encourage residents and business owners to take steps now and use IBHS’ recommendations to protect your home or business today and be prepared. It could be a very long winter season,” Rochman said.

In order to keep clients safe despite inclement winter weather, IBHS has compiled a list of guidance and advice to reduce property damage in the event of severe winter conditions. Read on for guidance for navigating the extreme temperatures and snowfalls.

Stay safe and warm

While alternative heating, such as wood stoves, space heaters, and fireplaces, are a great way to keep warm during chilling temperatures, it does come with risks. Advise clients to take proper precautions and do their research before selecting, installing, or using an alternative heat source. See IBHS’ tips and considerations for using alternative heat sources to keep clients safe this winter.

Plan for a Power Outage

Heavy snowfalls and high winds have the potential to damage power lines. Inclement winter weather can be a recipe for widespread power outages, and it is important that families prepare for possible outages. Considering alternative sources of heat, while also keeping flashlights, batteries, and non-perishable food items handy will be helpful in the event of an outage.

Come back next week to read the rest of the tips we have to share!

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Remember last winter? It was a cold one. 

It was the year of the "deep freeze in Chicago, and the ice storm that nearly brought Atlanta to its knees.

In fact, according to Munich Re, the first quarter of 2014 ranked as the coldest winter in the Eastern U.S. in more than a decade. There were 11 winter storms and cold waves between January and March of this year, causing 84 fatalities and an estimated $2.4 billion in insured losses. The Polar Vortex event alone caused nearly $1.7 billion in insured losses, according to Property Claims Service for Verisk Insurance Solutions.

It was cold.

And, if the last couple of weeks are any indication (have you seen the photos from Buffalo yet?), we could be on track for more of the same. For insurers, that could get expensive, totalling as much as $2.5 billion, according to the Insurance Information Institute's (I.I.I.) estimates.

“Severe winter weather is the third-largest cause of insured catastrophe losses, after hurricanes and tornadoes,” said Dr. Robert Hartwig, president of the I.I.I. “Losses from snow, ice, freezing and related causes averaged $1.2 billion annually over the past twenty years. This year insured losses from severe winter events will be at least double that amount, likely exceeding $2.5 billion by year’s end, making 2014 the fourth costliest year on record for winter storm losses."

According to the I.I.I., winter storm claims accounted for 6.4% of all insured catastrophe losses between 1994 and 2013, just behind hurricanes and tropical storms (41%) and tornadoes (36%) among the costliest natural disasters. In 2013, winter losses totaled $1.8 billion.

Add in the spike in auto claims that typically accompanies the onset of winter, along with workers' compensation claims due to winter-related slip-and-fall incidents, and it's easy to see the potential costs add up for insurers.

Try to stay safe and avoid having claims of your own this winter!

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