Incident Damage Procedures Checklist
Incident location—address and area(s) affected:
Date and time of occurrence:
Brief description of the incident:
Real Property Team:
Incident Reported by:
Address/telephone #:
Manager:
Senior Project Manager:
Project Manager:
Property and Facilities Manager:
Legal Counsel representative:
Leased Facility landlord representative:
Claims Unit representative:
Client(s) representative(s):
Other:
Mitigation
Key words are rapid response, health & safety, investigation, determination liability, inspection, restoration of structure and contents, damages
Elimination of the cause
It is important that evidence as to the cause of the incident be retained and responsibility and/or liability be determined. Do not discard anything at this stage. Identify witnesses for future interviews.
- Source of incident, (for example, flood, structural failure, etc.) is contained/isolated and mitigated (Yes/No or N/A)
- Size of affected area and extent of damage determined (Yes/No or N/A)
- Signed statements obtained from first witnesses at the scene (Yes/No or N/A)
- Photographs/videos/audios taken of damages to equipment, items, areas and cause of the incident when possible (for example, broken shut-off valve) etc. (Yes/No or N/A)
- All photographs/videotape/audiotape are clearly labelled/numbered to identify the area, item, damage, etc. with the dates/times obtained (Yes/No or N/A)
- Affected area secured/maintained to prevent theft and break-ins (Yes/No or N/A)
- Proximity of hazardous mechanical/electrical/other services determined (Yes/No or N/A)
- Emergency services contacted (Yes/No or N/A)
- Degree of severity of the hazard, structural failure, pollution etc., has been determined (Yes/No or N/A)
- Only qualified companies specializing in cleanup and restoration have been engaged (Yes/No or N/A)
- Cause of incident determined (inadequate protection measures, burst watermain, frozen water pipe etc.) (Yes/No or N/A)
- A strategy to prove liability/responsibility of an individual/company determined. (This may require third party input as cost recovery from insurance companies is dependent on proven liability) (Yes/No or N/A)
Consideration of health hazards
- Danger areas have been located and isolated (Yes/No or N/A)
- Affected areas are vacated (Yes/No or N/A)
- Sources of electrical shock and other health hazards are eliminated (Yes/No or N/A)
- Action taken to prevent personal injury from slips and falls (Yes/No or N/A)
- Staff/individuals cautioned to be alert for structural failure (Yes/No or N/A)
- Action undertaken to avoid exposure to: contaminated water, further structural failure, continued freezing, etc. (Yes/No or N/A)
- Staff/individuals advised of possible health hazards, with notification of corrective measure being taken (Yes/No or N/A)
- Mechanical and other systems shut down to prevent spread of contamination, as applicable (Yes/No or N/A)
Alerting individuals
- Tenants/staff/building owners advised of incident/potential dangers (Yes/No or N/A)
- E-mail from senior management transmitted to users/staff/facility owners advising of incident/potential dangers, including procedures for the client department's losses of personal goods by employees (i.e. shoes, photographs etc.), loss of employee time (salary costs) of those displaced, computer & server equipment repair or replacement etc. (Yes/No or N/A)
- Tenants referred to their insurers (do not volunteer to repair users' damages on behalf of PSPC until all facts are known as to who is responsible for fit-up and base building issues) (Yes/No or N/A)
- Senior management, claims unit, legal services, GTIS for computers, other specialists i.e. structural engineer, claims specialists and others deemed affected by the incident alerted (Yes/No or N/A)
- Contact list developed/distributed to all interested parties (Yes/No or N/A)
Evaluation
- Degree of loss to structure/contents/tenant (third party) and individual property assessed by collecting all relevant data through visual inspections, interviews, and performing measurements (Yes/No or N/A)
- Damaged third party property retained and replacement value determined (Yes/No or N/A)
- Health and safety concerns determined and prioritized (Yes/No or N/A)
- Mitigation and restoration activities prioritized (Yes/No or N/A)
- Need for interim accommodations determined (Yes/No or N/A)
- Preliminary damage estimates completed (Yes/No or N/A)
Recording events immediately
- Cause of the incident determined/documented upon discovery of the incident (Yes/No or N/A)
- Separate project account established to capture time and cost. Detailed information and accounting is a necessity (project scope, specifications, schedule, pricing of restoration activities, costing of damaged structure and contents, time sheets with complete description of all incident-related activities, itemized purchase orders and invoices from contractors/suppliers, including areas of work, names and hours of each of the personnel, itemized activities and costs, material specifications, copies of paid invoices, etc.) (Yes/No or N/A)
- All locations affected by the incident identified (Yes/No or N/A)
- All construction/repairs/cleaning being done in the area at the time of the flood are identified (Yes/No or N/A)
- Weather conditions at the time considered (clear, rain, snow, etc.) (Yes/No or N/A)
- Extent of damage and individuals affected determined (Yes/No or N/A)
- Evaluation and documentation of items to be repaired/replaced completed (Yes/No or N/A)
- Inventory and photos of all items being disposed of completed (Yes/No or N/A)
- The OPI is responsible for safekeeping of the detailed notes and explanations of incident in a separate account/file (Yes/No or N/A)
- Marked-up architectural floor plan/sketch identifies areas affected by incident (Yes/No or N/A)
- Materials instrumental in the cause of the incident retained (for example, a broken water pipe) for future investigation (Yes/No or N/A)
Planning
Develop an Action Plan
- Stakeholders/building owner/owner's representatives/occupants identified (Yes/No or N/A)
- Remedial scope of work identified (in crown-owned buildings by property and facility manager; in leased buildings, by owner, and verified by property and facility manager (Yes/No or N/A)
- An OPI has been appointed with the sole task of managing the incident project (Yes/No or N/A)
- Adequate emergency funding obtained (Liability Fund may be utilized in part). Restoration process for damaged items is extremely costly. (Contractors/consultants' work and/or the purchase of goods must take place without delay) (Yes/No or N/A)
- Indoor air quality discipline expertise identified (Yes/No or N/A)
- Occupational health and safety discipline identified (Yes/No or N/A)
- Legal Services representative appointed (Yes/No or N/A)
- Regional claims unit staff appointed (Yes/No or N/A)
- GTIS staff appointed for computer equipment issues (Yes/No or N/A)
- Insurance and bonding companies representatives notified where applicable (Yes/No or N/A)
- Emergency meeting with key stakeholders held to develop strategy, establish lines of responsibility/jurisdiction/communication/records administration, legal/contractual issues/assign personnel and develop action plan (Yes/No or N/A)
- Research completed to evaluate damage and prioritize remedial activities (Yes/No or N/A)
- Action plan completed with visuals: organization charts, start/finish dates, responsibilities, etc. (use a Work Breakdown Structure format) (Yes/No or N/A)
- Restoration procedures outlined (Yes/No or N/A)
- Action plan distributed and agreed with by all stakeholders (Yes/No or N/A)
- Loss assessment for repair/replacement completed (Yes/No or N/A)
- Items which were not able to be restored to pre-incident conditions have been identified (Yes/No or N/A)
- Remedial completion and sign-off procedures established (Yes/No or N/A)
Implement the Action Plan
- Regular/impromptu meetings held to review progress/address concerns (Yes/No or N/A)
- Daily monitoring/reporting (documents/photographs) in place (Yes/No or N/A)
- Regular progress reports to senior management/stakeholders taking place (Yes/No or N/A)
- Action plan is being modified to the acceptance of stakeholders as required. (Yes/No or N/A)
Restoration
The restoration project must have a defined, itemized scope of work (work breakdown structure) with determined start and finish dates. There are three (3) main phases to consider: loss mitigation, coordination procedures and completion.
- Damages to structural components, facility contents, structural integrity, etc., evaluated by third party expert (Yes/No or N/A)
- Third party expert confirmed the incident has been correctly remedied and/or structural hazards removed (Yes/No or N/A)
- Salvaging of assets, equipment and materials completed (Yes/No or N/A)
- All unsalvageable material (for example, carpets/furniture/fixtures) replaced with equal quality and copies of paid invoices retained (upgrades are not recoverable) (Yes/No or N/A)
- Administrative/accounting processes for restoration cost recovery were communicated to all stakeholders including the nature of the damage, health and safety issues, and drying procedures implemented (where applicable) (Yes/No or N/A)
- Progress reports and updates provided regularly (Yes/No or N/A)
- Insurance coverages have been reviewed and insurance firms identified (Yes/No or N/A)
- Material replacement has been completed (Yes/No or N/A)
Close-Out
- Completion procedures from the action plan followed so as not to leave unfinished activities (Yes/No or N/A)
- Affected persons advised that it is safe to return to their workstation (Yes/No or N/A)
- Reconfirmation that the structure and contents have been returned to a pre-incident condition or the materials have met the remediation goals (Yes/No or N/A)
- Final inspections were performed by personnel qualified and authorized to verify the success of each activity and ensure compliance (Yes/No or N/A)
- Authorized and qualified inspectors have issued completion/conformance certificates and submitted them to OPI for issuance to stakeholders (Yes/No or N/A)
- Official certificates of compliance received from appropriate personnel, such as indoor air specialists/structural engineers/health and safety specialists, etc. (required as documented proof that restoration procedures were successfully completed). This certification is to include the all-important issue of cost recovery (Yes/No or N/A)
Recovery of Costs
Full backup documentation is required in all cases
- Full report with detailed signed time sheets/description of all incident related itemized activities/costs/purchase orders/contracts/invoices/areas of work, names/hours of all personnel, material specifications, etc., are completed (Yes/No or N/A)
- Claim has been initiated against insurers (if applicable) (Yes/No or N/A)
- Legal services is proceeding with legal action (if not a simple insurance claim) (Yes/No or N/A)
- Reimbursement of monies has taken place (where applicable) (Yes/No or N/A)
- Lessons learned report has been forwarded to appropriate senior management committee for possible issuance as a policy or policy related document (Yes/No or N/A)
Property and Facility Manager/Project Manager:
Signature:
Date:
- Date modified: