The Allstate Blog » Preparedness

How Virtual Meetings Can Play a Role in Disaster Recovery

Blakely Thomas-Aguilar, PGi — Fri, 03 May 2013 11:34:14 +0000

Recent years have seen severe weather events make a tremendous impact on business owners, resulting in lost and delayed sales, increased expenses for repair work, and the delayed resumption of normal business activity. Such events have only reinforced the need for a documented disaster recovery plan for your business. Every day that a disaster puts the average small business or midsize company offline and out of office costs big—a median cost of $12,500 per day, according to a survey by the software company Symantec. Downtime, in which employees are out of the office and business is suspended, is certainly part of that cost. And while it is an often-overlooked aspect of disaster recovery, it is a circumstance that can be remedied using responsible telecommuting policies (even if those policies are only activated in times of need) and new business collaboration tools designed to keep your workers working anytime, anywhere, and even during extreme weather conditions, if needed.

How virtual meetings can enable connectivity during a disaster

Virtual meetings are one such tool. Virtual meeting software and collaboration tools like video conferencing and web conferencing go even further than cloud-based email and file storage (which can also be helpful as part of a disaster recovery plan). They enable real-time, face-to-face communication with anyone, not just those inside the company’s firewall, enabling businesses to remain connected with customers, vendors, partners and prospects during a disaster.

What to look for in a virtual meeting provider

The right virtual meeting software can go even further to enable your workforce to work outside the office with just a charged laptop (or other mobile device) and Internet connectivity. Here are some pointers on what to look for:

Multiple audio options: They allow users to connect in multiple ways, including manual dial-out toll and toll-free numbers, automatic “call me” features that ring cellphones or land lines directly, and, should the phone lines be down, integrated audio-over-computer options known as VOIP, or voice over internet protocol.
Integrated file storage: Cloud storage within the software can offer protection against document loss, and it can also enable workers to get contracts signed, share quotes and collaborate on projects even if they can’t access your database.
Multi-device access: With options to host and join virtual meetings on laptops, desktop, standard phones, mobile phones and even using smartphone/tablet apps, workers can connect using the technology they might have handy—not just the technology at the office or in a conference room.
Simplicity: During times of hardship, keeping it simple is often the wisest choice. Choose a virtual meeting software that is simple to access and use (no downloads, one-click log-in, consistent URL are recommended).
Business continuity: Global providers, like PGi, have redundant, always-on networks and facilities all over the world. By implementing a business continuity plan with redundant infrastructure in globally dispersed locations, virtual meetings providers can keep users up and running even if the local network was negatively impacted by the disaster.

What security features you should expect

Security is a consideration all its own; it is incredibly important when enabling work outside the office, especially in a time of disaster. Make sure to choose a virtual meetings solution that protects your company’s data, with such security protocols as:

Firewalls. Look for firewalls that are "rules-based," which means the administrator can allow or deny traffic based on specific criteria. It offers better protection against hacking attempts.
SSL certificates. All web interfaces and components should be hosted on secure servers with SSL certificates, an industry standard for encrypting information over the Internet.
Transport Layer Security (TLS). A privacy layer that helps prevent eavesdropping or tampering.
Multiple Internet service provider (ISP) connections. The service can remain operable if connection to a primary Internet service provider is down
Intrusion Detection Systems (IDS). This should be used at both the network and system levels to monitor and prevent unwanted activity.
Internal and external virus protection and network scans. Virus protection should be installed on all systems and vulnerability scans should be performed routinely by both the provider and a qualified third party. Any vulnerability should be analyzed and re-mediated.

With only an Internet connection and a battery-powered mobile device, smart businesses can implement virtual meetings solutions that can keep crucial operations stable during a disaster. By choosing secure virtual meetings technology and smart telecommuting policies, disaster recovery management can keep businesses up and running—even when the office is offline. Blakely Thomas-Aguilar began her career as a technology expert at one of the world’s largest technology companies before settling into her true passion of content creation, collaboration and business education. She lives in Atlanta, GA, with her husband and three children. She contributes to the content strategy initiatives of PGi, a global leader in virtual meetings. Recommended by the editors:

Lessons From The World’s First Indoor Hailstorm

Pauline Hammerbeck — Thu, 18 Apr 2013 11:54:45 +0000

Who would take the time to fashion hailstones from a mix of tap water and seltzer water in a special laboratory, and then fire them at a variety of roofs, windows and doors from air cannons? Isn't that painstakingly detailed work? Of course. But the scientists at the Insurance Institute for Business & Home Safety (IBHS) in Tampa, Fla., decided to do just that as part of a major study to help homeowners, manufacturers of home products and others better cope with this natural disaster.

Orchestrating an indoor hailstorm

The IBHS has a huge indoor facility measuring a half-acre across and 70 feet high at its existing research center in South Carolina. It sent scientists into the field to study hailstorms in six states to gather a variety of data, as hail varies in size, shape and hardness. Then, in February, after creating hailstones that closely mimics those produced by Mother Nature, it orchestrated the first-ever full-scale indoor hailstorm. Within a four-minute time span, the IBHS used ice and air cannons to fire 9,000 pieces of man-made balls of ice (some as large as 2 inches in diameter) at top speeds of 76 mph at a test house featuring different roofing and siding materials, windows, and doors, along with a car and outdoor furniture to replicate a residential setting. IBHS Hailstorm Demonstration Highlights from IBHS on Vimeo. The goal was to achieve conditions present in a typical super-cell thunderstorm known to produce hail. While IBHS has only begun to analyze the results, it has found that the damage was confined mostly to roofs, and particularly to soft areas with less coverage, similar to what researchers found during “real” outdoor hailstorms in the field. This spring, the Institute is collecting more data, and it plans to bring back damaged housing parts to its research center to determine their longevity once hail has wrecked havoc. Spring Means Hail Season Hailstorms are common in the spring, because of the season's frequency of thunderstorms with strong, tilted updrafts, which are known for producing hailstones--some as big as marbles and balls. But they can happen anywhere, and at any time. According to the IBHS, the U.S. experiences more than 3,000 hailstorms a year, resulting in more than $1 billion in damages. "Hail Alley” -- which runs from Texas north through the middle of the country to the Dakotas -- is particularly prone. Hail Preparedness Tips for Homeowners So, what can you do to prepare for the next hailstorm? According to the IBHS, you should consider these precautions:

As soon as a hailstorm starts, if it's safe, move vehicles under cover and move outdoor furnishings indoors.
During a hailstorm, stay indoors and stay clear of windows; they may break.
After a hailstorm, inspect your property for signs of hail damage; snap photos to document the impact.
If you plan on a replacing a roof, the IBHS recommends using materials that are “impact resistant,” specifically those with a Class 4 rating from Underwriters Laboratories' 2218 standard. (Siding, window and door products aren't yet graded this way.)
Be sure to hire a reputable contractor. Before you hire anyone, check references; ask for proof of certification or licensing, and be sure they’re bonded and insured, too. “Some ‘storm chasers’ are not reputable, demanding money up front, then disappearing,” says Julie Rochman, president and CEO of the IBHS.

It can also be a good idea to stay on top of changing weather. Sign up for email or text weather alerts, or get a weather radio, to alert you to emerging weather hazards and reports of hail in your community. Recommended by the editors:

Tips on Moving Your Small Business Safely Into ‘The Cloud’

Pauline Hammerbeck — Wed, 10 Apr 2013 11:00:26 +0000

As you upgrade your company's software programs, or chat with clients who are the least bit techy, you probably keep hearing about "moving into the cloud." But what is the cloud? And how can you use this new tech trend effectively - and safely - in your business? Here's the lowdown on this lofty-sounding development.

What is the cloud?

Cloud computing generally means accessing computer files or software programs from a computer server that's not in your physical office. (You access it through an online connection). The server can be in an urban warehouse not far from you, or it could be thousands of miles across the country. If you think about it, very basic services -- like your Gmail or Facebook account -- are cloud-based. You can access them from any computer at any time. But the term "the cloud" only really gained prominence when popular file storage services like Dropbox, Amazon Cloud Drive and Box arrived on the scene; these services let you store documents, photos, movies, scanned items, etc., on a remote server network - "the cloud" - rather than the hard drive of your computer or a server in your office. Over time, the cloud concept has been integrated into software programs, too.

Information anywhere, from any screen.

So, what's so great about the cloud? Sharing company documents in a cloud-based program like Dropbox means your team can easily access them -- even while traveling. Cloud programs are also ideal for small business owners who often work from mobile devices, because you can access your information from home, a hotel or anywhere you go. Another advantage is that the information you access and store on the cloud is automatically backed up. So, if your hard drive crashes, you still have a backup of all your files. Cloud-based software is also popping up for every business need you can imagine: accounting (Quickbooks, Freshbooks), billing (Bill.com), general productivity (Microsoft Office 365) and even conference calls (Speek.com). Instead of investing in new software licenses or additional personnel, you can add capabilities or capacity by subscribing or paying per-use to a cloud-based version. The cloud can also become part of your small business disaster planning, by letting you back up important files on the remove server in the cloud. In case of an emergency, you'll be able to access critical data anywhere -- from your mobile device or from a borrowed computer in a makeshift office (as long as your cloud provider is unaffected, of course; you should also consider backing up to an external hard drive in your office. That way, you have access to your data, even if your Internet connection -- or that of your cloud provider -- is temporarily down ).

Security smarts.

Of course, not everyone is entirely comfortable storing files in the cloud. After all, security breaches do happen. That's why, for starters, it's important to entrust your cloud-based business to well-known companies, and to learn about their security measures. Do they transmit and store data with at least 128-bit encryption (the industry standard)? Do they perform regular third-party audits to ensure that their systems are safe and up to date? Here are some additional tips from IDentityTheft 911 that may help protect your data in the cloud:

Read the terms of service and privacy policy of a provider before placing any information in the cloud. Pay close attention if the cloud provider reserves rights to use or disclose your information, or make it public. If you don’t understand the policies, consider using a different cloud provider.
Don’t put anything in the cloud that you wouldn't want others to see (especially the government or a private litigant).
Know exactly what happens when you remove your data from the cloud provider. Does the cloud provider still retain rights to your information? If so, consider whether that makes a difference to you.
Make sure that the cloud provider gives advance notice of any change in the terms of service or privacy policy.

Another good protective measure? Make sure your business insurance has data protection coverage, which may help with the financial and legal burden in the event that personal data held by your business in the cloud is ever compromised. Recommended by the editors:

Super Vehicle Emergency Car Kit: How to Equip Yourself for Most Any Calamity

Lisa Bedford, The Survival Mom — Tue, 19 Feb 2013 12:02:16 +0000

No one enjoys being stranded on the side of the road, but when you have a well-equipped emergency car kit packed away in the trunk, the situation can be more bearable. This emergency car kit checklist covers the basics, but also has suggestions for items you may have overlooked. Consider packing these supplies for a super vehicle emergency car kit you can bring along on a spring or summer road trip, or just your next long-distance excursion with the kids:

Sanitation

Toilet paper. Keep a 4-pack handy; remove the cardboard tubes and flatten.
Hand sanitizer. Store in a quart-size zip-top bag to avoid leakage.
Toothbrush, toothpaste and dental floss. Travel sizes make these easier to pack. Pack a set for each member in a zip-top bag labeled with each person’s name.
Plastic tablecloth. This can cover questionable surfaces when you’re ready for a meal or a diaper change.
Trash bags. These are good for lining an emergency potty, which could be a 5-gallon bucket or a toddler potty.
Baby wipes.
Bar of soap. Store in a zip-top bag or soap box.
Disinfecting wipes.
Feminine protection.
Small box of tissues.
Zip-top bags in different sizes. These come in handy for holding dirty laundry, dirty diapers or trash, and can even be used to hold water.

Sustenance

Energy bars. Choose high-calorie options; they're lightweight but provide the calories you'll need in a small dose.
Almonds.
V-8 juice.
Sport drink, premade or a mix.
Peanut or other nut butters in foil packets.
Jerky.
Dried fruit.
Applesauce/fruit cups.
Hearty, whole wheat crackers.
Hard candies.
Tuna packs.
Dry cereal.
Jam/jelly cups.
Trail mix. Make sure there’s no chocolate (which would melt in high temperatures).
Shelled sunflower seeds.

Survival

Water. A case of water bottles or cleaned 2-liter soda bottles, refilled with tap water, and tightly capped. These bottles can be reused.
Water filter. I like the Life-Straw or PurifiCup, which are both lightweight and highly portable.
LED flashlights and/or headlamps.
Rain ponchos.
Emergency radio. Choose a model that is both solar- and battery-powered.
Heavy-duty trash bags.
Reflective emergency blanket/sleeping bag.
Duct tape. (There’s always a use for duct tape.)
Fleece blankets. I roll these up and store them under the back seat for easiest access. They can be used as a window shade, ground cover, changing pad and in so many other ways.
Tarp.
Paracord. 50 yards, or more. Paracord is a lightweight nylon, general purpose utility rope.
Multi-purpose knife.
Extra batteries. For everything in your kit that requires a battery.
Hand/foot warmers.
Work gloves.
Small shovel.
Fire-starters, such as waterproof matches, flint or a Blast Match, which shoots sparks with three times the heat of a standard match.
Multi-tool.
Binoculars.
Light sticks. These are great to keep the kids entertained but also helpful for keeping track of them after dark.
Maps.
High quality first-aid kit.
Bandannas.
Small pair of scissors.
Collapsible nylon bag or small backpack. If you ever have to leave your vehicle for safer ground, this will enable you to take the most essential items with you.
Shoelaces.
Walking shoes for each member of the family. You’ll give thanks for having sturdy, comfortable shoes stashed in the car if you ever have to hoof it to safety.
Floppy cotton hat.
Sunblock.
Medications. Make sure you only pack those that aren’t temperature-sensitive.
Face mask. Even a simple dust mask comes in handy around a forest fire or high level of smog.
Bug repellent.
Moleskin.
Survival and first aid manuals.

Security

Whistle.
Cash, coins. Power outages also take out ATM machines. Having cash for gas, a restaurant meal or hotel room might put you ahead of those who only have a debit or credit card.
Disposable camera. This could be very helpful in documenting a car accident, license plates, injuries or storm damage.
Pepper spray. This is good bear spray if your travels take you through bear country.
Emergency phone numbers on a laminated card.

Sanity

Deck of cards.
Foam ear plugs.
Books on CD, paperbacks.
Inspirational or motivational book.
Small journal/pen or pencil.
Lip balm.
Battery-powered fan.

I keep my emergency kit packed in an opaque, under-the-bed bin that fits perfectly in the back of my SUV. To help with organization and keep track of inventory, I keep a laminated copy of this checklist on top of everything. Once your list is laminated, use a china marker to keep track of what you have packed in the kit. Lisa Bedford, author of “Survival Mom: How to Prepare Your Family for Everyday Disasters and Worst Case Scenarios," also blogs at www.thesurvivalmom.com. She believes there is power and peace in being prepared. Recommended by the editors:

Has Your Child’s Identity Been Stolen? Know the Warning Signs

Melissa — Wed, 13 Feb 2013 12:00:04 +0000

Many of us have heard the warnings about identity theft. But, did you know that your children can fall victim to identity theft too? Recent statistics show that it happens. Carnegie Mellon University's CyLab found that 10.2 percent of 40,000 children involved in a 2011 study were victims of identity theft. Childhood identity theft can have devastating long-term financial implications. It can affect a child’s ability to take out a student loan, receive a scholarship or get a credit card. Identity theft may even impact future job opportunities.

Child Identity Theft Warning Signs

How do you know if your child’s identity has been stolen? Be vigilant about protecting your child's identity, and watch for the following red flags:

Unsolicited credit card offers. Have you received one or more unsolicited credit card offers in your child’s name? Credit card offers are never intentionally sent to minors.
Social Security account statement. These statements track annual contributions and anticipated benefits. Unless your child has a part-time job, an earnings statement in your child’s name is a clear indicator of fraud.
A bill or a collection agency call for your child. Don’t dismiss this as a case of mistaken identity. A call from bill or collection agency can be a clear sign of identity fraud.
The Internal Revenue Service contacts you about your child. If the IRS informs you that your toddler hasn't paid his income taxes, this is a warning sign that someone may be masquerading as your son.

Tips for Preventing Child Identity Theft

Identity protection for your child starts with some privacy precautions. Here are some tips that may help reduce your child’s risk for identity theft:

Be proactive. Start by checking with the fraud divisions of all three credit reporting agencies: Equifax, Experian and TransUnion. Credit reporting agencies typically do not keep a report on file for minors. If there is a report, then there’s a good chance that your child’s identity is compromised.} And consider purchasing identity restoration coverage, which can help protect you and your family against identity theft and help repair any damage to your identity. Talk to an Allstate agent for more information.
Be cautious when giving out your child’s Social Security number. If a school, youth sports team, or a medical office asks for your child’s Social Security number, know that it’s OK to question why they need it, what they will do with it and how they plan to keep it safe.
Shred anything with your child’s personal information. Shred forms, documents and mail before disposal.
Never carry your child’s Social Security card. To help reduce the risk for theft; leave you child’s card -- and the cards of all the members of your family -- in a safe place, like a safe at home or a safe deposit box.

What to Do If Your Child's Identity is Stolen

If you find out that someone has stolen your child's identity, there are some steps you can take to minimize the damage. If you discovered that a credit report (fraudulently) exists for your child, contact any one of the three major credit bureaus (that bureau is legally required to alert the other two) and ask them to put a "fraud alert" on the file. Report the identity theft to the FTC. Also, contact your local police department to file a report. By taking a few simple proactive steps, and staying alert to early warning signs, you can minimize your child's risk for identity theft or the impact it will have should it ever occur. What concerns you most about someone's stealing your child's identity? Share your thoughts below.

Winter Ride: Snowmobile Safety Tips [SLIDESHOW]

Brendan — Tue, 08 Jan 2013 12:00:47 +0000

With winter right around the corner, snowmobile season is almost here. There's nothing quite like zooming over the sparkling snow in a snowmobile, and it's a lot of fun -- but it's also important to keep safety in mind. Here are some tips to help keep snowmobilers safe this winter. [slideshow] Safety tips can be helpful in the moment, but it’s equally important to be prepared. Proper preparation for the snowy season can include the right snowmobile insurance coverage. Make sure you’re covered before you rev up your engine.

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Survive a Night in Your Car

Doug Howlett — Thu, 03 Jan 2013 12:00:45 +0000

It’s a harrowing statistic, but according to the National Weather Service, about 70 percent of winter weather-related fatalities occur in an automobile. You can bet many of those vehicle-related deaths began with someone simply leaving the house to run an errand, make a short trip to visit family or friends or take care of routine business. The weather turns unexpectedly bad, road conditions rapidly deteriorate and, suddenly, what was an ordinary drive becomes an overnight ordeal. Don't think just because you don’t live in New England, the upper Midwest or the western mountains that something like this can’t happen to you. Even in areas where snow is a rare event, cars can slide off icy roads and become stranded in freezing weather, leaving passengers stuck right there with them. Here’s how to make it through a freezing night in your car and ride out events until help can arrive.

Be Prepared

The first thing to do as winter approaches is be sure you have stored a few key items in your car. If you wait until you need them to try to round them up, it will be too late. Essential items to include in a winter survival kit, according to a combination of recommendations by Wisconsin Emergency Management’s Ready Wisconsin initiative and survival expert Peter Kummerfeldt’s OutdoorSafe website, include:

Bottled water (at least four quarts)
Snack foods, particularly nutritious energy bars
Raisins, dried fruit, nuts, candy bars
Strike-anywhere, waterproof matches and small candles
A flashlight with extra batteries
First-aid kit
Folding knife and multi-tool
Emergency flares
An extra winter coat, mittens and a wool cap
Winter boots
Toilet paper
Cellphone and charger
A space blanket
A spare blanket or sleeping bag
A portable radio with spare batteries
Tow rope
Nylon cord
Flagging tape
Chemical hand and body warmer packets

Other essential winter tools in severe weather country include jumper cables, a small shovel, tire chains and rock salt, sand or kitty litter to provide added traction when stuck on a slick surface.

Before You Go

If you're leaving for an extended trip, always check weather and road conditions before departing. If poor conditions are forecast, you may consider postponing your trip. Also, let others know when you are leaving, which way you will be traveling and when you should arrive at your destination so they can alert authorities and provide them with solid information to help in finding you should the need arise. Fill your car with fuel and make frequent stops to stretch, relax and refill your tank, never allowing it to get much below a half tank. Should you become stuck and need to spend the night in your car, the ample gas will allow you to start your car throughout the night and run the heat for short intervals.

If You Are Stranded

First call for help if you can’t get your car unstuck. Don’t overexert yourself and don’t leave your car and begin walking for help. You stand a much better chance of being found if you remain with your car, which can also provide the best shelter from the elements. The Minnesota Department of Public Safety warns against running your car constantly. Instead, be sure the exhaust pipe is free from snow and roll down a window enough to vent the car and prevent carbon monoxide buildup. Run the car for short 15-20 minute intervals to warm up and then turn it back off, using blankets, a sleeping bag, hand warmers and the body heat of others in your car to stay warm. Eat snacks to keep nourished and read a book (another item Kummerfeldt recommends) until help arrives.

Winter Home Safety: The Tree [INFOGRAPHIC]

Brendan — Tue, 01 Jan 2013 17:58:59 +0000

Home safety during the holiday season can be a priority with friends and family coming together for various celebrations. Preparation can help you avoid the most common in-home dangers, even when cooped-up in the house during the winter months. Prevent the holiday tree-related causes below and your holiday season can be event-free. [infographic]

Winter Home Safety: The Deep Fryer [INFOGRAPHIC]

Brendan — Tue, 01 Jan 2013 17:44:18 +0000

Home safety during the winter months can be particularly top-of-mind with all of the friends and family coming together for various celebrations. Preparation and prevention can help you avoid the most common in-home dangers. Try to prevent the kitchen- and fryer-related causes below and you can have an event-free winter. [infographic]

Winter Home Safety: The Range [INFOGRAPHIC]

Brendan — Tue, 01 Jan 2013 15:00:36 +0000

Home safety is important year-round, but during the winter months when you spend more time indoors, it can be particularly top-of-mind. Preparation and prevention is the key to avoid the most common in-home dangers. Carefully consider the causes below and hopefully you'll have an event-free winter. [infographic]