“We at Allianz Global Corporate & Specialty (AGCS) are committed to working with our clients and their advisors to reduce risk and protect their interests. In times of crisis, our clients look to us to provide fast and professional support to

help them get their businesses back on track with minimum fuss and delay. Our experience over many years shows that business impact can be reduced significantly if certain simple procedures are followed as soon as an incident occurs. This factsheet outlines some important guidelines which will help to ensure that the immediate response is as effective as possible in a crisis or loss scenario – reducing the impact to the benefit of all involved.”

Dr. Andreas ShellGlobal Head of CUO Claims Short-TailAllianz Global Corporate & Specialty (AGCS)

This brochure is designed to explain what you can do to mitigate losses in the event of a claim and does not alter the coverage, terms or conditions of your policy.

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Four key steps in the event of an incident – to minimize loss

Four steps should be implemented as an immediate reaction to any type of property claim, thereby helping you to mitigate the impact and to prevent further damages:

1. Emergency response• Notify key stakeholders and form a crisis

management group with clear responsibilities and authority for promptly addressing issues.

• Initiate and communicate your emergency plan to employees and organize staff on standby.

• Keep all fire protection systems running (e.g. sprinklers, fire pumps) for as long as possible.

• Switch off all electrical systems and avoid attempts to reconnect. Disconnect emergency power supplies and observe all precautions relating to access-control systems and escape routes.

• Switch off all machinery and production lines.• Seal off damaged areas (e.g. in danger of

collapsing); prevent unauthorized access and protect areas against exposure to fire, water or any external influence.

• Don’t switch computers on or off. Only use specialists to recover your computerized data.

• Prevent damage to the environment through escaping liquids (including water used to extinguish the fire).

• In case the loss has significant impact on your production, immediately contact AGCS to agree actions and mitigate further loss or possible business interruption.

2. Documentation of the damage• Evaluate, document and photograph damaged

property before cleanup.

In the Event of an Incident - A user’s guide for reducing property losses

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• Preserve any evidence which may assist insurers in assessing causation or in taking legal action against third parties. Obtain details of any third party, who may be involved in the initial loss and obtain contact details of witnesses.

• Retain any documentation such as Police and Fire Brigade reports or incident report forms which pertain to the event.

• Contact AGCS or your broker and inform them about all emergency measures that have been taken.

3. Clearing the damage• Appoint a qualified person, responsible for

toxicological investigation and for assessing environmental damage and health protection.

• Be aware that a certified professional might be required by law in case of certain claims (e.g. environmental damages).

• Monitor any emergency/temporary repair work as well as cleaning and drying operations conducted by the remediation contractor.

• Quickly separate and salvage equipment and stock that is damaged from undamaged equipment.

• Remove and set aside wet materials and objects.• Store all affected property until permission for

disposal has been obtained from AGCS.

4. Post-loss actions• Shift any activated fire protection systems (e.g.

sprinklers and fire alarms) to automatic service.• Implement a communication plan for employees,

media, suppliers and customers to avoid disruption and to manage flow of information.

• Adjust maintenance cycles; postpone planned repairs and company holidays.

• Potential agreements on overtime (to be agreed with workers council and union representatives).

• Create special accounts for recording expenditures and payments made relating to the claim.

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Basic rules for fire, water and storm related damages

Fire• Keep fire doors closed. • Switch off all air-conditioning systems.• Clear remaining smoke, open windows and

external doors to allow smoke and heat to dissipate.• Prevent soot from being carried to non-affected

areas, e.g. by setting up screens and placing damp cloths or mats in doorways and corridors.

• Call a professional for an estimate of relative humidity and reduce it to prevent corrosion.

• In the case of damage caused by fire-extinguishing powder, ensure the environment is kept dry in order to prevent corrosion.

Water• React immediately in order to minimize the risk of

mold fungus.• In the event of a burst water pipe, turn off the main

stopcock to repair the leak.• Protect facilities with coverings, barriers etc. • Relocate all movable equipment off the floor using

wooden blocks or pallets.• Use a wet and dry vacuum cleaner and mops/

cloths to wipe dry all surfaces and set up dehumidifiers in affected areas.

• Keep water damaged documents damp.

Storm/Snow• Continue to monitor the weather situation in order

to avoid further damages. • Remove snow from flat roofs while observing all

safety precautions. Reinforce roof with uprights.• Do not enter site until a security assessment

confirms no current risk of collapse.• Keep all roof drains and gutters clear.• After event: inspect your building for damages.

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Allianz Global Corporate & Specialty

Company informationAllianz Global Corporate & Specialty is the Allianz center of expertise for global business insurance and large corporate and specialty risks. Dedicated teams of account managers, expert underwriters, risk consultants, engineers and claims specialists are located worldwide to meet the needs of our clients, combining local know-how with global reach and in-depth industry expertise.

Fritz-Schaeffer-Str. 9,81737 Munich, Germany Phone: +49.89.20305-1000 Email: agcs.communication@allianz.com

Copyright © 2011 Allianz Global Corporate & Specialty AG. All rights reserved. Registered office: Königinstr. 28, 80802 Munich, Germany, Commercial Register: Munich HRB 161095

Allianz Global Corporate & Specialty conducts business worldwide through Allianz Global Corporate & Specialty AG, Allianz Risk Transfer Group, Allianz Global Corporate & Specialty (France), Allianz Global Corporate & Specialty North America (legal names Allianz Global Risks US Insurance Company, Allianz Underwriting Insurance and AGCS Marine Insurance Company), Allianz Insurance Company of Singapore Ltd, Allianz Insurance (Hong Kong) Ltd. and Allianz Fire and Marine Insurance Japan Ltd.

The material contained in this publication is designed to provide general information only. Please be aware that information relating to policy coverage, terms and conditions is provided for guidance purposes only and is not exhaustive and does not form an offer of coverage. Terms and conditions of policies vary between insurers and jurisdictions. Whilst every effort has been made to ensure that the information provided is accurate, this information is provided without any representation or warranty of any kind about its accuracy and Allianz Global Corporate & Specialty cannot be held responsible for any mistakes or omissions.

www.agcs.allianz.com

Emergency claims contacts

Allianz Global Corporate & Specialty

In the Event of an Incident A user’s guide for reducing property losses

Claims – the AGCS philosophy

We never forget that claims are more than just a financial obligation – they are the opportunity to repay your trust. Our service at such times defines our future.

This is why we focus on the client’s experience at this critical time, working in a tripartite approach with clients and brokers based on:

• An integrated team involving all parties: claims working alongside underwriting, risk consulting and other service teams

• Transparency and communication• Local delivery with global support• Flexibility and proactivity• Technical insight and experience• Cooperation to find solutions

Claims

Underwriting

Risk

Cons

ultin

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Market

Management

Operations

ClientFocus

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Pre-claim procedures checklist

The AGCS philosophy is to avoid claims before they even arise. This is why we offer our clients exclusive pre-claim dialogue and expert input. The following checklist will help you to be on top of procedures in advance of an incident:

• Form a trained emergency response team with clear responsibilities and authority, including a designated team leader. The team should create a written emergency plan and monitor the immediate response as well as the documentation and the clearing of the damage. The plan should be reviewed at least annually and revised as needed.

• Create a list of companies who can provide essential services and supplies in case of an emergency. Select companies carefully, based on past performance, experience and reputation. If possible, obtain advance contractual commitments to secure your services when needed.

• Plan security measures that may be needed to protect your employees, the site and critical equipment.

• Investigate the possibility of leasing/rental of critical assets such as production space, external storage, machinery, tools and equipment, and office facilities.

• Develop an emergency HR plan, including shift working or extension of existing shifts.

Allianz Global Corporate & Specialty

Key suppliers to consider •Boardingupandrepairs •Securityandguarding •Dehumidifiers •Toolsandmachinery •Generators •HAZMATdisposal

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