- 1). Keep original business, income, employee, personal and inventory records off site. For obvious operational purposes, you'll need copies of certain items kept on-site; the originals, however, should be stored in a safety deposit or fireproof box in another location. This will protect the documents and give you access quickly in a time of need.
- 2). Prepare a photo file of any inventory and other specific items in your business that are high-dollar items such as computers, printers, copiers, file cabinets, desks, phone systems and such. Record serial numbers for these items on the backs of the pictures. These can then be used to match up to items that might be stolen and retrieved, or to replace items that are damaged in weather-related tragedies.
- 3). Retrieve the important papers after an event and pull out the ones related to the incident. If you have a theft occur, you will need inventory, equipment, operational and personal lists of items so you can determine what was stolen.
- 4). Take photos of the damage as soon as you find it. You can give copies of these to the insurance agent to keep with your file. While taking the photos, ask around your neighborhood to see if anyone witnessed the damage-causing event and ask if they'd be willing to talk to your insurance agent.
- 5). Contact your commercial renter's insurance agent and ask to meet with them. Tell them you need to file a claim and ask them to bring the necessary paperwork for you to do so. Go over the event, police report, inventory and other documents to explain the situation.
- 6). Fill out claim reports and paperwork completely and to the best of your knowledge. Make copies of the information that will need to accompany the claim report, such as a police report and lost inventory report. Make a copy of the entire submission for yourself and either send with your agent or send to your insurance agent for processing, while filing your copy back in your off-site, fireproof safe.
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