Disaster resilience Business continuity plan
Use this Business Continuity Plan template to prepare your business for a crisis.
Business continuity planning is about developing a practical plan for how your business can prepare for, and continue to
operate in the event of a disruption, such as a natural disaster. Your Business Continuity Plan should contain all the
information you need to keep your business running during and after a disruption.
This plan will help you get started. It has four key parts:
Part 1. Know your disaster risk
Part 2. Get ready
Part 3. Take action
Part 4. Reassess, recover and learn
This plan may be completed as one document, or, each part is available as a separate document. Use this plan in
conjunction with the business resilience checklists and fact sheets provided on www.business.tas.gov.au
If you require further assistance on a business issues please contact Business Tasmania on 1800 440 026 or email
[email protected].
Instructions are provided in italics. Where instructions are contained in [square brackets] please delete these and enter
your relevant information.
Plan information
Business details
Business name [Your business name]
Business owner [Your name and title]
Address and contact(s) [Business address and contact details]
ABN/ACN [Your Australian Business Number, if you are registered and/or your Australian
Company Number if you are a company]
Last updated
Communication strategy
Communication type Person responsible Frequency
[For example, email] [Person responsible for communicating] [For example, monthly]
To help you keep track of your progress, tick off each section as you complete it.
Contents
Part 1. Know your disaster risk
1.1 Risk assessment and main business area analysis
1.2 Scenario planning
1.3 Insurance details
Part 2. Get ready
2.1 Temporary office accommodation 2.4 Emergency drills
2.2 Data security and backup 2.5 Crisis essentials checklist
2.3 Key staff training and cross training
Part 3. Take action
3.1 Emergency contacts 3.4 Emergency kit
3.2 Staff contacts 3.5 Emergency team roles and responsibilities
3.3 Emergency procedures
Part 4. Reassess, recover and learn
4.1 Business post-disaster impact 4.5 Communications and marketing strategy
assessment
4.2 Recovery contacts 4.6 Current creditors and debtors
4.3 Insurance claims 4.7 Government funding
4.4 Market assessment 4.8 Recovery checklist
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Part 1. Know your disaster risk
The tables below will help you get started on considering disaster risks to your business. Part 1- Know your disaster risk
is also available as a stand-alone template from www.business.tas.gov.au
Fact sheets on assessing disaster risks and insurance are also available from www.business.tas.gov.au and may be helpful
when completing this template.
1.1 Risk assessment and main business area analysis
List the potential risks to your business (in order of most likely) and any strategies or contingencies to reduce the risk.
Also consider the secondary impacts of disaster events for your business.
Risk assessment
Business risk 1 [Describe a risk to your business and its potential impact. For example, bushfire
destroys warehouse and stock]
Impact [high, medium or low] Likelihood [highly likely, likely, unlikely or very
unlikely]
Mitigation strategy [What will you do to reduce or minimise this potential risk to your business. For
example, ensure there is a firebreak around the warehouse by trimming branches,
clearing rubbish and laying gravel; have contents insurance that covers bushfire]
Contingency plan [What is your contingency plan if the risk arises? For example, have a second
warehouse, store some stock in an offsite location]
Business risk 2
Impact Likelihood
Mitigation strategy
Contingency plan
Business risk 3
Impact Likelihood
Mitigation strategy
Contingency plan
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Risk assessment
Business risk 4
Impact Likelihood
Mitigation strategy
Contingency plan
Business risk 5
Impact Likelihood
Mitigation strategy
Contingency plan
List the important areas of your business and any strategies you have in place should these areas fail
Main business area analysis
Main business area I [Describe critical areas in your business. These are functions (suppliers, systems,
people) that your business can not do without. For example, no electricity at a
motel]
Impact if failed [Describe the potential impact on your business if this critical function failed. For
example, no power – lights, heating, computer systems, refrigeration, cooking
appliances, disgruntled/panicked guests]
Current protections [What strategies do you have that minimise impacts and protect your business
strategy should this function fail? For example, back-up generator, gas heating, stove and
oven]
Main business area 2
Impact if failed
Current protections
strategy
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Main business area analysis
Main business area analysis
Main business area 3
Impact if failed
Current protections
strategy
Main business area 4
Impact if failed
Current protections
strategy
Main business area 5
Impact if failed
Current protections
strategy
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1.2 Scenario Planning
Once you have completed the risk management and main business area analysis in Section 1.1, you may wish to complete
a more detailed scenario based on each of your top two critical business areas. Add more scenarios by duplicating the
tables below.
Scenario 1 [insert scenario name]
Business area [Describe the main area of your business that could be disrupted]
disrupted
Background [Provide any context and background information relevant to this critical area]
Impact [Describe the potential impact to your business. This could be in terms of physical
damage, monetary or reputational damage, delays, etc.]
Actions [List what needs to be done to ensure impacts and losses are kept to a minimum. Try
to note what should be done immediately, and what secondary actions may be
necessary]
Responsibilities [Who is responsible for what should this scenario arise?]
Resources [What resources might you need to help you address and/or recover from this
needed scenario including cash flow, personnel, technical expertise or services?]
Scenario 2 [insert scenario name]
Business area
disrupted
Background
Impact
Actions
Responsibilities
Resources
needed
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1.3 Insurance details
Record your insurance policies and what they cover in the table below. For further information, refer to the Business
Resilience Insurance Fact sheet on www.business.tas.gov.au
Insurance
Insurance type [For example, car, business interruption, contents]
Policy coverage [For example, car theft, third party injury, damage from fire or flood]
Policy exclusions [For example, fraud, arson, riverine flooding]
Insurance [Your insurance company and contact details for inquiries or claims]
company contact
Last review date [Date which you last reviewed your policy]
Payments due [Amount you pay, frequency]
Insurance type
Policy coverage
Policy exclusions
Insurance
company contact
Last review date
Payments due
Insurance type
Policy coverage
Policy exclusions
Insurance
company contact
Last review date
Payments due
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Part 2. Get Ready
The tables below will help you get started on preparing your business for a disaster. “Get ready” is also available as a
stand-alone template from www.business.tas.gov.au Checklists for specific disaster events are also available from the
website and may be helpful when completing this template.
2.1 Temporary office accommodation
Temporary office accommodation
Type [What kind of building is it – for example, hotel, warehouse, private residence]
Address [Address of the site]
Equipment [What you have at the site already]
available
Resources needed [What you will need to bring in order to use this site as a base for your business
for operation operations]
2.2 Data security and backup
Data security and backup
Data to be backed [For example, order forms, client contacts, emails, contracts]
up
Storage location [For example, cloud, hard drive, flash drive, offsite computer]
Steps to complete [Outline what is required to complete the backup and how often it is to be done]
backup and
frequency
Person [Who is responsible for ensuring data is backed up?]
responsible
Data to be backed
up
Storage location
Steps to complete
backup and
frequency
Person
responsible
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2.3 Key staff training and cross training
This table will help you record your staff’s skills and whether further cross training might be needed. Cross training
refers to making sure you have more than one staff member trained for a certain role or task so that, should one staff
member not be available, another staff member can fill in their role.
Key staff training and cross training
Job title/name(s) [For example, chef, Expected turn over [On average how long does
sales/employee’s someone stay in this role? For
name] example, 6 – 12 months]
Skills [For example, book keeping, front of house]
Cross training [For example,. requires training in computer systems and supply ordering]
Job title/name(s) Expected turn over
Skills
Cross training
Job title/name(s) Expected turn over
Skills
Cross training
Job title/name(s) Expected turn over
Skills
Cross training
Job title/name(s) Expected turn over
Skills
Cross training
Job title/name(s) Expected turn over
Skills
Cross training
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2.4 Emergency drills
This table will help you schedule your emergency evacuation drills.
Emergency drills
Procedure 1 [What are you practicing? For example, fire evacuation]
Person [Who is responsible?] Drill frequency [How often will you practice? For
responsible example, monthly]
Drill dates [What is the schedule of drills for the next period?]
Procedure 2
Person Drill frequency
responsible
Drill dates
Procedure 3
Person Drill frequency
responsible
Drill dates
Procedure 4
Person Drill frequency
responsible
Drill dates
Procedure 5
Person Drill frequency
responsible
Drill dates
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2.5 Crisis essentials checklist
Complete this checklist before disaster event strikes to help you prepare your business for a crisis. Some plans referred to
in this checklist are available in the following sections of this template. Disaster specific checklists are also available
from www.business.tas.gov.au
General
Identify the type of natural hazards that could affect your business. The following sources could help you with this:
your council’s Municipal Emergency Management Plan
Land Information System Tasmania Maps www.thelist.tas.gov.au
Tasmania Fire Service www.fire.tas.gov.au
State Emergency Service www.ses.tas.gov.au
Include risk mitigation strategies for these hazards in your business continuity plan.
Consider your insurance needs in relation to the hazards you’ve identified and any associated risks. Make sure your
chosen policy provides an appropriate level of cover for your business and that you understand any particular
requirements under your policy. Also consider coverage of secondary impacts from a disaster.
Find out if there are any emergency management or evacuation plans that apply to your area (for example,
Community Bushfire Protection Plans and identify Nearby Safer Places in case of a bushfire, see the Tasmania Fire
Service website www.fire.tas.gov.au).
Keep a back-up copy of critical documents and business data in a secure off-site location.
Property, infrastructure and equipment
Regularly maintain your property to improve its capacity to withstand a natural disaster (for example, repairs,
trimming vegetation, clearing drains).
Consider making changes to your business buildings/property to protect against a natural disaster (for example,
tiling the floor in flood prone areas).
Include provisions for interruptions of essential services and critical infrastructure during an emergency (for
example, power, water, phone, fuel) as part of your business continuity plan.
Identify an evacuation plan and route that is specific to your business property and location.
Identify safe refuge locations at your business property in case it is not possible or safe for staff or guests to
evacuate.
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Staff and guests
Ensure your staff and guests are aware of emergency evacuation procedures and their roles during an evacuation,
including the trigger for activating emergency plans and how this information will be communicated.
Ensure your staff and guests know where to access official sources of information in an emergency (for example,
TasAlert website and social media, radio broadcasts).
Consider how you would communicate information to staff and guests or customers in the event of an emergency
(for example, bulletins, meetings, notice board, or social media).
Ensure a list of emergency numbers and staff contact numbers, including next of kin, is available to staff (for
example, on the front page of your emergency plan).
Ensure you have an appropriate number of staff trained in first aid and that the contents of your first aid kit are
regularly checked and stocked. Further information about first aid requirements is available from WorkSafe
Tasmania www.worksafe.tas.gov.au
Prepare an emergency kit and store it in a large plastic container. Include an emergency radio (battery, solar or hand
crank) and items listed in Section 3.4 of this business continuity plan template.
Identify arrangements to address a potential decline in workforce morale and for the grieving/psychological
impacts on staff during and following an emergency.
Consider staff members at greater risk of harm during an emergency and ensure appropriate plans for this risk.
If staff travel in vehicles during the work day, make sure you have procedures in place for what they should do in
an emergency situation.
Financial
Consider financial impacts as a result of reduced consumer spending and investment confidence during a crisis.
Ensure extra funds are available to compensate for a decline in profits and to maintain business liquidity over the
duration of a downturn.
Consider your business’ interdependencies (for example, in the supply chain) that could be vulnerable to disruption
during an emergency, and include this in your business continuity plan.
During an emergency, keep yourself, your staff and guests updated by checking the TasALERT website
www.alert.tas.gov.au and social media, and by listening to the emergency broadcaster, ABC local radio www.abc.net.au
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Part 3. Take action
The tables below will help guide the action you take during a disaster. It should be completed before a disaster so that you
can refer to it during a disaster situation. Take Action is also available as a stand-alone template from
www.business.tas.gov.au
3.1 Emergency contacts
Keep up to date during disaster events at www.alert.tas.gov.au and your emergency broadcaster, ABC local radio
www.abc.net.au
Emergency contacts
Life threatening emergencies Fire/Police/Ambulance – Phone 000
Flood and storm assistance State Emergency Services (SES) – Phone 132 500
Non-emergency – fire 1800 000 699
Non-emergency – ambulance 1800 008 008
Non-emergency – police 131 444
Poison Information Centre 131 126
Road condition and closures For statewide details go to www.police.tas.gov.au
Power supply/outages To report an outage/fallen power lines – 132 004
For current outages www.tasnetworks.com.au
Weather and warnings Visit the Bureau of Meteorology site www.bom.gov.au/tas/
Animal disease 1800 675 888 or visit the Biosecurity Tasmania website
www.dpipwe.tas.gov.au/biosecurity
Telecommunications Telstra – Faults and damage 132 203
Telstra – Business-only technical support 132 299
Optus – 133 937
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3.2 Staff contacts
Staff contacts
Name Job title/emergency team role? Contact details Staff emergency contact
[Staff [Job title and whether they have any [Contact details] [An emergency contact for
member’s emergency team role] your staff member and their
name] phone number]
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3.3 Emergency procedures
List your emergency and evacuation procedures. This should include a map of evacuation locations. Checklists to help
businesses prepare for specific natural disaster, such as bushfire and flood, are also available at
www.business.tas.gov.au
Emergency procedures
Procedure 1 [Fire Evacuation]
Description [Describe the evacuation procedure]
Evacuation [Describe the evacuation point – attach a map]
point
Procedure 2
Description
Evacuation
point
Procedure 3
Description
Evacuation
point
Procedure 4
Description
Evacuation
point
Procedure 5
Description
Evacuation
point
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3.4 Emergency kit
Having an emergency kit can help you keep your business running if a disaster were to occur. Keep your emergency kit
somewhere easy to access and make sure it is regularly checked and updated.
Emergency kit
Location [kit storage location] Person responsible [for example, John
Smith]
Contents Item Date checked
Documents Business Continuity Plan and emergency procedures [day/month/year]
Building site plan
Contact list (employees, clients, suppliers)
Product lists and specifications
Latest stock and equipment inventory
Insurance policies
Finance and banking records
Data Back-up data on USB or external drive
Spare keys or codes
Equipment Emergency radio (battery powered, solar or hand crank), some
emergency radios come with adaptors for charging mobile phones
Spare batteries
Mobile phone charger(s)
Torch
First aid kit
Duct tape
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Plastic sheeting
Personal protective equipment
Waterproof container or bag
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3.5 Emergency team roles and responsibilities
List the people in your organisation that have emergency management roles.
Emergency team roles and contact details
Role Responsibilities Name and contact details
First aid [For example, attends first aid training and [Employee’s name and contact details]
officer keeps certification current while in this role]
Chief fire
warden
[Add others as
your business
requires]
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Part 4. Reassess, recover and learn
This template will help you plan to recover from a disaster. Reassess, recover and learn is also available as a stand-
alone template at www.business.tas.gov.au
4.1 Business post-disaster impact assessment
Risk assessment
Damage [Describe damage or a remaining risk to your business and its potential impact. For
example, bushfire damaged warehouse and stock]
Impact to [Describe direct or indirect impacts this damage will have on business. For example,
business insufficient stock to meet existing orders]
Severity [High, medium, low] Action [Repair, replace, rebuild]
Recovery Steps [List steps needed to recover including services and repairs, staff, building materials
and cost estimates]
Actioned by [Responsible person] Due date for [Estimate date for completion]
completion
Damage
Impact to
business
Severity Action
Recovery Steps
Actioned by Due date for
completion
Damage
Impact to
business
Severity Action
Recovery Steps
Actioned by Due date for
completion
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4.2 Recovery contacts
List the contacts essential to your business and its recovery. These are people you might need to keep in touch with or
contact during or following a disaster such as suppliers, lawyers, accountant, etc.
Essential contacts
Contact type Organisation name Person and contact details
[For example, insurance, [For example, name of your [Name and phone number]
accountant, lawyer, insurance company]
bank, supplier etc.]
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Recovery services contacts
Business assistance
Enterprise Centres Tasmania 1800 440 026
Mentoring Service Tasmania 1800 440 026
Tasmanian Chamber of Commerce and Industry 1300 559 122 or 6236 3600
Rebuilding assistance and advice
Master Builders Tasmania 6210 2000
Workplace Standards 1300 366 322
Emotional health and well-being
Anglicare Family and Relationship Services 1800 243 323
Relationships Australia 1300 364 277
The Salvation Army 6231 5440
Mental Health Helpline 1800 332 388
Lifeline 13 11 14
Suicide Helpline 1300 132 098
Mensline Australia 1300 789 978
BeyondBlue 1300 224 636
Rural services and environment
Department of Primary Industries, Parks, Water and Environment 1300 368 550
Rural Financial Counselling Service 1300 883 276 or 6272 5992
Landcare Tasmania 6234 7117
Rural Alive and Well 6259 3014
Tasmanian Farmers and Graziers Association 1800 154 111 or 6332 1800
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Recovery services contacts
Useful websites
General recovery Commonwealth Government Business www.business.gov.au
advice
For recovery advice search for Succession planning, emergency management and
recovery and emergencies and natural disasters.
Financial and legal ASIC Money Smart www.moneysmart.gov.au
advice
Rural disaster Department of Primary Industries, Parks, Water and Environment www.dpipwe.tas.gov.au
recovery
For information on managing seasonal conditions search for Managing seasonal
conditions to locate links to tools and resources to help with managing seasonal
conditions including flood and dry conditions.
Tax assistance Australian Tax Office www.ato.gov.au
For information on managing disasters select Individuals and search for Deal with
disasters and hardship.
Employment Fair Work Ombudsman www.fairwork.gov.au
conditions during a
natural disaster For information on rights and obligations during natural disasters and emergencies
search for Rights and Obligations fact sheets in Policies and guides in the drop down
list.
Industry List available on the Business Tasmania www.business.tas.gov.au
association or
peak body Select Starting a business and search for Industry associations and networks under
related resources.
Grants Government Assistance – Disaster Assist www.disasterassist.gov.au
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4.3 Insurance claims
Use the table below to record and keep track of your insurance claims.
Insurance claims
Insurance company [Your insurer] Date of contact [day/month/year]
Details of [Any relevant details which you discussed with your insurer regarding your claim]
conversation/claim
Follow up actions [Any actions you need to complete in order to process the claim]
Insurance company Date of contact
Details of
conversation/claim
Follow up actions
Insurance company Date of contact
Details of
conversation/claim
Follow up actions
Insurance company Date of contact
Details of
conversation/claim
Follow up actions
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4.4 Market assessment
Based on your assessment of the damage to our business and/or surrounding area, list any areas of your market that have
changed below.
Market assessment
Market changes Impact to your business Business options
[What has changed in the [What part of your business will be [How can your business adapt or change
market since the affected by these changes?] to suit these new conditions?]
disaster?]
4.5 Communications and marketing strategy
Detail how you will communicate with your customers, suppliers and staff following an emergency. If your business is
reopening following a temporary closure, consider how you will get your message to your customers. You may consider a
targeted marketing effort such as using social media campaign or advertising.
Communication and marketing strategy
Customers/clients
Key messages [When will you reopen; where will you be operating from; when can you take new
orders/have guests; when will you be delivering etc.]
Communication [Social media, newspaper, TV, phone, etc.]
platform
Suppliers
Key questions/ [When will you reopen; where will you be operating from; when can they start
information deliveries; how have they been affected by the event, etc.]
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4.6 Current creditors and debtors
List all current creditors and any arrangements you have made during the recovery period.
Current creditors
Creditor name [For example, your Contact [Name and phone number]
bank]
Special [Outline the conditions of your special arrangements. For example, loan]
arrangement
details
Period of special [Start and end date] Amount to [$$]
arrangement pay
Creditor name Contact
Special
arrangement
details
Period of special Amount to
arrangement pay
Creditor name Contact
Special
arrangement
details
Period of special Amount to
arrangement pay
Creditor name Contact
Special
arrangement
details
Period of special Amount to
arrangement pay
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List all current debtors you have contacted and their agreed payment amount and date.
Current debtors
Debtor name [For example, business Contact [Name and phone number]
that has brought your
product]
Details [Note what the payment was for]
Agreed payment [day/month/year] Amount to [$$]
date receive
Debtor name Contact
Details
Agreed payment Amount to
date receive
Debtor name Contact
Details
Agreed payment Amount to
date receive
Debtor name Contact
Details
Agreed payment Amount to
date receive
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4.7 Government funding
List all government funding you have applied for and the expected amount you will receive. Types of government funding
that may be available after a disaster includes the Australian Government Disaster Recovery Payment, Disaster Income
Recovery Subsidy and Clean-Up and Recovery Grants. See www.disasterassist.gov.au for information about recovery
assistance following a disaster.
Government funding
Program name [For example, clean up Date of [day/month/year]
and recovery grant] applicatio
n
Funding details [Terms of the funding]
Date to be [day/month/year] Amount to [$$]
received receive
Program name Date of
applicatio
n
Funding details
Date to be Amount to
received receive
Program name Date of
applicatio
n
Funding details
Date to be Amount to
received receive
Program name Date of
applicatio
n
Funding details
Date to be Amount to
received receive
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4.8 Recovery checklist
This checklist will help you monitor the recovery of your business following a disaster event.
Damage assessment
List details of any injured people, including staff, customers, and other members of the public.
List the details of any damage to buildings, equipment, company vehicle and stock. Section 4.1 the Business
Continuity Plan will help you get started.
Record or photograph damage to your premises, fixtures, vehicles, stock, customer records and equipment.
List any impact on your business functions.
Predict any damage to your business’ reputation or likely downturn in patronage due to the perception that the
area may be dangerous or closed for business.
Keep your staff informed and up to date
Meet with and debrief staff within 24 – 48 hours of the crisis. If you can’t do this or your business premises is
affected and closed, be sure to make contact with each of your staff members to alert them of the situation and
allow them to react and ask questions.
Keep staff informed through the recovery process.
Advise staff about colleagues who may be injured or badly affected by the disaster.
Keep staff informed about what is expected of them, whether they are required to work and if not, when work is
likely to resume.
Reassure staff about job security.
Seek help
Contact your insurance company to make a claim (before you begin cleaning up and removing damaged goods,
etc.)
Consider the types of government assistance that may be available to help your business recover. Depending on
the disaster, this could include initiatives such as clean-up and recovery grants and low interest loans.
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Seek help
Consider support that may be available from banks and other businesses.
Consider any other grants, support services or disaster assistance that may be available to your business following
a disaster.
If appropriate, contact the Australian Taxation Office to find out about assistance available for individuals and
businesses that have been affected by natural disasters. They may be able to fast-track your refund or give you
extra time to pay debts, meet activity statement, income tax and other lodgement obligations.
Consider whether you would like to discuss any stress or emotional trauma you may be experiencing. If so,
contact Lifeline on 13 11 14 for confidential emotional and crisis support or Beyondblue for depression and
anxiety support.
Review your recovery and learn from experience
Record what you have learned from the disaster event.
Review and update your recovery plan and your business continuity plan.
Consider key lessons learned and what went well and what did not.
This template and all information contained in it (jointly “the Information”) has been developed by the State of Tasmania (“State”), represented by the Department of
State Growth, as an information source only, to provide assistance to businesses in relation to preparing and recovering from a disaster. Users of this Information
acknowledge and agree that the Information is made available for use on the following terms and conditions: (a) users of this Information do so entirely at their own
risk; (b) the State provides no warranty about the accuracy, completeness or relevance of the Information to the users purposes; (c) the Information does not constitute
or is not a substitute for legal or professional advice and should not be relied on as such; (d) the State provides no warranty that the Information is free of infection by
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computer viruses or other contamination. Any links to other websites that have been included in the Information are for the user’s convenience only. The State does not
accept any responsibility for the accuracy, availability or appropriateness of any other website for the user’s purposes; and (e) users should make their own enquires and
seek independent professional and/or specialist advice before acting or relying upon any of the Information.
The State or its officers, employees and agents do not accept any liability to any person however arising, including liability for negligence, for any loss in connection
with or arising out of any use or reliance upon the Information.
This Information has been produced with funding provided under the Natural Disaster Resilience Program.
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