Each week, events such as this occur numerous times across the country, regardless of the security in place.

Termed “smash and grab” incidents, the perpetrators break through doors and windows and loot the place, grabbing anything that is portable and has street value. In the short span of time from when the alarm goes off and the police are notified, the thieves throw computers, monitors, telephones and other valuables into a waiting car or van, usually escaping before the police arrive.

The equipment can be replaced and the damaged premises cleaned and repaired. Hopefully you have adequate insurance coverage. But the true cost of dealing with the aftermath while trying to reconstruct systems to keep your business afloat may be far more than you could imagine.

Here are some tips that can help you take steps to check your security measures as well as in a worst case scenario, lessen the impact of a break-in incident.

The Alarm System

When activated, your alarm system should not only be loud but also automatically contact the alarm company. Motion sensors on doors and windows can also help deter a break-in.

Property and Equipment

All doors should be equipped with deadbolts or other solid lock systems. Your local locksmith can help you determine the most effective means of protecting all entrances with locks or other restraining devices. If in doubt as to the impact on safety requirements, contact your local fire department.

Secure all computers, monitors and other high-end portable equipment to desks or work benches with cables and locks to make it more difficult to remove these items.

Make sure all filing cabinets are locked at the end of each day to prevent thieves pulling out drawers and pitching files in search of valuables. Also consider securing cabinets to the wall to reduce the risk of further vandalism. Make sure the keys to all locked cabinets are either off site or well hidden in the premises.

Business Insurance

Review your insurance coverage annually and update the coverage when you purchase new equipment.

Determine whether your coverage is sufficient for items such as:

• Theft/temporary location
• Valuable records
• Tools and equipment
• Signs
• Clean-up
• Business interruption.

If your business leases space, review your landlord-tenant agreement to determine your specific responsi-bilities. Typically, the landlord will be responsible for all exterior doors, windows and original leasehold improvements. As a tenant, your business could be responsible for damages to any changes to the original leasehold improvements. Be sure to review these terms with your insurance agent and keep copies of your insurance policy and lease agreement off site.

Contact Numbers

Be prepared by having these telephone numbers stored in your cell phone or Blackberry:

• Police
• Insurance company
• Key employees
• Glass replacement shop
• Locksmith
• Suppliers of essential tools, equipment, computers, etc.
• Programmers and technicians for getting business equipment operational.

Business Records and Application Programs

Good records will expedite the recovery process.

• Take pictures of all capital assets and the premises. When you make improvements, take new pictures. Store a CD of these pictures off site so they are readily available if you have to make a claim.
• Scan invoices to create a record of descriptions, serial and model numbers and store these on the CD with the pictures.
• Back up, back up, and back up all critical data.
• Consider not only backing up at the end of each day, but also keeping copies off site.
• Investigate off-site storage to which you can download data files on a daily basis.
• Keep records of software serial numbers, version number and contact telephone numbers. Store a back-up copy of all applications off site.

At the Crime Scene

In the event of a break-in, make sure you:

• Record the names and badge numbers of the police who attend as well as the incident number. Your insurance company will require this information.
• Determine the details that the police require about the stolen property and complete the list as quickly as possible to enhance the possibility of recovery.
• Contact your insurance agent and your landlord as soon as possible.
• Change locks and security codes.
• Take pictures of the entire area. These will not only be helpful for the insurance company but may also help you recall all items that were stolen.
• Try to have the adjuster at the scene as quickly as possible. Once the adjuster has assessed the damages, you can then start to get the area back into working condition. If you are in leased premises, your landlord's adjuster may also need to review the damage.

Your adjuster may advise who to hire to clean up the damages to floors, carpets, walls, entrances and windows. It is important to get the work area back into shape as quickly as possible to help employees deal with the stress and disruption caused by the break-in.

Prepare a Contingency Plan

Taking steps to prepare a contingency plan, secure vulnerable assets, maintain records of all assets and ensure proper back-up procedures are in place will help ensure a speedy recovery in the wake of a break-in.