Office fire recovery: people, systems and a controlled return

Start with the functions that must continue

List the work your organization needs to keep doing and what each function depends on: people, devices, secure records, communications and workspace. Decide who owns the continuity plan and who coordinates the property assessment. Keep staff instructions in one place and identify the person who can change them.

Remote work or a temporary office can reduce disruption, but it does not settle the condition of the affected premises. Keep the return-to-office decision separate from the decision to maintain operations elsewhere.

Map the office into useful work zones

Use the actual floor plan and room names. Record areas that remain inaccessible, even when they contain an important system or file. Do not allow a completion claim for accessible rooms to obscure those exclusions.

Treat device recovery and data recovery separately

A device may contain valuable data while still needing an electrical or contamination assessment before use. Do not power on fire- or water-affected equipment simply to check whether the files remain. Coordinate the qualified equipment specialist with your IT or security team and define handling, custody and data-access permissions.

Keep credentials, employee records and client data out of a general restoration enquiry. Use asset identifiers and a description of the recovery need; arrange any sensitive access through the organization’s approved process.

Plan the shared-system assessment

Ask the manager and contractor which HVAC equipment, returns, supplies and concealed routes are included. An office fit-out and the base-building system can have different responsible parties. Agree where the scope boundary falls and how findings are passed between them.

IICRC S590 addresses HVAC assessment after fire, water or mould damage. Ask for the assessed system boundary and any limitations rather than accepting “ducts checked” without an explanation.

Source: IICRC · S590 HVAC assessment scope.

Prepare a phased return only with a defined boundary

If only part of the office is proposed for use, identify entrances, exits, staff routes, facilities and separation from work. The responsible professionals and authorities must determine what is acceptable for the actual situation. Keep the permitted use, restrictions and review date in the staff update.

Keep claim and project records connected

Record actual relocation, equipment, storage and other costs with the reason, date and authorization reference. Ask your insurer which records are required for any interruption or extra-expense claim. Save the final scope, inspection records, system instructions and outstanding-work list in the organization’s project file.

Source: Insurance Bureau of Canada · business coverage.

Use the project records worksheet for a non-sensitive summary of the scope and next questions.