The Clarity Blog

Business Records Management: The Information You Need to Keep

on Sep 3, 2014 8:51 AM

If you have started building a disaster plan, it’s time to make sure you have access to the information you will need if and when catastrophe strikes.

Store a list of the following information in a secure place, and be sure you have a backup. Whenever possible, keeping both paper and electronic records is advisable.


Insurance information

  • The number for your insurance company’s claims department. Jewelers Mutual provides a number for 24/7 emergency access.
  • Name, phone, email address, and mailing address of your insurance agent.
  • Copies of your insurance policies.

Financial records

  • Latest physical inventory.
  • Year-to-date sales, purchases, etc.
  • Complete list of business personal property (showcases, desks, chairs, computers, equipment, etc.), including a video of your store’s contents.
  • Current income tax records, including tax returns for the last two years.
  • Monthly or quarterly sales tax returns for at least the last two years.

Contact information

  • Vendor list with complete mail, telephone, and email information.
  • Security information, including the name, phone number, and address of your alarm company and safe or vault vendor.
  • Contacts for the shipping companies that serve your business, so you can provide alternative delivery instructions.
  • List of businesses that provide essential services, such as your accountant, attorney, payroll vendor, and bank officer.
  • Employees’ phone numbers, addresses, and email addresses.
  • Customer list with phone numbers and addresses.

Emergency information

  • List of official emergency centers.
  • Contact information for a cleaning service, a board-up company, other contractors that you might need, your landlord, and a realtor.

Don’t forget to review and update the aforementioned materials at least annually to ensure that they are accurate and up-to-date.

*This post was updated in July 2016