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 Bank of India Risk Management Department
Head Office BCP & Disaster Management Cell

Branch Circular No. :117/76 Sub: BCP & DM Cell/2023-24/

Sub-subject: Flood Safety and Preparedness
Ref. HO/RMD/BCPDM/RG/124/ Date: 01.06.2023

CIRCULAR TO ALL BRANCHES/OFFICES

FLOOD PREPAREDNESS — 2023-2024

Monsoon in India is expected to arrive in Kerala by 4th June, 2023. During Monsoon
season, India witnesses heavy rainfall, large-scale flooding and destructions in many
states across the country. The high risk states includes Kerala, West Bengal, Assam,
Odisha, Maharashtra, Uttar Pradesh and Gujarat along with the southern states. Also,
certain States viz. Uttrakhand, Kerala, Tamil Nadu and Karnataka experiences heavy
rainfall.

2. In the recent past, it has been observed that our Branches which are located in
geographically vulnerable areas have experienced history of flooding. In the FY (2022-
23), some of the Branches situated in Guwahati, Dhanbad, Nagpur and Gandhinagar
Zones got affected due to heavy rainfall and floods that caused loss to Bank's critical
assets and affected the business operations. Though there was no loss to human
lives, massive disruption and loss to Bank's assets was reported in few of the
Branches of Guwahati Zone.

3. In view of the aforesaid and to ensure Business Continuity without delay in case of
disaster, we advise BCP Teams at NBG and ZO levels to conduct a Pre-Monsoon
Meeting to chalk out an Action Plan for Flood Preparedness. It is also advised that all
Branches & Offices which are situated in low lying areas and near to coastal bodies
should be inspected beforehand to take stock of the situation and ensure Flood Safety
Preparedness.

4. A detailed Branch Circular on Flood Preparedness (2022-23) was issued vide

Branch Circular No.25 dated 20/05/2022. We reiterate the same to have all
preparedness in place before the onset of monsoon to mitigate flood risks in Branches
and Offices. Please be guided as per the attached Flood Preparedness Action Plan
as per Annexure I and ensure wide circulation of the contents of the circular among
staff members.

-L-Llext-tal--
Wall/two .4,1 Ar ;

(P. HARI KISHAN)

CHIEF GENERAL MANAGER & RD) t•'
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 ANNEXURE I

FLOOD PREOAREDNESS ACTION PLAN

Actions to be taken before Floods

a. Weak and dilapidated branches/Offices/Currency Chests should be repaired.

Premises should be free from hanging electrical wires to avoid short circuit.
b. Security documents, important stationary like stocks of Cheque books, DDs,
etc. should be kept in waterproof plastic folder and kept at an elevated place.
No bank's document and sensitive stationery items should be kept lying open
over the ground.
c. Currency Chest should keep higher denomination notes in upper bins. Unless
upper bins are full lower bins must not be used for keeping the currency.
d. First Aid Kit, packed food like biscuits, drinking water should be kept at
branches/ offices/chests to meet emergency needs.
e. Torch and hammer should be placed in glove box of bank's vehicles, so that
they can be used if the vehicle gets stranded in flood water.
f. Testing of sump pumps if installed in the building premises should be ensured.
g. Branches having On-Site ATMs should ensure proper upkeep of the ATM
premises by informing the concerned vendor beforehand.
h. Cash, Gold and sensitive Stationery items if kept in lower shelves inside the
vault room should be shifted to upper shelves. They should be kept wrapped
preferably under plastic bags.
i. Emergency contact nos. should be updated and well displayed.
j. Zonal Office Security and General Operations Department should keep a tab
and take stock of flood vulnerable branches on daily basis.
k. Zonal Offices I T Department, Corporate and Services Department should
ensure backup of routers and IT & Stationery inventory respectively to meet
emergency needs of the branch.
I. Zonal Office BCP Team should have vendor meetings to ensure availability of
IT & Non IT resources in case of need by the Branches.

Action to be taken during Floods

a. Branches located in low lying areas should be more vigilant during monsoon.
b. Be alert and tuned to news and media for weather warnings.
c. Be vigilant and avoid going near to water bodies. Do not walk over flooded
water as you cannot see pot holes and may fall into it.
d. In case of consecutive holidays, flooding in area or flood alert is there, branches
must ensure that items like UPS, batteries, stationery items, CPU etc. lying on
ground or likely to get damaged due to water inundation/flash floods are kept
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 e. If water enters the branch premises during working hours, all staff members
and customers should be immediately evacuated and take shelter on an
elevated platform.
f. If the branch is closed or not able to operate from its own premises, the matter
should be reported immediately to the Zonal Office BCP Committee. The
affected branch should ensure that minimum customer service is provided from
a nearby branch by displaying a notice at their premises.
g. If high alert is declared in the district/state, BCP should be invoked by the Zonal
Manager. The Zonal Manager is authorized to take decision to close the branch
in adverse situations. As per the prevailing situation, Zonal Office BCP Team
should take necessary actions for Branch Safety and ensure continuity of
branch operations.

Actions to be taken after Floods

a. Clean stagnant water. Check for damages and get the repair work done.
b. Officials from ZO should visit the affected Branch. In case, a branch is badly
affected due to floods, required assistance (as the case may be) should be
provided by the ZO/NBG/HO.
c. Zones should take timely recovery and restoration actions for ensuring
continuity of business operations of the affected branches.
d. Assistance required from Head Office should be escalated timely to the
concerned Department.
e. Notice should be displayed by the affected branch regarding details of the
nearby branches from where customer services can be availed until the
affected branch resumes back to normalcy.
f. If Bank assets are destroyed during floods, Insurance Claim should be lodged
to Head Office, Insurance.Estate bankofindia.co.in by the Branch/Zonal Office
GOD within 24 hrs of occurrence of the incident.
g. BCP Incident Reporting should be communicated to BCP & DM Cell, Head
Office (RMD) by the Zones.

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