A Disaster Preparedness Survey should include the following sections, which will provide vital information in regards to a collection in the case of an emergency.

Inventory
It is important to have a thorough inventory of the entire collection. This should include the artist, title, subject, date, size, medium, inscriptions or markings, distinguishing features, condition history, the value if known and a photographic image. While it is best to have this survey professionally done to ensure that all relevant information is recorded, another starting point is Object ID, which provides an internationally recognized checklist. A copy of this inventory should be kept in a secure location at a site separate from the collection so it can be preserved in the event of any harm that may occur to the collection itself. If your collection survey is prepared by a professional conservator, they will also keep a copy of these records for you in secure storage. In the event of a loss this information will ease recovery. This is particularly true in the case of theft as the information can be easily updated to the Art Loss Registry.

Current Appraisals
Values of art work can fluctuate substantially with the whims of the art market. On average, an appraiser should be called in every 5 to 10 years to assess the current market value. Have documentation made by an appraiser before a disaster or theft occurs and store documentation off-site.

Sites and Structures
A description of the structure that houses the artwork. The condition, size, construction, etc.

Security
A review of the present strengths and weaknesses of the security system. Suggestions will be offered where necessary for improving the system to protect the collection.

Emergency Preparedness
A review of emergency preparedness procedures for the collection during potential disasters.

Keep the following guidelines in mind as well:

• Make sure that your insurance agency subscribes to the Art Loss Registry, an international database that helps track stolen art in the event it is resold. This will not only increase your chances of recovery but will also strengthen your claim should the item be sold to a good-faith purchaser.
• Review your insurance policy to be sure all works of value are listed and report new acquisitions immediately to your agent. An up-to-date policy is the best way to make certain the conservation or replacement of damaged works will be covered.
• A disaster-preparedness survey completed by a professional conservation expert will include not only a general inventory of the collection but also an analysis of the structures that house it, the security structures currently in place, and the necessary steps to ensure proper emergency response should a disaster situation occur. It will also establish the safest areas where artworks are least likely to be damaged by wind and water.
• Consider establishing a standing arrangement with a nearby art storage facility to pick up and care for your works in the event of a natural disaster warning. Keep a supply of cardboard and packing material on hand to ensure items are properly wrapped during transport and storage.
• Install smoke detectors within one hundred feet of your collection. These will allow detection of impending soot or smoke damage from low-heat fires that a heat detector wouldn't respond to.
• Install water alert sensors in areas that may be susceptible to water damage, such as below ceiling trays or on interior walls that may face into a bathroom on the opposite side.
• Only use shatter-resistant glazing with framed artworks to protect the image surface in case of vandalism, extreme heat, or other trauma.

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