WASHINGTON -- Preparing for a possible disaster fire, flood, computer meltdown, vandalism, shutdown by an important service provider or other catastrophe -- is an important aspect of business planning.

Those helpful folks at the Internal Revenue Service have come up with some simple steps that can help taxpayers and businesses protect financial and tax records in case of a disaster.

1. Recordkeeping. Take advantage of paperless recordkeeping for financial and tax records. Many people and businesses receive bank statements and documents by e-mail. This, says the IRS, is an outstanding way to secure financial records.

Important tax records such as W-2s, tax returns and other paper documents can be scanned onto an electronic format. You can copy them onto a key or jump drive periodically and then keep the electronic records in a safe off site -- place.

2. Document valuables and business equipment. The IRS has disaster loss workbooks for individuals and businesses that can help compile a room-by-room list of belongings or business equipment. This will help prove the existence and market value of items for insurance and casualty loss claims.

3. Check on fiduciary bonds. Employers who use payroll service providers should ask the provider if they have a fiduciary bond in place. The bond could protect the employer in the event of default by the payroll service provider.

4. Continuity of operations planning. How quickly your company can get back to business after a disaster often depends on emergency planning done today. Start preparing now to improve the likelihood that your company will survive and recover.

5. Review and update emergency plans annually. Just as a business changes over time, so do preparedness needs. When you hire new employees or when there are changes in how your company functions, you should update your plans and inform your people.

Individual taxpayers should make sure they are saving documents everybody should keep, including such things as W-2s, home closing statements and insurance records.

6. Make sure you have a means of receiving severe weather information; if you have a NOAA Weather Radio, put fresh batteries in it. Make sure you know what you should do if threatening weather approaches.

7. Count on the IRS in the event of a disaster. The IRS says it stands ready to help. The agency has information you can request if your records are destroyed.

If you have been impacted by a federally declared disaster, you may receive copies or transcripts of previously filed tax returns free of charge by submitting Form 4506, Request for Copy of Tax Form, or Form 4506-T, Request for Transcript of Tax Return, clearly identified as a disaster related request.

For more information, type "Preparing for a Disaster" in the search box on the IRS.gov homepage. Here are key links:

Disaster Assistance and Emergency Relief for Individuals and Businesses

IRS Publication 584, Casualty, Disaster and Theft Loss Workbook (PDF)

IRS Publication 584-B, Business Casualty, Disaster and Theft Loss Workbook (PDF)