Outline for Emergency Disaster Plan Chain of Command ... · Phone/email . Office Lease/Building Deed . Onsite location . Offsite location . Insurance . Gen’l Liability/Commercial

Outline for Emergency Disaster Plan Chain of Command/Communication Tree Emergency Phone Numbers & info Employee Records/Personnel Info Onsite location Offsite location Payroll Company name Account number Payroll Rep Phone/email Office Lease/Building Deed Onsite location Offsite location Insurance Gen’l Liability/Commercial Umbrella Other (auto, professional liability, etc.) Directors & Officers’ Liability Health Insurance Unemployment Insurance List Company/Underwriter, Policy #, Rep’s contact info & Broker contact info for each Financial Info Bank Names Account Numbers Brand Reps Contact info Investment Financial Planner/Broker Company Rep name Contact info (Identify those authorized on accounts, check signers, etc.) Inventory Business, Casualty, Disaster and Theft Loss Workbook

Business Continuity & Disaster Preparedness Plan (Ready Business) Supplier & Contracts Shelter in Place Plan Evacuation Plan (Disability Plan) Relocation Plan (Disability Plan) – MOUs with agencies Emergency Procedures Informing the Public/Press Medical Emergency Explosion & Random Acts of Violence Flooding/Water Damage Chemical Accident Hurricane Phone/Mail/Suspicious Object Threats Power Loss Thunderstorm/Tornado Fire Emergency Evacuation Procedure IT/Data Procedures

CHAIN OF COMMAND

During and immediately following a disaster, the Emergency Plan should identify key

staff, including a line of succession, who will have decision-making authorization for the

agency.

EXAMPLE:

CEO/Executive Director, etc., Contact Info

COO, Contact Info

Director, Contact Info

Director, Contact Info

CFO

Director

PERSONNEL ROSTER

NAME WORK LOCATION C ONTACT # CONTACT #

BUSINESS CONTINUITY AND DISASTER PREPAREDNESS PLAN

Plan to stay in Business If this location is not accessible

We will operate from location below

_____________________________________ ________________________________

Business Name Business Name

_____________________________________ ________________________________

Address Address

_____________________________________ ________________________________

City, State, Zip Code City, State, Zip Code

_____________________________________ ________________________________

Telephone Number Telephone Number

The following person is the primary crisis manager If the primary crisis manager is unable

and will serve as the company spokesperson in an to manage the crisis, the person below will

emergency. succeed in management.

_________________________________________ _________________________________

Primary Emergency Contact Secondary Emergency Contact

_________________________________________ _________________________________

Telephone Number Telephone Number

_________________________________________ _________________________________

Alternate Number Alternate Number

_________________________________________ _________________________________

e-Mail e-Mail

Emergency Contact Information

Dial 911 in an Emergency

_________________________________________

Non-Emergency Police/Fire Number

_________________________________________

Insurance Provider

EMPLOYEE RECORDS/PERSONNEL INFO

Names, home addresses, phone numbers, e-mail, emergency contacts, etc.

Onsite Location Offsite Location

I-9s _____________ _____________

Payroll

Company Name ____________________________________

Account Number ____________________________________

Payroll Rep ____________________________________

Phone Number ____________________________________

e-Mail ____________________________________

Onsite Location Offsite Location

Office Lease/Building Deed ______________ _____________

Insurance

General Liability/Commercial Umbrella

Company/Underwriter _________________________________

Policy Number _________________________________

Representative Name _________________________________

Representative Number _________________________________

Representative e-mail _________________________________

Broker Name _________________________________

Broker Phone _________________________________

Broker e-mail _________________________________

Other Insurances (auto, professional liability, etc.)

Auto Name _________________________________

Policy Number(s) _________________________________


Representative Phone # _________________________________


Health Insurance Company


Policy Number _________________________________




Directors & Officers Liability


Policy Number _________________________________




Unemployment Insurance


Policy Number _________________________________




Financial Information

Bank Name(s) ____________________________________________

Account Numbers ____________________________________________

Branch Representative ____________________________________________

Representative Phone # ____________________________________________

Representative e-mail ____________________________________________

Investment Information

Financial Planner/Broker _____________________________________________

Representative Name _____________________________________________

Representative Phone # _____________________________________________

Representative e-mail _____________________________________________

Authorized to make financial transfers ________________________________________

________________________________________

________________________________________

Authorized to sign checks ________________________________________

________________________________________

________________________________________

• PLEASE NOTE: All departments -- Financial, Administrative and Program -- should each

define documents/files that they would need to access to continue operations in the case of an

emergency. This includes client data as well as individual documents, etc. Also, historic

documents that are of significant value/relevance to the agencies should be considered –

incorporating such solutions as scanning to have in electronic format and storage onsite and

offsite.


Suppliers & Contractors

Company Name: ________________________________________________________________

Street Address: ________________________________________________________________

City: _____________________________ State: __________ Zip Code: __________

Phone: ________________________ Fax: _______________________

e-mail: _____________________________________________________________________

Contact Name: _____________________________ Account # _____________________

Materials/Services Provided: _____________________________________________________

If this company experiences a disaster, we will obtain supplies/materials/services from the following:

Company Name: ________________________________________________________________

Street Address: ________________________________________________________________


Phone: ________________________ Fax: _______________________

e-mail: _____________________________________________________________________



If this company experiences a disaster, we will obtain supplies/materials/services from the following:

Company Name: ________________________________________________________________

Street Address: ________________________________________________________________


Phone: ________________________ Fax: _______________________

e-mail: _____________________________________________________________________




Shelter in Place Plan for _____________________________________________________________

Insert Address

The following natural and man-made disasters could impact our business:

Hurricanes Explosion/Random Acts of Violence

Tornadoes/Thunder Storm Fire

Chemical Spill Flood/Water Damage

Power Loss Medical Emergency

Phone & Mail Threat/Suspicious Objects

(name other potential threats)

Emergency Supplies have been collected & location communicated to staff

Building & Site maps posted

Practice shelter procedures designated number of times each year (such as fire drills, etc.)

If agency must take shelter quickly:

1. Warning System: ___________________________________________________________

a. To be tested and results recorded ______ times per year.

2. Storm Shelter Location: _____________________________________________________

3. “Seal the Room” Shelter Location: __________________________________________

4. Shelter Location & Alternate: ________________________________________________

a. Responsibilities Include:

b.

5. Shut Down Manager & Alternate: ________________________________________________

a. Responsibilities Include: ________________________________________________

6. _________________________________ is responsible for issuing the “all clear”.

INFORMING THE PUBLIC/PRESS

The appropriate person to submit the message, as designated early on in the identification of chain-of-command, crafts the message and releases it to contacts at:

Local TV network stations:

Station Name of Contact Phone Number e-Mail



Station Name of Contact Phone Number e-Mail Local Newspaper:

Name Name of Contact Phone Number e-Mail Local Radio Station



Station Name of Contact Phone Number e-Mail Don’t forget updating social networking sites such as Facebook, Twitter, etc.

MEDICAL EMERGENCY

The policy for our organization:

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Location of First Aid Kit: __________________________________________________

Telephone Numbers:

Dial 911 for Emergency

Police/Fire Non-Emergency Number: _______________________________________

Primary Emergency Agency Contact: _______________________________________

(Follow contact protocol as detailed in beginning of plan)

General Rules to Remember in a Medical Emergency:

1. Unless it is a life-threatening situation, employees are not to attempt to render ANY first aid

before trained staff or paramedics arrive.

2. Do not attempt to move a person who has fallen and who appears to be in pain.

3. Avoid unnecessary conversation with, or about, the ill or injured person. Some people may

react adversely to what is said. Limit conversation to quiet reassurances. Keep bystanders as

far away from the injured person as is possible.

4. Do not discuss the possible causes of an accident or any condition that may have contributed

to the cause. Do not apologize or accept any responsibility for the accident or condition.

5. Follow communication protocol for speaking with authorities/media as outlined in beginning of

plan.

EXPLOSION


______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Telephone Numbers:





General Rules to Follow After an Explosion:

1. Since one event can be followed by another, remain alert. There may be more danger yet to

occur.

2. For protection, take cover under a table or desk and remain there for at least 60 seconds.

Stay away from windows, mirrors, overhead fixtures, filing cabinets, bookcases and electrical

equipment.

3. If an evacuation is ordered, alert staff and clients and request they leave the premises. Ensure

that all staff and clients are accounted for after evacuation. Be especially cognizant of any

disabled staff or clients that may require additional assistance to vacate the building. Do not

attempt to move seriously injured persons unless there is definite, imminent danger (building

collapse, fire, etc.). Avoid known problem areas – gas lines, fire hazard areas, etc. Once

outside the building, move as far away as is possible.

4. Open doors carefully – be aware of possible falling objects.

5. Do not use elevators.

6. Do not use matches or lighters for visibility in case of power loss – could trigger explosion.

7. Avoid using telephones, cell phones and hand radios which could cause electrical sparks or

the signals could trigger other explosive devices.


plan.

RANDOM ACTS OF VIOLENCE


______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Telephone Numbers:





General Rules to Follow Before and After Random Acts of Violence:

1. Do not attempt to apprehend or subdue the person – if the potential for violence seems

possible/imminent, contact agency security and/or police.

2. Create a plan, including code words, to signal to agency members that a potential situation is

possible, in progress or has occurred. Outline and communicate to staff the responsibilities of

each and the actions to take under various possible scenarios, as is possible to occur in the

agency.


plan.

FLOODING & WATER DAMAGE


______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Telephone Numbers:





Where needed materials are stored: ___________________________________________________

Water turn off: ____________________________________________________________________

________________________________________________________________________________

General Rules to Follow in a Water Emergency:

1. Notify the proper authorities/response personnel

2. If there are electrical appliances or electrical outlets near the leak, use extreme caution until

the power is turned off. If there is the slightest possibility of danger, evacuate the area

immediately.

3. If you know the source of the water leakage and feel confident that it can be stopped

(unclogging a drain, turn off the water, etc.) do so with caution.

4. Take measures to protect any equipment/files/materials that may become damaged. Take

only the steps required to avoid or reduce immediate water damage. For example, covering

large objects with plastic sheeting, moving (carefully) small or light objects out of the

emergency area if it can be done safely, etc.

CHEMICAL SPILL & FIRE

If a chemical spill occurs:

1. If toxic chemicals come in contact with skin, have the victim remove affected clothing and

immediately flush the affected area with clear water. The best location in the agency to

accomplish this is _______________________________________________________.

2. Notify the appropriate agency/emergency response personnel.

3. If there is any possibility of danger, evacuate the area. If the chemical is a potential threat to

the air conditioning and/or heating system, take the following steps to shut the system down:

_______________________________________________________________________

_______________________________________________________________________

If a chemical fire occurs:

1. Notify the appropriate agency/emergency response personnel.

2. If the fire is small, attempt to put it out with an appropriate fire extinguisher (not water or unknown

liquid). Do not jeopardize personal safety. Extinguishers are located:

______________________________________

3. Never allow the fire to come between you and exits.

4. Evacuate the area if the fire is too big to extinguish. Close doors and windows, if possible, to

confine the fire. Go to previously designated areas as far from the danger as possible.

5. Avoid breaking windows where the fire is located – oxygen feeds and exacerbates the issue.

6. Ensure that all staff and clients are accounted for after evacuation. Be especially cognizant of any

disabled staff or clients that may require additional assistance to vacate the building. Do not

attempt to save possessions at the risk of personal safety – yours or others.

7. Do not return to the emergency area until the all-clear is given.

HURRICANE

Although hurricanes can be tracked for days their erratic nature makes it difficult to predict where they

will hit land until a few hours before it happens. Having a plan in place that is fully communicated and

understood by staff and clients alike will serve to mitigate the effects and reduce downtime following

the disaster. It is crucial that the staff follow the plan in preparing for possible landfall and monitor

closely the advisories issued by the National Weather Service.

The policy for our organization in case of a Hurricane Watch (a hurricane poses a threat to the

region and could make landfall within 24 to 36 hours):

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

The policy for our organization in case of a Hurricane Warning (a hurricane is expected within 24

hours):

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

Telephone Numbers:





Where needed materials are stored: ___________________________________________________

PHONE THREAT, MAIL THREAT, SUSPICIOUS OBJECT


______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Telephone Numbers:





If a telephone threat comes into the agency:

1. Listen carefully. Try to keep the caller talking in an attempt to gather more information.

2. Notify the appropriate contacts in the agency (according to protocol outlined previously) or, if

possible, signal to a colleague to call.

3. As soon as possible, complete a telephone threat report, writing down as many details as

possible. This information is to be turned over to security and police interviewers.

4. Do not discuss the threat with anyone other the appropriate contacts (agency, security &

police)

5. If evacuation is ordered, go to a designated area, as far away from danger as possible.

Ensure that all staff and clients are accounted for after the evacuation. Be especially

cognizant of any disabled staff or clients that may require additional assistance to vacate the

building.

If a written threat or suspicious package is received by the agency or a suspicious object is

found on the premises:

1. Do not allow anyone to handle it or go near it.

2. Notify the appropriate contacts, including police (according to protocol outlined previously).

3. Have the person who received/found the item record everything he/she remembers about the

incident. This will be required by security and police interviewers.

4. Follow orders as directed; if evacuation is ordered, go to a designated area, as far away from

danger as possible. Ensure that all staff and clients are accounted for after the evacuation.

Be especially cognizant of any disabled staff or clients that may require additional assistance

to vacate the building.

POWER LOSS

The policy for our organization if the power goes out:

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

Flashlights are located: ____________________________________________________________

Telephone Numbers:

Electric Provider Phone # ____________________________________________________________

Primary Emergency Agency Contact: __________________________________________________


In general:

1. Remain calm

2. Provide assistance to visitors, volunteers, staff and clients by directing to a pre-designated

safe area located ____________________________________________________________

Do not let anyone go down dark stairs by themselves. Open blinds, etc. to let in as much

natural light as possible.

3. If in an unlighted area, proceed cautiously to an area that has emergency lights. Walk slowly,

listen for other people and sound cues/instructions.

4. If in an elevator, stay calm. Use intercom or emergency button.

5. If evacuation is ordered, go to a designated area, as far away from danger as possible.

Ensure that all staff and clients are accounted for after the evacuation. Be especially

cognizant of any disabled staff or clients that may require additional assistance to vacate the

building.

THUNDERSTORM/TORNADO

The policy for our organization if the a severe thunderstorm or tornado hits:

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

Flashlights are located: _____________________________________________________________

Battery-powered radio located: _______________________________________________________

General Rules to Follow:

1. Stay away from exterior walls and glass. If possible back up computer files and move

computer equipment away from windows.

2. In a tornado, crouch along interior walls and cover your head. Interior rooms with no windows

are safest.

3. Stay out of elevators. Use the telephone and cellphones for emergency purposes only.

4. Do not leave secure areas until instructed. Be especially cognizant of any disabled staff or

clients that may require additional assistance – be polite yet firm. If they refuse to comply,

leave them and seek shelter.

5. See sections on power loss, flooding and water damage.

WINTER STORM/FREEZING TEMPERATURES (not as common but one never knows!)

1. Winter storms are generally preceded by broadcast warnings; stay tuned via radio, TV or the

internet weather sites.

2. Back up computer files before leaving the facility.

3. Mark the least dangerous access and exit routes of the facility; beware of icy staircases,

walkways, etc.

4. If frozen pipes are a possibility, take all precautions to avoid them by draining water, leaving

faucets on with a low stream or by doing this: ______________________________________

5. See sections on power loss and water damage.

FIRE


________________________________________________________________________________

________________________________________________________________________________

Fire Extinguishers/Fire Hoses are here: ________________________________________________

We have this type of fire-detection & suppression system in our building:

________________________________________________________________________________

Telephone Numbers:


Police/Fire Non-Emergency Number: __________________________________________________

Primary Emergency Agency Contact: __________________________________________________

Contact Info for Fire Detection/Suppression System: ______________________________________


General Rules to Follow in Case of a Fire:

1. Make the necessary calls, as detailed in communication plan – give name, location, type

and/or cause of the fire, if emergency medical help is necessary.

2. If the fire is small, attempt to put it out with a fire extinguisher. Do not jeopardize personal

safety to do so.

3. Never allow the fire to come between you and the exit.

4. Disconnect electrical equipment that is on fire if safe to do so (throw circuit breaker)

The location of the circuit breaker is ______________________________________________

5. Evacuate the area if unable to extinguish it safely. Close doors and windows, if possible, to

confine the fire. Go to previously designated areas as far from the danger as possible.

6. Avoid breaking windows where the fire is located – oxygen feeds and exacerbates the issue.

7. Do not open hot doors. Before opening any door, touch near the top; if it is hot, or smoke is

visible, do not open the door.

8. Do not use elevators

9. Do not attempt to save possessions or equipment at the risk of personal injury.

10. Ensure that all staff and clients are accounted for after evacuation. Be especially cognizant of

any disabled staff or clients that may require additional assistance to vacate the building. Do

not attempt to save possessions at the risk of personal safety – yours or others.

11. Do not return to the emergency area until the all-clear is given.

12. All fires, no matter the size, must be reported

EMERGENCY EVACUATION PROCEDURE

The policy for our organization if the evacuation alarm is sounded or are told to evacuate the building:

________________________________________________________________________________

________________________________________________________________________________

Evacuation diagrams are posted: _____________________________________________________

General Rules to Follow in Evacuations:

1. Immediately shut down all hazardous operations (equipment in use, etc.)

2. Leave quickly

3. Ensure that all staff and clients are accounted for after evacuation. Be especially cognizant of any

disabled staff or clients that may require additional assistance to vacate the building. Make sure

all rooms are checked and cleared, including rest rooms, copier rooms, etc.

4. Shut all doors behind you as you go, closed doors can slow the spread of fire, smoke and water.

5. Proceed as quickly as possible, but in an orderly manner. Hold handrails when on stairs.

6. Once out of the building, move to a previously designated safe area. Keep roadways free for

emergency vehicles.

Computers & Technology

Computer crashes, whether they are due to natural or manmade disasters or hardware failure, are

devastating to the operation of an agency. Consider the following to prepare for computer/IT

recovery after a disaster.

Inventory all hardware and software that is in use by your agency for everyday operations (see

inventory sheets). Also include the make, model and serial number of all hardware, including

computers, printers, phones, cell phones, etc. Also document the serial numbers/key numbers

for software licenses for each machine. Keeping a file on purchase receipts will help when

documenting loss for insurance purposes, keeping track of warranties, etc.

Diagram the network structure for your agency – this will be beneficial for the restoration of

backup tapes and reinstalled.

Create/maintain a list of vendors and their contact information – keep a copy offsite (or online)

Document all passwords (including individual employees’) required to access files and data –

store offsite as well

Fully utilize the capabilities of your phone system – forwarding, retrieval of voice mail,

changing voice mail contact information, etc. Ensure that employees know and understand

how to utilize these features.

Have the ability to manage and update website from offsite.

Ensure that all employees can and know how to access e-mail from alternative sources.

Computer Data

Once data is lost, it is usually lost forever. Attempting to recover data is often futile and always costly.

It is best to preserve the data before a disaster hits to shorten recovery time and ensure recovery

success.

Analyze data backup routines – create backups, verify the data, take it off-site. This can be as

simple as someone taking the backup home on a regular basis or more high-level methods

such as clustering or mirroring servers. The latter tend to be more expensive but in the face of

losing irreplaceable data, the expense may be deemed acceptable.

Do backups, test for validity and restore. Testing is to ensure that the data you have backed

up can effectively be restored. The frequency of performing these tasks are arbitrary – the

recommendation is that it should be done every 6 months – bringing down the entire system

and then restoring it to ensure that everything is working properly.

o Include ALL pertinent data and files – include such data as staff email address books,

especially if staff do not use PDAs, documents on individual computers, -- anything that

is necessary for everyday operation.

Create an effective archival system – such as a rotation system of tapes of at least one month-

old data. Again, keep copies of this offsite to ensure that, in the event of theft, fire or some

other type of issue with the agency site, an intact copy of data can be used to restore the

system.

Other options to protect data would be making databases web-based, using an Application

Service Provider (ASP) or housing database (and e-mail service) online so that nothing is

stored onsite. Another option would be to consider a colocation server – a separate server in

another location contains data mirrored from the agency’s onsite server – there are companies

that provide this service.

Uninterrupted power supplies (UPS) also known as a battery backup system can provide

power on a short-term basis in the event of power loss – would allow a shutdown of the

network to mitigate damage to the server and computer equipment.

Firewall drives for network systems that are in operation 24/7 (prevent hacking)

Have a free email account (Google Mail, Yahoo, Hotmail) for your agency for emergency use

and provide this information with key personnel.

INFORMATION TECHNOLOGY/DATA SOLUTIONS

back up electronic documents to a secure site accessible via the internet through authentication of

executive staff. That site includes or will include:

– Staff and provider contact information;

– Agency working folders for each staff member;

– Microsoft exchange server which includes additional contacts and email;

– Financial management, critical banking and LOCCS draw files;

– Equipment inventory database;

– Copies of agency specific software;

Operations manuals.

• Hard copy files are scanned in to a document server and added to the electronic backup:

– Founding organizational documents

– Insurance

– Signed contracts (vendor, provider, funding source)

– Leases for rent subsidy units

– SHP/S+C technical submissions

Documents

Outline for Emergency Disaster Plan Chain of Command ... · Phone/email . Office Lease/Building Deed . Onsite location . Offsite location . Insurance . Gen’l Liability/Commercial