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  1. 1. DRAFT L-3 COMMUNICATIONS D.P. ASSOCIATES INC. EMERGENCY ACTION PLAN JACKSONVILLE, NC 1.0 PURPOSE This Emergency Action Plan (EAP) has been developed to provide orientation and guidance for activities designed to respond to the entire spectrum of emergencies which might affect the D.P. Associates Inc. (DPA) Jacksonville, NC site (JNC) at 609 Richlands Highway, Suite 1-4, Jacksonville, NC 28540. It also serves as the “entry point” to the Business Continuity Plan (BCP) should an emergency evolve into a major event requiring activation of the BCP. 1.1 ORGANIZATION The following teams are established to provide overall direction for the emergency management at the JNC facility in Jacksonville, NC. 1.1.2 DISASTER RECOVERY TEAM During an emergency the Disaster Recovery Team (DRT) will form the nucleus of a responsive force for the operation of the Emergency Action Plan. The membership of the DRT is shown in Attachment 1. The DRT is comprised of members with the following responsibilities: LEADER - The Leader of the DRT is responsible for the overall operation of the EAP. Based on information on hand, the Leader determines what actions should be taken. During an emergency the Leader collects information relayed by other DRT members, directs response activities, and reports status to the President. HUMAN RESOURCES - Addresses issues involving labor management relations, notification of employees and families, protection of personnel records, and providing accountability for employees during and following an emergency. FACILITY MANAGEMENT – Directs the maintenance force which takes pre- emergency actions to protect the health and safety of employees, provides immediate response capability, maintains liaison with utility companies and provides plans for auxiliary power and emergency lighting. INFORMATION TECHNOLOGY SERVICES – Develops and maintains backup systems for server and switch capability at the relocation site, ensure physical protection of on site resources during an emergency and operates emergency telecommunications. DRAFT
  2. 2. DRAFT SECURITY – Ensures the safeguarding of sensitive and classified information and coordinating the activities of all emergency responders. FINANCE – Ensures that proper backup of financial data is performed regularly. COMMUNICATIONS – Provides a focal point for the collection and dissemination of information concerning the nature of the emergency, status of operations, and welfare of employees and visitors. Within the context of L-3 corporate policy, acts as the media spokesperson, or provides support for senior leadership in that role. 1.1.3 CRISIS MANAGEMENT TEAM The Crisis Management Team (CMT) provides executive leadership for DPA during and following an emergency. While most incidents will not require activation of the CMT, the DRT will keep key members of the CMT apprised of the incident and response. The CMT may be called upon to provide strategic decisions during and after an emergency, particularly if the event escalates to the point where activation of the Business Continuity Plan should be considered. The CMT is comprised of the President, Executive Vice President, Vice President of Corporate Operations, Senior Office Directors, and Business Unit Vice Presidents with significant operations located in the JNC building. The membership of the CMT is shown in Attachment 1. 2.0 PREPAREDNESS 2.1 PRE-EMERGENCY ACTIONS In order to ensure successful response to emergencies, the Disaster Recovery Team will undertake the following actions: • Oversee the development of notification and warning procedures. • Ensure that evacuation plans are established and posted and that evacuation drills are held at least once a year. • Ensure that emergency wardens are identified and trained to aid in evacuation or emergency management functions. • Provide liaison with local first responders (Jacksonville Fire and Rescue and Jacksonville Police Department). • Provide advocacy for employee safety and security during emergency situations. • Make recommendations for additional emergency equipment and supplies. • Ensure that the relocation site at ???? is prepared to provide support if the CMT, DRT and key functions need to be transferred there. DRAFT
  3. 3. DRAFT • Ensure that whatever training, orientation, and information necessary to provide an effective emergency response capability is readily available to the staff. • Review and update the Emergency Action and Business Continuity Plans as necessary. • Provide guidance and assistance to managers and supervisors on creating emergency notification procedures for their employees. 2.2 RISK ASSESSMENT A risk assessment of the JNC facility reveals that the most likely emergency events are the following: • Fire • Severe storm • Hurricane • Electrical power failure Less likely, but still worthy of preparing for, are the following: • Criminal act • Tornado • Workplace violence • Bomb threat • Hazardous material spill • Nearby major transportation accident 3.0 RESPONSE This section identifies actions which will be undertaken at the onset of any emergency. 3.1 ACTIVATION OF THE EMERGENCY ACTION PLAN The Emergency Action Plan may be activated, and the Disaster Recovery Team called to action as appropriate, under the following conditions: 3.1.1 Receipt of advanced warning of an emergency situation affecting the JNC facility. Events which might trigger a warning include: • Unfolding weather related events (flood, severe storm, hurricane) • Threat of terror act (raising the Department of Homeland Security alert level to Orange or Red) • Threat of violence or criminal act directed at the facility or any of its occupants. DRAFT
  4. 4. DRAFT • Planned demonstrations directed at L-3 or another site near the JNC facility. 3.1.2 An emergency which strikes without warning, including the following: • Fire • Explosion • Crime or workplace violence incident • Hazardous material spill • Major transportation accident (air crash, hazardous cargo accident) • Tornado • Major medical emergency involving multiple casualties 3.2 EMERGENCY COMMUNICATIONS 3.2.1 Media All communications with the media is the responsibility of L-3 Corporate. Unless delegated by Corporate, any requests for information will be referred to Corporate Communications (Cynthia Swain at (212-697-1111). 3.2.3 Family Notification Notification of families of injured employees is the responsibility of the Vice President, Corporate Operations. 3.2.4 Employee Notification During non-duty hours, employees will be notified of emergencies through the supervisory chain of command. JNC will initiate the use of the recall roster in order to distribute emergency information to employees. During duty hours, employees not at the JNC facility may get emergency information by calling his or her recall roster contact. 3.2.5 L-3 Corporate Notification Depending on the nature, time and duration of the emergency, the President, as head of the Crisis Management Team, or the head of the Disaster Recovery Team will notify L-3 Corporate offices of the incident. 3.3 EMERGENCY OPERATIONS CENTER (EOC) 3.3.1 On site. If the JNC facility has not been evacuated, a virtual EOC will be established in an available conference room. The IT member of the Disaster Recovery Team will set up PC and communications access. 3.3.2 Off site. If the JNC facility has been evacuated, an EOC will be established ???. DRAFT
  5. 5. DRAFT 3.3.3 Capabilities EOCs should have data ports sufficient to run critical functions as defined in the BCP. Key employees and CMT and DRT members will make arrangements to have laptop computers in the EOC. IT will install telephones and provide network connectivity. 3.4 EVACUATION 3.4.1 Planning The following actions will be undertaken to ensure that an orderly emergency evacuation can be accomplished: • Evacuation routes will be posted at key locations throughout the facility. • New employee orientation will include provision of evacuation diagrams and information concerning evacuation, assembly locations, and accountability of employees following an evacuation. • Fire wardens will be appointed and trained. • Periodic inspections will be performed to ensure that fire exits and escape routes are kept clear. • Evacuation drills will be performed periodically. 3.4.2 Execution In the event that an emergency evacuation is required, the following actions will take place: • Warning will be provided to employees in the affected area or a general alarm will be given for evacuation of the entire facility. • When the warning has been issued, employees will immediately leave the facility following posted evacuation routes. • When leaving work areas, if possible without jeopardizing personal safety, secure classified or sensitive material, log out of computer systems and close all doors. • After exiting the building, proceed immediately to designated assembly areas and check in with management or administrative personnel. • Employees should escort visitors to their offices to their designated assembly area. • Management or administrative personnel will provide a listing of all evacuated personnel and visitors to a member of the Disaster Recovery Team to ensure that all are accounted for. • Members of the Disaster Recovery Team will reconcile evacuated personnel and visitors lists with those known to be in the building at the onset of the emergency. • The Chief of the Disaster Recovery Team will provide a situation report to the President and Crisis Management Team and will coordinate personnel DRAFT
  6. 6. DRAFT safety issues with the emergency response leadership (Jacksonville Police, Fire and Rescue Services, or Emergency Management Office). • Personnel will remain in the assembly areas until they are directed to re- enter the facility of are dismissed to leave the area. • Personnel approached by media representatives are not to discuss any aspect of the emergency. They are to direct the media to the communications representative or the Chief of the Disaster Recovery Team. 3.4.3 Evacuation Under Special Situations Some situations will require evacuation of the facility using different routes. If a suspicious package is found on the premises, employees would be directed to use evacuation routes which would avoid the area in which the package is found. If a threat exists to employees exiting the building from one or more emergency exits, direction will be provided to use alternate exits. Direction for the use of alternate exits will be provided by the Facility Manager or a member of the Disaster Recovery Team. 3.5 MEDICAL EMERGENCY In a medical emergency, time is critical. Often, people will deny they are in stress and it will be up to fellow employees to place an emergency call. If an employee is injured, suffering severe physical symptoms which should receive immediate medical attention, the following procedures should be initiated immediately: • Call “911” on a DPA telephone or cell phone. State that you have a medical emergency. You will be connected to the Jacksonville Fire and Rescue dispatch center. Be prepared to state the nature of the emergency and the exact location. • Contact the reception desk by dialing “XXX” on a DPA telephone or 910-347-1429 on a cell phone and tell the receptionist that a “911” call has been placed and where to direct Jacksonville Fire and Rescue when they arrive. Give the name of the victim and the location. This is extremely important – if the receptionist does not know where the emergency is, valuable minutes can be lost when emergency medical help arrives. 3.6 SHELTER IN PLACE Most emergencies, such as fire, hazardous material spill, or bomb threat, will require evacuation of the JNC facility. There are some emergencies, however, during which the most prudent course of action is to have employees remain within the facility. Examples of such incidents may include: DRAFT
  7. 7. DRAFT • Imminent severe weather such as a tornado warning or a severe thunderstorm. • Potential terror attack in proximity to the JNC facility. • Widespread power outage which interrupts the transportation infrastructure. • Protest demonstrations or civil unrest at or near the JNC facility. • Major transportation or hazardous material incident. • Criminal activity such as bombing or sniper attack adjacent to the JNC facility. Under such conditions local emergency management, police or fire officials may provide directions for personnel to remain at their work location. Weather related warnings may also trigger the decision to shelter in place, rather than evacuate employees. Upon the advice of local authorities or members of the Disaster Recovery Team, the Crisis Management Team or President may direct that employees remain with the facility. Further direction may be provided for employees to relocate to safer interior locations if the warranted by the situation. For example, to provide maximum protection against the effects of a tornado, employees should be moved to interior locations on the first floor away from any windows or glass doors. 3.7 DOCUMENTATION For all emergency events an after-action report will be prepared by the Disaster Recovery Team. The report will include the following items with suitable description of events and actions as necessary to ensure clarity: • Nature of the emergency • Time and location of the emergency • How notification was accomplished • Actions taken by the Crisis Management and Disaster Recovery Teams • Performance of emergency response actions and Team members For events which last more than four hours, interim situation reports should be prepared and provided to the Crisis Management Team and L-3 Corporate management. The reports will be prepared by the Disaster Recovery Team and should be updated every four hours or when there is a significant change in the situation. DRAFT
  8. 8. DRAFT ATTACHMENT 1. CRISIS MANAGEMENT TEAM Donald Patterson Allen Morell Jon Evans Mark Verrill DISASTER RECOVERY TEAM Mark Verrill Meg Bolger HR? IT? Security? Facility? DRAFT