Emergency Action Planning and Continuity of Operations KLA.pptx
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Emergency Action Planning and Continuity of Operations KLA.pptx
- 1. Emergency Action Planning and Continuity of Operations for Libraries Presenters: Kate Dinneen / Joshua Taylor Douglas County Emergency Management
- 2. Agenda • Why Plan? • Disaster Planning Essentials • What are the Key Planning Principles When Writing an EAP? • What are the Basic EAP Elements? • EAP Worksheet: • Preparedness • Emergency Procedures • Collection Salvage • Appendices • What are the Key Planning Principles When Writing a COOP? • What are the Basic COOP Elements? • COOP Worksheet: • Identification of Essential Functions • Delegations of Authority / Succession Plan • Identification of Alternate Facilities • Communications
- 3. Why Plan? Benefits of a disaster plan • Less chaotic response • Ready for minor or major disasters • Improve salvage efforts • Improve recovery and shorten the time needed to bounce back • Immediate impact: • Identify preservation priorities • Update contact information • Reduced insurance costs • Comply with laws or local policies
- 4. Disaster Planning Essentials • Establish a planning team • Collect contact information • Establish communication procedures • Document response, recovery, and rehabilitation procedures • Document salvage priorities • Evaluate insurance policy • Test and practice plan • Revise plan
- 5. What are the Key Planning Principles When Writing an EAP? When writing an Emergency Action Plan (EAP), it's important to adhere to several key planning principles to ensure that the plan is comprehensive, effective, and capable of guiding individuals through emergencies.
- 6. What are the Basic EAP Elements? Purpose and Objectives Scope and Applicability Emergency Coordinator Communication Procedures Evacuation Procedures Shelter-in-Place Procedures Emergency Response Teams Accountability and Roll Call Medical Assistance and First Aid Equipment and Resources Evacuation of Special Needs Individuals Hazards and Risks Assessment Training and Drills Reporting and Documentation Review and Update Procedures Coordination with Local Authorities Recovery Procedures Contact Information
- 7. EAP Worksheet: Preparedness Locations of Building Utilities, Emergency Systems, and Equipment. Emergency Supplies. Insurance. Emergency Service Contacts. Disaster Response Team Contacts.
- 8. EAP Worksheet: Emergency Procedures Active shooter/violent intruder Bomb threat Building evacuation Earthquake Elevator emergency Fire Hurricane Medical emergency Tornado Water emergency ….others as appropriate to your area/institution
- 9. EAP Worksheet: Collection Salvage • Use established best practices and adapt to your institution-specific collections salvage requirements. • Identify current equipment. • Know your capabilities and limitations. • Call a vendor when needed. • NARA Vendor list (https://www.archives.gov/).
- 10. Appendices Floor maps Preparation checklists Property loss forum Disaster supply inventory Disaster recovery vendor procedures • Volunteer salvage team • Instructions for posting to the website/blog • Equipment inventory • Insurance information • …more as appropriate to your area/institution
- 11. What are the Key Planning Principles When Writing a COOP? The focus of a COOP should be on essential functions, not particular people. Essential functions and those who can fulfill those functions will change depending on the situation.
- 12. What are the Basic COOP Elements? Identification of Essential Functions Delegations of Authority / Succession Plan Identification of Alternate Facilities Communications Vital Records & Information Human Resources Test, Training, and Exercise Program Devolution Plans Reconstitution Plans
- 13. COOP Worksheet: Identification of Essential Functions The limited set of operational functions must be continued or resumed quickly. Mission Essential Functions (MEFs) are the important activities your organization performs. Identify the highest priority of functions.
- 14. COOP Worksheet: Delegations of Authority / Succession Plan Delegation of Authority Orders of Succession
- 15. COOP Worksheet: Identification of Alternate Facilities Locations other than the primary facility and used to carry out essential functions, particularly in a continuity event.
- 16. COOP Worksheet: Communications This identifies critical communications equipment. If all your existing communications equipment is lost or destroyed during emergencies, it gives a consolidated list of items that need to be borrowed or purchased so that your Agency can perform all Mission Essential Functions. Some communications equipment can be pre-positioned or carried by employees to new work sites (laptop computers, radios, etc…).
- 17. Templates EAP Template COOP Template
- 18. Questions
- 19. CONTACTS Kate Dinneen CERT Coordinator/Duty Officer Douglas County Emergency Management kdinneen@douglascountyks.org 785-979-0619 Joshua L. Taylor Emergency Management Specialist Douglas County Emergency Management jtaylor@douglascountyks.org Office: 785-832-5260 Cell: 785-393-8419 Jessi Harris (she/her/hers) Library Consultant and Information Resources Librarian Northeast Kansas Library System (NEKLS) jharris@nekls.org Office: 785-83-4090 https://www.nekls.org/
Editor's Notes
- In summary, an EAP is a vital tool to prepare for and respond to emergencies, protect lives and property, meet regulatory requirements, and ensure a coordinated and effective response to a wide range of potential hazards and disasters. In summary, a COOP is necessary for the continuity of operations, disaster preparedness, compliance with regulations, risk management, and the overall resilience of organizations. It serves as a strategic and comprehensive plan to ensure that essential functions can continue during and after disruptive events, contributing to an organization's ability to withstand and recover from crises.
- All-Hazards Approach Risk Assessment Clear and Concise Language Accountability and Responsibilities Evacuation and Sheltering Procedures Communication Training and Drills Emergency Equipment and Resources Special Needs Considerations Coordination with External Agencies Regular Review and Updates Community and Stakeholder Involvement
- By adhering to these key planning principles, an EAP becomes a comprehensive and effective document that helps organizations and facilities prepare for, respond to, and recover from a wide range of emergencies. It promotes clarity, safety, and the protection of lives and property.
- Who, what, when, and where? Locations of Building Utilities, Emergency Systems, and Equipment Emergency Supplies Employee and Partner Awareness (who are you coordinating with?) Communications Emergency Service Contacts Disaster Response Team Contacts
- (What do you do?) Person in Charge General Evacuation Elevator Emergency Fire Tornado & Severe Storm Ice and Snow Storm Medical Emergency Flooding Power Failure Equipment or Systems Failure Violence and Criminal Activity Bomb Threat Active Shooter
- Do you have or know? General Salvage Practices Collections Salvage Procedures Salvage of Water Damaged Historic and General Collections Salvage of Mold Damaged Historic and General Collections When building salvage priorities, ask these questions? Create maps, lists, and/or mark shelving Prioritization worksheet Importance to readers/collection Replaceability Monetary/scholarly value Inventory control Collection tools (finding aid, card catalog) Vital Records Artifactual/intrinsic value Format difficult to salvage Borrowed
- Appendix A: Evacuation Map Appendix B: Tornado Shelter Map Appendix C: Fire Extinguisher Map – Upper level Appendix D: Damage record form Appendix E: First Aid, Flashlight, and Radio Checklist Appendix F: Media information regarding Library Closure Appendix G: Bomb Threat Checklist
- The functions of a department do not change in a COOP; departments not normally responsible for food, shelter, security, etc., do not need to plan to assume those responsibilities. The planning process is the most important aspect of the COOP exercise. A plan will not cover all contingencies. Good planning, however, will allow for good decision-making during a crisis.
- These basic elements should address Where could/would we go? How would we communicate, and what would we say? What do we do, and what functions are most important? What equipment is needed to continue our job?
- What does this department need to do? When does your department need to do it? What is the limited set of operational functions that must be continued or resumed quickly after you become displaced from your normal routine? Mission Essential Functions (MEFs) are the important activities your organization performs or must resume to be considered “operational.” The objective is to identify the highest priority of functions and the resources/capabilities ensuring performance. Identify how many personnel it requires to complete the function and any specialized resources it may require (vehicles, tools, software, etc.). Upon identifying your Mission Essential Functions, you can then prioritize the functions (within each tier) based on their importance of being completed. Keep in mind there may also be laws, ordinances, and/or regulations that stipulate functions your organization must conduct. Tier 1 –One-day disruption Tier 2 –One Day to One Week Disruption Tier 3 –One Week to One Month Disruption EM- has a Tier 4 for a Month or Longer disruption.
- Who is going to do it? This includes a chain of command. The purpose of “Delegation of Authority” is to ensure that certain critical functions and/or decisions can be handled when the person who usually handles those functions is unavailable during a critical period. Who makes decisions? What kinds of decisions can they make? Who has the final call? The purpose of Orders of Succession can be summed up by the question, “Who comes next?” This section of the COOP Plan pre-identifies who will step in if personnel in key leadership positions are unavailable. -The authority being delegated -Any limits on that authority -Who the authority is being delegated to (names & titles) -What circumstances would trigger the delegation -Re-delegation authority (if desired)
- Continuity Facilities, or “Alternate facilities,” refer to other locations and nontraditional options such as working at home. Teleworking, telecommuting, and mobile-office concepts. If your facility is damaged, where else can you go? Where is your backup location? Make sure: -You don’t have everyone going to the same place –deconflict! -Your alternates are reasonably far apart -You have agreements or contracts in place, as needed -To get a 2nd Alternate, if you can -To test your comms at the alternate sites
- Agencies work together, so who do you call to coordinate? When electricity or phone lines are down, how do you get in touch? What are your backup methods?
- Reach out to your Local EM’s and Regional Library System.