and Publications... · Web viewThe process of business continuity management can be seen as a continuum of effective organisational structures, functions, planning, specific supporting

Emergency Management Plan

June 2010

Emergency Management Plan of the South African Reserve Bank

1. Introduction The process of business continuity management can be seen as a continuum of

effective organisational structures, functions, planning, specific supporting

processes (i.e., information, business and technology), and as preventative and/or

mitigating controls. This continuum is broadly divided into three phases. The first

phase is the preventative and contingency planning phase, which addresses the

development and implementation of effective contingency plans, such as a business

continuity plan, disaster recovery plan and an Emergency Management Plan, such

as this one. The second phase addresses the process of emergency management

where some of the plans (i.e., the Emergency Management Plan) are executed

under real disaster or emergency situations. The third phase is that of recovery and

continuity of the Bank’s critical business processes, after the emergency situation

has been stabilised.

A distinct reality exists that not all people will be evacuated successfully in the event

of a disaster. This has been the case in most of the bad or worst-case disasters

around the world. Emergency management planning should therefore always be

mindful of this and compensate or adjust accordingly. Implemented control

measures should also not be of such a nature that the lives of other people are

endangered in the process. However, every effort should be made, as far as

possible, to help those in need of assistance to evacuate the building.

2. Purpose The purpose of this Emergency Management Plan is to establish a framework

within which it will be possible to deal effectively with most emergency situations, in

order to prevent or limit deaths or injuries.

3. Evacuation process The document addresses the emergency management structure, general

evacuation responsibilities and procedures, specific evacuation procedures for the

Conference Centre, as well as other relevant information such as critical parking,

bomb-scare and fire guidelines. The intended audience is all Bank personnel.1

1 Included are external contractors who work on an extended basis.

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3.1 Emergency Management Structure

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Convened/Mobilised in the event of a serious incident.

Incident Commander concerned to take operational control of the emergency situation.

The security risk function will investigate and provide information to the JOC

Departmental emergency management teams

Floor Wardens Fire-fighting Teams Evacuation Teams First-Aid Teams

Evacuation functionaries Evacuation Control Officers (ECO) to

co-ordinate the evacuation. Identified by light-blue hard hats.o Head: Head Office Securityo Head: Occupational Health and

Safety compliance; assisted byo Protection Services Staff

Identified Assembly Point Controllers to co-ordinate assembly point functioning.

Joint Operational Centre (JOC) Head: Head Office Protection Metro Police, Emergency Services and

Fire Department Disaster Management functionaries

(Local, Provincial and National) South African Police Force Security Risk function representatives

Main Security Control Room Escalate all incidents immediately Order evacuation if warranted Redirect elevators (Staff with disabilities) Liaise with departmental Emergency

Teams (Incident information) Liaise with evacuation control officers

Ensure effective evacuation Interact with Metro Incident

Commander Escalation / information to the BCMC at

the State Theatre assembly point

Escalate incident to any / all of: PSD management Head: BCM function Head: CPSD

Business Continuity Management functionCo-ordinate and facilitate the process of emergency management in terms of compliance, effectiveness and adequacy of implemented control measures.


3.2 Emergency Contact numbers

Function Contact numberMain Security Control Room x3000 up to x3005Head: Head Office Protection x4176 and x4066Wellness Lifestyle Centre x3200; x3333 & 4751Appointed persons responsible for operational emergency management

8923489089 (Mr A)890890 (Mr B)894589045 (Mr C)

Fault reporting x4000

3.3 Responsibility matrix

Functionary ResponsibilityHeads of Department Ensure effective emergency management processes

and functionaries in own business areas.Emergency Teams Refer to detailed responsibility matrixMain Security Control Room and other Protection Services Department staff.

Detailed in the Protection Services Operational Procedure document (not part of this document).

Note: Provide Emergency Team members and VIP

Protectors with information regarding the incident, as well as possible evacuation routes.

Assembly Point Controllers (Identified Floor Wardens and their backups)

Co-ordinate and take charge of the assembly point activities:− Take a loudhailer when exiting the building and

use sparingly as a communicating tool at the assembly point.

− Reconcile roll-call information with all Evacuation Officers / Floor wardens.

− Record and report unaccounted staff.− Control assembly point area i.e. maintain order,

no excessive noise, relay changed evacuation instructions.(Possible instruction to retreat to a further assembly point if necessary).

− Report final roll-call status to the Evacuation Control Officers.

− Announce return to building, when instructed to do so by the Evacuation Control Officers.

− Any other Floor Warden must be able to take charge of the assembly point area, should the appointed one not be available.

Evacuation Control Officer Appointed persons, responsible for operational evacuation management.

Control and co-ordinate evacuation during emergency situations.

All South African Reserve Bank personnel

Understand the content and responsibilities flowing from the Emergency Management Plan.

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Functionary Responsibility Be aware of who the relevant Emergency Team

members are. Follow the instructions of the Emergency Team

members. Escalate all emergency incidents to their Emergency

Management teams or to the Main Security Control Room @ x 3000.

3.4 Emergency team composition3.4.1 Every floor or business area has an appointed Emergency Team consisting of the

following people:

Floor Warden and deputy Floor Warden, identified by green safety hats;

Fire-fighting Team, identified by red safety hats;

Evacuation Team, identified by yellow safety hats;

First-Aid Team, identified by white safety hats; and

3.4.2 Functionaries should keep their allocated hard hats at their desks. However, the hats

could also be situated at a central point.

3.4.3 Safety hats should be worn at all times during an evacuation.

3.4.4 A notice board, prominently displayed at the entrance of each floor or business area,

shall indicate all relevant Emergency Team information.

3.4.5 Identifying bibs, with the wording SARB Emergency Management, provided to

identified emergency management functionaries, should be worn in all instances of

evacuation.

3.5 Emergency Team member responsibility matrix

Functionary ResponsibilityFloor Wardens General responsibilities

Ensure that the Emergency Team is effective, functional, all positions are filled and that the Currency and Protection Services Department is regularly informed of any changes to the Emergency Team.

Ensure that Emergency Team members are trained and proficient in the execution of their duties.

Ensure that trained backup functionaries are always available and that staff know who the backups are when appointed Emergency Team members are not at work.

Take charge of the emergency situation on the floor, including the personnel.

Have the safety of personnel as their first priority at all times

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Functionary Responsibilityand should not endanger the live of any person, including those of the Emergency Team members.

Order an evacuation of the floor only after being instructed by the Main Security Control Room or when the situation requires quick action in this regard.− Note: Report the evacuated status to the Main Security

Control Room and the Assembly Point Controller after each evacuation.

− Ensure that all personnel and visitors on the floor are accounted for.

Manage and direct the various teams within the departmental Emergency Team.− Direct and monitor all fire-fighting operations− Mobilise the First-Aid Team to treat any injured as soon as

possible.− Instruct the Evacuation Team to prepare for possible

evacuation. Control the evacuation process through the Evacuation Team and, as far as possible, ensure an orderly evacuation.

On discovery of a fire (with Fire Fighting Team)

Investigate the incident, cordon off the area where the fire is located, and ascertain details related to the extent of the fire and the danger to life.

Warn personnel of the fire. Attempt to extinguish the fire. Report the details of the fire to the Main Security Control Room

as soon as possible. Remain in contact with the Main Security Control Room and

furnish them with continuous information regarding the situation. Attempt to control the fire until assistance arrives. Order an immediate evacuation if the situation calls for it.

Fire-Fighting Team The primary responsibility is that of initial fire fighting on the floor (e.g., hand-held fire extinguishers and water hoses) and to extinguish fires in the early stages of an emergency.− Identify the nature of the fire and act accordingly.− Should it appear that a fire is beyond control, the Fire-

Fighting Team will assume a supportive role towards the other Emergency Teams.

− The team will not endanger the lives of any personnel, including their own, in the attempt to fight the fire.

− Withdraw as soon as the situation becomes dangerous and unmanageable.

− They must know the location of, and how to operate, all fire-fighting equipment in their area of responsibility.

− Should assist and guide people in the event of a fire.Evacuation Team Co-ordinate the safe physical movement of personnel from the

danger area to the designated assembly area or to another

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Functionary Responsibilityfloor, which is deemed safe in the situation. − All personnel should evacuate at the same time. − The pre-determined evacuation routes should be used.− Prevent people from returning to the building, for whatever

reason.− Prevent people from using the lifts.− Control congestion on the evacuation route.− Control the evacuation of disabled people.− Ensure that all people are evacuated. − Ensure that the fire doors are closed− Report to the Floor Warden that the area is clear and that

all people have evacuated. Co-ordinate the following actions, if the situation permits:

− Locking away of sensitive documents.− Closing of doors in the case of a fire− Checking toilets, tea pause areas and kitchens to ensure

that no one is left behind. Assist the Floor Wardens in taking roll-call

− Do not allow personnel to wander off.− Report any missing personnel to the Evacuation Control

Officer. Be aware of all alternative escape routes, should the

designated routes be impassable. Ensure that staff members have been identified to assist

disabled people (permanently or temporarily) to evacuate. These people should be volunteers and understand what is expected of them.

First-Aid Team The primary responsibility is to identify casualties, stabilise them and apply appropriate treatment.

Their secondary responsibility is to ensure that casualties are removed to safety.− Identify all possible casualties.− Assess the surroundings and ensure that it is safe before

approaching a casualty.− Examine the casualty and check for vital signs (breathing

and pulse), and try and ascertain whether the person is conscious.

− Administer basic medical treatment to all injured persons on the floor.

Ensure that a first-aid box containing basic casualty medical supplies is located on each floor.

Ensure that casualties are removed to safety and that injuries are reported to the Evacuation Controller.

Ensure that the content and use of the first-aid box is known, understood and can be applied.

Identify and assist those who are seriously injured and need assistance to get to the assembly points.

Issue instructions to the evacuation team as to the means by

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Functionary Responsibilitywhich any casualty should be evacuated.

Accompany any casualty whose condition is likely to deteriorate to safety and remain with that person until professional assistance becomes available.

On reaching the assembly point, render such assistance as may be required by the emergency services.

Moving of all injured persons to safety. − Use stretcher where possible.− Supervise the evacuation of any injured persons.

3.6 Evacuation processes3.6.1 General evacuation information

The primary objective, in the event of an incident, is to get as many people out of the

building and away from the danger, in as short a timeframe as possible.

An evacuation of the building could be triggered automatically through the Fire System

or manually , through the evacuation system, by the Main Security Control Room staff.

Floor Wardens, as a last resort, could also shout out the instruction to evacuate on the

floor, should the systems fail or if it is a localised incident which has not yet triggered

the systems.

Evacuations should be ordered as a MATTER OF URGENCY whenever ANY situation

presents itself which could impact on the safety of personnel.

Important issues to take note of and remember in the event of an evacuation:

Obey: All instructions issued by the Evacuation Controllers, Floor Wardens or

Evacuation Teams;

Do not panic or run: Respond in a quick but orderly manner and move at a

steady but deliberate pace along the emergency exit route;

Do not use any of the lifts: You could be trapped in the event of a sudden

power failure;

Evacuation should always be down: Evacuate upwards only if there is no other

alternative or when instructed to do so by the appropriate people;

Do not talk unnecessarily: You may miss vital information or instructions;

Remove high-heel shoes (if possible): It will be easier to negotiate the stairs;

Take only valuable personal belongings and access cards: Ensure that you

have one arm free; and

Keep to the left side of the staircase: Emergency teams will be going the other

way and will need to steady themselves with the hand-rails on the inside of the

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stairs. People who move fast can pass those that are slower, but should move

back to the left-hand side after they have passed.

3.6.2 Incident detection and escalating thereof.

Any person who discovers a serious incident, should immediately escalate the matter

to a member of the Emergency Team or to the Main Security Control Room (MSCR)

directly, by phoning X 3000 (MSCR) or by using the emergency phone in the red box

in the goods lift area or by activating the fire alarm by breaking the glass in the front of

the red fire alarm boxes, situated throughout the floors.

Staff members should also attempt to contain the incident (e.g., fire-extinguishers) as

far as possible without placing themselves or anyone else in danger.

3.6.3 Alert, evacuation and fire alarm sequence

The MSCR has the capability of manually making announcements and ordering

evacuations by using the public address system. The evacuation and fire systems

are also automated to the extent that evacuations, through pre-recorded messages,

can be activated under certain conditions. However, the normal sequence is the

following:

MSCR staff, guided by the facts of the particular situation, will activate a pre-

recorded alert message, informing staff that it might be necessary to evacuate

due to an incident which is being investigated and that staff should be alert and

listen for further instructions.

This alert message, if required by the situation, will be followed by an evacuation

alarm and a pre-recorded evacuation message, after which the building should

be evacuated as a matter of urgency.

Please take note that the emergency situation could require the immediate

evacuation of the building. The evacuation alarm and message will then

immediately be activated without first activating the alert message.

The alert message and evacuation alarm and message can also be activated by

the fire system when a fire condition is detected.

Evacuation panels have been installed on all floors which have the following

functionality:

o Each panel is provided with a microphone, allowing for communication to

the people on the floor;

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o An emergency phone in a red box, allowing for communication to the

MSCR. Typical communication in this regard would be to inform the MSCR

that the floor has been cleared after an evacuation; and

o Alert and Evacuation buttons, allowing for the activation of these two

functions on the particular floor.

3.6.4 Accounting for people after an evacuation

All people, staff and visitors, should be accounted for after an evacuation. The Floor

Wardens should, after reconciliation with the other Floor Wardens at the assembly

points, be able to give the Assembly Point Controllers an accurate account of staff and

visitors who might have been in the building and who have successfully evacuated.

Any people not accounted for, and therefore possibly still in the building, should be

reported to the Assembly Point Controllers for possible search and rescue operations.

Roll-call, before evacuating the floor, should be done in such a manner that it does not

impact on the effective evacuation of people. No specific method of doing roll-call is

prescribed. However, the method generally used is to check staff off a list at the exit as

they leave the area. A note of caution in this regard is that it could possibly lead to

congestion at the exits, as staff wait for their names to be marked off.

Another possibility could be the implementation of an identity (ID) card system, the

same size as, and carried with, the ID cards issued by the Bank. The cards would

indicate the name, department and floor of the person on that floor, which are then

handed to the evacuation officer as staff evacuate their areas. The collected ID cards

can then be reconciled at the assembly points.

The quickest way of evacuating a floor would probably be to allow all staff to move off

the floor as quickly as possible, without checking the names at the exit door. The roll-

call can then be done at the assembly point. However, it is then critically important, if

this method is used, that a sweep of the entire area be made to confirm that no people

are left behind, before the Floor Warden and his or her team finally clear the area.

3.6.5 People with disabilities

Disability can be permanent or temporary (e.g., pregnancy or injury) and it may vary in

degree. Departments should consider these differences when implementing

procedures to evacuate such people. The following points are basic guidelines with

regard to evacuating people with disabilities:

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Departments should at all times know what their status regarding people with

disabilities is and ensure that the appropriate control measures are implemented,

depending on the particular disability.

The BCM Division or Protection Services (Main Security Control Room) should

regularly be informed of this status, as well as of particular needs, if any.

Departments should implement and maintain a buddy-system whereby selected

volunteer staff are allocated and trained to assist those staff members with

disabilities.

The Bank has installed Evac-Chairs on all floors. These are evacuation devices

specifically designed to accommodate the evacuation of people with disabilities

down stairs.

o It is essential that departments ensure that they have competent people who

regularly exercise the operation of the Eva-Chair devices.

o However, people with disabilities should only be evacuated with the Evac-

Chairs in the event of an actual evacuation and not during exercises,

specifically because of the inherent risks of such an evacuation.

Heads of Department have the authority, in extreme cases and after considering the

specific medical condition of a person and possibly consulting with the Bank’s

Wellness Management Division, to exempt a person from taking part in an

evacuation exercise. The Business Continuity Management function should be

informed of these cases.

The Bank has been authorised by the Metro Fire Department to use the two furthest

lifts in each of the two lift banks for specialised evacuation purposes (Note: The low-

rise lift bank does not have lifts in the furthest shafts. In this case the two that are

second to last should be used). These lifts will be operated by protection services

personnel and will start at the top and collect the people identified on the list of

people with disabilities. It is important to note that each of the lifts has a capacity of

ten people standing, including the lift operator. Obviously this capacity will change

dramatically when people with wheelchairs are included. It is therefore essential that

only the most deserving cases be identified for evacuation by the designated lifts. It

must also be stated that the use of the lifts cannot be guaranteed as various factors

could impact thereon.

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An Emergency Team member should be informed when a person needing

assistance to evacuate visits another floor during normal operational conditions.

The Main Security Control Room could also be informed of the visit. The particular

Emergency Team member of the host floor should, in the event of an evacuation,

ensure that the visiting person is taken care of during the evacuation process.

Protection services staff will then be aware of the fact that the person is not on his

or her normal floor.

Departments have the authority to take decisions on the feasibility of evacuating

staff members with disabilities during exercises. Such decisions can be made if the

special evacuation arrangement, such as the lift option, is not practical due to

capacity constraints. However, it is important that such a decision be reported so

that corrective measures can be implemented.

3.6.6 Visitors and evacuation exercises

The general principle in this regard is that all people in the building partake in

evacuation exercises; however, there are the following exceptions to the rule, who

are informed of such an exercise about 30 minutes before it is actually done:

The Executive Assistant in Executive Management Department;

The Customer Support Centre of NPSD;

Computer operations in BSTD;

The trading function in FMD; and

The Conference Centre, if they are hosting external clients.

Heads of Department, if they are in meetings with external visitors, also have the

authority to decide to not take part in the exercise as this could impact on issues

such as flight schedules etc.

3.6.7 Evacuation routes

Evacuation is to the State Theatre (Hands statue) and the Metro Stores parking area

(North-Western corner) assembly points, unless otherwise instructed in specific

situations.

3.6.7.1 Levels -2 and -1

Exit upwards via any of the two fire escapes, out of the building through the Prinsloo or

Church Street entrances.

3.6.7.2 Lower ground

Exit upwards via any of the two fire escapes, out of the building through the Prinsloo or

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Church Street entrances.

3.6.7.3 Ground floor

Exit via the Prinsloo Street entrance.

3.6.7.4 Parking areas

When an evacuation is ordered, staff in the parking areas should evacuate

immediately on foot by following the relevant signage. Staff should not attempt to

evacuate by means of their vehicles.

3.6.7.5 Mezzanine, first, second, third and fourth podium floors

Various evacuation exits have been provided for on these floors. This is due to the

size of the floors and the increased number of staff working in these areas.

Departments and their Emergency Teams should determine, and inform staff, of their

particular escape routes on these floors. They should proceed to their designated

assembly points after exiting the building.

3.6.7.6 Conference Centre

Refer to point 3.6.15 below.

3.6.7.7 Executive Management: Governors Group only

The evacuation procedures for the Governor’s Group i.e. the Governor, Deputy

Governors, their Personal Assistants and the VIP Protectors is specific to that group

and not included in this document, due to the sensitivity thereof.

3.6.7.8 All other floors (5 to 32)

Evacuation from these floors will be as follows:

Even-numbered floors will use the western (blue) staircase, out the Prinsloo Street

exit and proceed to the designated assembly point.

Odd-numbered floors will use the southern (concrete) fire escape, out the Church

Street exit and proceed to the designated assembly point.

People encountering an obstruction, while evacuating down a particular escape

route should cross over to the other staircase and evacuate out there.

Some departments have decided to split their staff into two and then make use of both

exits on the floor. The rationale for this is that it reduces the time taken up by roll-call.

Such an approach would mean that the Emergency Teams need to be increased, in

relation to the number of exits used.

3.6.8 Evacuation event flow

The following event flow attempts to define a structured process through which

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evacuation of an area will be done:

Conference Centre: The evacuation process for the Conference Centre differs slightly

from that of the rest of the building and is therefore addressed elsewhere in this

document.

Action Responsible person Information

Escalate incident to the Main Security Control Room.

Any person available. The normal phone can be used to communicate with the MSCR (x 3000)

Evacuation control panel in the Goods Lift area o Use emergency phone in the red

boxo Communicate with the Main

Security Control Room operator.o Replace handset once the

conversation is complete and act according to the Main Security Control Room instructions.

Communicate with the staff on the floor

Main Security Control Room staff

Floor Warden Any other Emergency

Team member

Evacuation control panel in the Goods Lift area The Main Security Control Room

staff can communicate with the floor from the Control Room; or

Communication can be done via the microphone on the evacuation control panel on the floor.

Evacuation Instruction normally done by the person on duty in the Main Security Control Room.

Floor Wardens or other Emergency Team members can also give the instruction if required.

Evacuation control panel on floor Press the ‘Alert’ button on the

panel if staff need to be alerted of a possible evacuation or, press the ‘Evacuation’ button if an immediate evacuation is required .

Floor Warden to call the MSCR with the red phone and inform them that the floor has been evacuated

Staff should not evacuate the building unless

the instruction to do so has been given.

follow the indicated and exercised evacuation routes.

follow the instructions of the Emergency Team or Protection Services staff.

congregate at the designated

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Action Responsible person Information

assembly points. ensure that they report to the

Floor Warden as soon as possible for roll-call purposes.

remain at the assembly points until further instructions.

Floor Wardens should ensure that all staff have been

evacuated from the particular area.

That all staff have been accounted for.

Confirm roll-call and account for staff and report to the Assembly Point Controller

Floor Warden or designated person responsible for the evacuation.

Reconcile roll-call information with other Floor Wardens (Inform other Floor Wardens if people from their floors visited on your floor and evacuated with you.)

Inform the Assembly Point Controller of any discrepancies.

Report to the Evacuation Control Officers(normally stationed on the corner of Prinsloo and Vermeulen streets)

Assembly Point Controllers Status of evacuation. Unaccounted people.

3.6.9 Assembly areas and procedures

3.6.9.1 Two primary assembly areas have been identified, the one is the North-western

corner of the Metro stores parking area and, the second one, the open pavement

area in front of the State Theatre, at the “Hands” statue. The matrix below indicates

the departments evacuating to these designated assembly areas.

3.6.9.2 Assembly Point Controllers have also been identified in the matrix and the

functionaries concerned should please take note of their responsibilities in this

regard. Loudhailers have been installed in cabinets on the exit routes. They have

been clearly marked for ease of identification and the Assembly Point Controllers

should collect them from the marked cabinets as they evacuate the building.

3.6.9.3 Corporate Services and Bank Supervision Departments: Not all staff members

will evacuate to the same assembly point area. This is because the departments are

spread across the various floors in the building and they have to use different

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escape routes. In case of an emergency the primary objective is always to evacuate

away from the danger zone as quickly as possible. Making contact with the rest of

the department would be a secondary objective. This can either be done by using

the mobile telephone network, if available, or by sending someone to the other

assembly point via an alternate route. Corporate Services Department and Bank

Supervision Department staff at the Metro assembly point, could send someone to

the State Theatre assembly point via Proes, Van Der Walt and/or Church streets.

3.6.9.4 Financial Markets Department: The same principle could be followed by Financial

Markets Department, the only department in the Markets Cluster, whose staff do not

all evacuate to the State Theatre area.

3.6.9.5 Business Continuity Management Committee: An incident requiring the

evacuation of the building could also lead to the invocation of the Bank’s Business

Continuity Plan processes, depending on the impact or criticality of the situation. It

is therefore essential, in an effort to facilitate and co-ordinate such a decision-

making process, that the Business Continuity Management Co-ordinating Work

Committee members meet in the vicinity of the hands sculpture at the State Theatre

assembly point as soon as possible after they have been able to delegate their

departmental responsibilities to their respective management teams.

3.6.10 Assembly Point Controller responsibilitiesThey should ensure that:

3.6.10.1 A loudhailer is taken as the building is evacuated.

3.6.10.2 Charge is taken of the assembly points by:

Controlling people at the assembly point and maintaining order;

Ensuring that all emergency teams report their status, that is, confirming that all

staff have evacuated or indicating those that can not be accounted for;

Ensuring that they know which departments should assemble at the assembly

points for which they are responsible;

Reporting the status to the JOC or anyone of the Evacuation Control Officers;

Ensuring that staff at assembly points are kept updated of the situation; and

Communicating with the other assembly point by mobile telephone or by sending an

available person.

3.6.11 Departments should assemble and stay in their groups, as close as possible to the

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Assembly Point Control Officer.

3.6.12 Departments within the same business continuity plan cluster should, as far as

possible, assemble within the same area to assist in easy communication.

3.6.13 Any changes to the established evacuation process, due to unforeseen

circumstances and conditions, will be communicated by the Evacuation Control

Officers during the evacuation.

3.6.14 Assembly area reporting matrix

Departments Assembly area Comments

Business Continuity Management Committee

State Theatre – hands sculpture

Members – Heads of the following departments Currency and Protection

Services; Business Systems and

Technology; Financial Stability; Human Resource

Department; National Payment System;

and Internal Audit. BCM Manager Co-opted members from

the various departments, as required by the Business Continuity Management Committee .

Note 1: Business Continuity Management Committee members, who have not evacuated to the State Theatre, should make their way there as soon as possible.

Strategic Leadership Cluster Executive Management staff

(Except the Governor’s Group)

State Theatre A separate emergency evacuation procedure exists for the Governor’s Group.

Monetary Policy Cluster Research Department State Theatre Floors 21 to 26Cash Management Cluster Currency and Protection

Services Department Metro

Mezzanine FloorNote: The Currency and Protection Services Department Floor Wardens, or any other member of the Emergency Team, will

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Departments Assembly area Comments

serve as the Assembly Point Controller at the Metro assembly point.

Markets, Treasury, Financial and Settlement Cluster Financial Markets

National Payment System Financial Services

Metro and State Theatre

State Theatre State Theatre

Floor 3 (Podium) – Exit through the Eastern and Southern (Next to VIP lifts) emergency exits.

Floor 9 Floor 3 (Podium) – Exit

through the northern-side emergency exits, as well as the one on the Western side, leading to the blue stairs.

Banking, Monitoring and Oversight Cluster

Financial Stability Bank Supervision

Exchange Control Dept.

State Theatre Metro; and State Theatre

Metro

Floor 20 Floor 4 (Podium) – Staff use

all three exits on the floor. The staff exiting the building through the main foyer will assemble at the State Theatre assembly point.

Floor 2 (Podium)Support Operations Cluster Security Risk Division Legal Services Human Resources Corporate Services (7 and 8)−Publishing Services (LG)−Cleaning Services (LG) −Central Stores (LG)−Mailing Room (8)−Vehicle Workshops (-1)−Workshops (LG)−Archiving (-2)−Engineering Services (LG)

Internal Audit Business Systems and

Technology

Metro State Theatre State Theatre State Theatre State Theatre State Theatre State Theatre State Theatre State Theatre Metro State Theatre Metro State Theatre State Theatre

Note 1: The Human Resources Department Floor Warden, or any other member of their Emergency Team, will serve as the Assembly Point Controllers at the State Theatre.Note 2: All personnel on the lower ground floor will evacuate upwards to the ground floor and to the State Theatre assembly point through the Emergency Exit doors situated between the Publishing Section and the Gymnasium.

3.6.15 Conference Centre evacuation3.6.15.1 Introduction

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This section of the Emergency Management Plan focuses specifically on the

processes and procedures pertaining to evacuation of the Bank’s Conference Centre.

General information, guidelines and descriptions contained in the rest of the document

will not be duplicated in this section, although it is still relevant.

3.6.15.2 Responsibility matrix for Conference Centre evacuation

Functionary ResponsibilityHead: Conference Centre Responsible for an effective emergency management capability

in the Conference Centre. Ensure that all Conference Centre staff are regularly informed

of the procedures pertaining to their evacuation. Confirm the capability of the appointed emergency

management functionaries regarding their ability to manage and take charge of emergency situations in the Conference Centre.

Ensure that all conference groups, external and internal, are informed of the emergency management procedures, before the start of the event, specifically those that pertain to evacuation. − Housekeeping before any start of a conference

o Hand out guidelines containing high-level emergency management instructions and processes.

o Explain the emergency management process.o Point out where they should evacuate to.o Ensure that everyone understands the instructions.

Ensure that the status of people with disabilities is known and that adequate planning is done before the conference starts.

Ensure that the emergency management procedures, processes, functionaries and information are updated and maintained on a continuous basis.

Ensure that an emergency management capability is available at all times when external visitors attend conferences or during functions

Emergency Team membersConference Centre Staff Ensure that they have a thorough understanding of the

Conference Centre emergency management procedures. Ensure that they assist the emergency management teams in

the event of a disaster.

3.6.15.3 Conference Centre evacuation event flow

The assumption is that an incident has occurred, necessitating the evacuation of the

centre.

Action Responsable Person / group

Detail/Information

Attempt to ascertain the Conference Centre Contact the Main Security

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Detail/Information

nature of the incident, what the best evacuation route would be and proceed with evacuation accordingly.

Manager Emergency

management team members.

Conference Centre personnel

Control Room x3000 to x3005

Contact the Head of Protection Services Division or the Head of Head Office Security.

Note: Evacuate immediately, should the above functions not be contactable.

Order an evacuation of all Conference attendees. Conference Centre staff

Conference Centre management.

Conference Centre emergency management team functionaries.

Dispatch emergency management team members to the various occupied conference rooms.

Inform conference attendees of the situation and request that they follow the emergency management team member.

If possible, to facilitate a co-ordinated evacuation, congregate all conference attendees and staff in a central point, such as the foyer area under the glass dome.

Dispatch an emergency team member to sweep the whole area for any persons who might not have heard the initial instructions, i.e. kitchen, toilet etc.

Ensure that adequate assistance is provided to staff and external people with disabilities. It is therefore imperative that the status of such people be known in advance and that adequate planning is done in terms of additional assistance and evacuation devices (Evac-chairs)

Evacuate to the relevant evacuation assembly point.

Emergency management team – (Floor Warden and Evacuation Team members)

Primary option:Conference Centre IS being used by external people and the main entrance is open Staff will assist conference

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Detail/Information

attendees to evacuate through the Conference Centre main door, leading to Church Street and assemble at the State Theatre assembly point.

Secondary option: Conference Centre IS NOT being used by external people and the main entrance is closed. Staff will evacuate down the

stairs, through the Conference Centre parking towards the Vermeulen Street exit and assemble in the METRO stores parking area.

The reasons for the two options are as follows: The main entrance is only

open when external conferences are being hosted.

Report to the Assembly Point Controller

Emergency management team

Emergency management team members should ensure that they can account for all staff and conference attendees. − Name-lists of staff and

conference attendees need to be available.o Attendance lists, for

conference attendees.

o Roll-call lists for staff.

3.6.16 Parking arrangements for emergency evacuation (Get-away parking)

3.6.16.1 Introduction

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The principle guiding the allocation of the 14 parking bays (refer to the table below)

is that they will only be for staff members who have been identified as being time-

critical to the recovery and continuance of the Bank’s critical business processes.

3.6.16.2 Allocation matrix

Department Responsible persons Allocated parking Executive Management Executive Assistant:

Executive Management and the Head: VIP Protection

148, 149 and 150Three vehicles, as decided by the VIP protectors.

Financial Services Mr P 151 and 152National Payment System Mr T 153 and 154Financial Markets Mr M 155 and 156Business Systems and Technology

Mr J J 157,158, 159 and 160

Business Continuity Management

Mr W 161

3.6.16.3 Process

3.6.16.3.1 The responsible people in each business area have the task to co-ordinate the use

of the allocated get-away parking bays. They will ensure:

that the critical staff members always know who they are;

that the critical staff members know what is expected of them;

that the person designated to park in the allocated parking bay actually does so;

that the other critical staff who need to travel in the same vehicles know who they

are and what is expected of them; and

3.6.16.3.2 Identified time-critical staff will evacuate with other staff, as per the normal

evacuation procedures until they reach the ground floor, from where they will NOT go to the assembly point, but immediately go around the building to the Du Toit

Street parking exit/entrance and drive out of the parking area.

3.6.16.3.3 Staff should drive together to the primary pick-up/assembly point on the corner of

Mandela and Vermeulen streets, where they will await further instructions from their

various business areas. A decision will then be made, based on a decision by the

Business Continuity Management Committee, as to whether they should continue to

the Alternate Site.

3.7 Specific threats3.7.1 Bomb threats

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3.7.1.1 The following important matters should be considered in the event of such a threat:

It is always important to try and determine where the bomb is.

The caller will probably try to mislead everyone about the location – do not take

his or her word for the location of the bomb.

Evacuation should not be ordered if the bomb is on the outside of the building –

people who are standing on the outside should try and get as far away as

possible from the bomb.

It must also be considered that the bomb threat could be a decoy to evacuate the

people from the other side of the building, where possibly another bomb has

been placed.

Open doors as far as possible to limit the effect of the blast.

Stay away from windows and glass. If the bomb is on the outside of the building,

move to the centre of the building.

Always remember that there could be more than one explosive device set to

detonate at different times for a more devastating impact.

Bombs normally detonate in an upward angle and lying flat on the ground could

be the safest place if no other options are available.

It is important to follow the instructions and guidance of protection services

personnel as they have been trained to deal with such cases.

3.7.1.2 Threat via the telephone

Bomb threats should initially always be regarded as being genuine. The person

answering the telephone should try and get as much information as possible from the

person making the threat.

3.7.1.3 Bomb threat event flow

The assumption is that a bomb threat call has been received and still in progress.

Action Responsible person/group

Detail/Information

Continue to talk to the person making the bomb threat

The person who received the call.

Try to keep the person on the telephone for as long as possible to get as much information as possible i.e.,− when and where was the

bomb placed?− when will it go off?− try to remember personal

traits of the caller, for example, accent, gender

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Action Responsible person/group

Detail/Information

− try to talk him or her out of detonating the bomb

Escalate the situation to Protection Services personnel or the Main Security Control Room without delay Try to attract a

colleague’s attention. Try to get a message to

that colleague that it is a bomb threat, that is, write ‘Bomb’ on a piece of paper.

Order an evacuation as soon as possible.

The person who received the call.

Colleague whose attention has been attracted.

Use the telephone, intercom system, the evacuation control panel or the break-glass unit alarm box.

Provide Protection Services personnel with any information gained during the conversation.

Refer to the Critical Contact Numbers list.

Appropriate action will depend on the particular situation – where the bomb is, where available escape routes are.

Protection Services personnel.

Emergency Teams.

Staff to follow instructions of Protection Services personnel or Emergency Teams.

Possible evacuation. Protection Services

personnel will decide who to get involved (e.g., South African Police Service, South African National Defence Force).

3.7.1.4 Suspicious articles (e.g., boxes and packages)

3.7.1.4.1 General safety rules and procedures when finding such a suspicious article:

Such parcels should initially always be treated as a bomb threat;

It is important that all staff constantly be on the alert for any suspicious-looking

articles which seem to be out of place;

Do not touch the article;

Indicate the location clearly by overturning a chair or bin in the vicinity;

Keep other persons away; and

Report the matter immediately to one of your Emergency Team members, Main

Security Control Room or Protection Services personnel.

3.7.2 Fire

3.7.2.1 Preventative measures to minimise the threat of fire:

Report, without delay, any irregularities or concerns in this regard to the

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Emergency Team, immediate supervisor, Head of Department or the Main

Security Control Room;

Make sure that electrical equipment , not in use, is switched off after hours;

Report defective electrical equipment;

Self-closing doors must never be wedged open. The purpose of these doors is to

prevent the spread of smoke, heat and fire;

Make sure that fire-fighting equipment is always accessible; and

Make sure that you know how to operate all fire-fighting equipment Protection

Services personnel will arrange for a demonstration should there be any

uncertainty in this regard.

3.7.2.2 Safety actions to be considered to minimise the effect of a fire

Be extremely careful when opening a door to a fire area. Open slowly and screen

yourself behind the door or a wall. A sudden rush of fresh air into a smoke-filled

room may cause a spontaneous explosion and flames, with serious

consequences.

Before opening a door to a room in which there is a fire, first ensure that you

have a fire extinguisher or a fire hose at hand.

If trapped in a room that is on fire, crawl on your hands and knees. Smoke rises

and there is usually a layer of fresh air at floor level.

Fire doors leading to staircases should be kept closed to minimise the spread of

fire and smoke.

3.7.3 Toxic gasses, suspect substances etc

Any foreign smells or substances (i.e., powders) the origin of which cannot be

determined or identified should be considered dangerous.

The Emergency Teams should contact the Main Security Control Room as soon as

possible to inform them of the situation.

Immediate area should be evacuated as a matter of urgency.

3.8 Terminology and general information

Function/Terminology ExplanationAlarms Refers to the:

Alert signal / alarm on the PA system, followed by a pre-

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Function/Terminology Explanationrecorded announcement, placing staff on alert for a possible evacuation;

Evacuation signal / alarm on the PA system, followed by a pre-recorded message, instructing staff to evacuate; and

Fire alarm, emanating from the red fire sirens on each floor, also followed by a pre-recorded message to evacuate.

Assembly area An assembly area is a predetermined safe area, normally away from the building, where people assemble after evacuating.

Building South African Reserve Bank Head Office building.Break-glass unit (Fire) alarm box

To alert the Bank’s Main Security Control Room regarding a fire incident on the particular floor.

Located on all floors and can be recognised by their red square shape (8 x 4 cm), glass with lettering on the front and the push button inside.

Control panel Refers to the fire and evacuation system, situated in the Goods lift area on each floor, consisting of a panel, a microphone and a red emergency phone in a red box.

Evacuation To exit the building via the prescribed route or as instructed.

Evacuation exits Staircases and other exits, as indicated by the signage on all floors.

The lifts are not emergency exits and may not be used in the event of an evacuation, except for in extreme situations.

Evacuation teams Trained volunteers from each floor or business area− Facilitate the physical evacuation of occupants to a

designated place of safety (assembly areas).Fire equipment Includes hose reels, fire extinguishers and breathing

apparatus.− Located in the designated fire-fighting equipment

areas on each floor.− Fire-fighters should always work in pairs, with one on

stand-by at the fire hose, should the extinguisher fail or not be able to extinguish the fire.

Wellness Lifestyle Centre Refers to the medical facility on 1st floor.Floor Wardens Volunteers who have accepted the responsibility for

controlling and co-ordinating emergency operations in their particular areas.

Fire-fighting Teams Trained volunteers responsible for initial fire-fighting actions in their areas.

First-Aid Team Trained volunteers responsible for rendering initial first aid to injured persons on their floors.

Incident Any situation, which could result in, or has the potential to disrupt, the critical business operations of the Bank.

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Function/Terminology ExplanationLoudhailers Electronic megaphones used by Assembly Point

Controllers for communicating at the assembly pointsProtection Services Division

A division within the Currency and Protection Services Department.

Roll-call To account for staff and visitors after an evacuation Normally the responsibility of the Floor Wardens.

First-aid boxes Boxes located on every floor for the use of the First-Aid Teams, stocked with basic medical supplies.

Signage Indicates the evacuation or escape routes, and the location of emergency equipment.

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Documents

and Publications... · Web viewThe process of business continuity management can be seen as a continuum of effective organisational structures, functions, planning, specific supporting