Departmental Disaster Readiness

ByJohn Hardcastle

Emergency Services CoordinatorPalm Springs Fire Department

Acronyms

• DOC- Department Operation Center

• EOC- Emergency Operations Center

• SEMS- Standardized Emergency Management System

• NIMS- National Incident Management System

The EOC

• Emergency Operations Center

• Management and coordination

• Determines the priorities

• Utilizes SEMS/NIMS• Can get crowded and

noisy

DOC’s

• Department Operations Centers

• Not co-located in the EOC

• Where the work gets done

• If possible use staff offices

• Where the records and data are located

• Have a Department Plan!

But my City/County/State has a plan!

Yes they do! But these plans are for the overall “big picture” response. Your plan needs be detailed to keep your business processes running in order to support the big picture response. Only you and your staff know the intricacies and requirements to keep your department functioning.

4 Points for planning

• Staff Readiness

• Department Operations Center (DOC)

• Continuity of Operations

• Recovery

Staff Readiness

• Make staff aware of department plans

• Ensure they know where the plans are located

• Reinforce the importance of family planning

• Refresher training

DOC Planning

• Designate a primary DOC

• If possible designate an alternate DOC

• Ensure that the primary and secondary DOC’s have all the needed tools for staff

Continuity of Operations

1. Identify essential processes Identify critical data

2. Create a plan

3. Create redundancy

4. Cross train staff

5. Identify lines of departmental succession

Essential Processes

Must be up and running within 12 hours

• Purchasing• Cash receipts• Access to banking

functions• Payroll• Payment processing• Maintain cash flow

Critical Data

The data required for operations & recovery

• Financial accounting systems

• Banking systems• Account numbers• Investment Data• Debt Data• Contractual obligations

Create a Plan

• Establish a staff recall procedure• Maintain an updated staff home phone

number list• Establish data redundancy and how it is

accessed• Plan to staff the DOC for 24 hours a day• Determine who is to report to the EOC and

DOC• Create a temporary line of succession

Create a plan

• Establish a Mutual Aid agreement with other “like” organizations to share offices, computers, staff, etc.

Redundancy

• Back up records and databases need to be physically distant (at least a few miles)

• Fireproof safes

• Hot sites

• Warm sites

• Cold sites

• UPS

• Offsite Records backup

Redundancy

• Mutual Aid

Agencies can share or purchase exclusive fireproof safes to place in each others facilities for the purpose of storing data backup tapes. This provides the needed distance and maintains security.

Cross Train Staff

In a disaster members of your Department may be unable to report to work. Cross training ensures that someone from your Department will be able to accomplish the tasks needed.

Lines of Succession

• Determine emergency lines of succession

• Use job titles not names

• Obtain approval from your agency head in advance of a disaster

Recovery

• Recovery activities must be documented in order to be reimbursable by OES and DHS.

• Each site must be listed separately

• Each activity must be categorized

• Set up account numbers in advance of a disaster and only use them for a disaster

Recovery Categories

CATEGORY– A Debris Clearance– B Emergency Protective Measures– C Road System Repairs– D Water Control Facilities– E Buildings and Equipment– F Public Utility Systems– G Other (Not in above Categories)

This Was An Overview

• Check with your organization and find out what role you are expected to play in a disaster

• Review your organizations Emergency Operations Plan (EOP)

• Contact your local Emergency Management Official for assistance.

Questions?