Departmental Disaster Readiness By John Hardcastle Emergency Services Coordinator Palm 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 –BEmergency Protective Measures –CRoad System Repairs –DWater Control Facilities –EBuildings and Equipment –FPublic Utility Systems –GOther (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?