1. Basic Disaster Preparedness for Civil Registries Suva, Fiji 3 October 2017

2. Walk of Resilience
Let’s do a simple exercise that will get us thinking about how prepared your civil registry is for a flood, storm or other hazard Please join the Walk of Resilience ….

3. Usual approach to disaster planning

4. Is this really a big issue in the Pacific?
Well, Yes it is!

5. Even in the world’s most advanced economy
Well, Yes it is!

6. Cyclone Winston 2016
FJD$ 1.5 billion losses to business sector (PIPSO)
14.5 million work days lost translating into FJD$ 350 million lost personal income for workers
Total losses 10% of GDP
Agricultural losses FJD$240 million (excl. sugar sector)
Sugar industry losses FJD$160 million
(Source: International Business Times)
Photo: UN Women

7. The number of disasters is increasing
Disaster occurrence in Asia and the Pacific (Source: EM-DAT)

8. The cost of disasters is increasing
Economic and human losses in Asia and the Pacific (Source: EM-DAT)

9. ‘Unprecedented events’
The world has seen the “dramatic aggravation” of climate change with “unprecedented events” caused by flooding from Florida to Texas to Bangladesh, India, Nepal and Sierra Leone.
UN Secretary-General
Antonio Guterres

10. The ‘business case’ for civil registries
Protects your civil registry’s assets & operations (BCP works)
Saves you money through avoided losses (disaster resilient investment pays)
Enhances your reputation (DRR as an investment not a cost)
Everyone wins (your workers; your service & the wider community)

11. Your continuity plan
In groups – what are the key things you need to consider to ensure your civil registry is protected and continues to function (or reopens quickly)?
15 mins

12. Disaster-proof your civil registry in 12 steps
Step 1: Identify your core products/services
Prioritize the top three and write them down

13. Disaster-proof your civil registry in 12 steps
Step 2: Identify your essential roles & skillsets
Know the people carrying out your registry’s key tasks and write this down in your continuity plan
Tip: Cross-train team members so they can provide back-up to roles

14. Disaster-proof your civil registry in 12 steps
Step 3: Identify your essential equipment
Know which equipment you need to deliver your key products/services & the options for getting replacements

15. Disaster-proof your civil registry in 12 steps
Step 4: Identify your essential supplies
Know the supplies you need to deliver your key products/services & the options for alternative suppliers

16. Disaster-proof your civil registry in 12 steps
Step 5: Identify your relocation options
Have back-up location options i.e. potential sharing with other government departments/ working from home etc.

17. Disaster-proof your civil registry in 12 steps
Step 6: Identify your insurance options
Investigate government and local private insurance options if any

18. Disaster-proof your civil registry in 12 steps
Step 7: Agree delegation of authority
Investigate how roles and responsibilities can be delegated in the absence of managers/department heads – make sure those assuming new responsibilities are briefed on these potential new roles

19. Disaster-proof your civil registry in 12 steps
Step 8: Record contact details
Ensure there is a record of multiple contact details for each member of your team as well as your key partners in government and suppliers (inc. private sector)

20. Disaster-proof your civil registry in 12 steps
Step 9: Registry records
Ensure there is back-up of your records incl. if possible off-premises and other options (back up hard drive)

21. Disaster-proof your civil registry in 12 steps
Step 10: Save the plan
Ensure it is known and accessible

22. Disaster-proof your civil registry in 12 steps
Step 11: Emergency preparedness
Ensure staff have getaway kits and are trained in protecting themselves and their family and the products and services of the registry

23. Disaster-proof your civil registry in 12 steps
Step 12: Practice and update the plan
Don’t let it gather dust on the shelf … use it and revise it … it is an investment not a cost!

24. Ideas for adaptation/improvement
Please discuss in your groups how this could be improved for your civil registry

25. The Hot Seat!
For two minutes please think about what is the main challenge your civil registry faces in managing its disaster risk
Request for two or three volunteers to sit on the Hot Seat
The Hot Seat Person will have one minute to explain what is their main disaster preparedness challenge
Hot Seat Person will open the floor or point to individuals in the room to provide their advice and/or solutions.

26. Approaches to risk strategy (1)
Use one or mix of ‘types of action’:
Temporary: eg hire fans to cool work place
Managerial: eg introduce flexi-time
Technical: eg refurbish building; enhance flood defences
Strategic: eg commission new building with climate resilient design as part of planned programme

27. Approaches to risk strategy (2)
Use one or mix of four ‘strategies’:
Avoid risk: ie pull out of hazardous locations; do not rely on suppliers who are not ‘resilient’
Reduce risk: ie upgrade existing infrastructure
Share risk: ie insure assets & contractual agreements to guarantee key supplies
Accept risk: zero risk – registry knowingly agrees to accept residual risk after above measures

28. Approaches to risk strategy (3)
Action through one or mix of key registry processes:
Logistics – certify suppliers, support their resilience
Premises – pull out of hazardous locations; retrofitting
Processes – increase storage & back-up systems
People – strengthen preparedness training; flexi time
Finance – insurance, investing to offset potential losses

29. Choose your strategy
In groups – which strategy would work best for your civil registry? 20 mins discussion then share thoughts
By Action
Temporary: eg hire fans to cool work place
Managerial: eg introduce flexi-time
Technical: eg refurbish building; enhance flood defences
Strategic: eg commission new building with climate resilient design as part of planned programme
By strategy
Avoid risk: ie pull out of hazardous locations; do not rely on suppliers who are not ‘resilient’
Reduce risk: ie upgrade existing infrastructure
Share risk: ie insure assets & contractual agreements to guarantee key supplies
Accept risk: zero risk – registry knowingly agrees to accept residual risk after above measures
By process
Logistics – certify suppliers, support their resilience
Premises – pull out of hazardous locations; retrofitting
Processes – increase storage & back-up systems
People – strengthen preparedness training; flexi time
Finance – insurance, investing to offset potential losses

30. Ambitious global plan based on risk management
Headline message: prevent new disaster risk and reduce existing disaster risk Several indicators on contingency planning & training and drills at local level & for gvt depts.

31. I
Thank you