Disaster Plans: Hope for the Best, Plan for the Worst Stephen Henson Technical Writer BE&K Engineering Company Birmingham, Alabama A good disaster response plan will be: • Practical. Include useful information. Leave out unnecessary information • Understandable. Test instructions before implementing them • Accessible. Give copies to all concerned individuals, offices, and service points • Current. Revise pages as needed Purpose of the Disaster Response Plan • To outline initial action after a disaster • To outline long-term recovery steps • To provide a list of contacts for local emergency officials, consultants, service providers, and contractors Purpose of the Disaster Response Plan • You should compile a Disaster Response Plan that gives the first responder the information that he or she needs in the first few critical minutes of a disaster Human Safety • The protection and safety of human life must be the unquestioned first priority during any emergency or disaster! • Do not enter, or allow others to enter, a damaged or flooded area until officials declare it safe! • Books and materials can be replaced. A human life can not! Suggested Outline for the Disaster Response Plan • Emergency telephone numbers • Disaster response team members and duties • Emergency instructions • Priorities for recovery • Recovery techniques • Inventory of disaster response closet Writing the Disaster Response Plan • Survey the library building and grounds • Identify and assess the risks • Outline the Disaster Response Plan Writing the Disaster Response Plan • Write the Disaster Response Plan • Teach the Disaster Response Plan • Revise the Disaster Response Plan Writing the Disaster Response Plan • Survey the library building and grounds Writing (continued) • Identify the risks Writing (continued) • Natural threats Writing (continued) • Technical threats Writing (continued) • Human threats Writing (continued) • Rate the impact Writing (continued) • Rate the probability Writing (continued) • Obtain the weighted threat rating Threat Matrix Writing (continued) • Use the weighted risk rating to write the disaster plan Writing (continued) • Outline the Disaster Response Plan Writing (continued) • Write the Disaster Response Plan Writing (continued) • Teach the Disaster Response Plan Writing (continued) • Revise the Disaster Response Plan Format of the Disaster Response Plan • 3-ring binder • Red, pink, or yellow - make it visible! • Plastic page protectors • Clear index tabs Format (continued) • Master copy • Working copies Format (continued) • Master copy Format (continued) • Working copies Format (continued) • Few prose paragraphs • Lots of lists, tables, charts, diagrams, and floor plans The Disaster Response Plan • Make it easy to use. Don't make responders wade through verbiage to find information • Make it easy to revise. Disaster Response Plan has to be current to be useful The Disaster Response Plan (continued) • Date and initial every revision no matter how minor • Review the Disaster Response Plan at least once a year The Disaster Response Plan (continued) • Clear • Concise • Consistent The Disaster Response Plan (continued) • Clear The Disaster Response Plan (continued) • Concise The Disaster Response Plan (continued) • Consistent Disaster Response Reports • Date, time of the disaster • Area of the library affected by the disaster • Description of the disaster • Number of pieces affected • Immediate response • Long-term actions taken Disaster Response Reports (continued) • Amount of time rescuers spent on recovery (person hours) • Results or impact of the incident • Description and number of pieces discarded • Financial impact of the disaster • Photographs or videos of impacted area Copies of Disaster Response Reports • Library department or unit files • Appropriate library administrator • Person in charge of the Disaster Response Plan Disaster Response Reports • Review annually. Look for trends. Have the disasters been similar in nature? • Determine the cost of disasters and response • Use the Disaster Response Reports to determine maintenance priorities Resources • See Selected Resources list in handout