Elements of an Emergency Preparedness Plan

Getting Started: Establishing Policy and Organizational Structure

1. Create the written emergency preparedness policy statement
2. Define the organizational structure, with a clearly defined chain of command and designated roles and responsibilities
   a) Appoint an Emergency Coordinator
   b) Appoint and charge the Emergency Preparedness Planning Team
   c) Appoint alternates and backups
   
3. Begin documentation

Assessment Planning: Identifying Hazards, Risks, and Assets for the Plan

1. Conduct hazard identification and risk evaluation (hazard identification, probability estimate, impact analysis, risk evaluation rating)
2. Conduct asset evaluation
3. Assess and inventory capabilities and resources
4. Use mitigation planning to minimize risk

Preparedness: Developing a Plan for Readiness

1. Appoint an Emergency Preparedness Coordinator and an Emergency Preparedness Team
2. Designate and stock an Emergency Command Center
3. Establish emergency communications systems and methods
4. Establish relationships with community organizations (fire, police, hospital, etc.)
5. Establish a media relations plan
6. Establish mutual aid agreements and reciprocal arrangements with other facilities, businesses, or institutions similar to yours
7. Plan for life safety: establish evacuation plans and routes; include planning for individuals with disabilities
8. Ensure protection of physical assets
9. Ensure protection of vital records
10. Ensure continuity of computer operations
11. Gather information and identify resources for emergency preparedness (phone numbers, helping agencies, supplies, etc.)

Response: Developing a Plan for Action

1. Appoint an Emergency Response Coordinator and an Emergency Response Team
2. Establish policies and procedures to:
   a) Activate the Emergency Command Center
   b) Receive and process emergency calls and information
   c) Alert and warn personnel
   d) Engage the Emergency Preparedness Plan
   • Activate alarms, notify officials
   • Evacuate, shelter, and account for personnel
   • Activate emergency communications
   e) Close the plant, offices, facilities, etc.
   
3. Document the incident and all actions taken
   

Recovery: Developing a Plan for Resuming Operations

1. Appoint an Emergency Recovery Coordinator and an Emergency Recovery Team
2. Conduct pre-emergency recovery analysis and planning (prioritize what to do to recover from an emergency)
3. Establish policies and procedures to
   a) Conduct damage assessment
   b) Conduct salvage operations
   c) Activate recovery communications
   d) Provide employee support
   

Testing the Plan: Training, Drills, and Exercises

1. Conduct pre-training analysis and planning (to prioritize what training is needed)
2. Establish policies and procedures for:
   a) Employee Training
   b) Training Schedules
   c) Tests and Drills
   
   1. Orientation and Education Sessions
   2. Tabletop Exercises
   3. Walk-Through Drills
   4. Functional Drills
   5. Evacuation Drills
   6. Full-Scale Exercises
3. Document test activities and results

Plan Maintenance: Keeping the Plan Current

1. Conduct a formal audit of the entire Plan at least once a year. The review should: a) identify areas to update
   b) determine completeness
   c) assess chain of command
   d) evaluate employee knowledge and awareness
   e) assess trigger mechanisms
   f) evaluate inventory resources
2. Update the Plan whenever there are:
   a) new EPP members
   b) new operations, processes, materials, etc.
   c) new or renovated sites or changes in layout
   d) changes with outside agencies, new suppliers, vendors, etc.
   e) mergers or acquisitions