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Emergency procedures – flowcharts - Continuity Central

Emergency procedures flowcharts Joseph McHugh and Sandesh Sheth describe how to construct an Emergency procedure flowchart. Introduction: Emergency procedures are the foundation of any crisis management plan. The objective of the Emergency procedures is to be able to protect lives and minimize damage to assets and to try to nip the incident in the bud before it escalates into a disaster. The authors developed the following Emergency procedures flowchart during the implementation of a business Continuity management system. The process flows depicted by the flowcharts enable easy understanding and also provide a quick reference guide for all concerned. Caveat: Please adapt them based on your organization s uniqueness. List of incidents covered: Emergency response procedures are used to address incidents that may occur during routine operations. Below is a list of some of the incidents that would trigger the initiation of Emergency response procedures : EmergencyResponseProceduresFireExplosive DevicesCivilDisturbancePowerOutageWaterI ncidentSevere WindSnow We will address each of the emergencies in detail in the following flowcharts .

The authors developed the following emergency procedures flowchart during the implementation of a business continuity management system. The process flows ... Before the construction of the flow charts the following need to be defined: ... • …

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Transcription of Emergency procedures – flowcharts - Continuity Central

1 Emergency procedures flowcharts Joseph McHugh and Sandesh Sheth describe how to construct an Emergency procedure flowchart. Introduction: Emergency procedures are the foundation of any crisis management plan. The objective of the Emergency procedures is to be able to protect lives and minimize damage to assets and to try to nip the incident in the bud before it escalates into a disaster. The authors developed the following Emergency procedures flowchart during the implementation of a business Continuity management system. The process flows depicted by the flowcharts enable easy understanding and also provide a quick reference guide for all concerned. Caveat: Please adapt them based on your organization s uniqueness. List of incidents covered: Emergency response procedures are used to address incidents that may occur during routine operations. Below is a list of some of the incidents that would trigger the initiation of Emergency response procedures : EmergencyResponseProceduresFireExplosive DevicesCivilDisturbancePowerOutageWaterI ncidentSevere WindSnow We will address each of the emergencies in detail in the following flowcharts .

2 Need: The need is to create flowcharts that convey the first actions to be carried out and the escalations and process flows based on the emerging scenario. Before the construction of the flow charts the following need to be defined: Primary contacts Emergency response team members Crisis management team members Floor Marshals Roll call / head count lists First aid trained personnel Emergency service providers contact numbers Emergency contact numbers for all employees Vendor contact numbers Call trees for employees, contractors and vendors Floor plans with detailed information Building evacuation drills Fire FireIncidentAuto AlarmactivatedAlarmmonitoringservice providercontactsorganizationYesEmployees manuallyactivates alarmNoPrimarycontactconfirms fireincidentServiceProvidercontacts FireDepartmentYesEmployeeinformsprimaryc ontactPrimarycontactcontacts FireDepartmentNoPrimary contactinformsEmergencyResponse TeamActivateevacuationActivateevacuation Fire EnginesarrivesEvacuees reportto GatheringPoint / Safe AreaRoll call taken byteam leadsFloor Marshalsbrief CrisisManagementTeam using floorplansEmergencyResponseTeam informsCrisisManagementTeamCrisisManagem entTeam LeaderbriefsBattalion ChiefFire Departmentbecomes IncidentCommanderFire Departmentgives All-ClearsignalCrisisManagementTeam directsfuture actions The following additional details need to be defined Alarm monitoring service provider details- contact number, disabling procedure.

3 Testing procedure. Bomb threat Employeereceives athreatType ofThreatCollect additionalinformation andinform PrimaryContactInformPrimaryContactVerbal WrittenContact 911 Activate AlarmActivateEvacuationEvacuees reportto GatheringPoint / SafeAreaRoll Call takenby TeamLeadsBomb squadarrivesCrisisManagementTeam briefsBomb SquadRepresentativeInformEmergencyRespon seTeamInformEmergencyResponseTeamInform CrisisManagementTeamCrisisManagementTeam isbriefedBomb SquadLeader becomesIncidentCommanderBomb Squadgives All-ClearsignalCrisisManagementTeam directsfuture actions The following additional details need to be defined Procedure to handle bomb threat calls bomb threat checklist and agencies to be notified. Civil disturbance CivilDisturbanceObservedLocation ofUnrestInformPrimaryContactInformPrimar yContactInternalExternalContact 911 Activate AlarmShelter-in-PlacePolice arrivesInformEmergencyResponseTeamInform EmergencyResponseTeamInform CrisisManagementTeamCrisisManagementTeam isbriefedPolice TeamLeaderbecomesIncidentCommanderPolice givesAll-ClearsignalCrisisManagementTeam directsfuture actionsCrisisManagementTeam briefsPolice TeamLeader The following additional details need to be defined - Shelter-in-place procedure - Flooding within premises.

4 Water related incidentWaterRelatedIncidentPrimaryConta ctinformsEmergencyResponseTeamEmployees in DataCenter will activate theIncident ProcedureEmergencyResponseTeam informsCrisisManagementTeamCrisisManagem entTeam directsJIS actionsEmployee contactsthe PrimaryContactLocation ofaffectedareaData CenterOffice AreaEmployees in Officearea will activate theIncident ProcedureEmergencyResponseTeam contactsVendors The following additional details need to be defined Flooding incident procedure mapping of vital records locations to danger areas, location of shielding material, contact numbers of restoration vendors. Power outage PowerOutageIncidentData Centerruns on UPSP rimary Contact informsEmergency ResponseTeamPrimary Contact informsFuel Service Company torefill after every X hoursof continuous operationsEmergency ResponseTeam checks withservice provider forstatus reportEmergency ResponseTeam informs CrisisManagement TeamCrisisManagementTeam directsJIS actionsPrimary Contactinforms EmergencyResponse TeamBackupGeneratorstartsYesNoEmergency ResponseTeam informs CrisisManagement TeamCrisis ManagementTeam authorize Soft-ShutdownCrisis ResponseTeam contactsBackup GeneratorVendor The following additional details need to be defined - Soft shutdown procedures - Determine reorder point of fuel for backup generator.

5 Medical MedicalIncidentEmployeenotices theinjuredPrimary Contact informsCrisis Response TeamEmergency ResponseTeam contacts First-Aidtrained personnelFirst-Aid trainedpersonnel providemedical servicesEmergencyResponse Teaminforms CrisisManagement TeamFirst-Aidtrained peopleupdate CrisisManagementTeamEmployee informsPrimary ContactPrimary Contactcalls 911 EMT arrivesFirst -Aid trainedpeople transferthe patient toEMTEMT assumescontrol andtakes actionsCrisisManagementTeam directs JISactionsInjured isaliveYesEmployee informsPrimary ContactNoPrimary Contactcalls 911 EMT andPolice arrivesEMT andPoliceverifiescause ofdeathNaturalPolice sealsarea forinvestigationSuspicious Severe windstorm / hurricane SevereWindIncidentWatch AlertissuedCrisisManagementTeam directsfuture actionsWarningAlert issuedEmergencyResponseTeam is onalertEmergencyResponseTeamprepares foranymobilizationEmergencyResponseinfor ms CrisisManagementTeamEmergencyResponseTea m verifiesalertEmergencyResponseTeam verifiesalert The following additional details need to be defined: - Equipment for keeping alert - Mobilization resources and procedures .

6 Snow storms SnowStormIncidentPeople onsiteLights OutProcedureCrisisManagementTeam verifiesalertEmployee informsEmergencyResponse TeamEmergencyResponse Team isput on alertEmergencyResponse Teaminforms CrisisManagement TeamSnow StormoccurrenceImpendingCrisisManagement Team declaresLights OutCrisisManagementTeam directsfuture actionsSkeleton CrewProcedureSkeleton CrewEmergencyResponse Teamprepares formobilizationSnow Stormoccurrence The following additional details need to be defined - Lights out procedures - Skeleton crew operations procedures - Mobilization resources and procedure. Conclusion This article highlights the process to develop flow charts for Emergency procedures . Each flow chart has to be complemented by the required details. The flow charts in themselves are only able to summarize what needs to be done and should be used during top-level designs, trainings and awareness campaigns. About the authors Joseph McHugh is the Executive Deputy Director Operations for Judiciary Information Systems (JIS) of the State of Maryland Judiciary, US.

7 With more than 30 years of IT experience, he is responsible for providing mission supportive facilities and infrastructure, ensuring security and optimizing operations at JIS. He is the project champion for Business Continuity management System implementation project at JIS. Joe can be reached on Sandesh Sheth is a business Continuity consultant, developing and implementing business Continuity management systems for organizations worldwide. He represents the Enterprise Risk management Consulting Group of Satyam Computer Services Limited. Sandesh can be reached on


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