Homeland Security Preparedness Model - Research Paper Example

? Emergency Preparedness Plan: Policy: As per the policy, “In order to manage the effects of natural as well as manmade disasters, including terrorism threats and security issues, which can effect and hinder the organizations or its employees output, the organization will prepare and follow an Emergency Preparedness Program.” Goals: The goals of the plan are ‘to get an organization back up and running in the event of an interruption and to have some contingency plans in the event of a problem.’ A disaster recovery and preparedness plan is there to save the organization so that it can continue to offer its services. Scope: The scope of this plan will determine the roles of the entity and its employees at the time of an emergency. It lays down a well practiced set of guidelines that each and every part of the entity will follow at the time of any emergency or uncertainty. This plan will cater to all the steps from preparation to response of emergency situations and threats and consequences as a result to the same. Authority and Responsibility: The Steering Committee including the Managing Director, the Chief Security Officer and the Chief HSE Officer will design and lay down the plan. And will review the plan and its implementation annually so as to identify any weaknesses in the plan, or control weaknesses in the implementation of the plan and take immediate steps to change them. At any time, there shall be an emergency officer in every department who will lead the people to their responsibilities and ensure that the plan is being effectively followed and all the steps are being properly carried. The Emergency Officer will be responsible for communication of any information or recommendations about proposed changes in the emergency preparedness policy. The Safety Officer will see that proposed changes are implemented as specified. The Safety Officer will, on a random basis, quiz staff members concerning the Emergency Preparedness Plan and their roles in any drill. This process serves as a source of feedback, which the Safety Officer can use for evaluation of the overall effectiveness of the program. Hazards Vulnerability Analysis: First and the foremost step of the prepared plan are to conduct a Hazard Vulnerability Analysis. Evaluate every possible event in each of the three categories of probability, risk, and preparedness. Add additional events as necessary. A Hazards Vulnerability Analysis can be conducted on need to need basis, and by the committee made for this purpose by the steering committee. The report and findings of the analysis shall be submitted to and discussed with the steering committee on monthly basis, until the analysis is final and final report is presented to the steering committee. The Hazards Vulnerability Analysis assists the organization in determining to which hazards it is most vulnerable and to which it is least vulnerable. The following should be kept in mind: There should be a backup of critical data, stored at a place where there is high security. The inventories prone to catching fire shall be kept in the room where fire detection, protection and extinguishing controls are the most effective and efficient. Communication Channels: Following are the ways in which the employees will be warned and communicated of the hazards or emergency situations: 1. Alarms: The alarm will ring continuously for 2 minutes and then with varying pitch for 5 more minutes. 2. Loud Speakers: Announcements to be made in the speaking language of the employees as well as in the local language so as to facilitate the non-executive staff. Staff Trainings : Employees must know what to do at the time of emergency, to ensure that this happens, following trainings must be conducted: a. The general overview of the plan, so that the employees know what is in the plan, what actually is a disaster / emergency and how to proceed step by step at the time of a disaster or emergency. Must be conduct once annually and can be conducted half yearly too. b. The training to understand the evacuation and drills, so that the employees can easily go about the evacuation process and drills. They know about the evacuation maps and emergency exits and are well aware of their duties at the time of emergency. To be conducted monthly so as to incorporate any changes in the employees as well as evacuation or drill planning. c. At the time of any change, the training so as to explain that change, must be conducted when there is a change in the plan. Every employee shall have a copy of the preparedness manual and Orientation sessions for new employees should include an overview of the contents and a copy of the preparedness manual. Emergency Drills: Drills will be conducted semiannually. These drills shall not be conducted later than 8 months from the previous drill in case of a valid reason, properly documented. All the employees will to fulfill the requirements for compliance of the preparedness plan. The drills may involve simulated hazardous conditions and need to be responded in the same way as actual emergency situations. The emergency officer, shall have an attendance sheet with him to be signed by every employee who has been evacuated to ensure the head count. Feedback concerning any type of drill conducted will be reviewed by the steering committee for necessary actions. The steering committee and the emergency officer will discuss the weaknesses identified in the drill within a week of the submission of the feedback of the drill. Disaster Procedures for Employees / Staff: In the event of either internal or external disaster, the head of the department or the Emergency Officer can initiate the communication procedure. All the other employees will report to their respective supervisors to log in and be assigned to whatever tasks are required in carrying out the plan. If a regular work shift ends during the declared emergency period, all staff members will continue their respective assignments until officially released by order of the supervisor. All employees will report changes of address and telephone numbers, as well as their response time to the organization, to the HR Manager as soon as possible. The HR Manager will continually update the Disaster Call List (Attendance Sheet to ensure head count) and provide it to the Departmental Head, Emergency Officer, and other designees. The Departmental Manager that personnel are assigned to call the employees listed on the Disaster Call List appropriately. These duties will be conducted by recognized employees available for this task until the arrival of the personnel coordinator. Evacuation Procedure: Immediate Evacuation 1. First move employees who are closest to the danger. 2. Disconnect an emergency area by a fire door. 3. Move important records with the employees, if possible. 4. Do not use elevators, when there is fire. 5. Call for the Ambulances and first aid services immediately. 6. Notify the emergency to the authorities. Planned Evacuation Planned evacuation will be initiated by the Departmental Head or Emergency Officer only. Other procedures will remain the same. Evacuation Areas The parking lot will be the chosen evacuation area except that in inclement weather, the Departmental Manager or Emergency Officer will indicate a secondary evacuation area. Emergency Supplies of Utilities: If the organization’s drinking water supply is contaminated or unavailable, supply of electricity is compromised or unavailable the Steering Committee will determine the future course of action and arrangement of the alternate drinking water supply and electricity supply. Bomb Threat: Procedure: At the time of the phone call of the bomb threat: 1. Take the message, keeping the caller online for as long as possible. Ask the caller to repeat the message and record the message if possible. 2. If the caller does not point out the site of the bomb or the time of possible explosion, ask him or her for this information. 3. Be alert for distinguishing background noises, such as traffic, music, voices as well as the distinguishing voice characteristics. 4. Complete a Bomb Threat Call form while you are on the phone or as soon as the caller hangs up. 5. Notify the Steering Committee and the Emergency Officer. 6. The Emergency Officer or his or her designee will notify immediately to the police and fire departments. 7. Immediate evacuation procedures will be carried out. 8. Any unidentified parcels and boxes will remain untouched and the police will be informed of the same. 9. The hospitals and ambulances must be immediately called. Riots, Terrorism and Civil Disturbance Emergency Plan: A civil chaos may soar from a minor commotion to a major riot through the actions of one individual or a group of individuals who are well organized. The following procedure should be followed: 1. Unknown individuals shall not be allowed inside the organizations premises and if they are found there, shall be escorted out. 2. Before entry proper security checks are performed so that any weapon is detected there. 3. If any person objects to leave the building, police shall be immediately informed by the official escorting him or her out. 4. If existence of any unwanted people is identified within the clinic, all the entrances shall be sealed and the police will be called. 5. The departmental Manager or Emergency Officer will maintain contact with the police and fire departments. If the organization has a contract with a private security service, that service should be contacted and asked for assistance. Natural Disasters Response Plan: Immediate measures taken by all the personnel: 1. The employees on detection shall remain at their places. 2. The emergency officer shall ensure that all the movable and heavy objects are placed appropriately and cannot harm people. 3. Trainings shall be conducted regularly and manuals should be distributed regarding the course of actions at the time of earthquakes, hurricanes, tornados etc. 4. Electricity main supply shall be closed down to avoid shocks and short circuits. 5. Trainings and drills shall be regularly conducted, to ensure that the employees know how to react in such situations. 6. Immediate first aid should be made available at the premises to be utilized when the situation is clear. 7. Immediate intimation to the authorities shall be made. 8. No employee can leave the premises unless the Emergency officer declare the situation as all clear. References Daecher Consulting Group, Inc. Security and Emergency Preparedness Plan Template, 2005. World Health Organization Phases, Pandemic plan, 2011. CDC, Emergency Response Resources, CDC Online, Web. 2011. < http://www.cdc.gov/niosh/topics/emres/business.html> Federal Emergency Management Agency, Preparedness, Federal Emergency Management Agency Online, Web. 2011. http://www.fema.gov/emergency/nims/Preparedness.shtm Read More