10 Steps to Preparedness

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1 10 Steps to Preparedness

2 Key Take- Aways Review basics of disaster recovery and con2nuity of opera2ons. Understand what you can do to prepare your pool and its members for an unplanned interrup2on. Ini2ate simple steps to improve your preparedness today.

3 Disasters Happen Some<mes They re Far Reaching

4 2011 US Natural Disaster Figures

5 Disasters Happen Some<mes They re Isolated

6 2011 Agility Event Summary Disaster Recoveries Categorized by Recovery Type 92 Total Events Restrooms 1% Phone Outage/ VM Redirec2on 23% Portable A/C Unit 1% Hardware Failure/ Technology 14% Mul2faceted 3% Full Mobile 6% Power Outage 40% Satellite/ Connec2vity 6% Water Pump 2%

7 What Can You Do Today?

8 Steps To Preparedness 1. Assess your risk both internally and externally. 2. Assess your cri<cal func<ons. 3. Prepare your supply chain. 4. Back- up your data. 5. Create an emergency management plan. 6. Create a crisis communica<on plan. 7. Assemble emergency supplies. 8. Plan for an alternate loca<on. 9. Review your insurance coverage. 10. Test your plan.

9 1. Assess Your Risk Internally & Externally What types of emergencies have occurred in the past? What could happen as a result of your facility loca<on(s)? What types of emergencies could result from the design or construc<on of your facili<es? What could result from a process or system failure? Will you be affected if your neighbor is hit by a disaster?

10 1. Assess Your Risk Internally & Externally (cont.)

11 2. Assess Your Cri<cal Func<ons What func<ons are cri<cal to the day- to- day opera<ons? First Responders, HR, Opera<ons, Management, Finance, Municipal Services What employees are essen<al? How long can you withstand an interrup<on to those cri<cal func<ons? 0-24 hrs, hrs, hrs

12 2. Assess Your Cri<cal Func<ons (cont.) Iden<fying cri<cal func<ons is integral in resuming opera<ons following a disaster. GOAL: iden<fy all resources and personnel required to restore cri<cal func<ons during a recovery Typically, cri<cal func<ons are those that: 1. are most sensi<ve to down<me; 2. fulfill legal or financial obliga<ons to maintain cash flow; 3. play a key role in maintaining your en<ty s public image and trust; and/or 4. safeguard an irreplaceable asset.

13 2. Assess Your Cri<cal Func<ons (cont.)

14 3. Prepare Your Supply Chain Talk to your key vendors and suppliers about their recovery plans. Ask yourself has it been tested? Develop rela<onships with alternate vendors. Eliminate single points of failure. Educate the public about the importance of preparedness. Insure what can t be protected.

15 3. Prepare Your Supply Chain (cont.)

16 4. Back- Up Your Data Automated. Daily back- ups. Store in off- site, secure loca<on. Test plan regularly. Regional footprint.

17 5. Create An Emergency Management Plan Program designed to effec<vely and efficiently respond to an event, minimize the impact, protect and reassure the public and prepare for recovery Plan for what to do amer a disaster Facilitates transi2on between normal opera2ons and catastrophe response Lessons learned: Having access to informa<on necessary to make important decisions and genng informa<on to the right people are equally important Includes: No<fica<on and management of employees, ci<zens, vendors, suppliers and the media

18 5. Create An Emergency Management Plan (cont.)

19 6. Create a Crisis Communica<on Plan Develop a process to make sure all stakeholders (internal and external) are aware of decisions and expecta<ons. Ensure redundancies independent of cell or terrestrial networks as much as possible 24- hour phone tree Password protected web page (centralized emergency status) Previously Established Radio/TV/Print News Partners Call- in recording system E- Mail Alert System Text/Data Alert system Manage member and key vendor/partner communica<ons. Prepare a media communica<ons plan. Consider all your different audiences: 1. Employees 2. Public 3. Media 4. Private Sector Partners

20 6. Create a Crisis Communica<on Plan (cont.) Star2ng Simple: Emergency Contact List Create an Emergency contact list that includes: Home Phone Alternate Mobile Personal E- mail Family Contact Informa<on Evacua<on Plan Store Remotely for Easy Access Setup Alert No2fica2ons Program Explain Purpose Test Regularly Update regularly with any CHANGES to your organiza<on Train New Hires

21 6. Create a Crisis Communica<on Plan (cont.)

22 6. Create a Crisis Communica<on Plan (cont.) Online Communica2ons: Social Media Post real- <me status updates Direct public/employees to alternate loca<ons Provide emergency contact informa<on & instruc<ons Allows easy transference of informa<on to other audiences User- Friendly, Searchable, universal applicability, stable plaporm

23 6. Create a Crisis Communica<on Plan (cont.) Online Presence: Your Website Do you have access to your Web Site during an interrup<on? (remote access) Consider hos<ng your website at an alternate loca<on (offsite). Post cri<cal informa<on on Home & Contact pages. Provide employees, public, customers and business partners with <mely informa<on about your organiza<on during a crisis Ensure your site has con<ngencies for any poten<al SPIKE in traffic during emergency events

24 6. Create a Crisis Communica<on Plan (cont.) EXTERNAL Communica2ons Strategy Establish a Crisis Communica<ons Team Iden<fy Spokesperson(s) & priori<za<on Train your Spokesperson(s) on the intricacies and best prac<ces of communica<ng with the media Ensure all Employees KNOW who the Spokesperson is

25 6. Create a Crisis Communica<on Plan (cont.)

26 7. Assemble Emergency Supplies Employee Emergency Kits An emergency or disaster recovery kit should contain: Fresh water, Non- perishable food, Flashlights Extra baqeries, Baqery- powered AM/FM or NOAA radio First aid kit, Copies of important documents and records For a complete list of items, visit Workplace Recovery Kit CASH Recovery plan Hand Crank or Solar Chargers for Cell Phones Important records (Insurance policies, Fixed asset inventory, Contracts) Opera<ng system install disks, Licensing keys, Passwords Leqerhead Office Supplies: Stamps, Wri<ng Utensils, Stapler/Staples, Tape Printer Paper, Calculators

27 8. Plan For An Alternate Loca<on Mobile Recovery Delivered to a specific loca<on. Ideal for small to medium sized opera<ons. High level of flexibility. Cost effec<ve solu<on. Hotsite Recovery Permanent, regional facility. First come, first served at <me of disaster. Other Alterna<ves Reciprocal Internal

28 8. Plan For An Alternate Loca<on (cont.)

29 9. Review Your Insurance Coverage Assure you are insured for all poten<al risks. Consider business interrup<on insurance and added expense insurance. Keep photos of your building, equipment lists and policy informa<on stored in a safe and secure offsite loca<on. Asset management program.

30 10. Exercise Your Plan Do an annual exercise and update the plan as necessary. There is no pass or fail. Make sure to re- educate employees when any changes to the plan are made. Tes<ng is a process not just a project.

31 Ques<ons?

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