Disaster Preparedness

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1 Protecting Your Research From Hurricane Damage Would your lab be prepared in the event of a hurricane? Could you safeguard your life s work from storm damage? Does everyone in your lab know your hurricane preparedness plan? University of Miami, Miller School of Medicine Office of Emergency Management Miller Office of Research June 27, 2012, 2:00-3:00 p.m. Lois Pope LIFE Center, 7 th Floor Auditorium

2 Hurricane Season Information

3 Hurricane Season Information

4 Monitoring Approaching Storms National Hurricane Center

5 CSTARS Campus-Center for Southeastern Tropical Advanced Remote Sensing Wilma October 24, 2005 Andrew August 24, 1992 Charley August 13, 2004

6 Hurricane Season Information

7 Emergency Management Office of Emergency Management: University-Wide/ Gables Campus Emergency Managers: Medical & RSMAS What is Emergency Management? 1. Mitigation: Protecting infrastructure and systems 2. Planning: Thinking about what to do ahead of time 3. Response: Executing your plan to protect life, property & Operations 4. Recovery/ Continuity: Restoring Critical Functions & getting back to normal New All-hazard Approach Focus on broad response concepts, not specific types of disaster

8 Emergency Management Steps to Preparedness at the Unit/ Sub-Unit Level 1. Review & Dissemination of University & Campus Plans 2. UReady Plan Completion/ Annual Update What is UReady? Who utilizes it? How is it accessed? What are the benefits? When do I do it?

9 Emergency Management Steps to Preparedness at the Unit/ Sub-Unit Level 3. Contact Information Collection myum: Collection of Emergency/ Evacuation Contact Information Unit/ Sub-Unit Telephone Tree/ Data Warehouse Emergency Notification Network (ENN) Used to notify EVERYONE in event of critical life-safety emergency Voice, text, , social media, web, tv and other notifications Tested annually

10 Risk Management Photo Documentation Each Unit/Sub-Unit is responsible for completing their own photo documentation process annually If property damaged during disaster, such as a hurricane, photo documentation may be only way to assure replacement and reconditioning. Take pictures/video of all space and significant property and collect proof of purchase documentation. Save files in multiple locations in electronic and printed form. In the Event of a Disaster Impact Take Pictures/ Video of all damaged space and significant property Complete a Claims Worksheet, itemizing all damages: Assemble the post disaster pictures/video with the pictures/video you created prior to a storm and submit with claims worksheet to Risk Management. For more information visit Risk Management s hurricane planning website:

11 Emergency Management Steps to Preparedness at the Unit/ Sub-Unit Level 5. Stock Emergency Supplies Discussed Later 6. NIMS Training If you receive a notification 7. Familiarization with Recover Website: Recover.miami.edu Check in website after incident occurs Does not replace need to contact supervisor

12 Emergency Management Hurricane Season Information to review Weathering the Storm: University-Wide & Gables Hurricane Update: Medical & UHealth

13 Emergency Management

14 Principal Investigator (PI) Checklists Basic and Clinical Research

15 Hurricane Kits Update emergency supply inventory Large clear storage containers Rolls of plastic sheeting: 10 x 100 ft Clear strapping tape Tarps: 12 x 16 ft. Bungee cords: assortment of sizes XXL Ziploc storage bags (3/box) Protective sheets (8.5 x 11 in.) Flashlight and DD batteries Large Sharpie markers Map and guide from local grocery stores (free) Suggested items may be obtained through Ariba (UResearch.miami.edu/Prepare) Physical Plant store room maintains a limited quantity of supplies that can be obtained via IDR

16 Preparing Lab Equipment Register and label critical equipment Register on Department of Security website for critical equipment monitoring: Add emergency contact information Including shared equipment and cold rooms Post operating conditions Temperature settings & Percent CO2 Monitoring Systems S. Cane Sebastian Cane RMSB Sebastian Cane RMSB Sebastian Cane

17 Preparing Samples Prepare an Inventory of Your Refrigerators, Freezers, Cold-Rooms, and Liquid Nitrogen Tanks Maintain an updated inventory sheet Template can found in checklist appendix A Itemize tissues, cell lines, reagents Discard unnecessary items Identify critical samples, reagents, media, etc Consider sending critical samples offsite via pre-existing arrangements with biorepositories and non-local collaborators/colleagues.

18 Division of Veterinary Resources (DVR) Labeling DVR Rodent Caging Irreplaceable Replaceable Biohazard

19 Division of Veterinary Resources (DVR) Cryopreserve embryos of critical rodent lines No DVR animals or animal records should be removed from campus by a PI at any time Voluntarily postpone animal orders and surgeries prior to imminent storm Arrangements for animals requiring special care beyond established husbandry practice should be made in advance Cat 1, 2, 3 - Animals will not be moved pre-storm Cat 4 or 5 - Relocate large animals if possible; important rodent lines should have been cryopreserved by the PI

20 Environmental Health & Safety CHEMICAL AND BIOLOGICAL AGENTS Update your chemical inventory list Clean all laboratory benches as completely as practical. Dispose of biohazardous material Confirm that the spill control kit is stocked and its location marked. Store chemicals and biological agents in isolated and windowless rooms. If an isolated windowless room is not available, store chemicals in cabinets or closets that can be locked or secured. Use care when handling and storing chemicals to avoid an accidental release. Chemicals should be segregated based on their compatibility. Do not store chemicals in fume hoods, close tightly when not in use

21 Physical Plant & Facilities Do not plug extension cords into emergency power red plugs The system can be easily overloaded resulting in harm to equipment For buildings with generator power, HVAC will supply animal areas only Unplug all non-essential equipment prior to leaving the lab Prior to and after a storm Physical Plant will: Secure all buildings Maintain fuel in generators Monitor buildings for water intrusion Coordination with national vendors for clean up

22 Information Technology Documentation and Data Safety DATA should NOT be stored on local PC hard drives, external USB drives, or USB keys. DATA should only be stored on IT-provided file shares, which are backed up regularly. DATA on laptops and other portable devices should be backed up or replicated to IT-provided file shares. In the event of an imminent storm or other natural disaster, all nonessential equipment, including computers and printers, should be powered-off and covered Equipment near exterior glass should be relocated to a safer area such as an enclosed hallway Equipment on floors should be elevated where possible For more information please view IT s policy on hurricane preparedness online:

23 The UM Crisis Decision Team Decides When to Close Senior Administrators gather to determine if and when the University should close Information is disseminated via:

24 When a Hurricane is Imminent Keep full liquid nitrogen supply tanks and CO2 cylinders on hand Note: AIRGAS cannot deliver when sustained winds are 35 m.p.h. or greater Freeze down cells to liquid nitrogen if possible Top off tanks if applicable Ensure carbon dioxide (CO 2 ) cylinders are full Send replicates of key samples to a colleague or repository for safe storage Request pick up from Radiation Control to minimize waste stockpiles

25 When a Hurricane is Imminent Move equipment away from all windows Cover equipment that can be turned off Protect documents from water damage Remove all food from office refrigerators

26 When a Hurricane is Imminent Phone tree Supplies to Take from Your Laboratory Jump drive with list and pictures of equipment Small supply of masks and gloves for use upon return to campus

27 When a Hurricane is Imminent Evacuate the Campus

28 How Will You Know it is Safe to Return? By visiting the University s Emergency Preparedness website: Or by calling the hotline at: Toll Free: Gables: Medical: Rosenstiel (RSMAS): Information on the website and the voic message are updated continuously As each building is cleared, weekend access may be granted until the campus reopens

29 What if it is NOT safe to return for days, weeks, months? If you are performing sponsored research, contact your Program Officer and discuss the possibility of a long delay in resuming work Contact Barbara Cole (bacole@med.miami.edu) for further information If serious damage occurs, prepare alternative arrangements Ask your administration to assist you in locating alternate space and support Colleague s laboratory Work from home

30 Safeguard your life s work Summary Document office, lab areas and equipment with photographs or video both before and after the storm Ensure adequate supplies are on hand Make copies of your critical documentation and data including lists of purchases by account number and/or PI (available in ARIBA) Prepare samples and laboratory equipment, order CO 2 and liquid nitrogen, and turn freezers to coldest setting Prepare offices by moving computers and desks away from windows; cover equipment if it can be turned off Prepare personnel by updating phone trees

31 Thank you for your time and attention Emergency Management: Scott Burnotes Emergency Management (Medical): John Pepper Emergency Management (RSMAS): Matt Shpiner Information Technology: Tim Ramsay - tramsay@miami.edu Division of Veterinary Resources (DVR): Dr. Julia Zaias JZaias@med.miami.edu Environmental Health & Safety(EHS): Ken Capezzuto KCapezzuto@med.miami.edu Physical Plant: Al Harris Aharris@med.miami.edu Miller Office of Research (MOOR): Rosalie Blunden RBlunden@med.miami.edu Miller Office of Research (MOOR): Helene Valentine HValentine2@med.miami.edu Miller Office of Research (MOOR): Andrew Vinard avinard@med.miami.edu

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