Dr Janine Douglas
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This scenario may sound farfetched, but sadly versions of it occur often more than we would like to think. And the problems outlined above are just some of the many which could result from that small initial trickle of water. It could have been much worse! Staff could be injured and buildings damaged. With each disaster or emergency there will be costs associated with the recovery and replacement of items, not to mention the need to repair your brand and reputation.
And it could all be much better if you have well developed tried and tested Disaster Management Plan!
Why do I need a Disaster Management Plan?
The loss of information through natural or manmade disasters compromises and inconveniences organisations and the people who work in them or rely on their services. There have even been instances of people and organisations being put at risk. The number and extent of disasters which strike organisations serves to remind us of the critical importance of disaster preparedness, response and recovery. To minimise or even prevent potential disaster events you need to plan.
There are many reasons why you need a Disaster Management Plan. For example:
Improved safety; Improved security; Legal compliance; Reduced insurance costs; Speedier return to business; and Vital asset protection.
What is a Disaster Management Plan?
Preventing potential disasters by identifying & minimising risks; Responding directly to disasters if and when they occur; Continuing normal business activities ASAP after an emergency event; and Regular review and improvement of the plan.
Mitigation or Prevention; Preparedness; Response; and Recovery.
Risk Management; Business Continuity; Emergency and Incident Management; Data Recovery Plan; and Plans for dealing with building security, fire utilities, chemical hazards, first aid & data protection.
How do I develop my Plan?
Scope the exercise address the context, content and extent; Acknowledge and work with other relevant strategies, plans and processes; Conduct an inventory/audit of your information assets; Identify your priority areas for example vital records; Undertake a risk assessment, evaluate the risks and develop a risk treatment plan; Use all this to develop your Disaster Management Plan; Prepare and train the staff; and Remember to monitor, test and review it on a regular basis.
The backup resources, including experts, trades people, materials, equipment, vehicles and accommodation; Concise and simple technical information to assist with how to deal with damaged material; Basic supporting information such as phone numbers and where the recovery supplies are located, floorplans etc; The disaster team members and their roles and responsibilities; The priority areas for protection and recovery; and How the plan will be updated and tested.
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Have you completed a risk assessment of the potential disasters? |
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Have you identified your vital records and other priority areas? |
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Have you developed a disaster preparedness and recovery plan? |
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Do you have a disaster response team/s? |
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Have adequate preparations been made to enable response and recovery to a disaster or emergency? |
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Have you reviewed and tested your plan? |
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Do you have a backup system for information and records? Has it been tested? |
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Do you have supplies to operate the business manually? (forms, pens, etc.) |
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Do you have agreements or partnerships in place with conservator or a salvage and recovery business? |
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Do you know the most appropriate recovery methods for the various types of damage that you could suffer? |
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Do you have current contact information for your staff, suppliers, insurance company etc? |
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Do staff members have the key skills to assist with the recovery? |
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Are your staff familiar with the disaster plan? |
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Have you conducted emergency preparedness workshops? |
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These are just a few examples of the questions you need to ask yourself and answer in the affirmative so that you can be well-placed to prepare for and respond to a disaster or emergency.