Council on archives international records management trust
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- Obtaining Approval
- Establishing Emergency Response Teams
- Staff Awareness and Training
Guidelines for SalvageThe plan will also explain the steps to take during salvage operations. The plan should emphasise the key rules for salvage, which are
Salvage guidelines should be included in the plan to help people know how to handle materials in different media. Each different type of medium should be handled according to appropriate specific salvage guidelines. See Lesson 4 about where to find information on salvaging records. A description of recommended salvage treatments is also contained in Appendix 7 in Planning For Emergencies: A Procedures Manual. Obtaining ApprovalIn order for the disaster management plan to proceed, it is necessary to receive approval and commitment from senior management. This support is usually gained through the process of completing the risk assessment and impact analysis, both of which help explain the need for and benefits of a well-planned system for disaster management. The risk assessment and impact analysis were discussed earlier. Activity 21 Who in your organisation (by position, not individual person) should be approached to approve the emergency plan? Why did you choose those positions? Establishing Emergency Response TeamsOnce a plan has been prepared, selected staff will be assigned duties as part of emergency response teams. The number and type of teams chosen will depend upon the size and scope of the organisation. In a large institution several people might join each team; in a small organisation one person may have to take responsibility for many activities. Regardless of how many people are available, the responsibilities of the members of the teams selected should be clearly defined and the members should be comfortable with their roles. Even if emergency response teams consist of only one person, they still have specific duties and responsibilities. Following is a list of the types of emergency response teams that could be established, as well as a brief explanation of possible responsibilities.
In reality, the ‘teams’ may consist of one person or perhaps two people. In smaller organisations, all the responsibilities identified here may fall to only one or two people. But no matter how few people are involved, or whether people have to combine responsibilities, it is important to recognise the different duties, such as communications or facilities restoration. If each of those duties is assigned formally, everyone will know what he or she is responsible to do. Staff Awareness and TrainingOnce teams are identified, staff need to be trained in their respective duties. As well, all staff need to be trained in safety measures; everyone needs to understand the importance of protecting themselves and the assets of the organisation. All employees should be prepared to deal with emergencies in a planned and careful manner, and they must know the necessary procedures well in advance of an emergency. All staff should be trained in safety measures. One of the most important aspects of emergency planning is staff training. Team members must understand their roles and functions and they must be comfortable with those tasks. Their response needs to be automatic; there is no time in an emergency for people to wonder what they should be doing. As well, people need to be able to perform their jobs without any one person around, such as a senior manager or the person who developed the plan. People have to be able to act independently and according to the duties outlined. Such skill requires continuous training and testing. Knowledge of procedures for personal safety are of the highest priority. Staff should know the location of and use of fire extinguishers; the location of and use of alarms; the need to keep staff calm and reduce panic or disorientation. They should be familiar with the entire emergency management plan and particularly with those areas within their responsibility. Employees should receive training and updates on a regular basis.
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