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- Quick Review
- Standards for Personnel Notification
- Standards for Emergency Responders
- Suggested Standards
- Summary
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Suggested Standards
The following sections provide some basic standards that would apply to most types of organizations. If you decide to add these standards to your standards document, remember to customize the phrasing and content to fit the needs of your organization and its individual teams.
Human Resources
The human resources team will be responsible for the following:
- Providing a representative at the EMT headquarters.
- Notifying families of injured personnel and explaining the benefits program(s).
- Obtaining temporary personnel during the recovery operation.
- Providing the EMT with input as to which employees will be required to work during recovery, versus those required to stay home.
- Providing employee home addresses if needed during the recovery operation.
Building Facilities
The building facilities team will be responsible for the following:
- Providing a representative at the EMT headquarters.
- When local authorities such as police and fire departments need access to the building, providing guidance related to the existence of unique preventive measures—UPS, special power, automatic locking doors, card key entries, and so on.
- Overall assessment of investigation of the cause of the disaster,
coordinating with all departments, and including but not limited to the
following areas:
- Architectural
- Utilities
- Electrical
- Environmental (HVAC)
- Managing building repairs and reconstruction activities, including but not
limited to the following:
- Disposal of damage residue
- Setup of temporary recovery-headquarters location
- Setup of other temporary work locations
Finance
The finance team will be responsible for the following:
- Providing a representative at the EMT headquarters.
- Alerting appropriate corporate and company financial departments.
- Providing immediate emergency credit arrangements, petty cash, and travel advances.
- Communicating with federal, state, and local taxing authorities.
- Providing the EMT and insurance carriers with an approximate estimate of "lost" or destroyed negotiable items or equipment.
Risk Management
The risk management team will be responsible for the following:
- Providing a representative at the EMT headquarters.
- Notifying the appropriate insurance companies.
- Obtaining "proof of loss" documentation instructions (photographs).
- Obtaining claim-filing instructions from insurance carriers.
- Providing guidance regarding actions to be taken during salvage operations.
- Processing all insurance claims.
- Advising recovery personnel as to the type of records and information to be retained for insurance purposes.
Internal Auditing
The internal auditing team will be responsible for the following:
- Filing reports with the EMT headquarters.
- Verifying that controls are in place for applications modified to meet limited resources available at the computer backup site.
- Reviewing recovery procedures to ensure assets control during an emergency.
- Notifying external auditors, if necessary.
Legal or Regulatory
The legal or regulatory team will be responsible for the following:
- Providing a representative at the EMT headquarters.
- Handling legal issues with next of kin.
- Advising recovery personnel on contractual obligations to customers.
- Providing copies of contracts destroyed by the disaster.
- Interfacing with media affairs personnel in preparation of public statements.
Medical
The medical team will be responsible for the following:
- Handling minor medical requests.
- Coordinating with local hospitals.
- Identifying and locating injured personnel already moved to the hospital.
- Assisting in obtaining proper nourishment (and coffee?) for recovery personnel during the recovery operation.
- Ensuring that recovery team members work reasonable, sustainable hours.
Administrative
The administrative team will be responsible for the following:
- Providing a representative at the EMT headquarters.
- Procuring and delivering necessary office supplies for all departments based on a predetermined list of such supplies contained in each department’s standards document.
- Coordinating with the finance team on necessary approvals using purchase orders "in the pipe" to various suppliers (predefined in the standards document).
- Alerting the post office and forwarding mail as required.
- Assisting the facilities team in obtaining security at the affected site.
- Establishing an area to accept company deliveries 24 hours a day.
Public Relations
The public relations team will be responsible for the following:
- Providing a representative at the front door of the affected site within one hour, to handle the inevitable media coverage.
- Coordinating radio and/or TV announcements to notify employees as to where they should report.
- Securing an official company statement from the EMT within 30 minutes. Delivering this official statement to the media both verbally and in writing.
- Attempting to minimize any adverse publicity. Suggested behavior:
- Be sincere.
- Don’t wear sunglasses.
- Don’t be evasive.
- Keep to the company line.
- Coordinating and chairing all press conferences.
- Directing, monitoring, and controlling photographers and news crews.
- Developing recovery-progress notifications for publication.
Transportation/Travel
The transportation/travel team will be responsible for the following:
- Arranging all air and ground transportation.
- Providing courier coordination and scheduling.
- Obtaining hotel accommodations.