Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
Plan
Contingency Planning Course
Part 2 of 3
Introduction
This is an introduction to Writing Non-emergency
and Emergency Building Evacuation Plans
Mission for writing the Building Evacuation Plans:
Creating specific plans to manage the safe exit
evacuation
Establish unobstructed evacuation routes
evacuation.
1 of 3
Introduction, cont.
It’s helpful to think of evacuation plans from the point of
view of pre-evacuation planning work and post
evacuation actions. All stages of planning will require
management decisions. The individuals in charge of the
various areas of the business need to provide input.
Some key pre-evacuation decisions are:
Identifying the person to be in charge of the actual
evacuation.
Establishing evacuation routes.
2 of 3
Introduction, cont.
This unit on evacuation follows guidelines of
the FEMA Emergency Management Guide for
Business and Industry. (FEMA 141, October
1993)
In this second of three courses, you will write
scenario-based plans for your business. 3 of 3
Scenario One: Non-
Emergency Evacuation
This would be a warning given in advance of an
impending danger such as a flood or damaging
wind warning. The danger could be minutes or
even hours away. The purpose of the warning is
to notify personnel in the building of the
impending danger and give employees time to
leave for shelter or safely go to their homes.
1 of 1
Scenario Two: Emergency
Evacuation
As the name suggests, the situation is urgent
and time is measured in minutes or seconds.
Everyone needs to automatically know what to
do and where to go.
The person selected to lead the evacuation
will:
Call for the evacuation.
Supervise the actual process of
evacuation.
1 of 2
People and Their Role in
the Evacuation, cont.
In a later section we will explore the option of
forming an Emergency Response Team.
These individuals risk being exposed to
additional hazards and must receive special
training for their assignments.
All individuals given post evacuation
assignments must be able to recognize when
to stop the assignments and leave the
building for their safety. 2 of 3
Emergency Response
Team, cont.
Training your response team is as critical as
the duties they will be performing. You will
want your local fire department to provide
this specialized training session.
3 of 3
Records Removal
You need to know specifically which records
to remove, how to move them, and where you
will store them.
Most of the determined pre-evacuation
records should leave the building with the
person in charge of the evacuation.
Security measures should be designed so this
information does not get into the hands of
your competitors.
The person who removes the records should
be held accountable for the records until
Click on the link to print the Evacuation Plan Worksheet 4.doc
management
then PRESS BACK. takes control of them. 1 of 1
Accounting for Personnel
After an Evacuation
1 of 2
Accounting for Personnel
After an Evacuation, cont.
The purpose of all personnel meeting at the
assembly area is to:
Account for everyone
Assure there are no injuries
Make any additional assignments that may
be needed
Make important announcements, such as:
How long to remain out of the building.
If and/or when employees should go
home.
When to do it?
Why they are doing it?
How they are to do it?
Tabletop scenarios
Practice 1 of 2
Training Personnel, cont.
Two or three training sessions should be held within the first four to
six weeks of introduction of the plan for anyone that may be
involved in executing the evacuation plans.
Training, practice runs, and assigning tasks to those involved will be
the primary keys to a successful building evacuation.
Through training sessions and practice you may find changes that
need to be made to your plan.
Make the changes both on paper and in the training program as
soon as possible. If everyone knows the plan and knows how it
will work your building evacuation will be an easy matter.
Remember that the safety of personnel is the mission of your plan.
Training and practice evacuations are the key components to the
success of an evacuation should the need ever arise.
Fill in all spaces, check for spelling errors, and
print the page for insertion into the
Evacuation Plan Manual.
Upon completion of the Evacuation Plan, it
would be good to place it in a 3-ring binder to
make it easier to update individual changes.
1 of 1
Completing the Evacuation
Plan Cover Sheet
Parts of your evacuation plan will be
distributed to managers, fire department,
police, rescue and insurance personnel as
well as many others. The cover sheet will be
the identifier for each plan.
Each plan must identify each building by
location, usually the street address.
This address must be detailed and include
the city or village where the building is
located.
Each location must have evacuation routes
Note: Often a company’s city address is the nearest
clearly understood by all personnel.
large post office where they receive mail, but the
company may actually be located in a small village
next to the larger city. If this is your situation,
remember, the local fire department will respond if
you have an emergency. 1 of 2
Completing the Evacuation
Plan Cover Sheet, cont.
Each address listed should include a
description of the building, such as:
Large, white, one story warehouse with red
stripe across front, located at rear of the
parking lot.
Used as storage for metal parts awaiting
shipment, and also used for storage of
steel manufacturing supplies.
1 of 2
Completing the Contents
Sheet, cont.
Evacuation Route Map A, Emergency Scenario #2, Fire Alarm,
signs of smoke and fire
Main evacuation route
Emergency Evacuation Plan
Evacuation Route Map B, Emergency Evacuation Check-
Secondary evacuation Sheet
route Post Evacuation Procedures
Assembly Area map Assemble Area Check Sheet
Pre-Evacuation Information
Non-Emergency Scenario Check-Sheet
#1, Alarm Sounds, no sign Emergency Management
of smoke or fire Notification Phone List
Non-Emergency Employee Emergency Notification
Information
Evacuation Plan Training Exercise Records
Non-Emergency
Evacuation
Emergency Response
Team, Post Evacuation
Procedures
Assemble Area Check
Sheet
Click on the link to print the Evacuation Plan Worksheet 8.doc
2 of 2
then PRESS BACK.
Completing the Emergency
Management Call-Up Sheet
Management must be notified when an emergency
occurs. The Emergency Management Call-up Sheet
will:
Provide phone and pager numbers used to
contact management.
Determine the order of priority for managers to
be called.
Place the contact information in order of importance.
Inform each manager that once called, they must
call the next manager on the list.
This list should be included in all copies of the
1 of 2
Completing the Records
Evacuation Checklist, cont.
Pre-evacuation preparedness is the process of vital
record review and making arrangements to remove
some of the records from the office to off-site storage,
before an evacuation is needed.
Off-site storage means storing business records off-
site as either printed records (paper) or one of several
computer media used to save and hold computer files.
Keeping off-site storage current means updating your
stored records often enough to be sure that what you
need to save - has been saved.
This may include copying the computer records
daily and taking them off-site, or downloading them
daily over the web to an off-site server.
2 of 2
Real Life Scenario
Recently I worked with a
small business owner of
20 years, who had a
disagreement with the
IRS, and the IRS (acting
on a Court Order) seized
the business and told the
owners to leave. The
owners were not allowed
to take anything with
them including personal
items
After such as purses
10 weeks or
and $6000 in attorney’s fees, the
the keyswere
owners to their cars. to reenter the building. They
allowed
went to a file cabinet and pulled out the copies of
business checks sent as payment to the IRS. The
information was checked with IRS records and it was
found that the business payments had been applied to
the wrong account and there were no tax violations. 1 of 3
Real Life Scenario, cont.
The owners felt that storing all of their business
records on-site at the business location made
resolving their problem less time consuming and
difficult.
60 days
From this:later the business reopened
To this: in a 2-car garage
using 1 employee.
2 of 3
Real Life Scenario, cont.
The lesson learned was always store a copy of
business records at an off-site location. Had the
IRS payment records been stored off-site this
matter could have been resolved in hours.
3 of 3
Off-Site Storage
Off-site storage provides protection for vital records.
An evaluation of records determines records needed for
business on a regular basis and those seldom used.
Important records seldom used, should be stored off site.
Daily billing
Production figures
1 of 2
Off-Site Storage, cont.
Some suggested records for off-site storage:
All client, phone, E-mail, and mailing
addresses
Proprietary information
Product lists and specifications
Formulas and trade secrets
Financial and insurance information
Equipment and materials lists
Inventory of supplies normally on hand
1 of 3
Completing Scenario #1: Non-
Emergency Building
Evacuation), cont.
Mission for Scenario #1 Non-Emergency Evacuation
To provide workers and visitors at the company
2 of 3
Completing Scenario #1: Non-
Emergency Building
Evacuation), cont.
While completing the Non-Emergency
Evacuation Instructions, be sure to make any
needed changes to the Non-Emergency
Evacuation Procedures to fit your plan.
The evacuation instructions on Worksheet 11
are to be used at the time of an evacuation.
Keep your instructions simple and follow the
outline as closely as possible.
2 of 3
Completing Scenario #2:
Emergency Evacuation
Plan, cont.
Completing the Emergency Evacuation Plan
Instructions by populating the information
requested; then customize your plan to fit your
company policy.
The Emergency Evacuation Plan follows the same
format as the Non-Emergency plan.
The difference is the various time elements
involved.
Fewer records will be removed, less
1 of 5
Completing Evacuation
Plan Attachments, cont.
Employee Emergency Notification Information
A list of employees and their contact
information in the event of
emergency, which includes:
Home phone
Work phone
Home address.
Click on the link to print the Evacuation Plan Worksheet 15.xls then
PRESS BACK.
2 of 5
Completing Evacuation
Plan Attachments, cont.
Employee Check-Off List
This form should be distributed to the
copies are
Click on the linkmade and
to print the placedPlan
Evacuation into each 16.doc
Worksheet folder
of
theninformation
PRESS BACK. for each Assembly Area. 3 of 5
Completing Evacuation
Plan Attachments, cont.
Emergency Response Team
This form should be distributed to each
member of the Emergency Response
Team.
The form is designed to illustrate the
duties of the team member.
In times of emergency, each member can
document the equipment, machinery, gas,
and power supplies they are to shut down
as part of the contingency plan.
record.
Meet with management and get approval
needed. 1 of 3
Final Instructions, cont.
Training is the key to assuring the evacuation plan will
work. Every member of the company is a part of the
team and all must know what is expected of them.
Meet with managers to review their role in the plan.
works.
Place all training exercises on the training record
2 of 3
Final Instructions, cont.
Setup a training schedule.
Managers should be tested quarterly.
1 of 1