By Jane Gonzalez,2014-06-17 17:52
10 views 0

Template for Pocket Response Plan (PReP)? SIDE A (Communications). Use this side to collect phone numbers for the individuals and organizations you are most likely to need to talk to in the

    first minutes and hours after an emergency occurs: staff, emergency responders, facility managers, utilities, vendors, and assistance organizations. [Your Institution Name] FIRST RESPONDERS ARCHIVES FACILITY RECORDS CENTER EMERGENCY SERVICE PROVIDERS OTHER CONTACTS Pocket Response Plan? Police Department Building Manager Building Mgr Conservator SHRAB designated contact (PReP?) [phone] [name] [name] [name] [name] Fire Department [office phone] / [home phone] / [cell] [office phone] / [home phone] / [cell] [phone] [phone] [phone] INSTITUTIONAL CONTACTS Emergency medical/ambulance service Building Staff Building Staff Data Recovery Service Local government records commission [phone] [name] [name] [name] [name] Agency Head Security [office phone] / [home phone] / [cell] [office phone] / [home phone] / [cell] [phone] [phone] [name] [phone] [office phone] / [home phone] / [cell] State EMA Utilities Utilities Dehumidification Services (building) Local govt association(s) [phone] [name] [phone] Deputy Director Local EMA Electricity/gas Electricity/gas [phone] [name] [phone] [name] [name] National Archives Regional Office [office phone] / [home phone] / [cell] State Command Center [phone] [phone] Document Recovery Services [phone] [phone] (freeze drying) State Archivist State Police Telephone Telephone [name] National Archives (Washington DC) [name] [phone] [name] [name] [phone] Howard Lowell - 301-837-1567 [office phone] / [home phone] / [cell] Highway Patrol [phone] [phone] Ann Siebert - 301-837-1567 [phone] Exterminator State Records Manager Sheriff Water Water [name] Heritage Preservation [name] [phone] [name] [name] [phone] 202-233-0800 [office phone] / [home phone] / [cell] Centers for Disease Control [phone] [phone] Institute for Museum & Library Services [phone] Freezer Space 202-653-IMLS Department/Section Manager1 Red Cross Internet provider Internet provider [name] Natl Endowment for the Humanities [name] [phone] [name] [name] [phone] 800-NEH-1121 [office phone] / [home phone] / [cell] [phone] [phone] Natl Historical Publications & Records DISASTER TEAM Industrial Hygienist (mold) Commission Department/Section Manager2 Elevators Elevators [name] 202-357-5045 (Dick Cameron) [name] Team Leader [name] [name] [phone] [office phone] / [home phone] / [cell] [name] [phone] [phone] Amer Assn for State & Local History [office phone] / [home phone] / [cell] Refrigerated Trucking Service 615-320-3203 Preservation Manager Security / fire system provider(s) Security / fire system provider(s) [name] ARMA, International [name] Member 1 [name] [name] [phone] 800-422-2762 [office phone] / [home phone] / [cell] [name] [phone] [phone] Natl Assn of Govt Arch & Recs Admin [office phone] / [home phone] / [cell] 518-463-8644 Conservator Society of American Archivists [name] Member 2 STATE GOVT OFFICIALS MUTUAL AID PARTNERS REGIONAL PRESERVATION 312-922-0140 [office phone] / [home phone] / [cell] [name] SERVICES [office phone] / [home phone] / [cell] Chief Information Officer/IT Dept [institution] Council of State Archivists (CoSA) Local Governments Mgr [name] [name] [name] Vicki Walch [name] Member 3 [phone] [phone] [phone] 319-338-0248 / 319-321-0949 (c) [office phone] / [home phone] / [cell] [name] Jenifer Burlis-Freilich [office phone] / [home phone] / [cell] Risk Manager [institution] [name] 573-635-7958 / 573-680-3041(c) Parent agency contact [name] [name] [phone] David Carmicheal [name] Member 4 [phone] [phone] 678-364-3714 [office phone] / [home phone] / [cell] [name] [name] [office phone] / [home phone] / [cell] Department of Public Health [institution] [phone] [phone] [name] [phone] Purchasing Agent [phone]

    1311Trim to 12/” x 6/”, fold vertically (like an accordion) into 6 panels, then fold in half (bringing short sides together). Final folded document should measure 2/” x 3/. 24122?Insert in PReP? Tyvek envelope for protection. ? 2006 Council of State Archivists (CoSA) May be customized and reproduced for distribution free of charge with credit to CoSA.

    SIDE B (Actions). Use this side to provide step-by-step instructions for state archives personnel who will respond to a disaster affecting your own institution, a state or local government agency, or another archival repository or cultural institution in your state. Ideally, steps should already be defined in the state archives disaster plan. This PReP? document is NOT intended to be a substitute for a comprehensive emergency plan. Instead, it should distill the most important tasks to be taken in the first minutes and hours after an event occurs, especially those that occur when staff members are away from their offices.

    Response checklist for [Your Institution Name] Provide or coordinate emergency Protect vital records or those Using the FEMA Conference Line services containing sensitive or personal Assessment, salvage, recovery statewide response Pocket Response Plan? 800-320-4330 data ? Obtain appropriate permissions to ? Ensure that all hazards are cleared (PReP?) Follow these steps as you respond to The toll-free conference line may be enter disaster site from public ? Assess status of secure storage before entry an emergency with a regional or used by any state archives and/or safety authorities, public health facilities statewide impact. records management agency for ? Assess and document damage to department ? Check condition of vital records records-related planning or response holdings, building, information Identify and contact agencies or ? Deliver services to repositories in purposes. systems repositories that might be affected ? Obtain appropriate storage space Response checklist for need: for threatened vital records To schedule a call on the line, contact a ? What type of an emergency ? Use directories to locate state emergency in a state ? Connect institutions in need CoSA representative: was it (fire, smoke, chemical, agency field offices, local ? Determine if microfilm or other archives or records facility with services (send clean water, dirty water, heat, governments, and archival duplicates of vital records are Vicki Walch vendor/supplier list from state humidity)? repositories stored elsewhere 319-338-0248 / 319-321-0949 (c) Follow these steps as you respond to ARM emergency plan) ? What areas have been affected? an emergency in the state archives or ? Establish mechanism for local ? Assist affected agency or Jenifer Burlis-Freilich ? Recruit volunteers records center. governments to call in and for state repository to establish salvage 573-635-7958 / 573-680-3041 (c) ? What is the nature of the archives to reach out using the ? Provide supplies priorities damage? Coordinate your Archives response David Carmicheal dedicated toll-free number provided ? Facilitate trips 678-364-3714 ? How much of the collection has by FEMA (see last column) ? Recognize and define the been affected? emergency ? Conduct assessments The CoSA representative will relay your ? Account for all affected repositories request to FEMA staff who will lock in ? What types of materials have ? Notify public authorities and first ? Assist with public relations ? Determine if state ARM is holding a the schedule for the calls (to prevent been damaged? responders copy of affected organizations’ overlap of conferences) and maintain a ? Provide recovery assistance Educate and train responders ? Are critical information systems emergency response plans ? Ensure that all staff and visitors are log of all conference line activity. functional / safe? safe and accounted for ? Contact outside emergency service ? Coordinate deployment of staff and Establish and maintain channels of CoSA will provide you with the pin providers volunteers to affected areas ? Maintain security communication ? Contact risk manager and number that call participants will use to ? Confirm funding sources for ? Train response and salvage crews insurance agent connect to the conference call. ? Stabilize the environment at your ? Make contact with state and local emergency services facility EMA (emergency management ? Activate the Disaster Plan The toll-free line is for official use only, agency) either (1) during emergencies and ? Identify and gather emergency ? Activate the Disaster Team disasters or (2) for coordination calls for supplies ? Post staff at EMA Command planning purposes. ? Activate Archives command center Center ? Contact aid partners The conference call line can hold up ? Establish communication with staff, ? Contact CoSA to schedule “meet to 50 separate callers at one time. ? Contact outside emergency service public me” call on the toll-free line There is no maximum time limit on the providers length of a conference call; however ? Establish communication with ? Begin salvage each conference should be properly appropriate local government Phone tree scheduled so there are no conflicts with networks ? Contact news media other’s use of the conference number. [customize to fit your repository] ? Post emergency information and ? Report status to constituents instructions on Web site ? Contact NARA Regional Archives

    ? Establish communication with FEMA, NARA officials

    ? Contact risk manager and/or insurance agent

    ? Contact the news media

    1311Trim to 12/” x 6/”, fold vertically (like an accordion) into 6 panels, then fold in half (bringing short sides together). Final folded document should measure 2/” x 3/. 24122?Insert in PReP? Tyvek envelope for protection. ? 2006 Council of State Archivists (CoSA) May be customized and reproduced for distribution free of charge with credit to CoSA.

Report this document

For any questions or suggestions please email