Paper Or Electronic Emergency Response Plans – A Quick Guide
Below are some quick considerations to help you decide whether you company can get by with using paper-based plans or whether an electronic format is the logical choice.
* Determine how much overlap of data will exist between each plan type and among common document types that may be required for multiple facilities. For instance, are there common company contacts required in more than one plan?
* Determine the amount of information contained in the plans that is likely to require annual revisions, i.e. contact information, site-specific response procedures. Also consider what processes will be implemented for conducting annual reviews, and time anticipated to facilitate these revisions.
* Lastly, based on the above analysis, determine if paper-based documents can be developed in a reasonable amount of time and can be maintained effectively. Consider the benefits of a web-based approach that links all common information via an integrated database and provides superior accessibility for responders.
EXAMPLES OF PAPER-BASED PLAN BEING A BETTER OPTION
* Less than five locations with no regulatory requirements and minimal duplication of information
* Corporate plan with no requirements for site-specific plans for operations
If a paper format is deemed to be a better option, since each file must be updated separately, it is best to minimize duplication of telephone numbers within a plan and limit the locations of telephone numbers to one section, if possible.
EXAMPLES OF DATABASE-DRIVEN PLANS/SYSTEMS BEING A BETTER OPTION
* Business continuity plans with more than ten critical business processes.
* Emergency response or any other plan types for more than ten locations – the more complex and numerous the plans, the more beneficial database-driven systems are likely to be.
* Plans in which more flexibility in desired to display corporate contact information in multiple plans
* Plans in which more convenience and ease-of-use is desired to display contact information in response checklists and in multiple locations in the plan. This information can typically be updated in one location in the database and instantaneously display in all plans.
HOW SHOULD PLANS VALIDATED AND IMPLEMENTED?
The time and effort to develop effective response plans can be significant. Validate this investment by developing for training plan holders and exercising each plan. Consider providing the following training:
* Plan training, to ensure that all plan-holders understand the content and location of important response procedures. In some circumstances, plan training provides additional benefits when participants identify valid improvements or additions to plan content and format.
* ICS or NIIMS training so that responders can better understand the response process, interaction with local, state, and federal agencies, meeting schedules and forms, and documentation requirements.
* HAZWOPER training to ensure company personnel understand proper response and safety considerations, including personal protective equipment.
* Exercise each plan at least once annually to 1) allow each person to practice their role during an emergency, and 2) test the plan to ensure it’s relevance and currency, and 3) assess responder competency and identify training needs. Ensure that lessons learned are captured and acted upon, as this is valuable information in improving your response capability.