Disaster recovery plan - Notes€¦ · 3 DISASTER RECOVERY PLAN – FORMS. 4 1...

1 DISASTER RECOVERY PLAN – FORMS

Disasterrecoveryplan- Notes


Contents

Note #1: Disasterrecoveryplandetails 3

Note #2: Propertyinformation 4

Note #3: Recordofresponsibilities 8

Note #4: Immediateresponseandevacuationprocedures 9

Note #5: Communications 13

Note #6: Responseequipmentkit 15

Note #7: Situationreport 16

Note #8: Snatchlist 18

Note #9: Salvagecards 19

Note #10: Contactslist 20

Note #11: Businesscontinuity 22

Note #12: Recordofdamage 24

2 DISASTERRECOVERYPLAN–FORMS

Note#1:Disasterrecoveryplandetails

1. Nameofpremises

2. Version

3. Date

4. Locationsofonsitecopies

Location Paper/electronic

1

2

3

4

5. Locationsofoffsitecopies

Location Paper/electronic

1

2

3

4

6. Nextreviewofthisplandue(date)

7. Iffound,pleasereturnto

At the start of your plan, clearly indicate the date and version of the plan so you can be sure everyone is working from the same and most recent version.



Note#2:Propertyinformation

Keypersonnel

Name Telephone Mobile Email

Owner/Manager

Responsibility for maintenance

Responsibility for security

Buildingconstruction

Yes No

1. Whatyear(s)wasthebuilding(s)constructed?

2. Isthebuilding on the list of protected structures

or located in an architectural conservation area?

3. Whatarethepredominantbuildingmaterials?

4. Isthebuildingingoodcondition?

Floorplanofthebuilding

Insertfloorplansofthebuildingshowingroomnamesorarea/section/fireareanumbersifapplicable,exitroutesandanyfirecompartmentalisation.

Mainutilitysupplies

Provider Contactdetails Location (stopcock/ fireman switch)

Additionalinformation

Water

Electricity

Gas

Key property information held in one place can save time and help emergency services.



Locationoffire-fightingequipment

Extinguishers Basement Groundfloor Firstfloor Secondfloor Roof

Water

Carbon dioxide

Foam

Powder

Wet chemical

Otherequipment

Basement Groundfloor Firstfloor Secondfloor Roof

Manual call points

Fire hoses

Blankets

Buckets

Locationofotheremergencyequipment

Location

Response kit

Sandbags

Other

Security

1. Detailsofanysecuritysysteminoperationforthewholebuilding

Typeofalarm

Methodofsignalling


Provider Contactdetails Location Additionalinformation

Security alarm

Alarm reset instructions

Additional information

Please do not record security codes

2. Isthereaninventoryofcontents? Yes No

Whereisitlocated?

Whoisresponsibleforit?

3. Detailsofanydoorsandwindowsthatarekeptlocked.

Basement Groundfloor Firstfloor Secondfloor Roof/attic

External doors

Internal doors

Windows

4. Detailsofanyothersecurityfeatures

Maintenance

Mostrecentmaintenancechecksandifthereanyproblemswaitingtobefixed

Dateoflastinspection Anyongoingissues?

Electrical systems

Heating systems

Plumbing systems

Drainage systems

Security systems

The roof inc. guttering

Attic / loft space

External lighting

Internal lighting

Windows/doors/AOV's


Access

Locationofaccesspointsandiftheyareclearandaccessible

Locationofaccess Clear–Yes/No

Attic/loft space

Roof

Fire and emergency escapes

Other

Typeofdetection Location Serviceprovider

Name Contact details


Note#3:Recordofresponsibilities

Responsibility Name Contactdetails

Overall co-ordination

Notify and liaise with emergency services

Implement health and safety procedures

Co-ordinate evacuation

Co-ordinate and attend to medical needs

Secure the building – ensure no one can re-enter until declared safe.

Move priority items to a safe location or remove them and set up a salvage area

Notify the insurance company

Manage media enquiries

Activate a communications network to provide updates to wider contacts

Arrange security to protect the building and its contents

Authorise emergency spending

Details of who is allocated what role for the duration of the incident.



Note#4:Immediateresponseandevacuationprocedures

Designatedassemblypoint/s

Area/section Assemblypoint

1

2

3

4

Firstaid

1. QualifiedFirstAiders

Name Contactdetails

2. Firstaidequipmentlocations

Basement Groundfloor Firstfloor Secondfloor Roof/attic

First aid kit

Carry equipment (e.g. evac chair)

Heart defibrillator

Spinal board

Other

These details aim to assist with an efficient response when disaster strikes.



3. Emergencytreatmentlocation

Locationofhazardoussubstances

Substance Location:room,floor/area#

Handlingprocedures/notes(fire)

Handlingprocedures/notes(flood)

Handlingprocedures/notes(other)

Procedures

Fire

n Ondiscoveringafire,immediatelyraisethealarm

n Contacttheemergencyservices

n Ifsmallandsafetodoso,tacklethefireusingtheappropriateextinguisher

n Ifitisnotpossibletotacklethefire,wearinghi-visibilityjacketsandifsafetodoso,checkthebuildingforpeople(ateammaydothis,eachcoveringanareafollowingeveryoneout).Closedoorsbehindyouand

evacuatetodesignatedassemblypoints

n Ifsafe,locatepriorityitemsandrecoverasyouexit(snatchlist)

n Ifsafeandpossible,turnoffgasandelectricitysupplies

n Ensureclearaccessforemergencyvehiclesandservicepersonnel.

Flood

Consult with Met Éireann for flood warnings for your area

n Donotapproachorstandinwaterincaseoftheriskofelectrocutionn Locatethesourceofthewaterandcontrol/stopifsafeandpossibletodoson Ifsafeandpossible,turnoffgas,waterandelectricitysuppliesn Movepeople,petsandvehiclestosafetyn Movevulnerableitemsatriskoffloodingtohigherareasifsafetodoson Iftherearelargequantitiesofwater,contacttheFireService999/112 ifinimmediatedangern Evacuatetothedesignatedassemblypointifnecessaryn Ifsafe,locatepriorityitemsandrecoverasyouexit(snatchlist)n Avoidfloodwaterasitmaybecontaminated.Bomborsuspectpackage

n Ifawarningisreceived,completethebombthreatchecklistbelow

n Evacuatethebuildingtothedesignatedassemblypoint/s

n ContacttheGardaíandemergencyservices.


Injury/accident

n Cordonofftheareaandreroutevisitorstoprotectprivacyandprovidespace

n Contactthemedicalservicesifrequired

n Contactyouronsitefirstaidertoprovideinitialmedicalassistanceuntileitherthecasualtyiswellenoughto

move/bemovedorthemedicalservicesarrive

n Ensuremedicalserviceshaveaclearandeasyroutetothecasualty

n Completeanaccidentreportandcommunicateany HSA required notifications in the required timeframe

n Ifitisaseriousincident,contacttheGardaí/otheremergencyservicesandfollowtheirdirections.Thismayincludesecuringthesiteandnotallowingpeopletoleave/confiningallpeopleonsitetoonearea.(Youmayneedtoconsidertheprovisionofwater,accesstobathroomsetc).

Bomb/terroristthreatchecklist

1. Writedowntheexactwordssaidbythecaller

2. Ifpossible,trytodeterminedetailsofthebombfromthecaller

Whatisthelocationofthebomb?

Whattimeisitsettogooff?

Whatdoesitlooklike?

Whattypeofbombisit?

Whyhasitbeenplanted?

Doyourepresentanorganisation?

Assoonasthecallisover,trytodeterminethecaller’snumbervia:anautomaticdisplayonthephoneunit,theoperator,automaticnumberidentificationforexample.

3. Details of the caller

Male Female Child Adult Juvenile

Did you recognise the voice? Yes No

Details


Did the caller appear familiar with the site? Yes No

Manner of speech

Normal Hysterical Garbled Rambling Other

If ‘other’ please specify below

Was the caller speaking Fast Slow

Anything distinctive about the voice?

Accent?

Did the message appear to have been read or was it spontaneous?

What was the caller’s attitude like?

4. About the call

Was there any noise on the line? Yes No

Were there any call box pay tones or coins? Yes No

Were there any background noises?

Operator Interruption Whispering Children Giggling

Traffic Conversation Typing Machinery Aircraft

Chuchbells Trains Other Details


Note#5:Communications

Socialmedia

1. Platform(WhatsApp/Skype/Other)

2. Levelofinformation

3. Nameofgroup

4. Membersofthegroup

Name Mobilenumber/Email address

SMStextmessaging

1. Levelofinformation

2. Membersofthegroup

Name Mobilenumber

A record of how information should be communicated to your different networks / groups (trustees, staff, volunteers, other contacts), and what level of information is shared. The originating messenger should be the same in all cases. You may have more than one of these groups.

Personal data must only be recorded with the owners permission. This data should be re-visited regularly to ensure data is correct, not being held for longer than required and you still have consent (refer to General Data Protection Regulations, GDPR).



Emergencycontactlist

A list of personal contact numbers for those who do not have access to social media or mobile phones, e.g volunteers to contact in an emergency.

You must have permission to hold personal data and review it regularly to ensure accuracy and consent.

Name Telephonenumber


Note#6:Responseequipmentkit

Absorbentpaper

Acid-freewrappingpaper

Aprons

Backsupports

Batteries(varioussizes)

Blottingpaper

Boots(waterproofwithsteeltoecaps)

Boxes

Blankets

Brooms

Bubblewrap

Buckets

Chalk

Chemicalsponges

Clipboards

Crates

Crowbar

Donotentersigns

Drinksandsnacks

Dustmasks

Dustpanandbrush

Dusters

Emergencylighting

Extensionleads

Fanheater

Fans

Fireblankets

Fireextinguishers

Firstaidkit

Freezerbags

Generator

Gloves(rubber,leather,nitrile)

Goggles

Hammer

Hardhats

Hazardtape

Headtorches

Hi-visjackets/tabards

Humiditymonitor

Laboratorycoats

Ladder

Maskingtape

Megaphone

Mobilephone(withbatteryandcharger)

Mops

Notepads

Overalls

Papertowels

Parceltape

Pencils

Pencilsharpener

Pens(waterproof)

Plasticclothespegs

Plasticcontainers

Plasticcrates

Pliers

Polythenebags

Polythenesheeting

Portablelights

Pumps

Radios

Rags

Refusesacks

Ropes

Rubberbands

Safetypins

Sandbags

Saw

Scales

Scissors

Screwdriver

Screwsandnails

Spade

Spanner

Sponges

Stanleyknife

String

Tables

Tags(waterproof)

Tapemeasure

Tarpaulins

Torches

Towels

Trays

Tripod

Utilityknife

Vacuumcleaner

Warningsigns

Waterproofclothing

Wetvacuum

A checklist of items that could be useful in a disaster and when recovering items.


Dehumidifiers

Detergent

Digital camera (additional batteries and memory cards)

Disaster recoveryplan

Disinfectant

Distilled water


Note#7:Situationreport

Dateofincident

Whoisincharge/keycontactsonsite?

Name Contactdetails

Forourorganisation

Foremergencyservices

Otherinvolvedparty

Incidentassessment

1. Whatisthenatureoftheincident?

2. Ifknown,whatisthecause?

3. Whatareasareaffected?

4. Hastheentirebuilding/sbeenchecked?

5. Whodiscovered/reportedtheincident?

6. Whatactionshavebeentaken?

Capture details of the disaster and update it as information becomes available. This could be useful for emergency, recovery and insurance purposes.



Safetystatus

1. Arethereanyobviousdangers? Yes No

2. Ifso,what?

Yes No Part

Yes No

3. Hasthebuildingbeenevacuated and everyone accounted for

4. Arethereanypossiblehealthandsafetyissues?

5. Ifso,what?

Emergencyandsupportservices

Whichserviceshavebeencontacted?

Service Contacted? Onsite? Contactname

Yes/No Yes/No

Police

Fireandrescue

Ambulance

Insurers

Other


Note#8:Snatchlist

Pleasedonotincludeanysensitiveorsecureinformation.

Pleasedonotincludeanyfinancialvalues.

Item Location Relevantinformation(e.g.howtoremoveitandwhereanyspecialisttoolsarekept)

A pre-determined list of priority items – items that you will want to remove as soon as possible. You may need to consider an extended or separate list if you are hosting other people’s items on loan / tour.



Note#9:Salvagecards

Examplecard:

These cards provide key information needed to locate, identify and recover priority items. If you have items that belong to someone else, there should be cards for their priority items as well. These cards should be laminated or available electronically on-site, and could be handed to emergency services. You may wish to make them bigger than shown here.

Sideone

Sidetwo

Room Library

Card number 1

Item Ming vase

Description Blue and white bulb shaped vase, ceramic, dragon pattern, approx. 30cm height.

Removal instructions Fragile

Tools required None

Location in room North wall on pedestal.

Room Library

Floor Ground

Fire zone/area 2



Note#10:Contactslist

Organisation Contactname Contactdetails

Telephone Email

Alarmsystemprovider

Boxes/crates

Broadbandsupplier

Coldstorage/freezers

Collectionowners

Conservationequipment

Conservator

Disasterrecoveryservices

Draincleaners

Dryingcompany

Electrician

Electricitysupplier

Emergencyequipmenthire

Emergencylighting

Engineer

Fireextinguishers

Gassupplier

Generators

Glaziers

Insurancecompany

Investors

IT Consultants

Lawyer

The contact details for a wider communications network.



Local Authority

Locksmith

Marquees

Medical Centre

Pestcontrol

Plumbers

Polythenebags/sheets

Portabletoilets

PRagency

Protectiveclothing

RoyalMail

Stakeholders

Storage

Telephonecompany

Transport

Watersupplier

Insuranceinformation

Insurername

Brokername

Policynumber

Claims

Contactname

Contactnumber

Claimsreference

Use Note #7: Situation report when contacting your insurer / broker to brief them on the incident.


Note#11:Businesscontinuity

Address Contactname Contactdetails

Locationoftemporaryadministrativeheadquarters

Temporaryvenue(alloperations)

Priorityoperations/persons/collectionstobetransferredtotemporaryvenue(ifnoteverythingcanbeaccommodated).

Item/activity/collection Newlocation

Alternativearrangementsforpre-bookedevents/activities:

Activity/event Action Communicationsrequired

This information could help you get back up and running sooner than later should the worst happen and you need to temporarily relocate some or all of your operations.



Supportinformation

Organisation Contactname Contactdetails

Technicalsupport(computersystems)

Technicalsupport(communications)

Securestorage


Note#12:Recordofdamage

Buildingassessment

Tobecompletedonlyifsafetodoso.

Area/floor/roomname

Assessor/Adjuster nameandcompany

Contactdetails

Date

Area of damage Type of damage Notes(initialassessmentbystaffname,insurer,other)

Externaldamage

Roof

Walls

Windows

Doors

Foundations

Other

Supportinformation

Area of damage Type of damage Notes(initialassessmentbystaffname,insurer,other)

Internaldamage

Flooring

Ceilings

Curtains/blinds

Furniture

Wallcoverings

This records details of damage to building and contents to help you establish what conservation work is required and to keep track of collections/items.



Contents

Tobecompletedonlywhensafetodoso.

Ensurecorrecthandlingproceduresareobserved.

Ensurethateveryitemisphotographedandrecordedbelowandcanbecross-checkedwiththeinventory.

Consideriftheitemcanberestored(damageissometimesseenasanextensiontotheitem’sstory.)

Objectives

1. Toidentifywhichcollectionsorobjectsareaffected

2. Toidentifythenatureandscaleofanydamage

3. Toidentifytheobject’smaterials,importance,riskoffurtherdamageandsalvagerequirements.

Item reference number

Item description

Original location

Damage Treatment Newlocation Photographreferencenumber(s)


Ifyouwouldlikethisbookletinlargeprint,braille,onaudiotapeorcomputerdiscpleasecalluson

01 619 0300. Youcanalsotellusifyouwouldliketoalwaysreceiveliteratureinanotherformat.

Ecclesiastical Insurance Office plc (EIO) Reg. No. 24869. Registered in England at Beaufort House, Brunswick Road, Gloucester, GL1 1JZ, UK. Registered Branch in Dublin, Ireland. Reg No. 902180. 2nd Floor, Block F2, EastPoint, Dublin 3, D03 T6P8.Ecclesiastical Insurance Office plc is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority in the United Kingdom, and is regulated by the Central Bank of Ireland for Conduct of Business rules.

© Ecclesiastical Insurance Office plc 2019

© Ecclesiastical Insurance Office plc 2019 PD 3382 1 11/19

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Disaster recovery plan - Notes€¦ · 3 DISASTER RECOVERY PLAN – FORMS. 4 1...

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