Emergency Management System: Establishing Effective Plans for Disaster Mitigation - Essay Sample

Introduction

Occurrence that disrupts normal existence conditions, and which imposes adverse sufferings surpassing adjustment capabilities of the affected, is often referred to as a disaster. Disasters cause serious social and economic implications not only to the state but also felt individual (CCOHS, 2014). An efficient emergency management system is largely dependent on the established emergency plans. The plan provides guidance when disaster strikes. Besides, the plan illuminates deficits in an organization in terms of supplies, equipment, and trained personnel, useful during disaster aversion. Absence of an elaborate plan might result in chaos and confusion in an emergency situation thereby causing massive loss of properties and lives (CCOHS, 2014). The above reasons compelled the San Antonio Family Emergency Shelter to establish a disaster plan, aimed at reducing the impact of disasters and the steps towards disaster recovery. The four main components of the plan include disaster mitigation, preparedness, response, and recovery. In the plan, a safety officer's position is created, with clear roles of ensuring overall program's safety and security. Moreover, the safety officer ensures all the staff is sensitized on safety measures by conducting regular lessons and performing drills on the same. Some of the security threats identified include fire, intruders, data security and floods. Safety manuals are formulated and made accessible to all personnel.

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Fire Prevention and Response Plan

Fire outrages pose a threat to the lives, health, and safety of the shelter occupants and property. Fire prevention and response plan are therefore focused on the possibility of a fire outbreak, putting in place mechanisms aimed at saving lives and preventing adverse property loss. The response plan includes both preventive and protective measures to be undertaken, and detailed information indicating possible escape routes or emergency exits within the premise. All the staff, guests and shelter occupants are made aware of the particulars, in the fire prevention and protection plan. Fire detection and notification system has been established, which is automated to detect smoke and subsequently activate the fire alarm. Emergency lighting systems and fire extinguishers are strategically installed in the hallways and walkways to facilitate easy access during fire outbreaks. Every fire assembly point and electrical panels have their designated fire suppressants and signs. The electrical installation process is conducted by qualified technicians, to prevent faults. Firefighting equipment is also serviced after every two weeks and inspected after 6 months by a designated safety officer. The safety officer is also responsible for conducting fire drills twice a year, to keep the staff informed on the evacuation procedures during an emergency. Before the drill is carried out, pre and post-de-briefing sessions are conducted, and a record kept indicating the drilling sessions.

Intruders

Safety concerns have been reported in various work stations, (Sanborn,2013) an example being terrorists invading premises and causing havoc, putting the lives of employees at risk. Some of these incidents are also perpetuated by people well known. It is, therefore, everyone's responsibility to ensure a safe working environment and conditions. Risk assessment is necessitated to know how vulnerable the station is to invaders, and what is supposed to be done in such events, but ensuring compliance with existing laws (Durham,2019).The shelter conducts periodic risk assessments, identifying the gaps and formulating recommendations which have to be adhered to, and implemented to the later, with the ultimate goal of ensuring high safety and security conditions at the workplace. For instance, restrictions of access to certain areas of the premises are established where visitors are not allowed there without consent of authorities. Security personnel is employed and mandated to conduct regular security checks. In addition, special lock doors, which are customized only to be accessed by authorized personnel, have alarm systems are fitted to detect and respond to invasion attempts. CCTV cameras are also installed in strategic locations and monitored by the security personnel 24hrs a day, 7 days a week. The receptionist desk is fitted with a panic button which is connected to the alarm system and pressed during emergency situations to keep the entire workforce alert.

Data Security

Data breaches worldwide have compromised the information of millions of people and organizations. A study conducted by the identity theft center, reported 1579 data breaches in 2017, which was 45% more compared to the previous year. The shelter program has set up a data security plan which is aimed at data protection. The plan provides mechanisms of identifying and assessing the risks posing a threat to data, resources, and information. Measures undertaken to prevent or avert the event of a data security breach is also considered. Every employee is passed through rigorous computer training, on how to handle the shelter's information and passwords. Confidentiality is stressed to every employee, being sensitized on ways to prevent the provision of confidential information to unauthorized individuals. Access restrictions are reinforced at the computer rooms, and sections where the records are stored, where only authorized personnel have access. Any paper document containing sensitive facility's information are shredded during disposal. Employees with the responsibly of handling balances, accounts, and transactional information, are taken through special training sessions and assigned special credentials. They have the responsibility to ensure that the integrity of the records is safeguarded. Databases are encrypted, and users have to provide authentication credentials before they gain access. Any attempt of unauthorized access is promptly detected through an elaborate incidence response plan. All servers are located strategically at a data center, in an access-controlled environment. Service providers, who meet all the provisions in the program's policy frameworks, and with outstanding data management expertise are contracted. Review committees meet periodically, to assess the network and system security, conducting audits and security tests and addressing any security concern that may have occurred over the given period.

Flooding

Typically, floods are caused by cyclones, heavy rains, melting snow, waterways obstructions among other factors. Floods pose devastating negative implications to property and lives, therefore necessitating the formulation of mechanisms geared towards reducing resultant damage. The program has therefore formulated an emergency response plan that covers flood preparedness, mitigation, and recovery. The plan provides a clear understanding of how vulnerable the locality is to floods, therefore consolidating necessary resources to facilitate an emergency response prior to the event. In order to be informed on the severity of the floods, a closer look on the flood warnings is taken, which include real-time stream level measurements, actual rainfall measurements, and likely future rainfall. An emergency response plan is reviewed when the weather events predict increased flooding possibility. Subsequently the flood response team is alerted, who initiate the evacuation process. To avoid confusion during the process, the safety officer gives an alert, by switching on the siren which is heard in every section of the building. Un obstructed evacuation routes are identified and marked with clear signs, known to the staff. The evacuation routes lead to a safe location, where all the staff and shelter occupants assemble to be counted, ensuring no one has been left behind. People with disabilities are also assisted by a designated person. First aid procedures are provided at this point to anyone injured, simultaneously with rescue operations of those trapped inside.

Conclusion

Conclusively, a memorandum of understanding established between the program and CSI aviation enables transportation of adversely injured victims for specialized medical care and also evacuating the shelter occupants to The Salvation Army Emergency Women and Children shelter, during extreme conditions. A coordinated hotline between the airline company and the alternative shelter ensure prompt response in emergency situations. The response team ensures that the emergency generators have been fueled, setting in place dewatering pumps and checking if they are working, verifying that all fire protection systems are in place and accessible. All important documents are kept in waterproof containers, and password-protected digital copies are created. During floods, orderly shutdown all operations in the premise are done, ensuring all machinery are switched off, and supply of any hazardous materials such as fuel is cut. The facility's electrical supply is isolated. After flooding, the area is surveyed to determine the extent or severity of damage, and a prioritized cleanup and recovery process are set on. cleaning companies are contracted to facilitate the clean-up exercise.

References

Canadian Centre for Occupational Health and Safety, 2014. Emergency planning. Ccohs. Retrieved from: https://www.ccohs.ca/oshanswers/hsprograms/planning.html Accessed 23/09/2019

Durham, J. (2017). Workplace security for staff. Safe workers. Retrieved from: www.safeworkers.co.uk/workplacesecurityforstaff.html Accessed 23/09/2019.

Sanborn, M. (2013). 7 steps to keep employees safe in the workplace. Entrepreneur. Retrieved from: https://www.entrepreneur.com/article/228735 Accessed 23/09/2019