Many industries find facility-wide process changes difficult to implement. This is especially true if their Emergency Operations System has never been compromised in an emergency. Oftentimes, there may only be one master binder with hard copies of important documents alongside the Emergency Operating Plan. The use of the crisis binder that sits on a shelf collecting dust is a thing of the past. The prioritization of emergency planning in each industry is a growing one, as disasters are growing more common, demanding schools, the health sector, airports, and infrastructural public works and other industries, keep crisis binders active in their updating and implementation of their contingency exercises and drills. In our previous blog on crisis binders, we discussed why it is important to have one. Today, I want to highlight why it’s important to keep it updated with easy-to-access software and synch it to a mobile application for your phone or iPad, such as the one we offer here at REM4TM. By taking a proactive, technological approach, you will have access to the documents and plans you need to pull you out of a BIND in an emergency.
Top 10 Reasons Paper EOPs DO NOT WORK
1. Emergency Operating Plans (EOPs) are meant to be living documents with consistently updated information based on the ever-changing needs of its users; paper EOPs are static, allowing the information to become outdated upon review.
2. Bulky paper EOPs serve more as a tick in a box for compliance than a strategic plan that is actively utilized.
3. Paper plans are often misplaced, locked in someone’s office, or placed on a shelf and not reviewed regularly; making updating changes to distributed copies a logistics challenge and leading many to forget or misinform important updates when it is time to review.
4. Updating paper plans periodically rather than updating as needs arise incurs a large use of staff time and cost associated with the collection of information, printing and distribution.
5. You can’t easily forward or send a paper EOP to others during response, nor can you read the content in severe weather or darkness.
6. If all staff were not included in the latest distribution, in the event of an emergency this would leave employees vulnerable and without instructions.
7. Size matters! During an emergency evacuation, staff is unlikely to take a paper EOP, while their iPads, laptops and/or smart phones are already in their bag as they’re headed out the door.
8. When your facility is impacted by a catastrophic event, such as tornado, hurricane, or wild fire, paper EOPs and the computers they’re saved to, may be destroyed.
9. Paper EOPs are strategic documents that are not typically “user friendly” and staff may be unfamiliar with its organization. If you have to collect pieces of information during or after an emergency situation, it may impede your recovery by months or even years.
10. The nature of constructing paper EOPs do not allow for a complete backup of all plans, checklist, photos, maps and workflows to exist in one place.
This is not to say that having hard copies of documents isn’t good to have in addition to a software approach, we just want to promote one that beckons you to think critically about the amount of information required by FEMA and other response institutions should you need it as efficiently as possible. Documentation of insurance forms, property information, staff information, recent repair work (to help estimate value), inventories, floor plans, etc., may take up several hundred sheets of paper. Factor in the plan itself and you may realize by weight alone will lead you to a technological approach that values your time, energy, and likelihood of utilization, leading to a safer workplace for everyone.
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–Kali Rapp, REM4ed Emergency Preparedness and Technology Blog Contributor