Give the preparedness teams a clear mandate of their role

As EPM, make sure members of the preparedness teams have copies of the institution's emergency preparedness policy, the committee's statement of purpose, and the hazard assessment report. In addition to submitting two written reports, the teams are expected to contribute verbally to the emergency plan as well. In carrying out their research assignments, team members will find appropriate help and recommendations in chapters 6-9. The following is an outline of their assignments.

Safety and security. Specific directions for assessing safety and security are given in chapter 6. This team should receive the assistance of both the collections and the buildings and maintenance researchers in preparing the following reports:

Report 1 provides suggestions for protecting visitors and staff and for preventing damage to the security aspect of the institution's activities.

Report 2 gives recommendations for security functions during an emergency. This report should include lists of equipment and supplies needed and any hazardous materials that are stored on-site, job descriptions for the response team, and recommended recovery procedures.

Collections. Specific directions for assessing the vulnerability of the collections are provided in chapter 7. This team should work with the safety and security and the buildings and maintenance researchers in preparing the following reports:

Report 1 provides suggestions for preventing or mitigating damage to the collections.

Report 2 gives recommendations for the role of collections teams during an emergency. This report includes lists of objects to be protected or relocated in the event of certain emergencies; recommended techniques for moving, protecting, or salvaging the collection; a list of the tools and materials needed for those procedures; job descriptions for the response team; and recommended recovery procedures.

Buildings and maintenance. Specific directions for assessing the building and its infrastructure are indicated in chapter 8. This team should consult with the collections and the safety and security researchers in preparing the following reports:

Report 1 provides suggestions for preventing or reducing damage to the building and its infrastructure.

Report 2 gives recommendations for the role of buildings and maintenance teams during an emergency. This report should include copies of such documents as floor plans and electrical and mechanical installation schematics; location of emergency exits, shut-off valves, evacuation routes, and shelters; lists of emergency tools and materials; contact lists of emergency organizations, such as fire marshal, police, and city engineers; recommended procedures for assessing safe reentry; job descriptions for the response team; and recommended recovery procedures.

Administration and records. Specific directions for assessing administration and records are provided in chapter 9. This research requires the participation of the institution's risk manager, controller, staff counsel, insurance agent, and safety and security team in preparing the following reports:

Report 1 provides suggestions for preventing damage to important administrative records.

Report 2 gives recommendations for the role of administration and records teams during an emergency. This report should include lists and location of important documents, disaster-related requirements of the insurance policy, a list of equipment and procedures to provide visual documentation for supporting insurance claims, job descriptions for the response team, and recommended recovery procedures.

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