3) Temporary Accommodation In the event of our organisation’s premises being unavailable we have identified the following temporary office/service accommodation that can be quickly accessed during and after an emergency. We have consulted with the site managers of these locations to confirm the suitability and availability of these locations. Type Address Equipment Available Resources Needed Key Contact Person Responsible [e.g. hotel, temporary office] [site address] [document all the equipment available at the site such as beds, computers, phones, paper] [document all the equipment or resources you will need that are not available on site such as staff, specialist equipment, software] [Name and contact details of site manager] [Name of person in your organisation responsible for identifying, securing and maintaining access to site] 4) Data Security and Back-up Our data is essential to our organisation’s ability to operate effectively which is why we have the following data security, back-up and recovery plan. We test this regularly to ensure that the data can be recovered. Data for Type of data Frequency of backup Backup method Person Responsible Recovery Information [What are you backing up? E.g. client files, share drive, payroll] [e.g. email, spreadsheets, database] [e.g. monthly, weekly] [how are you backing your data? e.g. cloud, external hard drive] [Name of person in your organisation responsible for data back-up] [How can this data be retrieved/accessed?]
Insurance held Our organisation holds the following insurance policies Insurance Type Policy Coverage Policy Exclusions Insurance Company and Contact Details Last Review Date Person Responsible [e.g. Building contents, business interruption] [e.g. fire, cyclone] [e.g. terrorism, tsunami] [ e.g. Name of Insurance Company, key contact person, phone number] [date] [Name of person in your organisation responsible to managing insurance and ensuring payments are made] e) Preparing for recovery 1. Supporting the Supporters Vicarious trauma is a very real and very serious health concern for community service organisations’ staff and volunteers, especially when working with disaster affected individuals and communities. [Document the plans you have in place for supporting your workers and volunteers, including leave provisions, emotional support, access to counselling services or an Employee Assistance Program etc.] 2. Funding Funding is always an issue for the community sector and the post-emergency environment is no different. [Document your organisation’s financial capacity with respect to supporting disaster response and recovery activities in your community. For example,
We have a specific budget for disaster response and recovery activities We can you divert $__ amount of existing funds to disaster response and recovery activities We have renegotiated our funding contract with the state/territory/commonwealth government agency that provides our funding to secure additional funds for our organisation to engage in disaster response and recovery activities and sufficient flexibility within our funding agreements to ensure that we can respond appropriately to the community’s needs during and after a disaster or emergency.] 3. Donated Goods In the aftermath of an emergency there may be an outpouring of good will. Whilst this is very heart-warming it can present some challenges to the community organisations who are often required to manage it. [Document your organisation’s policy with respect to receiving and distributing donated goods during and after a disaster or emergency.] Identify how you will communicate this policy to the community.] 4. Spontaneous Volunteers Spontaneous volunteers are people who are not existing volunteers who wish to volunteer to help after an emergency. These volunteers can be a great support in a time of need but they also present some challenges that need to be considered carefully. [Document your organisation’s policy with respect to spontaneous volunteers during and after a disaster or emergency.] f) Disaster and emergency policies and procedures We have implemented the following emergency procedures in line with legislative obligations and best practice. Copies of our evacuation plan, emergency kit contents and contacts list can be found in the attachments. Procedure Summary Location of full procedure document Person responsible Date last reviewed [e.g. contact list, evacuation procedure] [e.g. overview of procedure] [e.g. the evacuation procedure document can be found on the share drive in the ‘Emergency Procedures’ folder. Printed copies are also [Name of person in your organisation responsible for developing, maintaining and communicating emergency procedure] [Date]
available at reception. Supporting documentation] g) Triggers and key messages identified and communicated [Document the events that bring your organisation’s disaster plan into effect, first actions to be taken and the person responsible for that action.] # Hazard Trigger Action Person Responsible 1 Snow Predicted heavy snowfall for the following day Contact parents and tell them the child care service will be closed Child care service Manager 2 3 4 5. Preparing others It is important that our clients, staff and volunteers are prepared for emergencies. Our clients are our organisation’s reason for being and it wouldn’t operate without our staff and volunteers. a) Client preparedness We acknowledge that our clients may be more adversely impacted by an emergency than other people in our community. We are also aware that our organisation may not be able to provide the same level of services to our clients during and immediately after an emergency. For these reasons it is important that we help our clients to prepare for emergencies.