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When an emergency occurs or there is a disruption to the business, organized teams will respond in accordance with established plans. Public emergency services may be called to assist. Contractors may be engaged and other resources may be needed. Inquiries from the news media, the community, employees and their families and local officials may overwhelm telephone lines. How should a business manage all of these activities and resources? Businesses should have an incident management system (IMS). An IMS is “the combination of facilities, equipment, personnel, procedures and communications operating within a common organizational structure, designed to aid in the management of resources during incidents” [NFPA 1600]. The National Incident Management System (NIMS) was established by FEMA and includes the Incident Command System (ICS). NIMS is used as the standard for emergency management by all public agencies in the United States for both planned and emergency events. Businesses with organized emergency response teams that interface with public emergency services can benefit from using the ICS. ICS is also well suited for managing disruptions of business operations. Public information and crisis communications are an integral part of the ICS structure. When an incident occurs, incident stabilization activities (e.g. firefighting, damage assessment, property conservation) may be underway at the scene of the incident. Others assigned to support incident stabilization, business continuity or crisis communications activities will report to an emergency operations center (EOC). The emergency operations center is a physical or virtual location from which coordination and support of incident management activities is directed. The Incident Command System and the use of an Emergency Operations Center supports incident management. Resources for Emergency Operations CentersIncident Command SystemIncident Command System Diagram - Text Version The Incident Command System (ICS) is used by public agencies to manage emergencies. ICS can be used by businesses to work together with public agencies during emergencies. Private sector businesses should be familiar with the fundamental concepts of incident command and should coordinate planning with local public emergencies services. The use of ICS within a business depends upon the size and complexity of the business. Functions and roles may be assigned to multiple individuals or a few persons may be assigned multiple responsibilities. Not all of the ICS positions need to be active in each incident. The ICS structure is meant to expand and contract as the scope of the incident requires. For small-scale incidents, only the incident commander may be assigned. Command of an incident would likely transfer to the senior on-scene officer of the responding public agency when emergency services arrive on the scene. Command transfers back to the business when the public agency departs. An abbreviated summary of the roles and responsibilities of each ICS position are presented below. Incident Commander
Safety
Liaison
Public Information
Operations
Planning
Logistics
Finance/Administration:
Emergency Operations CenterAn emergency operations center (EOC) is a physical (e.g., a conference room) or virtual (e.g., telephone conference call) location designed to support emergency response, business continuity and crisis communications activities. Staff meets at the EOC to manage preparations for an impending event or manage the response to an ongoing incident. By gathering the decision makers together and supplying them with the most current information, better decisions can be made. A primary EOC should be established at the main business facility and a secondary EOC should be available at another company facility, a temporary facility (such as a hotel) or through a teleconference bridge established to bring staff together virtually. The EOC supports the following incident management functions. Activation -Bring knowledge and expertise together to deal with events that threaten the business Situation Analysis -Gather information to determine what is happening and to identify potential impacts Incident Briefing - Efficiently share information among team members Incident Action Plan - Provide a single point for decision-making and decide on a course of action for the current situation Resource Management - Provide a single point of contact to identify, procure and allocate resources Incident Management -Monitor actions, capture event data and adjust strategies as needed An EOC is not an on-scene incident command post (ICP) - where the focus is on tactics to deal with the immediate situation. An EOC is used to support on-scene activities through the prioritization of activities and the allocation of available resources. A major function within the EOC is communications between the emergency response team, business continuity team, crisis communications team and company management. Emergency Operations CenterA large conference room can be used as an emergency operations center and primary team meeting location. It must be outfitted with furniture, telephone and internet access and be in close proximity to photocopiers, network printers, fax machines and other office equipment. The conference room or other space to be used as the EOC should be equipped with the following equipment and supplies:
The emergency operations center should be activated whenever there is a major incident that causes significant property damage, potential or actual business disruption or has the potential to cause a significant impact on the business. |