Document Casagrandeaz_doc_3bd3d99c72

Ready Your Business 12-Point Program For Success Business Continuity Planning Guidebook Provided By: Casa Grande Business Ready Partnership City of Casa Grande Fire Department 3181 N. Lear Avenue Casa Grande, AZ 85122 [PHONE REDACTED] www.casagrandeaz.gov “Committed to our Community” Save Print ---PAGE BREAK--- Casa Grande Business Ready Partnership Committee Members Anita Fijalka Sun Life Family Health Center David Gutierrez National Interest Consulting, LLC Linda Hall Frito Lay, Inc. Barbara Kunz Winner’s Circle/Casa Grande Main Street Don McCafee Walmart Distribution Center Scott Miller City of Casa Grande Fire Department Curtis Mineer Abbott Nutrition Helen Neuharth Greater Casa Grande Chamber of Commerce Barbara Shaffer Casa Grande Regional Medical Center Mike Simpson Pinal County Emergency Management Leon Stock Arizona Public Service David Wilson Electrical District No. 2 Save Print ---PAGE BREAK--- Sponsors Save Print ---PAGE BREAK--- March 23, 2010 Dear Business Professionals: Thank you for your interest in the “Ready Your Business” campaign by the Casa Grande Business Ready Partnership. Working as partners through this “Ready Your Business Workshop” we’ll be better prepared to respond together to critical incidents and develop ways of reducing the impact they may have on the business community. Casa Grande Business Ready Partnership is a dynamic group of private and public members to help the business community be better prepared. The partnership is “Committed to our Community.” This partnership will help you to develop your business plan on what to do over the next year, through the “Ready Your Business” Guidebook. In addition to this workshop, networking sessions will be provided once every other month in 2010. Our “Ready Your Business” resources are intended to be a helpful toolkit for businesses and employees in preparation for unforeseen natural or man-made events that endanger our community and interrupt the course of our daily lives. I hope you take advantage of the resources we have made available to you through this workshop. Jim Thompson City Manager, City of Casa Grande City of Casa Grande, 510 E. Florence Boulevard, Casa Grande, Arizona 85122 PH 520/421-8600 FAX 520/421-8604 ii Save Print ---PAGE BREAK--- Scott R. Miller, Fire Chief March 23, 2010 Dear Business Professional: Recent events have proven the value of a strong and disaster-resilient community. Individuals, families and businesses have been seen working together to recover from these events. “Ready Your Business” is a tool for building a disaster-resistant business community. We have identified 12-Points for Success, that are key to Business Continuity Planning. Today’s workshop is a beginning to help guide the planner through the basic elements of business continuity planning, preparing them for developing their business’ customized plan. Preparedness is an integrated process that includes government agencies from all levels, small, medium and large businesses, industry, our educational facilities and our financial institutions to name a few. It should be comprehensive in nature including the four phases of preparedness: mitigation, preparedness, response and recovery. The “Ready Your Business” planning process can be achieved within a calendar year. The information contained within this workbook will provide a step-by-step guide to meeting your individual goals. Additional workshops are being scheduled to support and assist your planning efforts. We stand ready to work with you to meet our collective goal of “Committed to our Community.” Scott R. Miller, Fire Chief City of Casa Grande Fire Department Co-Chair Casa Grande Business Ready Partnership City of Casa Grande Fire Department, 3181 N. Lear Avenue, Casa Grande, Arizona 85122 TDD: (520) 421-8777  FAX: (520) 836-1129 iii City of Casa Grande Fire Department Save Print ---PAGE BREAK--- March 23, 2010 To the Casa Grande Business Community; Significant events in recent years such as monsoon storms which usually bring a combination of blowing dust, high winds, lightning, rain and flooding have in many cases had a disastrous affect on many individuals and communities in Arizona. Pinal County and the City of Casa Grande seem to be located in the natural path of these events brought to us by Mother Nature and raises cause for concern surrounding the preparedness of co-workers, friends and neighbors to handle these events when they come. Like all the businesses in Casa Grande, APS is always concerned about the welfare of our citizens and the continued operation of the businesses in the communities where we live and work. The events in Pinal County, Arizona and throughout the Southwest bring to light the undeniable need to be prepared for a wide variety of unforeseen circumstances. The Casa Grande Business Ready Partnership has been working more than a year to develop thoughts and strategies to help take our overall preparedness to a new level. Our “Ready Your Business” workshop will share a variety of tools, resources and ideas that can help each of us to be better prepared. We encourage all businesses in Casa Grande and those outside city limits in Pinal County to take steps to prepare for emergencies. Your willingness to partner with us on this important effort is greatly appreciated.; Leon Stock Construction, Maintenance & Operations Arizona Public Service, Casa Grande, AZ Co-Chair Casa Grande Business Ready Partnership iv Save Print ---PAGE BREAK--- Every year emergencies take their toll on business and industry. These unplanned events can cause deaths or significant injuries to employees, customers or the public. Casa Grande and those outside the city limits in Pinal County can limit the impact on their business from major interruptions that could disrupt normal operations. These interruptions could cause physical or environmental damage, or threaten the facility’s financial standing or public image. By following this guide’s 12-Point Program for Success with advice on how a business can begin developing a Business Continuity Plan, you can Ready Your Business against potential emergencies such as:  Fire  Hazardous or Chemical release incident  Flood or Flash Flood  Winter Storm  Earthquake  Communications Failure  Radiological or Explosive accident  Civil Disturbance  Loss of Key Supplier. Customer or Employee  Data Loss or Compromise  Pandemic  Terrorist Event The Ready Your Business guide to a 12-Point Program for Success to Business Continuity Planning can be used by small or large organizations as well as from any type of industry. It is intended to assist the planner who may not have in-depth knowledge of emergency management or continuity planning. Acknowledgements: Information used in this guide was compiled from various sources including U.S. Department of Homeland Security, Institute for Business & Home Safety, and Emergency Management Guide for Business & Industry, SBA, Pinellas County, FL, American Red Cross and ASIS International-Business Continuity Guideline. The approaches in this guide are recommendations only, not regulations. There are no reporting requirements. Following these principles will not ensure compliance with any Federal, State or local codes or regulations that may apply to your facility or industry. V Save Print ---PAGE BREAK--- 12-Point Program For Success to Business Continuity Planning #1 Creating a Planning Team Page 2 Identify who needs to be on the “team” to effectively represent the organization #2 Continuity of Authority Page 2-4 Designating the chain of authority within the organization and departments #3 Risks and Hazards Page 5-6 Assist the planner in determining a priority and procedure for each potential business interruption by assessing risks and hazards. Evaluating the cost of downtime #4 Internal Resources and Capabilities / External Resources Page 7-8 Evaluate each department or area of the organization to identify resources and capabilities. Identify what external resources are available to the planner and the organization in planning and response #5 Vulnerability Assessment Page 9-10 Planning should include an ALL hazard analysis to identify types of emergency. Complete a Vulnerability Assessment #6 Essential Business Functions Page 11-15 Determine each “function” that generates revenue or is essential to normal business operations. Identify what functions must be operating for recovery. Recognize the most critical, time sensitive and analyze cost of downtime #7 Human Resources: Employee/Owner Contacts Page 16-20 Review what you should know about your employees, how to communicate, train and prepare for unexpected events. #8 Workplace Evacuation & Sheltering Plan Page 21-26 Safety of employees, customers and clients – Do you evacuate, stay in place or both. #9 Workplace Emergency Supply Kit Page 27-28 What should every facility have in case of an emergency? Is there a liability for a business that doesn’t? What should an employee provide? #10 Insurance Coverage Review Page 29 Most business rely on an insurance policy to carry them through a disaster. Find out what may save your business from permanent closure. #11 Vital Records Page 30-40 Identify what is “vital” to normal business operations. #12 Data Protection /Storage / Recovery Page 41-47 Protect against the number-one business interruption by developing a backup program and offsite storage procedure with a data recovery program. Establish procedures to safeguard data against outside attacks and employee error. Protect your business against compromised personal information. Test the plan. Save Print ---PAGE BREAK--- Annual Review Page 48 What About Costs? Page 49 Resource Links Page 50 Recommended Emergency Fuel Storage Limits/Guidelines Page 51-52 Building Disaster Resistant Communities A 12-Point Program to Individual, Family and Community Preparedness By Al Cooper Page 53-55 Pinal County Disaster History 1999-2009 Page 56 Pinal County Incident Events Map 1999-2009 Page 57 Bird Flu (Avian Influenza –H5N1) Page 58 Small Business Planning for Pandemics Page 59-61 Business Pandemic Influenza Planning Checklist Page 62-63 vii Save Print ---PAGE BREAK--- 1 READY YOUR BUSINESS Business Continuity Plan For: Legal Business Name: Local Address: City, State, Zip: Telephone Number / Website: After Hours Emergency Number: Corporate Headquarters Address: City, State, Zip: Telephone Number / Email: After Hours Emergency Number: PRIMARY EMERGENCY MANAGER The following person is the PRIMARY EMERGENCY MANAGER and will serve as the company spokesperson in an emergency. Primary Contact Person Address: City, State, Zip: Phone Number / Email: Assumes command Assess the situation Activate emergency procedures Coordinates employee communications Other – Describe: Save Print ---PAGE BREAK--- 3 # 1 CREATING A PLANNING TEAM: The following people will participate in emergency planning and crisis management.  Team Leader: (Name /Title/Department)  (Name /Title/Department)  (Name /Title/Department)  (Name /Title/Department) #2 CONTINUITY OF AUTHORITY If the PRIMARY EMERGENCY MANAGER is unable to manage the crisis, the person below will succeed in management: Alternate Contact Person Address: City, State, Zip: Phone Number/Email: Assumes command Assess the situation Activate emergency procedures Coordinates employee communications Other/ Save Print ---PAGE BREAK--- 4 If ALTERNATE CONTACT is unable to manage the crisis, the person below will succeed in management: Alternate Contact Person Address: City, State, Zip: Phone Number/Email: Assumes command Assess the situation Activate emergency procedures Coordinates employee communications Other/ Describe: If ALTERNATE CONTACT is unable to manage the crisis, the person below will succeed in management: Alternate Contact Person Address: City, State, Zip: Phone Number/Email: Assumes command Assess the situation Activate emergency procedures Coordinates employee communications Other/ Describe: Save Print ---PAGE BREAK--- 5 LOCATION EMERGENCY CONTACT INFORMATION Dial 9-1-1 in an Emergency for Local or Isolated Emergencies Local Police: Local Fire: Local Ambulance Service: Hospital (Insurance Preferred): Hospital (closest): Insurance Provider/Agent: - Contact Phone - Policy Number: - Headquarter Phone/Contact: Telephone Company: Gas/Heat Company: Electric Company: Water Company: Building/Property Manager: Building Security: Division of Homeland Security: Local SBA Small Business Administration Office: FEMA Federal Emergency Management Regional Office: Region IX 1111 Broadway, Suite 1200 Oakland, CA 94607-4052 (510) 627-7100 Media: - Newspaper: - Radio: - Television: Save Print ---PAGE BREAK--- 6 #3 IDENTIFY RISKS/HAZARDS Considering factors from these areas, the following events could impact our business: Create a plan based on the probability of each risk/hazard.  Historical / Geographic  Technological / Cyber  Human Error / Health / Disruption in leadership….  Loss of key customer or vendor  Physical  Regulatory  Natural  Power/Gas/Water Sample Business Impact Analysis Business Interruption Impact on Operations Possible Responses You cannot get to your facility road is blocked) No Operations Utility service is down no power, or water) Depending on your operations and facility, your operations may be completely shut down or limited You may have to send your staff home with/without pay You may be able to notify your customers and continue to receive supplies You may be able to continue your operation if you have backup utilities A critical piece of equipment has been destroyed You may have to cease operations; you may be able to continue some minimal operations Computer network has been damaged or destroyed You have lost all historical, current and operating data as well as financial records and employee information Save Print ---PAGE BREAK--- 7 Business Impact Analysis Consider ALL types of events, including natural and catastrophic that could have an impact on normal business operations. Business Interruption Impact on Operations Possible Responses Save Print ---PAGE BREAK--- 8 # 4 INTERNAL RESOURCES AND CAPABILITIES / EXTERNAL RESOURCES INTERNAL: These resources are available internally to assist with emergency planning, response and recovery. Create a list of backup systems such as equipment, data, employee training (cross training), communications that can be identified as a resource for planning, response or recovery  Equipment:  Facilities:  Organizational:  Training  Evacuation Plan  Employee Support Systems  Other / Describe: Type of Resource Location / Department Point of Contact Save Print ---PAGE BREAK--- 9 EXTERNAL Resources are available externally to assist with emergency planning, response and recovery: Identify the type of EXTERNAL resource and provide a contact list for planning  SBA  Disaster Recovery Specialist  Trade Associations  First Responders – Fire, Law Enforcement  Utilities  Industry, business, financial, insurance  Infrastructure / Communications  Transportation  Federal, State, regional and local governments  Trade associations  Media  Academic community (universities)  Community/faith-based organizations Organization/ Type Resource Available Point of Contact Save Print ---PAGE BREAK--- 10 #5 VULNERABILITY ASSESSMENT Complete the “Vulnerability Assessment” chart using a ranking system of 5 to 1. Total each column, the LOWER the score - the better. 1. Select a minimum of three risks/hazards to complete the assessment. 2. Estimate the probability based on historical and other known facts. 3. Assess the potential human impact by estimating the possibility of death or injury. 4. Assess the potential property impact considering the potential losses and damages a. Cost to replace b. Cost to set up temporary replacement c. Cost to repair 5. Assess the potential business impact considering: a. Business interruption b. Employees unable to report to work c. Customers unable to reach the facility d. Company in violation of contractual agreements e. Imposition of fines and penalties or legal costs f. Interruption of critical supplies g. Interruption of product distribution 6. Assess Internal and External Resources a. Do we have the needed resources and capabilities to respond? b. Will external resources be able to respond to us for this emergency as quickly as we may need them, or will they have other priority areas to serve c. Total the Columns Information gathered from the Vulnerability Assessment could be used to complete portions of the risk/hazard, internal and external resources and capabilities sections of the plan. Save Print ---PAGE BREAK--- 11 Probability x Total TOTAL Weighted Measure for Planning External Resources Internal Resources Weak 5   1 Strong Resources Business Impact Property Impact Human Impact High Impact 5   1 Low Impact Probability High Low 5   1 Vulnerability Assessment Worksheet Type of Risk\Hazard ---PAGE BREAK--- 11 # 6 ESSENTIAL BUSINESS FUNCTIONS  What are the most critical and time-sensitive business functions? o Overall o By department / area  How much downtime can be tolerated for each identified business function?  Which business functions are necessary to fulfill my legal and financial obligations and maintain cash flow?  Which business functions are essential to maintain my market share and reputation, or to strategically adjust to changed circumstances? Complete for EACH function in every department BUSINESS FUNCTION: Priority: HIGH MEDIUM LOW Employee in Charge: Timeframe or Deadline: Money Lost or Fine Imposed if not done: Who performs this function? List all that apply. Employee Vendor Key Contacts: Who provides the input to those who perform the function? List all that apply. Employee(s): Vendor(s): Key Contacts: Save Print ---PAGE BREAK--- 12 Recovery Personnel Function Classification Loss Potential BUSINESS FUNCTIONS Essential Function  Make a list of all Essential Functions  Conduct interviews with each function manager  Identify loss potential of not performing the function o Classify Functions  Mission Critical  Directly tied to profits  Crucial to the success of business continuity  Business Critical  Necessary to resume Mission Critical  Supports normal operations  Customer Critical  Product / service to meet customer expectation or perception  Provide updated information  Assign KEY PERSONNEL responsible to recover each function  Determine recovery timeframe to meet business or regulatory requirements per function ---PAGE BREAK--- 13 Name/Phone of KEY Response Person Space Required at Alternate Facility Additional Resources Needed Business Critical Human, Equip & Supply Resources Available Minimum Staff Required Critical Restoration Time MISSION ESSENTIAL FUNCTION SURVEY Mission Essential Function Survey Questions 1. List your mission-critical activities or functions in priority order 2. For each mission-critical function identify the critical restoration time period 24 hours, 3 days, 2 weeks, etc) 3. Identify the minimum of staff needed to operate (possibly at an alternate facility) for each mission-critical function 4. Identify resources available for this function (possibly to be moved to an alternate facility) 5. Identify any additional resources needed for each mission-critical function (partly to help determine space requirements at alternate facility) 6. If planning to use an alternate facility, specify amount of space required 7. Identify by name, position and telephone number the KEY person responsible for each function Source: Tampa Bay Regional Planning Council (adapted) ---PAGE BREAK--- 14 ESSENTIAL BUSINESS SUPPORT SERVICES: VOICE/DATA COMMUNICATIONS Type of Service: Telephone Fax Machine PC Data Communications Two-way Radio & Pager Cell Phone PBX w/ACD Other Explain: (Private Branch Exchange w/Automatic Call Distribution) Description and Model: Status: Currently in use Lease/buy for recovery location Voice Communications Feature: Voice Mail Conversation Recorder Speaker Conference Other Explain: Data Communications Features: Cable DSL Dial-UP T-1 Other Explain: Quantity: Primary Supplier/Vendor: Alternate Supplier/Vendor: Recovery Install Location: Now identify “types” of training and / or drills that would benefit your employees and organization. Complete Training Drills and Exercises – annual planning calendar and distribute to KEY responders and employee Save Print ---PAGE BREAK--- 15 EQUIPMENT/MACHINERY/VEHICLES Include tools and spare parts to operate equipment required to perform essential business functions. Item: Model: Serial Number or Part Number: Status: Currently in Use Lease/buy for recovery location Primary Vendor/Supplier: Alternate Vendor/ Supplier: Recovery location for installation or delivery: Related business function: Backup Available: Yes No Order or lead-time for replacement: Item: Model: Serial Number or Part Number: Status: Currently in Use Lease/buy for recovery location Primary Vendor/Supplier: Alternate Vendor/ Supplier: Recovery location for installation or delivery: Related business function: Backup Available: Yes No Order or lead-time for replacement: Save Print ---PAGE BREAK--- 16 #7 HUMAN RESOURCES – EMPLOYEE/OWNER CONTACT Name: Call Order or Key Person # Position / Department: Key Responsibilities: Shift / Schedule: Miles from Home: Home Address: City, State, Zip: Cell Phone: Home Phone: Office Phone: Fax/Other: Home Email: Office Email: Emergency Contact: Relationship: Emergency Contact Phone: Alt. Phone OUT OF STATE EMERGENCY CONTACT Emergency Contact: Relationship: Emergency Contact Phone: Alt. Phone PHOTO Save Print ---PAGE BREAK--- 17 Certifications/Training/Resources: First Aid / CPR / CCR Other Language(s) Emergency Medical Technician (EMT) HAM Radio Military C.E.R.T. Other: 4x4 or off road vehicle Special Needs – (Voluntary Disclosure): EMPLOYEE EMERGENCY CONTACT INFORMATION The following is a list of co-workers and individual emergency contact information: Include an OUT OF STATE emergency contact number for each employee. Co-worker Emergency Contact Information Co-worker Emergency Contact Information Save Print ---PAGE BREAK--- 18 EMPLOYEE SUPPORT Services to consider for employee support after an emergency:  Cash advances  Salary continuation  Flexible work hours  Reduced work hours  Crisis counseling  Care Packages  Child Care  Temporary Family Housing EMPLOYEE TRAINING We will communicate our emergency plans with co-workers /employees: New Hire Orientations Train Evacuation, Assembly, Shelter, All Clear and Shutdown Managers Cross-train on equipment processes – introduce new equipment Provide employees with information to develop a family preparedness plan Establish an Emergency “call-in” number Test the “call down” tree network In the event of a disaster we will communicate with employees in the following way (Prioritize all facility communications and determine which should be restored first in an Emergency): Messenger Dial-up Modems Telephone/Cell Phone Local Area Networks (LANS) Two-way Radio Hand Signals FAX Machine HAM Radio Microwave / Satellite Text Messaging Save Print ---PAGE BREAK--- 19 Dec Nov Oct Sept Aug July June May April March Feb Jan Drills / Training / Exercise Schedule Fire/Evacuation Drill Employee Orientation/Review Management Orientation/Review Department Tabletop Exercise Response Team Tabletop Exercise Emergency Call Down Procedures Walk-through Drill Functional Drill National Preparedness Month ---PAGE BREAK--- 20 Dec Nov Oct Sept Aug July June May April March Feb Jan 12-Point Program for Success Development Workshops Schedule #1 Creating a Planning Team #2 Continuity of Authority #3 Risks and Hazards #4 Internal Resources and Capabilities/ External Resources #5 Vulnerability Assessment #6 Essential Business Functions #7 Human Resources: Employee/Owner Contacts #8 Workplace Evacuation & Sheltering Plan #9 Workplace Emergency Supply Kit #10 Insurance Coverage Review #11 Vital Records #12 Data Protection/ Storage/Recovery Training Training ---PAGE BREAK--- 21 #8 EVACUATION PLAN FOR (insert address) LOCATION We have developed plans in collaboration with neighboring businesses and building owners to avoid confusion or gridlock. We have located, copied and posted building and site maps. Exits and Evacuation routes are clearly marked. We will practice evacuation procedures per year We have identified conditions for which an evacuation is necessary Established procedures to account for non-employees/suppliers/customers/clients Building-Evacuation Wardens have been identified and trained Designated personnel to continue or shut down essential operations while an emergency is underway with the ability to recognize when to abandon a given task. If we must leave the workplace quickly: WARNING SYSTEM Type / Procedure: We will test the warning system and record results times a year. EVACUATION MANAGER: Alternate Evacuation Manager: Responsibilities Include: Assembly Area: ASSEMBLY AREA MANAGER: Alternate Assembly Area Manager: Responsibilities Include: ALL CLEAR SIGNAL: Save Print ---PAGE BREAK--- 22 ALL CLEAR MANAGER: All-Clear Alternate Manager: Responsibilities Include: CRITICAL DATA MANAGER: Alternate Critical Data Manager: Responsibilities Include: EVACUATION “GO BOX” – Recommended contents stored in a fire-proof/ waterproof secure container.  Copy of emergency contact list of employees and key customers/clients including all phone numbers.  Voice mailbox # and remote password information and instructions so you can change messages as needed providing information to employees so they can call in for instructions.  Copy of insurance policies, agent and home office contact information  Copy of emergency vendors (contractors, plumbers, electricians, restoration contractors, etc) Verify emergency payment arrangements.  Credentials or authorization to re-enter the workplace or relocation area  Back up files / tapes of electronic data  Copy of essential policies, emergency procedures, Business Continuity Plan  Pictures of the facility – inside and out. This includes home-based businesses.  Documentation required for an SBA Disaster Loan or other type of assistance that might become available and may include (consult a local SBA Loan Professional) o Corporations/Partnerships: Copy of 3 years tax returns / 1 year personal tax returns on principles (Affiliates with greater than 20% interest) 1-year tax return on affiliated business entity. o Sole Proprietorships: Copy of 3 years tax returns with Schedule C o Copy of Current Profit and Loss Statement (within 90 days) o Copy of Listing of aged accounts receivables/payables o Copy of Listing of Inventory o Copy of Schedule of Liability o Copy if Balance sheet (as recent as possible)  Other:  Other: Save Print ---PAGE BREAK--- 23 SHELTER–IN-PLACE PLAN FOR (INSERT Address) We have talked to co-workers about which emergency supplies, if any, the company will provide in the shelter location and which supplies individuals might consider. We will practice sheltering procedures times per If we must leave the workplace quickly: WARNING SYSTEM Type / Procedure: We will test the warning system and record results times a year. STORM SHELTER LOCATION: "Seal the Room" Shelter Location: SHELTER MANAGER: Alternate Shelter Manager: Responsibilities Include: ALL CLEAR Signal: ALL CLEAR MANAGER: Alternate All-Clear Manager: Responsibilities Include: FACILITY SHUTDOWN What conditions necessitate a shutdown? Who is authorized to order a shutdown? SHUTDOWN MANAGER: Alternate Shutdown Manger: Responsibilities Include: Save Print ---PAGE BREAK--- 24 RECOVERY LOCATION Recovery Location: Street Address: City, State, Zip: Building Owner/Manager: Phone: Alternate Phone: Email: Pager: Directions to recovery location (include map if available) Business functions to be performed at recovery location: Employees who should go to recovery location: If this location is not accessible we will operate from location below: Alternate Location Name: Address: City/State/Zip: Telephone Number / Email: Security Badges / Access Codes required for alternate location/ Procedure for security processing Maintain a copy of the alternate/recovery location’s lease/rental agreement or occupancy details as part of this plan. Save Print ---PAGE BREAK--- 25 RECOVERY-LOCATION SUPPLIES Supply items that are necessary for essential equipment such as cartridges, fluids, special forms and checks that may be available at a recovery location. Item Item Order Number Quantity Supplier/Vendor Related Business Function Save Print ---PAGE BREAK--- 26 MISCELLANEOUS RECOVERY-LOCATION RESOURCES Item Quantity Primary Supplier/Vendor Alternate Supplier/Vendor Recovery Install Location Chairs Desks Extension/ drop cords, surge protectors and power strips File Cabinets Mail Containers Portable air conditioners/ fans Safes Tables Waste Baskets Other Other Other Other Save Print ---PAGE BREAK--- 27 # 9 WORKPLACE EMERGENCY SUPPLY LIST: Indicate who is responsible for maintaining the suggested item(s) at the workplace Preferred: One complete 72-hour kit per every 5 employees Minimal: One basic 8-hour kit per employee Company Employee Supply Item WATER. Amounts for portable kits will vary. Individuals should determine what amount they are able to store comfortably and to transport to other locations. If it is feasible, store one gallon of water per person per day for drinking and sanitation. Store in plastic containers or use commercially bottled water. FOOD and UTENSILS, at least one-to-three-day supply of non-perishable food that could include ready-to-eat meats, juices, high-energy foods such as granola or power bars. NOAA WEATHER ALERT BATTERY-POWERED RADIO and extra batteries. AM/FM Radio or Hand-Crank Powered Working SMOKE DETECTORS, FIRE EXTINGUISHER, CARBON MONOXIDE DETECTOR. BLANKETS/PILLOWS/SLEEPING BAG. FLASHLIGHT and extra batteries or hand crank / LIGHT STICKS. Do not use candles/open flame during an emergency. WHISTLE for emergency signal. Ready to hang around neck. DUST or FILTER MASKS, readily available in hardware. N95 mask recommended for preventing inhalation of airborne particles. MOIST TOWELLETES or BABY WIPES for sanitation TOOLS - WRENCH or PLIERS to turn off utilities, BROOM, SHOVEL, HAMMER and WORKING GLOVES. CAN OPENER for food (if kit contains canned items). PLASTIC SHEETING and DUCT TAPE to “seal the room” for sheltering in place. MEDICATIONS to include prescription and non-prescription medications such as pain relievers, stomach remedies and etc. FIRST-AID SUPPLIES An assortment of bandages, ointments, gauze pads, cold/hot packs, tweezers, scissors and sanitizer. PERSONAL HYGIENE items to include at least one CHANGE OF CLOTHING / SHOES / OUTERWARE. GARBAGE BAGS and plastic ties for personal sanitation PAPER SUPPLIES note pads, markers, pens, pencils, plates, napkins, paper towels and etc. CAMERA - disposable camera to record damage. CASH/ATM and CREDIT CARD - Keep enough cash for immediate needs in small denominations. EMERGENCY CONTACT PHONE LIST. MAP and OTHER…… Save Print ---PAGE BREAK--- 28 CAR SURVIVAL AND EMERGENCY SUPPLY LIST: Maintain a minimum of ½ tank of gas  Tools needed to change a flat tire  Jumper cable  Road-emergency flares  Collapsible shovel  Flashlight with extra batteries or hand crank  Coat(s) or Jacket(s)  Blanket(s) – (can be Mylar)  Rubber disposable gloves  Whistle (equipped to hang around neck)  Fire extinguisher (Standard Class ABC)  Water: store in clear liter bottles (filled ¾ full to allow for freeze expansion). Rotate water every six months. Secure for safety  Food/Power Bar(s) First Aid Kit o Band aids, gauze, non-adherent sterile pads (various sizes) o First-aid tape o Anti-bacterial ointment o Burn cream o Scissors, tweezers, pocketknife, razor blades… o Large cotton cloth (use for sling, tourniquet, bandage) o Non-aspirin pain reliever o Chemical ice pack, hand-warmer packets o Safety pins (various sizes) needles, heavy thread o Matches (waterproof) o Eye wash o Hand wipes (antiseptic) cotton balls, cotton pads o Alcohol swabs, iodine (bottle or pads) o PRESCRIPTION MEDICATIONS Additional car kit supplies o Siphoning Hose o Bag of sand or rock salt o Tow rope o Personal sanitation items (toilet tissue, moist towelettes) o Writing pad, pencils, road map o Ice scraper o Rain Poncho o Light Stick o Dust Mask Maintain your vehicle(s) for seasonal changes Save Print ---PAGE BREAK--- 29 #10 INSURANCE COVERAGE REVIEW Insurance Agent: Address: Phone Fax: Cell: Email: HEADQUARTERS CONTACT: Address: Phone Fax: Cell: Email Insurance Policy Information Do you need flood insurance? Do you need Earthquake Insurance? Do you have Business Income, Extra Expense or Interruption Insurance? Consider Business Owners Protection or Key Person Other: Date Reviewed with Provider: Type of Insurance Policy No. Deductibles Policy Limits Coverage (General Description) Save Print ---PAGE BREAK--- 30 # 11 VITAL RECORDS Record all documents that are vital to perform your essential business functions or necessary to file an insurance claim or apply for a business recovery loan. Name of Vital Record: Stored Media: Network Print Version Hard Drive Laptop Microfilm Internet CD Diskette Other Explain: Is Record backed up? Yes No Backed up Media: Network Print Version Hard Drive Laptop Microfilm Internet CD Diskette Other Explain: How often is it backed up? Hourly Daily Weekly Quarterly Semi-Annually Yearly Never Explain: Where is it stored? Essential Business function it supports: Save Print ---PAGE BREAK--- 31 VITAL INFORMATION MANAGEMENT: Financial  Copy of all bank account numbers and their balances  Copy of all CD account numbers and balances  Income tax returns for years for both the business and each principal  Business financial statements – balance sheet, income statement, reconciliation of net worth for last years  Accounts Receivable information  Employee insurance information  Business insurance information o All leased and company vehicles o All equipment insurance  Extended warranties and/or policies  401-K information  Resumes of principals and managers  Business account information o Account numbers & company contact telephone numbers  Telephone  Electric (any utility your office receives service from)  Company credit cards  All customers  All vendors Save Print ---PAGE BREAK--- 32 Contractual  Copy of any contracts between your company and another entity  Copy of building lease  Copy of any equipment leases o All leased and company vehicles o Copier o Postage machine o Telephones or other leased items  Copy of City, County and any State business licenses  Copy of Company By-laws  Copy of Employee Handbook  Copy of any current company Strategic or Business Plan Sole Proprietorships, Corporations and Partnerships all need the following:  Copy of current Profit & Loss Statement, Balance Sheet (current within 90 days)  Copy of listing of inventory  Copy of Schedule of Liability  Copy of all of your required licenses (City, Occupational, Sales Tax, Federal ID…)  Copy of Articles of Incorporation /Corporate Charter  Resolution of Board of Directors or Partnership  Partnership agreements if applicable  Other:  Schedule of debts  Affiliates  Franchise agreement  Federal Trade Commission report Save Print ---PAGE BREAK--- 33 CRITICAL TELEPHONE NUMBER LOG Phone Number Type Status Description Solution Related Business Function Type L Local LD Long Distance 800 Toll Free F Fax C Cell O Other Status C Currently in use E Establish for use during recovery Description Hotline, mail line, toll free, customer service, dial-in to network etc. Save Print ---PAGE BREAK--- 34 KEY SUPPLIER / VENDOR INFORMATION Status: Current Supplier/Vendor Back Up Supplier/Vendor Company Name: Account Number (if relevant): Materials/Service Provided: Street Address: City, State, Zip: Company Phone (main): Primary Contact: Title: Primary Contact Phone: Cell: Primary Contact: Fax: Primary Contact Email: Alternate Contact: Title: Alternate Contact Phone: Cell: Alternate Contact Fax: Alternate Contact Email: Website Address: Recovery Notes: Include Major and Secondary Suppliers/Vendors Save Print ---PAGE BREAK--- 35 KEY CONTACTS / CUSTOMERS/ MEMBERS Accountant Administration Bank Billing/Invoicing Service Building Manager Building Owner Building Security Creditor Electric Company Emergency Management Fire Dept (non emergency) Gas/Heat Company Hazardous Material Insurance Agent/Broker Insurance– CLAIMS Key Customer/Client Local Newspaper Local Radio Local Television Station Mental Health/Social Police Dept (non emergency) Public Works Dept Payroll Processing Small Business Telephone Company Other Explain: Name of Business or Service: Account Number / Policy Number: Materials/Service Provided: Street Address: Mailing Address City/ State/ Zip: Company/ Service Phone: Alternate Phone: Primary Contact: Title: Primary Contact Phone: Cell: Primary Contact Email: Fax: Alternate Contact: Title: Alternate Contact Phone: Cell: Alternate Contact Email: Fax: Website Address: Save Print ---PAGE BREAK--- 36 EQUIPMENT/MACHINERY/VEHICLES Include tools and spare parts to operate equipment required to perform essential business functions. Item: Model: Serial Number or Part Number: Status: Currently in Use Lease/buy for recovery location Primary Vendor/Supplier: Alternate Vendor/ Supplier: Recovery location for installation or delivery: Related business function: Backup Available: Yes No Order or lead-time for replacement: Item: Model: Serial Number or Part Number: Status: Currently in Use Lease/buy for recovery location Primary Vendor/Supplier: Alternate Vendor/ Supplier: Recovery location for installation or delivery: Related business function: Backup Available: Yes No Order or lead-time for replacement: Save Print ---PAGE BREAK--- 37 COMPUTER EQUIPMENT AND SOFTWARE Item: Type: Computer Hardware Computer Software Status: Currently in use Lease/buy for recovery location Primary Supplier/Vendor: Alternate Supplier/Vendor: Title and Version or Model Number: Serial Number: Purchase/Lease Date: Purchase/Lease Price: Recovery Install Location: Quantity (equipment) or number of licenses (software): License Numbers Recovery Notes: Save Print ---PAGE BREAK--- 38 COMPUTER-HARDWARE INVENTORY  Log your computer peripheral serial and license numbers. Attach a copy of your vendor documentation to this form  Record the name of the company from which you purchased or leased this equipment and the contact name to notify for your computer repairs  Record the name of the company that provides repair and support for your computer peripherals Hardware (CPU, Monitor, Printer Keyboard, etc) Hardware Size RAM & CPU Capacity Model Purchased Serial Number Date Purchased Cost COMPUTER-HARDWARE VENDOR OR LEASING-COMPANY INFORMATION Company Name Street Address City/State/Zip Phone Fax Website/Email Contact Name Account Number Purchase/Lease Date Save Print ---PAGE BREAK--- 39 COMPUTER-HARDWARE SUPPORT/REPAIR VENDOR INFORMATION Company Name Phone Fax Website/Email Contact Name Account Number Purchase/Lease Date COMPUTER-SOFTWARE INVENTORY Software Title & Version Serial/Product ID Number No. of Licenses License Number Date Purchased Cost Save Print ---PAGE BREAK--- 40 COMPUTER-SOFTWARE VENDOR OR LEASING-COMPANY INFORMATION Company Name Street Address City/State/Zip Phone Fax Website/Email Contact Name Account Number Purchase/Lease Date COMPUTER-SOFTWARE SUPPORT/REPAIR VENDOR INFORMATION Company Name Phone Fax Website/Email Contact Name Account Number Purchase/Lease Date Save Print ---PAGE BREAK--- 41 #12 DATA PROTECTION/STORAGE/RECOVERY To protect our computer hardware Secure or mount equipment other: To protect our software Maintain software updates Inventory licensing information Restrict unauthorized downloading of new programs other: To protect our data/network/system Firewall / Filters / Intrusion Detection SPAM guard Password Protection Virus detection/prevention software Internet content control Limit access to confidential data Remove unused software & User accounts other: Note: Describe Security / Protection measures to include physical and virtual RECORDS BACKED-UP is responsible for backing up our critical records including payroll and accounting systems. Back-up records including a copy of this plan, site maps, insurance policies, bank account records and computer back ups are stored on site. Another set of back-up records is stored at the following off-site location: If our accounting and payroll records are destroyed, we will provide for continuity in the following ways: RECORDS RECOVERY is responsible for testing the recovery of backed-up files to ensure recovery is possible, reliable and complete. Save Print ---PAGE BREAK--- 42 CYBER-SECURITY CHECKLIST PHYSICAL SECURITY Yes No 1. Is your computing area and equipment physically secured? 2. Are there procedures in place to prevent terminals from being left in a logged- on state, however briefly? 3. Are screens automatically locked after 10 minutes idle? 4. Are modems set to Auto-Answer OFF (not to accept incoming calls)? 5. Are your PCs inaccessible to unauthorized users (e.g. located away from public areas)? 6. Does your staff wear ID badges? 7. Do you check the credentials of external contractors? 8. Do you have procedures for protecting data during equipment repairs? 9. Is waste paper binned or shredded? 10. Do you have procedures for disposing of waste material? 11. Do your policies for disposing of old computer equipment protect against loss of date (e.g. by reading old disks and hard drives)? 12. Do you have policies covering laptop security (e.g. cable lock or secure storage)? ACCOUNT AND PASSWORD MANAGEMENT Yes No 13. Do you ensure that only authorized personnel have access to your computers? 14. Do you require and enforce appropriate passwords? 15. Are your passwords secure (not easy to guess, regularly changed, no use of temporary or default passwords)? 16. Are your computers set up so others cannot view staff entering passwords? CONFIDENTIALITY OF SENSITIVE DATA Yes No 17. Are you exercising responsibility to protect sensitive data under your control? 18. Is the most valuable or sensitive data DISASTER RECOVERY Yes No 19. Do you have a current business-continuity plan? Save Print ---PAGE BREAK--- 43 SECURITY AWARENESS AND EDUCATION Yes No 20. Are you providing information about computer security to your staff? 21. Are employees taught to be alert to possible security breaches? CYBER-SECURITY THREAT ASSESSMENT This is an example of a threat checklist using 0-5 rating scales for impact and probability IMPACT SCALE PROBABILITY SCALE 1. Impact is negligible. 0. Unlikely to occur 2. Effect is minor, major agency operations are not affected. 1. Likely to occur less than once per year 3. Agency operations are unavailable for a certain amount of time, costs are incurred. Public/customer confidence is minimally affected. 2. Likely to occur once per year 4. Significant loss of operations, significant impact on pubic/customer confidence. 3. Likely to occur once per month 5. Effect is disastrous, systems are down for an extended period of time, systems need to be rebuilt and data replaced. 4. Likely to occur once per week 6. Effect is catastrophic, critical systems are offline for an extended period; data are lost or irreparably corrupted; public health and safety are affected. 5. Likely to occur daily GENERAL THREATS Impact (0-5) Probability (0-5) Total (Impact x Probability) Human Error: 1. Accidental destruction, modification, disclosure, or incorrect classification of information 2. Ignorance: inadequate security awareness, lack of security guidelines, lack of proper documentation, lack of knowledge 3. Workload: Too many or too few system administrators, highly pressured users 4. Users may inadvertently give information on security weaknesses to attackers 5. Incorrect system configuration 6. Security policy not adequate 7. Security policy not enforced 8. Security analysis may have omitted something important or be wrong. Save Print ---PAGE BREAK--- 44 THREATS Impact (0-5) Probability (0-5) Total (Impact x Probability) 1. Dishonesty: Fraud, theft, embezzlement, selling of confidential agency information 2. Attacks by “social engineering”  Attackers may use telephone to impersonate employees to persuade users/administrators to give user name/passwords/modem numbers, etc.  Attackers may persuade users to execute Trojan Horse programs 3. Abuse of privileges/trust 4. Unauthorized use of “open” terminals/PC’ 5. Mixing of test and production data or environments 6. Introduction of unauthorized software or hardware 7. Time bombs: Software programmed to damage a system on a certain date 8. Operating system design errors: Certain systems were not designed to be highly secure 9. Protocol design errors: Certain protocols were not designed to be highly secure. Protocol weaknesses in TCP/IP can result in:  Source routing, DNS spoofing, TCP sequence guessing, unauthorized access  Hijacked sessions and authentication session/transaction replay, data is changed or copied during transmission  Denial of service, due to ICMP bombing, TCP- SYN flooding, large PING packets, etc. 10. Logic bomb: Software programmed to damage a system under certain conditions 11. Viruses in programs, documents, e-mail attachments IDENTIFICATION AUTHORIZATION THREATS Impact (0-5) Probability (0-5) Total (Impact x Probability) 1. Attack-programs masquerading as normal programs (Trojan horses). 2. Attack-hardware masquerading as normal commercial hardware 3. External-attackers masquerading as valid users or customers 4. Internal-attackers masquerading as valid users or customers 5. Attackers masquerading as helpdesk/support personnel Save Print ---PAGE BREAK--- 45 PRIVACY THREATS Impact (0-5) Probability (0-5) Total (Impact x Probability) 1. Eavesdropping  Electromagnetic eavesdropping / Ban Eck radiation  Telephone/fax eavesdropping (via “clip-on” telephone bugs, inductive sensors, or hacking the public telephone exchanges  Network eavesdropping. Unauthorized monitoring of sensitive data crossing the internal network, unknown to the data owner  Subversion of ONS to redirect email or other traffic  Subversion of routing protocols to redirect email or other traffic Radio signal eavesdropping, Rubbish eavesdropping (analyzing waste for confidential documents, etc.) INTEGRITY / ACCURACY THREATS Impact (0-5) Probability (0-5) Total (Impact x Probability) 1. Malicious, deliberate damage of information or information-processing functions from external sources 2. Malicious, deliberate damage of information or information processing functions from internal sources 3. Deliberate modification of information ACCESS CONTROL THREATS Impact (0-5) Probability (0-5) Total (Impact x Probability) 1. Password cracking (access to password files, use of bad – blank, default, rarely changed – passwords) 2. External access to password files, and sniffing of the networks 3. Attack programs allowing external access to systems (back doors visible to external networks) 4. Attack programs allowing internal access to systems (back doors visible to internal networks) 5. Unsecured maintenance modes, developer backdoors 6. Modems easily connected, allowing uncontrollable extension of the internal network 7. Bugs in network software which can open unknown/ unexpected security holes (holes can be exploited from external networks to gain access. This threat grows as software becomes increasingly complex) 8. Unauthorized physical access to system Save Print ---PAGE BREAK--- 46 REPUDIATION THREAT Impact (0-5) Probability (0-5) Total (Impact x Probability) 1. Receivers of confidential information may refuse to acknowledge receipt 2. Senders of confidential information may refuse to acknowledge source LEGAL THREATS Impact (0-5) Probability (0-5) Total (Impact x Probability) 1. Failure to comply with regulatory or legal requirements (ie, to protect confidentiality of employee data) 2. Liability for acts of internal users or attackers who abuse the system to perpetrate unlawful acts (ie, incitement to racism, gambling, money laundering, distribution of pornographic or violent material) 3. Liability for damages if an internal user attacks other sites. Save Print ---PAGE BREAK--- 47 RELIABILITY OF SERVICE THREATS Impact (0-5) Probability (0-5) Total (Impact x Probability) 1. Major natural disasters, fire, smoke, water, earthquake, storms/hurricanes/tornadoes, dust storms, micro bursts, power outages, etc. 2. Minor natural disasters, of short duration, or causing little damage. 3. Major human-caused disasters: war, terrorist incidents, bombs, civil disturbance, dangerous chemicals, radiological accidents, etc. 4. Equipment failure from defective hardware, cabling, or communications system. 5. Equipment failure from airborne dust, electromagnetic interference, or static electricity. 6. Denial of Service:  Network abuse: Misuse of routing protocols to confuse and mislead systems.  Server overloading (processes, swap space, memory, “tmp” directories, overloading services).  Email bombing. Downloading or receipt of malicious Applets, Active X controls, macros, files, etc. 7. Sabotage: Malicious, deliberate damage of information or information processing functions.  Physical destruction of network interface devices, cables.  Physical destruction of computing devices or media.  Destruction of electronic devices and media by electromagnetic radiation weapons (HERF Gun, EMP/T Gun).  Deliberate electrical overloads or shutting off electrical power.  Viruses and/or worms. Deletion of critical systems files. Save Print ---PAGE BREAK--- 48 ANNUAL REVIEW We will review and update this business continuity and disaster plan (date) Section Reviewed Updated On Completed By Business Legal Information Continuity of Authority Review Potential Risks Internal Resources & Capabilities External Resources Evaluate Essential Functions Fire Drill/Evacuation Plan Workplace Supply Kits Insurance Review Vital Records – Key Supplier/Contacts Cyber Security/Data Protection Policy Other Other Other Other Save Print ---PAGE BREAK--- 49 WHAT ABOUT COSTS? No Cost  Identify two or three contractors or supply sources for emergency items  Pre-qualify with alternate suppliers/vendors for emergency accounts  Calculate the cost of business interruptions for one week, one month and six months  Ask your insurance company or agent about policy coverage and costs  Write a short checklist of recovery action items for your firm  Maintain a current emergency contact list for employees and emergency services, such as police, fire and utilities  Contact your city or county building department to determine the Base Flood Elevation (BFE) and the Design in Flood Elevation (DFE) at your location and your building’s susceptibility to flooding  Keep your building’s flood vents clear of debris or other blockage  Conduct a fire drill and check with your local fire department to determine FIRE risk at your location  Talk to your people about the company’s disaster plans. Two-way communication before, during and after a disaster  Set up a telephone call tree – and alternate employee communication procedures  Keep some cash and an ATM card or credit card on hand  Identify an alternate location if your building becomes unusable  Talk to utility service providers about potential alternatives and identify back-up options  Promote family and individual preparedness among your co-workers; include emergency preparedness information during staff meetings, in newsletters, in company intranet, in periodic employee e-mails, and other internal communications tools  Request no-cost publications from FEMA (800) 480-2520 for individual, family and workplace preparedness Under $100  Purchase a First Aid Kit.  Purchase and store bottled water for emergency use (two days minimum)  Stock a supply of non-perishable foods, paper plates, napkins and plastic utensils  Purchase a NOAA Weather Alert Radio with S.A.M.E. technology to program for your specific area  Buy a stock of flashlights, batteries, pens, paper, paper towels, packing tape, etc. for disaster supply kit  Keep supplies of items such as duct tape, waterproof plastic, shut-off wrench for water and gas, whistle, compass, plastic bucket with tight lid, work gloves, pliers, hammer, plastic garbage bags and ties  Purchase/maintain camera and film  Purchase an AM/FM radio, battery-operated, or hand-crank radio  Restrain/secure desktop computers, compressed gas cylinders and other small items from earthquake shaking  Elevate valuable contents on shelves above base flood level  Apply asphalt cement under tabs of loose shingles  Caulk/insulate around openings in outside walls, roof and attic  Purchase fire extinguishers and smoke alarms  Attend annual Ready Your Business Conferences (Utah Division of Homeland Security) $100 - $499  Provide C.E.R.T./ First Aid and CPR training for employees  Purchase all items from the workplace supply list  Purchase a small back-up generator and maintain fuel  Purchase and maintain fuel for a sump pump  Brace major appliances, such as water heaters, and furnaces to the floor or wall More than $500  Purchase and install a multi-KV generator, pre-wired to the building’s essential electrical circuits  Purchase removable shutters/ install permanent shutters for wind-borne debris protection  Re-roof with an impact-resistant roof covering  Install high-wind connectors in roof systems  Re-roof with Class A fire-resistant roof covering in wildfire-prone areas  Hire an engineer to evaluate the building’s wind or seismic resistance  Conduct a one-hour drill simulating the occurrence of a flood, earthquake or other hazard  Send the key safety/emergency response employee to several days training or conference  Purchase additional insurance (business interruptions, loss of income, extra expense, flood, earthquake)  Store duplicate records off-site at a secure facility  Purchase a removable computer-storage device, store data off-site  Establish a voice communications system to meet your emergency needs – e.g. voice-mail conference call capability, Private Branch Exchange (PBX), Automatic Call Distribution (ACD) system  Install a monitored smoke-alarm system  Install lightning-protection system Save Print ---PAGE BREAK--- 50 RESOURCE LINKS: Nonprofit and Professional Associations: American Red Cross: http://www.arcbadger.org/ Institute for Business & Home Safety: http://www.ibhs.org National Emergency Management Association: http://www.nemaweb.org National Fire Protection Association: http://firewise.org Public Entity Risk Institute: http://www.riskinstitute.org Small Business Administration: http://www.sba.gov U.S. Chamber of Commerce: http://www.uschamber.com Government Resources: Federal Emergency Management Agency (FEMA): http://www.fema.gov OSHA: http://www.osha.gov U.S. Department of Homeland Security: http://www.ready.gov U.S. Small Business Administration: http://www.sba.gov Wisconsin Emergency Management: http://emergencymanagement.wi.gov/ Business Continuity Planning Organizations: Association of Contingency Planners- Utah Chapter: www.acputah.org Disaster Recovery Institute International: http://www.drii.org Global Partnership for Preparedness: http://www.globalpreparedness.org The Business Continuity Institute: http://www.thebci.org Business Continuity Planning Publications: Contingency Planning & Management: Disaster Recovery Journal: http://www.drj.com Disaster Resource Guide: http://www.disaster-resource.com Disaster Recovery Yellow Pages: http://www.theDRYP.com Cyber Security Sites: Department of Homeland Security National Cyber Alert System:www.us-cert.gov National Cyber Security Partnership: Small Business Cyber Security Guidebook: http://www.cyberpartnership.org/CommonSenseGuideBus.pdf National Cyber Security Alliance: Stay Safe Online: http://www.staysafeonline.info/ Pandemic/Avian Flu Preparedness: Centers for Disease Control: http://cdc.gov Utah Department of Health: http://www.pandemicflu.utah.gov/buscom.htm U.S. Government Pandemic Flu: http://pandemicflu.gov Critical Infrastructure: Pandemic Planning http://pandemicflu.gov/plan/pdf/CIKRpandemicInfluenzaGuide.pdf Emergency Evacuation Preparedness: Guide for People with Disabilities and Other Activity Limitations: http://www.cdihp.org/training American Red Cross http://www.prepare.org/disabilities Save Print ---PAGE BREAK--- 51 Recommended Emergency Fuel Storage Limits and Guidelines (Consult the City of Casa Grande Fire Department for definitive answers to any questions you might have, after reviewing the following recommendations.) o Emergency Fuel Containers:  Store in detached shed or garage to minimize fire hazard and ignition sources.  Two or three (2 or 3) 1-gallon DOT rated containers for gasoline and 2-cycle fuel. o STORAGE OF FLAMMABLE LIQUIDS  Gasoline & White Gas o Limited to 25 gallons o No more than 10 gallons can be stored in an attached building/garage. o No flammable liquid storage is allowed in basements.  Empty containers are considered full when calculating total storage capacity.  Storage of more than 5 gallons of flammable liquids, one 2A10BC-rated fire extinguisher must be no further away than 50 feet.  Flammable and combustible liquids in the fuel tanks of motor vehicles (gasoline, diesel and 2-cycle blends) are exempt and therefore not considered as part of your total fuel storage quantities.  Flammable liquid storage containers must be of an approved type or original retail containers. Look for proper labeling.  Diesel, Kerosene and Lamp Oil o Limited to 60 gallons. o No more than 10 gallons can be stored in an attached building/garage. o No combustible liquid is allowed in basements.  Storage of more than 25 gallons of combustible liquids two 2A10BC-rated fire extinguisher must be no closer than 10 feet and no further than 50 feet.  Control of sources of ignition is mandatory! All transfer and dispensing of combustible liquids requires careful attention- eliminating static spark discharge, and ignition of flammable vapors. Open flames and high temperature devices must be controlled and approved for use with flammable/combustible liquids. And, smoking is prohibited in the storage area.  Portable Kerosene heating appliances shall be (UL) listed o Limit fuel capacity to 2 gallons o Use of an non-vented heating appliance is prohibited in occupied living spaces o Carbon Monoxide danger – use of a battery-powered detection device encouraged.  Propane and Butane o PORTABLE DOT tank storage, up to 25 gallons total capacity  Up to five 5-gallon (20 lb) portable appliance cylinders, or  One 23-gallon (100 lb) cylinder in an unattached building, garage or shed.  Storage of propane flammable/combustible liquids together should be separated by at least 10 feet. Save Print ---PAGE BREAK--- 52  Up to of the small portable 1-pound disposable propane cylinders are allowed inside a building / living space.  Propane cylinders attached to heating and/or cooking appliances as well as those mounted on trailers, motor homes and campers do not count towards your total storage capacity. Note – City/County ordinances vary on allowable storage issues for permanent LP-Gas systems and tanks. Please contact any state licensed Propane supplier, under “Gas-Propane” in the phone directory for more information regarding permanent Propane gas installations. At a glance - maximum storage quantities:  5 gallons of flammable liquids (gasoline or Coleman white gas).  25 gallons of combustible liquids (diesel or kerosene).  5 gallons of flammable gas (propane) in portable DOT cylinders. Heating fuels do not have an indefinite shelf-life. Many heating/cooking appliance manufacturers recommend that you consume all said fuels within 6-months of purchase. Please contact your local City of Casa Grande Fire Marshal’s Office at (520) 421-8777 for further information on fuel-storage safety and regulations. Save Print ---PAGE BREAK--- 53 Building Disaster-Resilient Communities A 12-Point Program for Individual, Family & Community Preparedness By Al Cooper, Division of Homeland Security 1. Have an emergency plan Develop, maintain and practice a written, comprehensive plan detailing how emergency contingencies will be mitigated, prepared for, responded to and recovered from. Ask the question – “What would we do if . . a particular set of emergency circumstances was to arise? Think about possible and likely risks and areas of vulnerability, and then identify desirable resources and possible options. Consider how your plan correlates with school, work place and neighborhood plans. Keep in mind the fact that the very process of making a plan may well be more important than the plan itself. 2. Get an emergency kit Assemble and maintain a portable 72-hour emergency kit containing items designed to support each individual with vital health & personal items designed to support each individual with vital health and personal comfort essentials for two or three days away from home. Of the two most likely responses to a wide range of emergencies, the possibility of evacuation should drive this effort. Red Cross and Emergency Essentials have emergency kits available. Keep your personal kit simple, light in weight, and easy to update according to seasonal and other variables. Any of a long list of possible carrying options may prove practical, including a compact backpack, which leaves hands free. Of primary importance is a flashlight and battery radio together with fresh backup-up batteries for each. Other important items often overlooked might include essential medications, some cash money (“plastic” might not work and a list of key contact information. Position your kit(s) with quick access in mind. 3. Have emergency food supplies Fortify home-base with food, water and other provisions designed to care for the regular daily needs of those residents there, anticipating the second of the two most likely emergency situations – one where, for possibly extended periods of time, outside resources will be unavailable or limited. Don’t allow yourself to be daunted by the notion that there is “magic” in the famous “one-year-supply.” Begin with an inventory of what you already have, then set some practical, reasonable and achievable goals for adding the things in form and quantities which make sense for you. This is not a one-size-fits-all game plan. Build your program around foods which are desirable for you, have a long shelf life, and require a minimum of preparations. Date everything, and begin at once to put it into regular use, always maintaining and increasing based upon experience. 4. Prepare to shelter-in-place Identify, outfit and prepare an area of your home-base suitable for a “shelter-in-place” emergency, such as might arise from a hazardous material release. In such a case, evacuation might expose a population to a greater danger than “staying put.” Select a room or space, which is relatively easy to isolate from outside air intake, and which promises a degree of comfort for a short period of time. In outfitting this space, assume that the emergency may involve a temporary interruption of electric power with the personal inconveniences, which follow. A shelter-in-place kit should include a battery-powered radio and flashlight, along with pre-cut sheets of plastic and tape for helping to further proof the area against outside contamination. Some of the same thoughtfulness, which goes into the 72-hour kit, can help guide preparations here. A kit, which fits under a bed or into a closet corner, is sensible. 5. Know your home Make it your business to become familiar with the critical infrastructure of your home base and learn how to operate electric circuits, natural gas service controls, culinary water main valves, outside air vents, etc. Locate necessary tools where they are handy for use in an emergency. Consult appropriate experts if necessary. Knowing when to turn utilities off and on is important. Remember during a “shelter-in-place” emergency to turn off air conditioner/heating systems, which bring outside air into the building or space providing shelter. In schools and workplaces, this may require the services of a custodian. Save Print ---PAGE BREAK--- 54 6. Take inventory Take inventory items of special value and importance and their location in the home base, assigning a priority to each. In the event of an evacuation order, there may be only minutes to take property with you. Limitations of time and space may suggest the need to pre-position and/or protect such belongings. The very act of producing this list – like the basic plan itself – may prove a useful reminder of the things that really have value in our lives. Usually, it will be family records, genealogies, irreplaceable photos, etc. which rise to the top of the list. A plan to consolidate the location and enhance the portability of high-priority items may result. 7. Equip your car Outfit the family vehicle(s) with items, which will add to its safety and security in various emergency and everyday situations, with an eye to the changing of seasons and circumstances. Make it a matter of habit to keep the fuel level above the halfway mark. Such obvious items as a blanket, heavy-duty flashlight, and container of drinking water, a collapsible shovel, a basic first-aid kit and jumper cables are a start. Some high-energy snack bars and weather- conscious clothing items are good additions. A sharp pointed rock hammer within the driver’s reach may become a life-saving method of breaking through a window in a flood situation, and a spare cellphone kept charged is a smart further step. 8. Prepare to go powerless Prepare the home-base to remain secure and reasonably comfortable during short or extended periods of electrical power failure. This is once of the most likely events to follow in the wake of both natural and man-caused emergencies. Alternate lighting, communication, heating and food preparation resources should be part of the basic emergency response plan. Battery-operated lights should be positioned strategically in different parts of a residence along with a program, which ensures a supply of back-up batteries. (Alkaline batteries have a long shelf life, and LED systems operate frugally.) In the case of a prolonged outage, alternate-fuel lamps may prove important. Propane lanterns with handy cartridge-replacement systems are easy to use and widely available. Kerosene-fueled lamps, such as the Aladdin design are economical to operate and provide a soft, silent source of illumination while producing a minimum of fumes. (Always plan for extra fresh air sources and ventilation when using any fueled device indoors or in a confined space. They all will consume some of the available oxygen supply as well as produce fumes.) Storing flammable fuels requires special attention, and kerosene is less volatile than others. Outdoor propane and charcoal grills are an excellent cooking alternative, as are camp stoves and Dutch oven systems. Extra blankets, sleeping bags and warm clothing should be a part of every non-electric plan. At least one adult family member should remain awake and on-watch when alternate lighting/heating devices are in use, even with recommended ventilation. Make sure that the presence of charged A, B, C fire extinguishers and practice in using them correctly is a part of your basic emergency-response plan. Gasoline or other combustible-fueled generators may greatly extend the ability to compensate for loss of commercial power, but require knowledge and planning to operate safely. Never position a generator indoors or where its exhaust fumes may migrate into a living space. Remember that the storage of adequate fuel supplies adds a certain safety burden, and limits the duration of this alternate source of power. 9. Plan for pets Create a plan for the care and disposition of pets and domestic livestock in the event of a range of possible emergency-spawned contingencies. Almost without exception, emergency shelters-usually managed by the Red Cross-do not welcome pets. Domestic pet plans might include larger quantities of food, supplies, provision for automatic, gravity-feed water and food dispensers, multiple litter boxes, etc. Arrangements for extended care by family members, friends or commercial-service providers might also be considered. 10. Figure financial contingencies Develop a comprehensive “Financial Contingency Plan” geared to your particular set of economic circumstances and designed to respond to the possible interruption of normal cash flow and debt-retirement obligations. Among those “emergencies” most likely to occur at some point, but least anticipated and planned for is the interruption of income occasioned by loss of employment, illness or even the unexpected death of a breadwinner. The economic consequences of a natural or manmade disaster may also affect cash flow in a temporary or even long-term way, reducing our ability to deal with everyday affairs and activities. In addition to making use of food storage supplies already identified, and thereby freeing up financial resources, contingency plans might also include such goals as the accumulation of cash reserves on an ongoing basis, and the pre-payment of some key obligations, i.e. Home mortgages, car contracts, and medical insurance plans. “Buying time” thus becomes an Save Print ---PAGE BREAK--- 55 important dimension of the overall emergency plan. While this may not be accomplished easily, or all at once, it is a long-term objective well worth pursuing. 11. Remember your health Make a plan for the continuation of health and medical needs during a time of extended emergencies and special circumstances. With an emphasis on critical, life-supporting medications and supplies, and with the consultation of the prescribing physician where indicated, maintain a supply of such items sufficient to bridge an emergency response such as enforced evacuation or other interruption of normal access. Carry on your person preferably, vital written prescriptions for eyeglasses and other vital, personal medical needs, and a clear description of treatment requirements. An insulin-dependent diabetic, for instance, should anticipate having to leave home-base with a small portable cooler, and a supply of insulin and syringes. Just as one shouldn’t allow the fuel in the vehicle to get below half, the person with a medication dependency should not allow the supply to get below the 30-day mark. Make sure some other family member has a copy of your medical plan. 12. Remember those with special needs Include someone with special needs in your planning. Somewhere, probably nearby, is a neighbor or acquaintance that is handicapped, elderly, homebound, or medically dependent and alone. Be prepared to share your resources, and the security of your home-base with that person, and to check on his/her well-being in a time of emergency. It is an article of faith among those who have studied, or personally endured real disasters, that in the end, it is neighbor-helping-neighbor which most ensures the “disaster-resiliency” of a community. Save Print ---PAGE BREAK--- 56 PINAL COUNTY HISTORICAL INCIDENT LIST Spanning: 1999 to 2009 YEAR DATE INCIDENT LOCATION 2009 October Hay Fire Coolidge Power outage Florence September Aircraft crash Coolidge August Haz-mat release Florence Casa Grande July Power outage Red Rock Bomb Threat Casa Grande, Co. Complex June Power outage Eloy, AZ City, Picacho January Haz-mat release Eloy 2008 December Bomb Threat Florence, Sup. Court Bldg. September Flooding Casa Grande, Indian Hills August Hay Fire Casa Grande June Bomb Threat Florence, Sup. Court Bldg. May Haz-mat release Pinal Air Park March Major structure fire Casa Grande Haz-mat release C.A.C. Arivaipa Campus Jan. Bomb Threat Florence, Sup. Court Bldg. 2007 December Haz-mat release Superior November Haz-mat release Florence Casa Grande October Haz-mat release Eloy Sept. Major Tire Fire Recycling Facility, Maricopa Power outage Casa Grande Thunder storms/Flooding Mammoth August Power outage Coolidge Micro-burst, power outage Casa Grande Haz-mat release Superior June Haz-mat release Eloy Structure/Wildland fire Riverside Communications outage County-wide Jan. Bomb Threat Florence, Sup. Court Bldg. 2006 July Thunder storms/flooding County-wide March Winter storm Top of the world 2005 August Haz-mat release San Manuel-Animal shelter March Communication outage Florence 2004 N/A N/A N/A 2003 August Thunder storms/floods/ power outage Johnson Ranch/Queen Creek Flooding/flash floods Oracle & vicinity June Wildfire (Aspen) Oracle area 2002 July Thunder storms/high winds/power outage Florence, Coolidge, Casa Grande, Queen Creek March Haz-mat release Queen Creek 2001 December Train accident & major Haz-mat release No. of Florence October Major fire- wood chips Johnson Ranch July T-storms, high winds, power outage Apache Junction Save Print ---PAGE BREAK--- 57 2000 October High winds/tornado Casa Grande Flooding/flash floods 56 county locations August T-storms, high winds Stanfield June T-storms, high winds Maricopa 1999 September T-storms, high winds, power outage Florence & Coolidge July T-storms, high winds, power outage Apache Junction, Queen Creek Hidden Valley, Casa Grande Save Print ---PAGE BREAK--- 58 Bird Flu (Avian Influenza - H5N1) H5N1 is a virus that is killing large numbers of birds and a few people in other parts of the world. • H5N1 has been found in Europe, Africa, and Asia. Bird flu is mainly a disease in birds. • Bird flu has been found in wild birds. • Bird flu has been found in domestic birds such as chickens and ducks. • The birds can look normal and still be infected. Bird flu is hard for people to catch. • Very few people have ever caught bird flu. • Most people who get bird flu have close contact with infected birds –usually their droppings and blood. • Bird flu does not spread easily from one person to another. • You can’t get bird flu from eating cooked chicken or turkey. There is no bird flu in the U.S. • No people have bird flu. • No birds have bird flu. Pandemic Influenza Pandemic influenza is not bird flu. • Pandemic influenza is a disease in humans. – It would be a new disease. – It would spread easily from one person to another. - It could be mild, moderate, or very severe. - There is no pandemic vaccine (flu shot) at this time. • If the disease is severe: - You may be asked to stay home if you are sick. - Schools, churches, and large gatherings (such as sporting events) may be cancelled. - Stores may be closed and food and water may be hard to find. - Healthcare will be different than it is now. There is no pandemic influenza anywhere in the world at this time. Preparing for a Pandemic Be informed. • Go to www.pandemicflu.gov • Watch the news for regular updates. Talk to people. • Tell your family about this disease. • Talk about ways to prevent disease such as: - Cover your coughs and sneezes. - Wash your hands often. - Stay away from others when you are sick. • Talk about how you will stay in touch with families and friends. Have a plan. • Stock up on supplies for an emergency. When ever you go to the store, buy one more for your emergency supply kit of these items! - Water for 3 days (1gal/per person/per day) - Two week supply of food - Canned meats/fish/fruits/ vegetables - Peanut butter/crackers - Dried rice/beans/pasta - Baby food - Pet food - Prescription medicines - Pain reliever - Hand sanitizer/soap - Stomach remedies - Feminine hygiene products - Diapers - Batteries • Make a list for every member of your family of the following items: - Current medical problems. - Drugs that you take (how much and how often). - Allergies (especially to drugs). Save Print ---PAGE BREAK--- 59 Small Business Planning for Pandemics The CDC checklist, www.pandemicflu.gov/plan/businesschecklist.html is a great resource for large companies, but may be difficult to read or follow for small businesses. We have collected information that may be useful for small businesses that are trying to prepare for a pandemic. This document may be changed as new information becomes available, so check back for updated versions. All businesses, even small ones, need to prepare for a pandemic. Small businesses have fewer workers and less capital, and are more likely to have difficulty operating under trying times. Spend some time planning now to save your business later. First thing to do:  Find your important documents (such as business licenses, accounts, etc.) and be sure you have backup copies. Make paper copies of essential documents. If your power goes out for a long period, what papers would you need to continue running your business?  Providing food (grocery, farmers), water (public utilities), commerce (banks), energy (electricity, gas), transportation (mass transit, repair, cargo transport), healthcare (doctors, nurses, hospitals), public safety (police, fire, EMS,), and communications (phone service) are examples of critical or essential services. Do you sell essential products or provide any essential services? Communicate with your workers:  Talk to your workers NOW and work together to plan for an emergency. If your workers are part of a union or labor group, involve them as well.  Keep a current list of phone numbers for your employees so that you can contact them during an emergency.  Encourage workers to get an annual influenza vaccination (“flu shot”).  Help your workers prepare emergency kits for themselves and their families.  Educate workers on the importance of: o Hand-washing o Respiratory etiquette (cover coughs and sneezes, using disposable tissues when possible) o Healthy diet o Exercise o How to recognize the difference between influenza (“flu”) and a cold (influenza is much more severe, it hits you very suddenly, you have fever and aches) o The difference between “seasonal flu” and “pandemic flu” (seasonal flu comes every year, pandemic flu is when the flu strain changes and people may become much sicker than usual, and some may die). Save Print ---PAGE BREAK--- 60 Reduced number of workers: You may only have half of your workers during a pandemic. Some will be sick, and some may stay home to take care of sick family members or care for children. Here are some ideas on how you can keep your business open during a pandemic or other emergency.  Limit some of your services. At a minimum, try to provide essential services during a pandemic or emergency situation.  Reduce the hours you are open for business.  Cross-train your employees. Make sure that you don’t have only one or two workers that know how to do a critical part of your work. If they become ill, you would have difficulty keeping your business open.  Recall and retrain retired workers. Keep home numbers and addresses of workers who have retired. You may need to ask them to help during a pandemic or other emergency.  Plan on selling, servicing, and making products with fewer workers.  If you are out sick, will your business continue to operate? Identify workers who can make key decisions in the absence of owners/managers. Social distancing: If a pandemic occurs, you may be asked to have your business participate in social distancing. This means that people should stay at least 3 feet apart from each other. Here are some ideas that can help:  Encourage frequent hand-washing.  Limit face-to-face contact. o Try to reduce people standing in lines or crowds. o Ask customers to stand further away from workers and each other. o Install Plexiglas panels between workers and customers. o Use telephones to communicate with customers or internal staff. o Stop hand-shaking o Spread out seating in meetings, or meet via teleconference. o Stop sharing of workstations. o Avoid unnecessary meetings. o Limit the number of people on elevators, and encourage people to use the stairs. o Have your business work additional shifts or stagger shifts, with fewer workers per shift, to increase the distance between employees. o Have your employees work from home. Plan ahead: Keeping your workers healthy is one of your biggest priorities. Sick workers must not come to work, or stay at work, because they can infect your other healthy workers. Save Print ---PAGE BREAK--- 61  Review your sick-leave policies. During a public-health emergency, sick workers must not come to work, even if you are short-staffed. Do not allow sick employees to stay at work. You must not punish employees if they are sick during an emergency. Establish clear policies and guidelines that will help employees understand options and expectations for when they are ill.  What will your business do if a worker becomes ill while at work?  Provide soap and hot water or alcohol-based hand sanitizers with disposable tissues to your employees.  Mass transit (such as crowded buses) may be suspended during a pandemic. Gasoline may become very expensive and/or difficult to get. How will your employees get to work?  Develop daily infection control practices, such as decontaminating office surfaces, such as phones, keyboards, etc. Other things to consider:  Long-distance travel may be temporarily stopped. Try to avoid travel (especially to affected areas) by using teleconferencing or video conferencing. See if there are local suppliers available to your business.  Do you have employees with special needs, such as disabled workers or those unable to read/write, etc? How will they be cared for?  If a pandemic occurs, your suppliers may be cut off. Can you increase and store your inventory of raw materials?  How will you communicate with your customers, suppliers, and general public during an emergency? Do you have a website? Use password- protected websites to communicate sensitive information with employees.  Make sure that you can access TV, radio, and/or the Internet at work to follow developments as they occur.  How will your business be affected by a pandemic? For example, if mass gatherings are cancelled, would your business be affected? Some businesses may be very busy during a pandemic, such as gas stations, grocery stores, etc. References: Center for Infectious Disease Research and Policy Pandemicflu.gov Save Print ---PAGE BREAK--- 62 PANDEPANDEMIC Save Print ---PAGE BREAK--- 63 Save Print ---PAGE BREAK--- Casa Grande Business Ready Partnership Save Print