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Regulators In some industries, organizations are required to notify regulators of certain types of disasters While regulators obviously may be aware of noteworthy regional disasters, they may not immediately know an event s specific effects on an organization Further, some types of disasters are highly localized and may not be newsworthy, even in a local city Media Media outlets such as newspapers and television stations may need to be notified as a means of quickly reaching the community or region with information about the effects of a disaster on organizations Shareholders Organizations are usually obliged to notify their shareholders of any disastrous event that affects business operations This may be the case whether the organization is publicly or privately held NOTE The persons or teams responsible for communicating with these outside parties will need to have all of the individuals and organizations included in a list of parties to contact This information should all be included in emergency response procedures Setting Up Call Trees Disaster response procedures need to include a call tree This is a method where the first personnel involved in a disaster begin notifying others in the organization, to inform them of the developing disaster and to enlist their assistance Just as the branches of a tree originate at the trunk and are repeatedly subdivided, a call tree is most effective when each person in the tree can make just a few phone calls Not only will the notification of important personnel proceed more quickly, but each person will not be overburdened with many calls Remember, in a disaster a significant portion of personnel may be unavailable or unreachable Therefore, a call tree should be structured so that there is sufficient flexibility as well as assurance that all critical personnel will be contacted Figure 7-12 shows an example call tree
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Figure 7-12 Example call tree structure
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An organization can also use an automated outcalling system to notify critical personnel of a disaster Such a system can play a prerecorded message or request that personnel call an information number to hear a prerecorded message Most outcalling systems keep a log of which personnel have been successfully reached An automated calling system should not be located in the same geographic region If it were, a regional disaster could damage or make the system unavailable during a disaster The system should be Internet accessible, so that response personnel can access it to determine which personnel have been notified, and to make any needed changes before or during a disaster Wallet Cards Wallet cards containing emergency contact information should be prepared for core team personnel for the organization, as well as for members in each department who would be actively involved in disaster response Wallet cards are advantageous, because most personnel will have their wallet, pocketbook, or purse nearby at all times, even when away from home, running errands, traveling, or on vacation Information on the wallet card should include contact information for fellow team members, a few of the key disaster response personnel, and any conference bridges or emergency call-in numbers that are set up An example wallet card is shown in Figure 7-13
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Some types of disasters may make certain modes of transportation unavailable or unsafe Widespread natural disasters such as earthquakes, volcanoes, hurricanes, and floods can immobilize virtually every form of transportation including highways, railroads, boats, and air Other types of disasters may impede one or more types of transporta-
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Emergency Contacts Joe Phillips, VP Ops: 213-555-1212 h, 415-555-1212 m Marie Peterson, CFO: 206-555-1212 h, 425-555-1212 m Mark Woodward, IT Ops: 360-555-1212 h, 253-555-1212 m Gary Doan, VP Facilities: 509-555-1212 h, 702-555-1212 m Jeff Patterson, IT Networks: 760-555-1212 h, 310-555-1212 m Documentation at briefcaseyahoocom: Userid = wunderground, password = L0c43Dupt1te Emergency conference bridge: 1-800-555-1212, host code 443322, PIN 0748 Disaster declaration criteria: 8-hr outage anticipated on critical systems, 2 core members vote, then initiate call tree procedure to notify other response personnel Off-site media storage vendor: 719-555-1212 Telecommunications and network service provider: 312-555-1212 Local emergency response authorities: 714-555-1212 Local health authorities: 702-555-1212 Local law enforcement authorities: 512-555-1212 Local hospitals: 808-555-1212, 913-555-1212 National weather service hotline: 602-555-1212 Regional transportation authority hotline: 312-555-1212 Local building inspectors: 414-555-1212 Figure 7-13 Example laminated wallet card for core team participants with emergency contact information and disaster declaration criteria
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