Today, we re going to talk about disaster planning. Proper planning for workplace disasters, pandemics, and other emergencies is necessary to prevent

Transcription

1 Today, we re going to talk about disaster planning. Proper planning for workplace disasters, pandemics, and other emergencies is necessary to prevent employee injuries, minimize property damage, and minimize the disruption of business operations. We will focus on the information you need to carry out your duties under our emergency response plan. We ll examine key issues such as OSHA requirements, emergency evacuation procedures, employee training, and emergency response assignments. 1

2 The objective of this training session is to prepare you to deal with workplace disasters, pandemics, and other emergencies. At the end of the training session you will be able to: Recognize the types of workplace disasters you may face; Understand the requirements of our emergency response plan; Satisfy employee training requirements; and Carry out emergency response duties effectively. At the end of this session, you ll take a short quiz to test your understanding. 2

3 We ll discuss: Types of workplace disasters; OSHA requirements; Emergency response plan; Employee training; Evacuation procedures; and Emergency management and security. Feel free to ask questions during the presentation if anything is unclear or needs further explanation. 3

4 We may face a number of different types of workplace disasters at any time. Many of these disasters strike without much or any warning. That s why being well prepared to deal with any of these situations is so important. Effective planning is the key to saving lives and protecting property. Fires are the most common type of workplace disasters. The National Fire Protection Association reports that a fire department somewhere in America responds to a fire every 16 seconds. Explosions resulting from fires, bombs, or other causes can claim many lives, leave many more badly injured, and destroy property. Natural disasters such as earthquakes and tornadoes can strike with little or no warning. Hurricanes and floods may be forecast, but effective emergency action in these situations may nevertheless be required. 4

5 Toxic chemical releases can require emergency response within the workplace and in the surrounding community. Workplace violence can erupt at any time in any department. We must be prepared to respond quickly and appropriately in these dangerous and sometimes life-threatening situations. Since the Oklahoma bombing and the events of September 11, 2001, it has become clear to all Americans that we must be prepared to face the possibility of terrorist attacks in the workplace at any time. Finally, pandemics, though very rare, can cause sickness, death, and a major disruption of business operations. 5

6 OSHA regulations require us to prepare for workplace disasters in several key ways. The regulations require us to have an alarm system to warn employees in the event of a workplace emergency. Emergency phone numbers must be posted near phones, on employee bulletin boards, and in other conspicuous locations around your department so that employees will be able to report emergencies quickly and effectively. The regulations specify location, maintenance, and inspection requirements for fire-fighting equipment used in the facility. OSHA requires us to have a written emergency response plan to help us deal effectively with the types of workplace disasters we are likely to face. Finally, the regulations require us to train all employees to respond to emergencies in ways that will minimize injuries and destruction of property. 6

7 OSHA regulations specify certain requirements concerning alarm systems. All employees should be able to recognize the sound of the emergency alarm. This is especially important for new employees. Regular fire drills and tests of the alarm system will help. Employees should know the location of emergency alarm boxes in and around their work areas and in other areas of the facility where they frequently go. They must also know how to activate the alarm. New employees should be shown how this is done during their first days on the job. And finally, alarm systems must be carefully maintained and tested on a regular basis to make sure that they are functioning properly. 7

8 Fire-fighting equipment throughout the facility should be accessible at all times. Employees should never be allowed to block access with stored materials, equipment, or in any other way. Fire extinguishers should be readily accessible in each work area. The extinguishers should be appropriate for the kinds of fires that are likely to occur in each area. And they should always be kept in designated locations when not in use. Other fire-fighting equipment should be provided as required by the regulations and the nature of the operations in particular areas of the facility. Sprinkler systems, for example, must be routinely inspected, and you should make sure that employees do not impede the effect of sprinklers by, for example, stacking materials too close to sprinkler heads. 8

9 All fire-fighting equipment should be inspected at least annually. Portable extinguishers should be checked at least monthly to make sure they are fully charged and in operable condition. If you expect employees to use fire extinguishers in an emergency, they must be trained to use them properly and be able to identify the appropriate extinguisher for different kinds of fires that might occur in their work areas. 9

10 OSHA requires us to have a comprehensive written emergency action plan to deal with all types of disasters that might occur in our facility. OSHA regulations require plans to contain at least the following elements, which we ll discuss now. Emergency response plans must outline emergency escape procedures and emergency escape routes for all departments and all employees. They have to spell out the procedures to be followed by employees who remain in the facility to perform critical operations or shutdown operations before the plant is completely evacuated. Plans must also detail procedures for accounting for personnel outside the facility after the emergency evacuation has been completed. 10

11 Emergency response plans also have to outline rescue and medical duties for those employees who are designated to perform these vital emergency response tasks. Plans must specify the preferred means for reporting fires and other emergencies. And finally, emergency response plans must also list the names and/or job titles of the people or departments to be contacted for further information or explanation of duties under the plan. 11

12 Now is the time to ask yourself if you understand the basic elements of our emergency response plan and OSHA s emergency response requirements. Now we ll talk about employee training requirements. 12

13 An important part of disaster planning is making sure all employees receive basic training in emergency response. This means you should take the following steps. Review the organization s emergency response plan with your employees and answer any questions concerning the plan. If there are any questions you can t answer, refer employees to the emergency response coordinator. Discuss the different types of potential emergencies that could occur in the workplace for example, fires, natural disasters, or pandemics. Go over the company s evacuation plans in detail, using escape route maps and floor plans to help employees understand available escape routes and proper evacuation procedures. Make sure employees know how to sound the alarm in an emergency and that they know what the alarm sounds like. Explain how to report emergencies and to whom emergency situations should be reported. Finally, cover basic shutdown procedures in an emergency, such as shutting off equipment, closing windows and doors, and so forth. 13

14 Terrorists and others disgruntled former employees, for example have in the past used the mail to deliver bombs and biological substances such as anthrax to unsuspecting organizations around the country. The people in our organization who handle incoming mail need special training on potentially life-saving precautions. According to the U.S. Postal Service, the characteristics of suspicious mail include: Excessive postage, no postage, or noncanceled postage; No return address; Improper spelling of addressee names, titles, or locations; Unexpected envelopes from foreign countries; Suspicious or threatening messages written on packages; Postmark showing location different from return address; Distorted handwriting or cut-and-paste lettering; Rigid, uneven, irregular, or lopsided packages; Packages that are discolored, oily, or have a ticking sound; Packages with soft spots, bulges, or excessive weight; Protruding wires or aluminum foil; and Packages that emit a strange odor. 14

15 The Centers for Disease Control offers the following recommendations for emergency measures for handling suspicious mail: Do not shake or empty the contents. Place the envelope or package in a plastic bag or some other type of container to prevent leakage, or cover it with anything available, such as clothing, paper, or trash can, and keep it covered. Leave the area and close the door or barricade the area to prevent others from entering. Wash hands with soap and water to prevent spreading to other places on the body. Ensure that all persons who have touched the letter or package wash their hands with soap and water. Report to a supervisor or building security and to local police. And finally, list all people who may have been exposed to the item and provide the list to the officials listed in the previous item for follow-up. Other protective measures for handling incoming mail suggested by the experts include using letter openers, wearing latex gloves and surgical masks, and segregating any questionable mail in a special area. 15

16 If a piece of mail has been opened and contains powder or if powder spills out: Do not clean up the powder. Wear latex gloves and double bag the letter or package in a zipper-type plastic bag, or some other type of container, to prevent leakage of contents. If you do not have a container, then cover the envelope or package with anything, such as clothing, paper, or a trash can. Do not remove this cover. Leave the room and close the door or barricade the area to prevent others from entering. Wash hands with soap and water and shower with soap as soon as possible. Ensure that all persons who have touched the letter wash their hands with soap and water. Report the incident to a supervisor or security and to local police. Remove and store contaminated clothing in a sealed container to be given to emergency officials for follow-up. And finally, provide a list of all people who may have been exposed to the contaminated item to the law enforcement and emergency medical authorities for follow-up and investigation. 16

17 Some employees will require additional training to prepare them for specialized emergency response duties. Employees who have been selected to remain behind in an emergency to perform critical operations must receive special training to prepare them for these responsibilities. For example, workers may be designated as members of a hazardous materials cleanup team or a team assigned to keep critical operations going until emergency personnel order a total evacuation. Other employees may be assigned to handle emergency shutdown of equipment and processes. These workers also have to be specially trained. Still others may have been chosen to serve as evacuation wardens and their alternates. These people will play a vital role in ensuring that the evacuation of the facility runs smoothly and that all employees get out safely. They must be well trained to respond effectively in an emergency and to carry out these essential duties with authority and efficiency. Other workers require specialized and extensive training in emergency rescue and medical response. These are critical duties that can save lives and prevent injuries. 17

18 OSHA has definite rules about when and how often you have to conduct employee training as part of disaster planning. All new employees must receive appropriate emergency response training when they begin work. You may ask newly hired employees, after making a job offer but before starting work, if they will need assistance during an emergency, and if so, what sort of help. It must be clear that self-identification is voluntary. The information may be shared with medical professionals and emergency coordinators. All employees must receive refresher training every year. Employees must be retrained whenever the emergency response plan is changed, either through revisions or amendments. 18

19 Workers must also be retrained whenever new equipment, materials, or processes are introduced into the facility. OSHA s reasoning here is that any of these could create new hazards that could lead to emergency situations such as fires, explosions, or chemical releases. Employees must be retrained when work procedures are updated or revised for the same reasons just stated. And you must also provide refresher training when emergency response drills show that employee performance must be improved for example, if during practice, numerous employees fail to respond to the alarm or forget their designated escape routes. 19

20 Be sure you understand the employee training requirements associated with disaster planning. We ll now review emergency evacuation procedures, as well as some important emergency management and security issues. 20

21 Emergency evacuation procedures are the most important element of any emergency response plan. Effective evacuation involves several factors. Post floor plans or maps indicating evacuation routes around your department and throughout the facility in prominent places where employees are likely to see them daily and will be able to find them easily in an emergency. Insist that employees familiarize themselves not only with the evacuation routes from their own departments but also from areas of the facility where they frequently go. Each employee should be assigned a primary evacuation route from his or her department. Employees should become thoroughly familiar with their primary evacuation routes and use them during drills. New employees should learn their assigned route during orientation, which should take place during their first days on the job. In addition to a main evacuation route, employees should have at least one alternate evacuation route in case their main route is blocked in an actual emergency. 21

22 Explain to employees that appropriate behavior during an emergency evacuation includes remaining calm, moving quickly without running toward emergency exits, alerting others of the need to evacuate, and helping as directed by emergency response personnel. Have a plan for evacuating disabled employees and employees who might be injured during the emergency. Employees should understand their responsibilities toward co-workers. However, they should also be reminded to help others only if they can do so without endangering themselves. Finally, have a method of accounting for your employees once they have escaped from the building. They should be instructed to meet at a designated spot outside, at a safe distance from the building, for a head count so that you can make sure no one has been left behind. 22

23 As we said earlier when discussing specialized training, employees must be selected and trained to perform a variety of essential jobs in emergency situations. The assignment of jobs must be part of the overall emergency response plan, and you must keep up to date with these assignments, replacing employees who leave your department or the company, or who for a variety of other reasons may no longer be able to carry out their responsibilities. These are not honorary positions. They are real and important jobs. To review quickly, you may need to prepare certain employees who have crucial job responsibilities in your department or work group to keep vital operations going during an emergency until or unless they are ordered to evacuate. Some employees may need to be prepared to handle emergency shutdown duties. Other employees will be assigned to emergency rescue and medical teams. And still others may be tapped for fire-fighting duties as part of a brigade or as department fire marshals. 23

24 Not all workplace emergencies require evacuation. If an emergency situation is localized or contained, evacuation of the entire facility may not be necessary. The following guidelines can help your employees respond appropriately in these cases: Employees should know who to call for assistance in an emergency of this type. Emergency numbers should be posted by each phone. Employees should warn co-workers of the problem. Without sounding a general alarm, workers outside the immediate area may be unaware of the problem. They should assist as directed by specially trained co-workers and emergency personnel. Tell your workers that they should help as much as possible, within the limits of their training, authority, and abilities. At the very least, an employee can help by keeping others away from the area or by leading firefighters or EMTs to the area. The final guideline is simply: Don t get in the way. Employees who are not assisting should stay clear of the area and not interfere with the work of those who are trained to respond to the situation. 24

25 Two other important emergency management and response issues involve chain of command and emergency communication. It is essential to establish a chain of command within your department or work group that establishes a line of authority for emergency situations. Who will give orders if you are not there? Who will take charge if neither you nor your first deputy is available in an emergency? Having a strong chain of command helps to impose order on a potentially disorderly situation. It is important for employees to know who is authorized to give instructions so that they will follow the right directions. Planning how you and your employees will communicate during an emergency is also important. Will you rely on word of mouth? Will you communicate by phone? What if phone lines are down? How will you make sure that the word gets around to all your employees in an emergency situation? 25

26 Security is also an important emergency planning issue. During an emergency it is often necessary to secure the area to prevent unauthorized access and to protect vital records and other information. How this will be done is something that has to be planned in advance. To prevent unauthorized access to vital records, information, and equipment, you may need to make sure that certain drawers or doors can be locked quickly in an emergency. To prevent access to vital digital information, you may need to use passwords on your computers. In addition, after an emergency, you may need to cordon off certain parts of your facility and notify local law enforcement personnel so that they can secure the area and prevent unauthorized people from entering. To protect important records and documents from damage during a workplace disaster, copies of files or documents may need to be stored outside the facility or protected in secure locations within the building. Computer files may need to be backed up to secure servers at remote locations. 26

27 Before wrapping up this session, we should take a moment to review some basic fire prevention housekeeping tips recommended by OSHA as part of a comprehensive emergency response planning effort. As we said earlier, fire is one of the most common workplace disasters. Here are some simple but effective steps you and your employees can take on a day-to-day basis to minimize the threat of fire. Keep work areas clean and free of clutter. Take steps now to control flammable and combustible materials in your department and make sure that they do not pose a fire or explosion hazard. For example, large accumulations of waste paper or other combustible materials can pose a significant fire hazard. Enforce no smoking rules. Careless disposal of cigarettes and matches can lead to fires and explosions. Store and handle hazardous materials properly, according to the instructions on the label and on the safety data sheet. Finally, monitor the use and maintenance of equipment to make sure that it is routinely serviced by trained personnel and operated correctly by trained employees. 27

28 These are the main points you should take away from this training session. Do you have any questions about workplace disasters or disaster planning? 28