Preparing for Catastrophic Events

by Phillip Freebourn

The devastating effects of 2005 Hurricanes Katrina and Rita on property damage along the Gulf Coast are well known. These storm events impressed upon us the need to be prepared ahead of time for major disasters.

Here are some steps to take before a catastrophic event occurs:

1. Identify natural and human-influenced disasters that could impact the district: hurricanes, tornadoes, structure fire, brush fires, flooding, and other.
2. Create and Emergency Planning Team. These persons will participate in emergency planning and crisis management.
3. Identify other community organizations who should participate with the district’s Emergency Planning Team (i.e., local fire department, law enforcement, Office of Emergency Management).
4. Identify operations and programming critical to the District and assign staff and procedures necessary to recover from a disaster. Create a list outlining each operation, the staff assigned to each operation, and the action plan to be followed.
5. Create a list of contractors, materials providers, equipment vendors and restoration providers who can respond directly after the loss event.
6. Create a shut-down and evacuation plan to leave the district property, and work with other community leaders to coordinate the evacuation of students and staff.
7. Write a Crisis Communication Plan. Identify and implement how you will communicate the emergency plan with staff and students. 
8. Cyber-Security: List how you will protect district hardware, software and where back-up computers and other electronic data processing equipment will be available.
9. Back-up your records: Assign a person responsible for backing up critical records including payroll and accounting systems. Identify where you will store back-up records including a copy of this plan, site maps, coverage documents and other insurance policies, bank account records, and other computer back-ups.
10. Keep copies of important records such as site maps, building plans, insurance policies, employee contact and identification information, bank account records, supplier and shipping contact lists, computer back-ups, emergency or law enforcement contact information and other priority documents in a waterproof, fireproof portable container. Store a second set of records at an off-site location.
11. Review this plan at least annually.

Creating and following these important steps will increase safety of others, minimize damages, and reduce the down time of district programming and activities.