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1 DISASTER RECOVERY PLAN – FORMS
Disasterrecoveryplan- Notes
2 DISASTER RECOVERY PLAN – FORMS
Contents
Note #1: Disasterrecoveryplandetails 3
Note #2: Propertyinformation 4
Note #3: Recordofresponsibilities 8
Note #4: Immediateresponseandevacuationprocedures 9
Note #5: Communications 13
Note #6: Responseequipmentkit 15
Note #7: Situationreport 16
Note #8: Snatchlist 18
Note #9: Salvagecards 19
Note #10: Contactslist 20
Note #11: Businesscontinuity 22
Note #12: Recordofdamage 24
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Note#1:Disasterrecoveryplandetails
1. Nameofpremises
2. Version
3. Date
4. Locationsofonsitecopies
Location Paper/electronic
1
2
3
4
5. Locationsofoffsitecopies
Location Paper/electronic
1
2
3
4
6. Nextreviewofthisplandue(date)
7. Iffound,pleasereturnto
At the start of your plan, clearly indicate the date and version of the plan so you can be sure everyone is working from the same and most recent version.
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4 DISASTER RECOVERY PLAN – FORMS
Note#2:Propertyinformation
Keypersonnel
Name Telephone Mobile Email
Owner/Manager
Responsibility for maintenance
Responsibility for security
Buildingconstruction
Yes No
1. Whatyear(s)wasthebuilding(s)constructed?
2. Isthebuilding on the list of protected structures
or located in an architectural conservation area?
3. Whatarethepredominantbuildingmaterials?
4. Isthebuildingingoodcondition?
Floorplanofthebuilding
Insertfloorplansofthebuildingshowingroomnamesorarea/section/fireareanumbersifapplicable,exitroutesandanyfirecompartmentalisation.
Mainutilitysupplies
Provider Contactdetails Location (stopcock/ fireman switch)
Additionalinformation
Water
Electricity
Gas
Key property information held in one place can save time and help emergency services.
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5 DISASTER RECOVERY PLAN – FORMS
Locationoffire-fightingequipment
Extinguishers Basement Groundfloor Firstfloor Secondfloor Roof
Water
Carbon dioxide
Foam
Powder
Wet chemical
Otherequipment
Basement Groundfloor Firstfloor Secondfloor Roof
Manual call points
Fire hoses
Blankets
Buckets
Locationofotheremergencyequipment
Location
Response kit
Sandbags
Other
Security
1. Detailsofanysecuritysysteminoperationforthewholebuilding
Typeofalarm
Methodofsignalling
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Provider Contactdetails Location Additionalinformation
Security alarm
Alarm reset instructions
Additional information
Please do not record security codes
2. Isthereaninventoryofcontents? Yes No
Whereisitlocated?
Whoisresponsibleforit?
3. Detailsofanydoorsandwindowsthatarekeptlocked.
Basement Groundfloor Firstfloor Secondfloor Roof/attic
External doors
Internal doors
Windows
4. Detailsofanyothersecurityfeatures
Maintenance
Mostrecentmaintenancechecksandifthereanyproblemswaitingtobefixed
Dateoflastinspection Anyongoingissues?
Electrical systems
Heating systems
Plumbing systems
Drainage systems
Security systems
The roof inc. guttering
Attic / loft space
External lighting
Internal lighting
Windows/doors/AOV's
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Access
Locationofaccesspointsandiftheyareclearandaccessible
Locationofaccess Clear–Yes/No
Attic/loft space
Roof
Fire and emergency escapes
Other
Typeofdetection Location Serviceprovider
Name Contact details
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Note#3:Recordofresponsibilities
Responsibility Name Contactdetails
Overall co-ordination
Notify and liaise with emergency services
Implement health and safety procedures
Co-ordinate evacuation
Co-ordinate and attend to medical needs
Secure the building – ensure no one can re-enter until declared safe.
Move priority items to a safe location or remove them and set up a salvage area
Notify the insurance company
Manage media enquiries
Activate a communications network to provide updates to wider contacts
Arrange security to protect the building and its contents
Authorise emergency spending
Details of who is allocated what role for the duration of the incident.
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9 DISASTER RECOVERY PLAN – FORMS
Note#4:Immediateresponseandevacuationprocedures
Designatedassemblypoint/s
Area/section Assemblypoint
1
2
3
4
Firstaid
1. QualifiedFirstAiders
Name Contactdetails
2. Firstaidequipmentlocations
Basement Groundfloor Firstfloor Secondfloor Roof/attic
First aid kit
Carry equipment (e.g. evac chair)
Heart defibrillator
Spinal board
Other
These details aim to assist with an efficient response when disaster strikes.
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10 DISASTER RECOVERY PLAN – FORMS
3. Emergencytreatmentlocation
Locationofhazardoussubstances
Substance Location:room,floor/area#
Handlingprocedures/notes(fire)
Handlingprocedures/notes(flood)
Handlingprocedures/notes(other)
Procedures
Fire
n Ondiscoveringafire,immediatelyraisethealarm
n Contacttheemergencyservices
n Ifsmallandsafetodoso,tacklethefireusingtheappropriateextinguisher
n Ifitisnotpossibletotacklethefire,wearinghi-visibilityjacketsandifsafetodoso,checkthebuildingforpeople(ateammaydothis,eachcoveringanareafollowingeveryoneout).Closedoorsbehindyouand
evacuatetodesignatedassemblypoints
n Ifsafe,locatepriorityitemsandrecoverasyouexit(snatchlist)
n Ifsafeandpossible,turnoffgasandelectricitysupplies
n Ensureclearaccessforemergencyvehiclesandservicepersonnel.
Flood
Consult with Met Éireann for flood warnings for your area
n Donotapproachorstandinwaterincaseoftheriskofelectrocutionn Locatethesourceofthewaterandcontrol/stopifsafeandpossibletodoson Ifsafeandpossible,turnoffgas,waterandelectricitysuppliesn Movepeople,petsandvehiclestosafetyn Movevulnerableitemsatriskoffloodingtohigherareasifsafetodoson Iftherearelargequantitiesofwater,contacttheFireService999/112 ifinimmediatedangern Evacuatetothedesignatedassemblypointifnecessaryn Ifsafe,locatepriorityitemsandrecoverasyouexit(snatchlist)n Avoidfloodwaterasitmaybecontaminated.Bomborsuspectpackage
n Ifawarningisreceived,completethebombthreatchecklistbelow
n Evacuatethebuildingtothedesignatedassemblypoint/s
n ContacttheGardaíandemergencyservices.
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Injury/accident
n Cordonofftheareaandreroutevisitorstoprotectprivacyandprovidespace
n Contactthemedicalservicesifrequired
n Contactyouronsitefirstaidertoprovideinitialmedicalassistanceuntileitherthecasualtyiswellenoughto
move/bemovedorthemedicalservicesarrive
n Ensuremedicalserviceshaveaclearandeasyroutetothecasualty
n Completeanaccidentreportandcommunicateany HSA required notifications in the required timeframe
n Ifitisaseriousincident,contacttheGardaí/otheremergencyservicesandfollowtheirdirections.Thismayincludesecuringthesiteandnotallowingpeopletoleave/confiningallpeopleonsitetoonearea.(Youmayneedtoconsidertheprovisionofwater,accesstobathroomsetc).
Bomb/terroristthreatchecklist
1. Writedowntheexactwordssaidbythecaller
2. Ifpossible,trytodeterminedetailsofthebombfromthecaller
Whatisthelocationofthebomb?
Whattimeisitsettogooff?
Whatdoesitlooklike?
Whattypeofbombisit?
Whyhasitbeenplanted?
Doyourepresentanorganisation?
Assoonasthecallisover,trytodeterminethecaller’snumbervia:anautomaticdisplayonthephoneunit,theoperator,automaticnumberidentificationforexample.
3. Details of the caller
Male Female Child Adult Juvenile
Did you recognise the voice? Yes No
Details
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Did the caller appear familiar with the site? Yes No
Manner of speech
Normal Hysterical Garbled Rambling Other
If ‘other’ please specify below
Was the caller speaking Fast Slow
Anything distinctive about the voice?
Accent?
Did the message appear to have been read or was it spontaneous?
What was the caller’s attitude like?
4. About the call
Was there any noise on the line? Yes No
Were there any call box pay tones or coins? Yes No
Were there any background noises?
Operator Interruption Whispering Children Giggling
Traffic Conversation Typing Machinery Aircraft
Chuchbells Trains Other Details
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Note#5:Communications
Socialmedia
1. Platform(WhatsApp/Skype/Other)
2. Levelofinformation
3. Nameofgroup
4. Membersofthegroup
Name Mobilenumber/Email address
SMStextmessaging
1. Levelofinformation
2. Membersofthegroup
Name Mobilenumber
A record of how information should be communicated to your different networks / groups (trustees, staff, volunteers, other contacts), and what level of information is shared. The originating messenger should be the same in all cases. You may have more than one of these groups.
Personal data must only be recorded with the owners permission. This data should be re-visited regularly to ensure data is correct, not being held for longer than required and you still have consent (refer to General Data Protection Regulations, GDPR).
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14 DISASTER RECOVERY PLAN – FORMS
Emergencycontactlist
A list of personal contact numbers for those who do not have access to social media or mobile phones, e.g volunteers to contact in an emergency.
You must have permission to hold personal data and review it regularly to ensure accuracy and consent.
Name Telephonenumber
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Note#6:Responseequipmentkit
Absorbentpaper
Acid-freewrappingpaper
Aprons
Backsupports
Batteries(varioussizes)
Blottingpaper
Boots(waterproofwithsteeltoecaps)
Boxes
Blankets
Brooms
Bubblewrap
Buckets
Chalk
Chemicalsponges
Clipboards
Crates
Crowbar
Donotentersigns
Drinksandsnacks
Dustmasks
Dustpanandbrush
Dusters
Emergencylighting
Extensionleads
Fanheater
Fans
Fireblankets
Fireextinguishers
Firstaidkit
Freezerbags
Generator
Gloves(rubber,leather,nitrile)
Goggles
Hammer
Hardhats
Hazardtape
Headtorches
Hi-visjackets/tabards
Humiditymonitor
Laboratorycoats
Ladder
Maskingtape
Megaphone
Mobilephone(withbatteryandcharger)
Mops
Notepads
Overalls
Papertowels
Parceltape
Pencils
Pencilsharpener
Pens(waterproof)
Plasticclothespegs
Plasticcontainers
Plasticcrates
Pliers
Polythenebags
Polythenesheeting
Portablelights
Pumps
Radios
Rags
Refusesacks
Ropes
Rubberbands
Safetypins
Sandbags
Saw
Scales
Scissors
Screwdriver
Screwsandnails
Spade
Spanner
Sponges
Stanleyknife
String
Tables
Tags(waterproof)
Tapemeasure
Tarpaulins
Torches
Towels
Trays
Tripod
Utilityknife
Vacuumcleaner
Warningsigns
Waterproofclothing
Wetvacuum
A checklist of items that could be useful in a disaster and when recovering items.
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Dehumidifiers
Detergent
Digital camera (additional batteries and memory cards)
Disaster recoveryplan
Disinfectant
Distilled water
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Note#7:Situationreport
Dateofincident
Whoisincharge/keycontactsonsite?
Name Contactdetails
Forourorganisation
Foremergencyservices
Otherinvolvedparty
Incidentassessment
1. Whatisthenatureoftheincident?
2. Ifknown,whatisthecause?
3. Whatareasareaffected?
4. Hastheentirebuilding/sbeenchecked?
5. Whodiscovered/reportedtheincident?
6. Whatactionshavebeentaken?
Capture details of the disaster and update it as information becomes available. This could be useful for emergency, recovery and insurance purposes.
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17 DISASTER RECOVERY PLAN – FORMS
Safetystatus
1. Arethereanyobviousdangers? Yes No
2. Ifso,what?
Yes No Part
Yes No
3. Hasthebuildingbeenevacuated and everyone accounted for
4. Arethereanypossiblehealthandsafetyissues?
5. Ifso,what?
Emergencyandsupportservices
Whichserviceshavebeencontacted?
Service Contacted? Onsite? Contactname
Yes/No Yes/No
Police
Fireandrescue
Ambulance
Insurers
Other
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Note#8:Snatchlist
Pleasedonotincludeanysensitiveorsecureinformation.
Pleasedonotincludeanyfinancialvalues.
Item Location Relevantinformation(e.g.howtoremoveitandwhereanyspecialisttoolsarekept)
A pre-determined list of priority items – items that you will want to remove as soon as possible. You may need to consider an extended or separate list if you are hosting other people’s items on loan / tour.
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19 DISASTER RECOVERY PLAN – FORMS
Note#9:Salvagecards
Examplecard:
These cards provide key information needed to locate, identify and recover priority items. If you have items that belong to someone else, there should be cards for their priority items as well. These cards should be laminated or available electronically on-site, and could be handed to emergency services. You may wish to make them bigger than shown here.
Sideone
Sidetwo
Room Library
Card number 1
Item Ming vase
Description Blue and white bulb shaped vase, ceramic, dragon pattern, approx. 30cm height.
Removal instructions Fragile
Tools required None
Location in room North wall on pedestal.
Room Library
Floor Ground
Fire zone/area 2
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20 DISASTER RECOVERY PLAN – FORMS
Note#10:Contactslist
Organisation Contactname Contactdetails
Telephone Email
Alarmsystemprovider
Boxes/crates
Broadbandsupplier
Coldstorage/freezers
Collectionowners
Conservationequipment
Conservator
Disasterrecoveryservices
Draincleaners
Dryingcompany
Electrician
Electricitysupplier
Emergencyequipmenthire
Emergencylighting
Engineer
Fireextinguishers
Gassupplier
Generators
Glaziers
Insurancecompany
Investors
IT Consultants
Lawyer
The contact details for a wider communications network.
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21 DISASTER RECOVERY PLAN – FORMS
Local Authority
Locksmith
Marquees
Medical Centre
Pestcontrol
Plumbers
Polythenebags/sheets
Portabletoilets
PRagency
Protectiveclothing
RoyalMail
Stakeholders
Storage
Telephonecompany
Transport
Watersupplier
Insuranceinformation
Insurername
Brokername
Policynumber
Claims
Contactname
Contactnumber
Claimsreference
Use Note #7: Situation report when contacting your insurer / broker to brief them on the incident.
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Note#11:Businesscontinuity
Address Contactname Contactdetails
Locationoftemporaryadministrativeheadquarters
Temporaryvenue(alloperations)
Priorityoperations/persons/collectionstobetransferredtotemporaryvenue(ifnoteverythingcanbeaccommodated).
Item/activity/collection Newlocation
Alternativearrangementsforpre-bookedevents/activities:
Activity/event Action Communicationsrequired
This information could help you get back up and running sooner than later should the worst happen and you need to temporarily relocate some or all of your operations.
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23 DISASTER RECOVERY PLAN – FORMS
Supportinformation
Organisation Contactname Contactdetails
Technicalsupport(computersystems)
Technicalsupport(communications)
Securestorage
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Note#12:Recordofdamage
Buildingassessment
Tobecompletedonlyifsafetodoso.
Area/floor/roomname
Assessor/Adjuster nameandcompany
Contactdetails
Date
Area of damage Type of damage Notes(initialassessmentbystaffname,insurer,other)
Externaldamage
Roof
Walls
Windows
Doors
Foundations
Other
Supportinformation
Area of damage Type of damage Notes(initialassessmentbystaffname,insurer,other)
Internaldamage
Flooring
Ceilings
Curtains/blinds
Furniture
Wallcoverings
This records details of damage to building and contents to help you establish what conservation work is required and to keep track of collections/items.
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25 DISASTER RECOVERY PLAN – FORMS
Contents
Tobecompletedonlywhensafetodoso.
Ensurecorrecthandlingproceduresareobserved.
Ensurethateveryitemisphotographedandrecordedbelowandcanbecross-checkedwiththeinventory.
Consideriftheitemcanberestored(damageissometimesseenasanextensiontotheitem’sstory.)
Objectives
1. Toidentifywhichcollectionsorobjectsareaffected
2. Toidentifythenatureandscaleofanydamage
3. Toidentifytheobject’smaterials,importance,riskoffurtherdamageandsalvagerequirements.
Item reference number
Item description
Original location
Damage Treatment Newlocation Photographreferencenumber(s)
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Ecclesiastical Insurance Office plc (EIO) Reg. No. 24869. Registered in England at Beaufort House, Brunswick Road, Gloucester, GL1 1JZ, UK. Registered Branch in Dublin, Ireland. Reg No. 902180. 2nd Floor, Block F2, EastPoint, Dublin 3, D03 T6P8.Ecclesiastical Insurance Office plc is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority in the United Kingdom, and is regulated by the Central Bank of Ireland for Conduct of Business rules.
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© Ecclesiastical Insurance Office plc 2019 PD 3382 1 11/19