Set up an Emergency Plan for your Company

Set Up an Emergency Plan for your Company

Your emergency plan should be short and clear and should be checked regularly to ensure that it is up to date.

• Which legal or liability requirements exist for the company in case of emergency?

• What kinds of emergencies does the emergency plan cover? (building fire, flood, long lasting power cuts, large data mishaps, …)

• Who will be in charge in an emergency? Who is the substitute?

• Shall a crisis management team be appointed?

• What signals shall be used to alert the staff in case of emergencies?

• Prepare an escape route plan and a rescue plan

• Are escape routes in the company clearly marked?

• Determination of a meeting place for all people in the company / building

• Does the company have the number of first-aiders needed?

• Does the company have a fire protection concept?

• Where are fire extinguishers positioned?

• Include immediate measures of first aid in your emergency plan

• Assessment of the extent of damage and definition of possible consequential damages

• How will information be shared in the company in case of an emergency?

• How will clients, suppliers and neighbours be informed? Shall certain communication strategies be observed?

• Which premises could be used as an alternative in case of an emergency?

• How could new office furniture, machinery, technical installations or company vehicles be replaced in a case of emergency?

• Is there a possibility of an emergency power supply for the company?

• Who is able to reboot broken down IT-systems?

• Which procedures are scheduled in case of a hacker attack?

• Where are backups of all data and programs?

• Is the subsequent IT-data available in an emergency

o hostname
o system supplier
o producer
o serial number
o line capacity needed
o value of the system (helpful in case of replacement)
o individual components of the system like CPU, hard disc drives, main memory, optical fibre modules (LWL)
o software, current software version or release stage
o passwords and login information
o IP addresses, MAC addresses of the network card
o backup and recovery
o maintenance and licence contracts

• Are there copies of all documents necessary for the operation of the company away from the company premises? (official notices of approval, certificates, safety reports, relevant safety documents, test reports, …) Where are they stored?

• Are there copies of all contract documents necessary for the operation of the company out of the company premises? (insurance contracts, supplier contracts, customer contracts, …)

• Are there copies of all relevant internal documents for the operation of the company out of the company premises (maps and site plans, machine installation plans, piping plans, plans for supply and disposal pipelines, transformer stations …)

• Which technical, organizational or personnel preventative measures can be adapted to avert a future case of emergency? (emergency power supply, security systems, fire alarm systems, fire drills, …)

• Provide access to the emergency plan for the whole staff

• Should the company develop guidelines or a code of conduct for employees in case of emergency?

• Should there be staff training for emergencies (evacuation exercises, other training sessions for employees, …)

• If there is a data mishap, the competent authority must be informed

• Are there insurance companies to be notified?

• Are there reporting obligations to other authorities?

• Is coordination necessary or appropriate with one of these authorities:

o police / fire-brigades
o pollution control authority, national rivers authority, waste authorities
o heath and safety administration, employer’s  liability insurance association
o building regulation authorities
o insurance companies

• Are legal consequences to be expected for the company arising from the emergency? (claims by customers, suppliers, employees, other companies, citizens or public institutions who have suffered damage)

• A precise documentation in case of an emergency will be helpful in future cases of emergency and to prove the fulfilment of formal obligations, for example

o documentation of the immediate alerting of staff and external reports to fire brigades, police, etc.o decisions of the emergency team and the employer
o decisions of special operations professionals (police, fire brigades, …) and of the competent authorities
o records of talks of special operations professionals (police, fire brigades, …) and of the competent authorities and results (adopted measures, …)
o documentation of measures adopted and their realisation
o when was the emergency first discovered?
o causes of the emergency
o effects of the emergency
o monitoring of the measures taken
o …

• Below the emergency plan you should list all helpful and important contact addresses in case of emergencies