May 2018,  OneVoice CSDA Newsletter

Business Continuity Plans: Checklist – Disaster Preparedness

May 10, 2018 /

By Disaster Preparedness Task Force

GENERAL

  • BCP has been updated in the last year or since significant changes to management (whichever is later).
  • BCP includes a copy of the floor plan for all child support space with location of confidential documents indicated on floor plan.

COMMUNICATION

  • BCP includes designated staff, with alternates, for communicating with CEO/CAO office, Emergency Command Center personnel, emergency responders, PIO, Sister LCSAs, DCSS/CSDA, staff, union(s), Human Resources, IT, Auditor’s Office, the Court, customers, the public, and vendors.
  • BCP includes chain-of-command for handling issues in communication.
  • BCP includes a plan for communicating with staff if the disaster happens during work hours or after work hours.
  • BCP includes a conference line number that will be available for staff to call in at predetermined scheduled times if staff cannot come into the office (county, CSDA, or DCSS conference lines).
  • BCP includes a copy of the emergency contact information of management and staff including home and cell phone numbers and personal e-mail.
  • BCP includes contact information for DCSS Director and your Regional Administrator.
  • BCP includes the contact information for all vendors (Shred-it, service providers, etc.)
  • BCP includes protocol for staff reporting to the LCSA if they are dispatched by the county to an emergency center.

RELOCATION

  • BCP includes the information on which counties/other county location will serve as your relocation office in case your employees cannot work at their assigned location.
  • BCP includes at least one additional relocation office in the event the first location is also affected.
  • BCP includes a plan for placement of a “drop in” center if office is unusable and staff are relocated to another LCSA or county building inaccessible to the public.
  • BCP includes plan for travel to alternative work location (personal cars, carpool, vans or busses).
  • BCP includes a plan for a work location for work that cannot be done from another county (mail processing, legal filings, court, and administrative work).

SECURITY

  • BCP includes security protocol for storing and retrieving confidential documents (before building open to emergency personnel, county staff etc.).

TIPS FOR PREPARING AND HANDLING A DISASTER

  1. Ensure your key staff have copies of the plan and emergency contacts at home and electronically.
  2. Call DCSS immediately to have them begin contact with DCSS staff, OCSE, sister counties and other LCSAs. One person handling the help you need will save you time.
  3. Have a list of priority tasks that other LCSAs can work while your staff are impacted.
  4. For small counties, have another director or assistant director as your back up director in case your director is not available, assigned to the Emergency Command Center, or personally impacted by the disaster.
  5. Have staff store confidential documents in the same location in their offices and cubicles—it will speed up the process for removal when needed.
  6. Have annual meetings with staff to remind them that they are Emergency Response Workers, what the county MOU or P&P states as to coverage of wages when the department is uninhabitable, or staff cannot get to the work place, and notice of personal items not being a responsibility of the county.
  7. Ensure you have VPN access (without the need for a desk computer) for key staff. Ask that key staff take laptops home with them nightly.
  8. Have staff remove heavy objects on shelves above their work areas.
  9. Make sure all cabinets are bolted to the walls.
  10. Meet with your sister county as part of your planning. Determine the number of staff that can be accommodated in advance, any county policy and procedures to be aware of (work hours, dress code, fragrance free, security etc.), and any limitations on staff accessing their county applications and e-mails.
  11. Practice different scenario disasters in advance.
  12. Keep all records related to the disaster for FEMA or potential lawsuits.
  13. If you are unfortunate to be in a disaster, call the directors who have been there. We are happy to help!