Step 2: Develop and/or Update the Plan

An emergency action plan is a detailed written document that explains what emergencies an organization is likely to face, and WHO will do WHAT during a particular situation. A chain of command should be established regarding who is in charge and who is responsible for various duties including sounding alarms, using fire extinguishers or other equipment, assisting others out of the facility, and shutting down special operations.

Writing the plan begins with assessing what measures are already in place and determining who is currently assigned to emergency preparedness. The committee should examine the adequacy of current resources and procedures by reviewing documents and seeing what has been put into operation.

Check available resources

The committee should review the strengths of the facility’s internal resources. In other words, what is the facility’s capacity to deal with emergencies in-house?

Internal resources include:

• First aid/CPR supplies and trained personnel 
  
  
• fire extinguishers and other firefighting equipment 
  
  
• heavy equipment available on-site 
  
  
• available shelters/ability to shelter in-place 
  
  
• transportation equipment 
  
  
• in-house emergency response teams 
  
  
• sprinkler and alarm systems and 
  
  
• security systems and personnel.
  
  

Next, the external agencies, contractors and other resources that the employer can count on to assist in an emergency should be identified. Names, phone numbers and other contact information must be kept current.

External resources include:

• fire department 
  
  
• police department 
  
  
• emergency medical services (EMS) 
  
  
• emergency response teams (ERTs) or hazardous materials (HazMat) response teams 
  
  
• contractors 
  
  
• nearby medical facilities 
  
  
• state and federal agencies and resources and 
  
  
• American Red Cross or other community resources.

The committee should research what laws apply to the facility. These include:

• Occupational Safety and Health Administration standards 
  
  
• fire and building codes 
  
  
• environmental protection laws and 
  
  
• local public health and safety ordinances.

Review workplace documents

The committee should gather and review any documents related to the facility’s preparedness. These include:

• alarms and fire suppression systems 
  
  
• building diagrams and plans 
  
  
• evacuation routes 
  
  
• roles of key personnel 
  
  
• housekeeping practices 
  
  
• a list of hazardous materials used and/or stored in the workplace and 
  
  
• information on hazardous chemicals (material safety data sheets, or MSDSs).

After locating all building plans, floor plans, and diagrams of the heating and ventilation system, the committee — with help from building engineers and others — should make sure that the building systems are "up to code." These codes include the National Electric Code (NEC), OSHA regulations, National Fire Protection Association Life Safety Code (NFPA 101), and local fire and building codes. Information on building materials themselves should be reviewed. For example, buildings in California must be made with earthquake resistant materials. Doors and walls are evaluated according to their resistance to fire. Those with higher ratings provide more time for workers to evacuate a building. Floor plans should be updated when equipment and workstations are moved. Copies of all these documents and material safety data sheets should be sent to the local fire department.1

Inspect emergency preparedness measures

In addition to looking at documents, the committee should walk through the facility to see what preparations have actually been put in place. It is critical that members of the committee talk to workers about their concerns. Any differences between what is in written documents and what is actually occurring in the workplace should be noted. The committee should make a record of other health and safety issues that are identified during the inspection.

The walkthrough can identify what has been done to address a variety of issues, such as:

• housekeeping 
  
  
• fire hazards or other risks 
  
  
• exits 
  
  
• alarms 
  
  
• fire suppression systems and 
  
  
• workplace violence/security issues. See AFSCME publication Preventing Workplace Violence.

Housekeeping Practices

Good housekeeping is one of the best ways to prevent emergencies. Exits and evacuation routes must be free of clutter. The housekeeping procedures and cleaning products should be listed. This includes the maintenance of the heating and ventilation systems.

Fire Hazards

Identifying and correcting fire hazards will prevent emergencies. Examples of fire hazards include:

• large amounts of flammable and combustible materials on site 
  
  
• old or damaged wiring 
  
  
• permitting smoking 
  
  
• welding or other heat-generating work performed on site.

Evacuation Routes

The evacuation route is the most direct way out of a building or facility. Evacuation routes for all sections, floors, divisions, etc., should be clearly marked and posted. Special attention should be given to how workers with disabilities will get out. Evacuation of personnel is a key component of almost every emergency action plan.

Alarms

An alarm system must be in place to notify workers as soon as possible in the event of an emergency. Outside help must be summoned as well. Alarms must be both seen and heard. There must also be an effective means to notify individuals with disabilities. There are many types of systems available.

• Multiple alarms (or code) systems — have different sounds and names depending on the situation. It is important that all employees are well trained on what the different sounds or codes mean. 
  
  
• Detection alarm systems — the alarm is set off when heat, smoke, carbon monoxide or other substance reaches dangerous levels.

Suppression Systems

Suppression systems are designed to put out fires. There are many types of suppression systems, and not all are suited for every situation. Most common are automatic water-based sprinkler systems (there are many different kinds) and dry chemical (carbon dioxide) systems. Systems that use Halon — a chemical once commonly used to immediately put out fires — may still be in place. Halon systems can no longer be installed due to proven environmental damage. These may be connected to a detention/alarm system or may be separate.

The alarm and suppression systems must be documented in the plan. The systems must be inspected and tested on an annual basis to ensure they will work when needed. See the checklist in Appendix B to assist in the committee’s review of alarm systems and building plans.

1 The Occupational Safety and Health Administration Hazard Communication Standard, 29 CFR 1910.1200, and the Community Right To Know Act under SARA Title III require that employers provide local fire departments and other emergency responders with a list of their hazardous materials, location of those materials and the relevant material safety data sheets.