Pocket Response Plan

There is one tool that all members of your staff should have on them at all times for emergencies, and that is the Pocket Response Plan from the Council of State Archivists. This two-sided document folds up to the size of a credit card, making it easy to fit in a wallet or purse for maximum portability and convenience. The credit-card-sleeve-size envelope is made from water-resistant tyvek–an added disaster preparedness measure. The pocket response plan or PReP is available free of charge from the Council of State Archivists’ web site. Envelopes are also available from the website for a small charge. All you have to do is download the word document and review your institution’s emergency response plan to identify the key individuals and organizations that should be included on Side 1 of the PReP and for instructions that should be included on Side 2. Consider each member of your response team and his/her assigned responsibilities in an emergency so that his/her PReP document can be customized to meet those specific needs.

Side 1: On side 1 is an “Emergency Communication Directory”: contact information for staff, first responders, emergency services, utilities, vendors and suppliers, disaster teams, and other essential individuals and agencies.

Side 2: Side 2 contains an “Emergency Response Checklist”: an organized list of those actions that each individual should take in the first 24 to 72 hours following a disaster.

Remember the PReP is meant to complement, not to replace, an agency’s disaster plan. It ensures that managers and staff have the most essential information with them at all times. A well thought-out and tested disaster plan is a must for all institutions, and PReP is a good way to make sure staff members always have the contact information and basic steps ready and with them when needed.

Also, much like your emergency or disaster plan, this too will need to be updated at least yearly. All too often emergency and disaster plans become “Bookshelf Fillers” and are not treated like the living documents they really need to be.

What steps have you taken to ensure that your institution is as prepared as possible for a disaster? Consider attending one of C2C’s Disaster Preparedness workshops this fall for more ideas.


About collectionsconversations

This blog will contain posts from the C2C project staff on a variety of topics related to collections care and disaster preparedness. Enjoy the posts and let us know if you would like additional information or have a topic you would like for us to address.

Posted on August 28, 2012, in collections management, Connecting to Collections, disaster preparedness, workshops and tagged , , . Bookmark the permalink. 1 Comment.

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