Suggestion #14: Communication information. The heart of your disaster plan will be your communication procedures and information. Thinking through the process and gathering the needed information ahead of time can save valuable moments in an emergency.
You might create a summary page to begin your Communication section that includes:
- a protocol for communication: a telephone tree and/or the voice mail message on your main incoming phone
- instructions about how communication to the media will be handled
- information about other sources of information, such as the institution’s web page and local TV and radio stations
Following the summary page, you can add the following, most of which probably already exist, perhaps in your Administration department, or with whomever handles your human resources and financial management:
- a list of all work and home phone numbers and addresses for staff (including a notice that all home contact information for staff is confidential, and cannot be shared with anyone outside the library)
- a list of phone numbers for important contact people or departments outside your library, such as your facilities management, environmental services, housekeeping, etc.
- a list of contact information for your most important vendors, such as publishers
- contact information for other libraries in your region that might be called upon for support in an emergency