Early Warning System and Information System

There are two main aspects of communication in emergency preparedness that involve public awareness about risks of emergencies. The first aspect also involves informing the public about how the emergency sector plans to deal with the risks of emergencies when they occur (CCA, 2004: 94). The second aspect is early warning, to warn the public and provide them with information and advice necessary for the onset of emergency (CCA, 2004:94). The duties of emergency responders are often in sequence of assessing risks, documenting plans and publishing the information which can help the public to be better prepared (Canton, 2007). Research has shown that if and when the public are better informed about risks and the actions required to mitigate and reduce them in the event of an emergency, the response process will be improved and more effective (Alexander, 2009). Other aspects of information peculiar to the preparedness phase are stated in the emergency plan, which outlines the nature of notifications that ought to arise when an emergency is detected (Cabinet Office, 2005).

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In addition, the emergency notification aligns with early warning to alert the emergency managers, responders and the public (Molino, 2006). The effective coordination of this communication flow is based on the level of interaction required for managing the emergency and information system appropriate for emergency manager, responders and the public (Alexander, 2002). While it has been observed that emergency situations have the tendency to disrupt communications put in place, it is important that early warning comprises detailed information and such that it can still facilitate the required communication for ensuring the safety of the public (Canton, 2007). This emphasises the importance of early warning, as well as equipping and organising good information systems which can inform responders when required (Brito, 2012). According to CCA (2004) responders require regular updates and information about emergency situations so they can take decisions that will help to deal appropriately with emergency situations. Updated information is also required for activation and stand-down procedures before and after emergency occurs and this is done through equipped information systems.

Well-coordinated information systems also help to minimise confusion between responders and the public, since responders use information systems to discharge their functions as well as to warn, inform and advise the public (Molino, 2006). To facilitate this process, many use computer databases to provide information to responders (Brito, 2012). Computers are not the only information system used for emergency preparedness; others include geographical information systems (GIS) for risk mitigation and detecting the onset of an emergency. GIS is also used in the response phase to identify badly affected areas. Siren systems, emergency management software, notification systems, network-centric emergency notification, mass text messaging services, mass automated dialling services, reverse emergency calls, etc, are some of the commonly used information system gadgets (Kapucu, 2006). However, it is worth noting that some of these gadgets, for example, siren systems, notification systems, mass text messaging, are also used as emergency notification systems for public warning for emergencies. For example, siren systems are used to warn the public of tsunami and flood and to activate evacuation plans for areas which might be badly affected by the impact of such events (Brito, 2012).

Communication and information systems can be stretched and overloaded during major emergencies due to power failure, congestion and collapse of system (Alexander, 2005). An example of this occurred during the 9/11 attack in the US and the 7/7 attack in London in 2005, where all communication networks including private networks reached full capacity

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and were overloaded. Similarly, this was also the case in the UAE when there was a plane crash in Emirates of Sharjah in 2003. Communication networks were also overloaded to the extent that private phones and mobiles were ineffective, because several public and rescue teams were gathered within a small area. There is a need, therefore, to develop systematic approaches or procedures for ensuring that responders, emergency managers and the public all understand the warning system and know what each information system is used for (Brito, 2012). Edwards and Goodrich (2007) explained that adequate time must be devoted to preparedness to respond such that response time can be well utilised and ensure that each emergency attracts appropriate reactions when it happens. Furthermore, there are several limitations with information systems and warning systems depending on the emergency or location. For example, if the emergency is an explosion, it can render a public address system useless, while using a siren alarm in a deaf school would also be useless.

Therefore, by examining early warning systems and information systems, it is evident that there are several types of early warning systems based on risk assessment elements identified and areas that will be affected by emergency. Information systems also depend on the types of emergency response organisations who will be involved in the emergency that might be caused by the risk assessment (CCA, 2004). Both early warning system and information system also influence the equip element of preparedness by helping to determine the information sharing platform jointly decided by emergency response organisations and other public stakeholders (Edwards and Goodrich, 2007). This is because the wrong type of information sharing or early warning system, decided without the consultation of all stakeholders, may cause confusion and inability to respond when emergency occurs. Therefore, this section has identified that decisions about early warning system and information sharing also depend on the type of risk being planned for, the emergency organisations involved in response and the likely location of the emergency (Kapucu, 2006). This is because information sharing and early warning equipment have their limitations (Alexander, 2005). The limitations of early warning systems and information systems, such as network breakdown and problems with connectivity during severe weather, emphasise the importance of the next element, which is public education.