Disaster Preparedness

(1)

Protecting Your Research

From Hurricane Damage

“Would your lab be prepared in the event of a hurricane?”

“Could you safeguard your life’s work from storm damage?”

“Does everyone in your lab know your hurricane preparedness plan?”

Disaster Preparedness

University of Miami, Miller School of Medicine

Office of Emergency Management

Miller Office of Research

June 27, 2012, 2:00-3:00 p.m.

(2)

Disaster Preparedness

(3)

Disaster Preparedness

(4)

Monitoring Approaching Storms

National Hurricane Center

http://www.nhc.noaa.gov

(5)

CSTARS Campus-Center for

Southeastern Tropical Advanced Remote Sensing

http://www.cstars.miami.edu/ Wilma – October 24, 2005 Andrew – August 24, 1992 Charley – August 13, 2004

(6)

Disaster Preparedness

Hurricane Season Information

(7)

Emergency Management

• Office of Emergency Management: University-Wide/ Gables

– Campus Emergency Managers: Medical & RSMAS

• What is Emergency Management?

1. Mitigation: Protecting infrastructure and systems

2. Planning: Thinking about what to do ahead of time

3. Response: Executing your plan to protect life, property & Operations

4. Recovery/ Continuity: Restoring

Critical Functions & getting back to normal

• New “All-hazard” Approach

– Focus on broad response concepts, not specific types of disaster

(8)

Disaster Preparedness

• Steps to Preparedness at the Unit/ Sub-Unit Level

1. Review & Dissemination of University & Campus Plans 2. UReady Plan Completion/ Annual Update

• What is UReady?

• Who utilizes it?

• How is it accessed?

• What are the benefits?

(9)

Emergency Management

3. Contact Information Collection

• myUM: Collection of Emergency/ Evacuation Contact Information

• Unit/ Sub-Unit Telephone Tree/ Data Warehouse

• Emergency Notification Network (ENN)

– Used to notify EVERYONE in event of critical life-safety emergency

– Voice, text, e-mail, social media, web, tv and other notifications

(10)

Disaster Preparedness

Risk Management

Photo Documentation

• Each Unit/Sub-Unit is responsible for completing their own photo documentation process annually

• If property damaged during disaster, such as a hurricane, photo documentation may be only way to assure replacement and reconditioning.

• Take pictures/video of all space and significant property and collect proof of

purchase documentation. Save files in multiple locations in electronic and printed form.

In the Event of a Disaster Impact

• Take Pictures/ Video of all damaged space and significant property

• Complete a Claims Worksheet, itemizing all damages:

https://www6.miami.edu/risk-management/Forms/Hurricaneclaimworksheet.pdf

• Assemble the post disaster pictures/video with the pictures/video you created prior to a storm and submit with claims worksheet to Risk Management.

For more information visit Risk Management’s hurricane planning website:

(11)

5. Stock Emergency Supplies

• Discussed Later 6. NIMS Training

• If you receive a notification

7. Familiarization with Recover Website: Recover.miami.edu • Check in website after incident occurs

• Does not replace need to contact supervisor

Disaster Preparedness

(12)

• Hurricane Season Information to review

– Weathering the Storm: University-Wide & Gables

(13)

(14)

Principal Investigator (PI) Checklists

http://uresearch.miami.edu/prepare

(15)

Update emergency supply inventory

• Large clear storage containers

• Rolls of plastic sheeting: 10 x 100 ft

• Clear strapping tape

• Tarps: 12 x 16 ft.

• Bungee cords: assortment of sizes

• XXL Ziploc storage bags (3/box)

• Protective sheets (8.5 x 11 in.)

• Flashlight and DD batteries

• Large Sharpie markers

• Map and guide from local grocery stores (free)

Disaster Preparedness

Hurricane Kits

• Suggested items may be obtained through Ariba (UResearch.miami.edu/Prepare)

(16)

Register and label critical equipment

• Register on Department of Security website for critical equipment monitoring:

– http://ummcsd.med.miami.edu/SECURITY/Critical_Equipment.htm

• Add emergency contact information

–Including shared equipment and cold rooms

• Post operating conditions

–Temperature settings & Percent CO2

• Monitoring Systems

Disaster Preparedness

Preparing Lab Equipment

S. Cane Sebastian Cane Sebastian Cane 305 243 5555 305 555 5555 [email protected] RMSB RMSB 305 243 5555 305 555 5555

(17)

Prepare an Inventory of Your Refrigerators, Freezers,

Cold-Rooms, and Liquid Nitrogen Tanks

• Maintain an updated inventory sheet

• Template can found in checklist appendix A

• Itemize tissues, cell lines, reagents

• Discard unnecessary items

• Identify critical samples, reagents, media, etc

• Consider sending critical samples offsite via pre-existing arrangements with

bio-repositories and non-local collaborators/colleagues.

Disaster Preparedness

Preparing Samples

(18)

Labeling DVR Rodent Caging

Irreplaceable

Replaceable

Biohazard

(19)

Division of Veterinary Resources (DVR)

• Cryopreserve embryos of critical rodent lines

• No DVR animals or animal records should be removed from

campus by a PI at any time

• Voluntarily postpone animal orders and surgeries prior to imminent storm

• Arrangements for animals requiring special care beyond

established husbandry practice should be made in advance

• Cat 1, 2, 3 - Animals will not be moved pre-storm

• Cat 4 or 5 - Relocate large animals if possible; important rodent lines should have been cryopreserved by the PI

(20)

• CHEMICAL AND BIOLOGICAL AGENTS

• Update your chemical inventory list

• Clean all laboratory benches as completely as practical.

• Dispose of biohazardous material

• Confirm that the spill control kit is stocked and its location marked.

• Store chemicals and biological agents in isolated and windowless rooms. If an isolated windowless room is not available, store

chemicals in cabinets or closets that can be locked or secured. Use care when handling and storing chemicals to avoid an accidental release. Chemicals should be segregated based on their

compatibility.

• Do not store chemicals in fume hoods, close tightly when not in use

Disaster Preparedness

Environmental Health & Safety

(21)

• Do not plug extension cords into emergency power red plugs

• The system can be easily overloaded resulting in harm to equipment

• For buildings with generator power, HVAC will supply animal areas only

• Unplug all non-essential equipment prior to leaving the lab

• Prior to and after a storm Physical Plant will:

• Secure all buildings

• Maintain fuel in generators

• Monitor buildings for water intrusion

• Coordination with national vendors for clean up

Disaster Preparedness

(22)

Documentation and Data Safety

Information Technology

• DATA should NOT be stored on local PC hard drives, external USB drives, or USB keys.

• DATA should only be stored on IT-provided file shares, which are backed up regularly.

• DATA on laptops and other portable devices should be backed up or replicated to IT-provided file shares.

• In the event of an imminent storm or other natural disaster, all non-essential equipment, including computers and printers, should be powered-off and covered

• Equipment near exterior glass should be relocated to a safer area such as an enclosed hallway

• Equipment on floors should be elevated where possible

• For more information please view IT’s policy on hurricane preparedness online: http://it.med.miami.edu/x2369.xml

(23)

Disaster Preparedness

The UM Crisis Decision Team Decides When to Close

• Senior Administrators gather to determine if and when the

University should close

(24)

• Keep full liquid nitrogen supply tanks and CO2 cylinders on hand

• Note: AIRGAS cannot deliver when

sustained winds are 35 m.p.h. or greater

• Freeze down cells to liquid nitrogen if possible

• Top off tanks if applicable

• Ensure carbon dioxide (CO₂) cylinders are full

• Send replicates of key samples to a

colleague or repository for safe storage

• Request pick up from Radiation Control to minimize waste stockpiles

Disaster Preparedness

(25)

• Move equipment away from all windows

• Cover equipment that can be turned off

• Protect documents from water damage

• Remove all food from office refrigerators

(26)

Supplies to Take from Your Laboratory

• Phone tree

• Jump drive with list and pictures of equipment

• Small supply of masks and gloves for use upon return to campus

Disaster Preparedness

(27)

Evacuate the Campus

(28)

By visiting the University’s Emergency Preparedness website:

www.miami.edu/prepare

Or by calling the hotline at:

Toll Free: 1-800-227-0354 Gables: 305-284-5151 Medical: 305-243-6079

Rosenstiel (RSMAS): 305-421-4888

• Information on the website and the voicemail message are updated continuously

• As each building is cleared, weekend access may be granted until the campus reopens

How Will You Know it is Safe to Return?

(29)

What if it is NOT safe to return for days, weeks, months?

• If you are performing sponsored research, contact your Program

Officer and discuss the possibility of a long delay in resuming work

• Contact Barbara Cole ([email protected]) for further information

• If serious damage occurs, prepare alternative arrangements

• Ask your administration to assist you in locating alternate space and support

• Colleague’s laboratory

• Work from home

(30)

Disaster Preparedness

• Safeguard your life’s work

• Document office, lab areas and equipment with photographs or

video both before and after the storm

• Ensure adequate supplies are on hand

• Make copies of your critical documentation and data including lists of purchases by account number and/or PI (available in ARIBA)

• Prepare samples and laboratory equipment, order CO₂ and liquid nitrogen, and turn freezers to coldest setting

• Prepare offices by moving computers and desks away from

windows; cover equipment if it can be turned off

• Prepare personnel by updating phone trees

(31)

Disaster Preparedness

Thank you for your time and attention

• Emergency Management: Scott Burnotes – [email protected]

• Emergency Management (Medical): John Pepper – [email protected]

• Emergency Management (RSMAS): Matt Shpiner – [email protected]

• Information Technology: Tim Ramsay - [email protected]

• Division of Veterinary Resources (DVR): Dr. Julia Zaias – [email protected]

• Environmental Health & Safety(EHS): Ken Capezzuto – [email protected]

• Physical Plant: Al Harris – [email protected]

• Miller Office of Research (MOOR): Rosalie Blunden – [email protected]

• Miller Office of Research (MOOR): Helene Valentine – [email protected]

• Miller Office of Research (MOOR): Andrew Vinard – [email protected]

http://www.nhc.noaa.gov

http://www.cstars.miami.edu/

http://www.nhc.noaa.gov/dcmi.shtml

https://www6.miami.edu/risk-management/Forms/Hurricaneclaimworksheet.pdf

http://www.miami.edu/finance/index.php/risk_management/hurricane_planning_information-1/post_storm/

http://uresearch.miami.edu/prepare

http://ummcsd.med.miami.edu/SECURITY/Critical_Equipment.htm

http://www.miami.edu/finance/index.php/environmental_health_safety/

online: http://it.med.miami.edu/x2369.xml

ed via: www.miami.edu/prepare