The Emergency Plan Template

Produced by Helena Jaeschke, Conservation Development Officer (Devon and borders) in association with the Devon Museums Group

01392 665951 helena.jaeschke@exeter.gov.uk

Please insert the name and address of your museum here

EMERGENCY PLAN

No: … of … copies Date: / / To be Updated by: / / Location : This book is kept in……

This Plan contains confidential information. Please Keep It Safe

FIRST CONTACTS

Position Name Address Phone Mobile

USEFUL NUMBERS

Contact Organisation Reference Phone Mobile

Police

Electricity

Gas

Water

Insurance

Electrician

Plumber

Glazier

Locksmith

The First Step !

It is important that all copies are recalled and updated together.

A deadline helps you plan.

It helps to keep a list of the locations. If individuals keep a copy, you could have a list of the names and ask people to sign for their copy.

Is there a copy kept safe outside the building?

This Plan contains confidential information.

Please Keep It Safe.

Don’t forget the owner of the building.

CONTENTS Page Introduction Key Holders Staff Contacts Plans of the museum premises What to do in case of Accident or Illness Assault Missing Person Vandalism Theft/Burglary Gas Leak Oil Leak Fire Flood/ Water leak Storm damage Bomb Threat Resources – in the museum First Aid – where it is, what’s in it Emergencies Kit – where it is, what’s in it, how to use it Museum documentation – where all copies are Resources – outside the museum Council Transport Storage Organisations Devon Museums Group SWMLAC

While you’re writing the plan, keep thinking of when and how it will be used.

People will need to find information in a hurry.

You may want to print some pages on different coloured paper, use index tabs or have some pages laminated.

Introduction Key Holders

Name Address Comments Phone Mobile

Staff Contacts

Name Address Skill/Equipment Phone Mobile

What is the plan for?

How (and when) is it to be used?

Since it is to be used in emergencies, please keep this short and informative.

You may want to note people with special training or experience, or those who have a useful equipment such as a digital camera, a generator or a trailer.

Plans of the museum premises

Please insert as many pages as you need. This information may be vital for other emergency personnel such as the Fire Brigade. Don’t forget stores and attics.

What would be useful ?

doors, windows, emergency exits phones (and their numbers)

escape routes assembly points

fire extinguishers and alarms burglar alarms

fuse boxes and control boxes stopcocks for water, gas and oil

first aid supplies cleaning equipment

electric sockets fuel sources including gas cylinders

chemical supplies special hazards

What could happen in, and around your museum ?

This is the place to insert simple procedures for each situation.

What action should staff take?

Who should they notify?

What evidence or records should be kept? Photographs are very useful, especially for insurance.

Where should people assemble if they have to leave the building? If they are waiting to get into the building to help?

What can they use ? What should they bring?

As you walk round the museum, looking for possible causes and effects, you may see things you can do to avoid emergencies or minimise the damage that ensues.

Fire Regulations

• Regulations were streamlined under the Fire Safety Order,1st Oct 2006

• There are online guides and assessment plans available at http://www.communities.gov.uk

• Follow the link on the left to “Fire and Resilience” under “What We Do”

• Museums are classified as “Large Places of Assembly”

• Printed copies of some free guides can be ordered from the site

Fire Risk AssessmentA Fire Risk Assessment is a 5 step process of • identifying the risks of fire occurring • and the people who could be affected, • taking precautions to minimise or avoid the

risks,• informing and training people, • recording what is done (and reviewing it).

Anything Else?

You might want to include:

Detailed Guidance Sheets for special materials

Instructions for special equipment

Photographs of displays (and stores) to help identify items

Should we have a Snatch List?

A Priority List of Special Objects can be useful. It isn’t a list of things to try to rescue from a burning building.

You may want to hand it to the Emergency Services if there is time for them to remove items.

It may help you decide which objects to look after first. If the ceiling is leaking, which items should you protect first? If there’s a flood, which items could be carried upstairs?

The information must be kept confidential.

Resources Within the museum: First Aid Kit – where it is, what’s in it Emergencies Kit – where it is, what’s in it, how to use it Outside the museum: Council Transport Storage Organisations Name What they can provide Who to contact Museum Development Officer

Advice, help, organisation

Conservation Development Officer

Conservation advice, site visits, liaiason with other museums, organisations

Local Museums Group MLA Southwest Regional contacts,

funding advice

You might want to include

•mops, buckets, sponges, paper towels

•clean old sheets, plastic sheeting, Tyvek fabric

•gloves, dust masks, overalls

•torches (which can stand upright)

•brushes, vacuum cleaner

•plastic trays, collapsible plastic boxes, string or cotton tape

•a disposable camera, a paper pad and B or HB pencils, Tyvek for labels

Do people have facilities you could use?

You never know till you ask.

Is there a first-aider nearby?

Other Help• There is a page of useful tips on dealing with

the aftermath at the end of the template.

• There is an adviceline run by the Museum Documentation Association at 0845 838 4000 http://www.collectionslink.org.uk

• The Conservation Development Officer has a list of conservators in the region.

• There is a Register of some conservators at http://www.conservationregister.com

Now what do we do ?

Once you’ve written your plan, please don’t leave it on the shelf.

Make sure everyone knows the plan.

Have a dry run.

Keep it updated !

Planning for Afterwards

What you learned will be very valuable to you and to other museums. Please keep a record.

Is there anything you would change in the Plan?

Staff will need to recover too.

Thank YouI hope it’s been helpful.

Produced by Helena Jaeschke, Conservation Development Officer (Devon and borders) in association with the Devon Museums Group

01392 665951 helena.jaeschke@exeter.gov.uk