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Resource Library for Pocket Response Resource (PRR)

dPlanArtsReadyLogoArtsReady and dPlan are pleased to offer this curated and annotated library of free emergency-planning resources. Click the topic categories to begin your exploration. Have more emergency planning questions? Contact NEDCC or NCAPER staff.

TOPIC CATEGORIES
 

1. Current Topics  6. Programs
2. People  7. Finance
3. Facilities   8. Collections and Assets 
4. IT  9. Community
5. Communication  10. Training/Drills

 

1. Current Topics

1-1 Considerations for Events and Gatherings  (U.S. Centers for Disease Control and Prevention)

As some communities in the United States begin to plan and hold events and gatherings, the CDC offers these considerations for enhancing protection of individuals and communities and preventing spread of coronavirus disease 2019 (COVID-19). Event planners and officials can determine, in collaboration with state and local health officials, whether and how to implement these considerations, making adjustments to meet the unique needs and circumstances of the local community. 

1-2 Reopening Archives, Libraries and Museums (REALM) Information Hub (OCLC)

As libraries and museums around the country begin to resume operations and reopen facilities to the public, there is need for clear information to support the handling of core museum, library, and archival materials. The REALM project is conducting research on how long the COVID-19 virus survives on materials that are prevalent in libraries, archives, and museums. The project draws upon the research to produce authoritative, science-based information on how—or if— materials can be handled to mitigate exposure to staff and visitors.

2. People

2-1 Emergency Succession Plan (Executive Transitions)

An emergency succession plan covers the sudden and unexpected absences of your executive director(s). This four-page sample plan emphasizes identifying the key leadership functions carried by the executive, identifying the agency managers best qualified to step in, and prescribing the cross-training necessary to prepare the back-up managers.

2-2 Recovering Emotionally (Red Cross)

Disasters are upsetting experiences for everyone involved. This webpage describes common reactions to disasters and contains tips for facilitating emotional recovery. Multi-lingual PDFs are available for download with advice for self-care and children’s recovery.

3. Facilities

3-1 Safety Walkthrough Checklist   (Foundation for Advancement in Conservation)

Take this 12-page checklist with you as you walk through your facility(ies) so that you can identify safety risks in the areas of grounds, building interior and exterior, first responder access, insurance, staff training, storage and exhibition/production areas, fire safety, water hazards, and housekeeping. Includes a separate section on safety concerns during construction and renovation projects.

3-2 Active Shooter: How to Respond   (U.S. Department of Homeland Security)

This 13-page booklet includes information on how to respond when there is an active shooter in your vicinity, how to respond when law enforcement arrives, and guidance for training and preparing staff.

4. IT

4-1 IT Continuity Plan Worksheet  (TechSoup) 

This 12-page document provides a risk assessment for your IT systems and several worksheets for the procedural and vendor information that you need to maintain continuity of your IT operations.

4-2 How to Develop an Effective IT Disaster Recovery Plan  (Acronis) 

This 11-page booklet provides guidance on working within your organization to create an IT disaster plan. It includes a description of all parts of the plan and a list of common mistakes.

5. Communication

5-1 Emergency Communication Checklist  (preparemybusiness.org)  

This 2-page checklist clearly documents the information you need to gather for your crisis communications plan.

5-2 Crisis Communication Plan (ready.gov)

Messaging is important in an emergency situation. This webpage details the audiences with which you may need to communicate, how to provide the information each audience needs, the ways in which different responding departments and agencies interact, and the resources you will need for crisis communication.

6. Programs

6-1 Know Your Operations (disastersafety.org / IBHS) 

The show must go on! This 2-page worksheet guides you through an analysis of a program or business function so that you can document how it is done and any emergency workaround methods. Duplicate the worksheet for each program or business function.

6-2 Business Continuity Resource Requirements (ready.gov) 

A 1-page worksheet where you can document the resources you will need within the first 24 hours, 72 hours, and 1 week following a disaster.

6-3 Events and Gatherings: Readiness and Planning Tool (U.S. Centers for Disease Control) 

This 9-page tool was developed during the spread of COVID-19 but can be applied during flu season or emergency situations. Use the checklists to promote healthy behaviors, environments, and operations; to plan for if someone gets sick; and to monitor and maintain healthy behaviors on the day of the event. Includes hyperlinks to other resources.

7. Finance

7-1 Know Your Finances (disastersafety.org / IBHS) 

This 2-page worksheet guides you to document your needs and resources for cash, credit, overtime, and accounting, banking, and payroll services.

7-2 Loss of Income Calculator (Performing Arts Readiness)

Business interruption is among the most common challenges faced by performing arts organizations during and after disasters of all kinds. Use the sliders on this webpage to calculate the estimated loss of income your organization could suffer if an emergency or disaster impacts your ticketed events.

8. Collections and Assets

8-1 Salvage at a Glance  (Connecting to Collections)

This chart provides concise instructions for salvaging wet collections. It includes books, documents, photographs, audiovisual materials, paintings, textiles, organic materials (e.g. wood, leather, basketry), inorganic materials (e.g. metal, ceramics, stone, glass), biological and geological specimens, and fossils.

8-2 A Guide to Risk Management of Cultural Heritage (ICCROM) 

Using illustrative photographs and engaging graphics, this 118-page guide introduces risk management concepts as they apply to cultural heritage institutions. The authors explain the ABC method of risk analysis, suggest ways to mitigate risks, and describe a cycle of review and improvement.

9. Community

9-1 Mutual Aid Overview and Examples (Zoo Animal Health Network)

This 6-page document clearly explains Memoranda of Understanding and Mutual Aid Agreements and details the information that you should include in yours. Hyperlinks are included to four example agreements as well as to additional information for zoological institutions.

9-2 Mutual Aid Agreement: Sample Template (FEMA) 

This 5-page template is designed for two municipalities or jurisdictions that wish to enter into a mutual aid agreement; however, it can be adapted or used as a guide by cultural heritage and performing arts organizations.

10. Training/Drills

10-1 The Emergency Response Team (NEDCC) 

Your emergency response team will coordinate first response to an emergency. Because your team may or may not reflect the organizational hierarchy, it is important to review this 2-page document to become familiar with the team roles that you may need.

10-2 Working with Emergency Responders   (Foundation for Advancement in Conservation) 

In any major emergency, you will be working with local emergency responders to save and secure your institution. If you have a good relationship with your local emergency responders and know how their systems and practices work, you can help them keep your staff and collections safe. This 5-page booklet concisely describes how to work with emergency responders before, during, and after an emergency.

10-3 Pocket Response Resource Instructions and Template (dPlan/ArtsReady 2.0)

This 1-page, front-and-back emergency resource can be tucked in your pocket or stored on your device for immediate access to emergency contact information and emergency response actions. While the PRR was primarily envisioned for performing arts organizations, it also responds to the operations of other types of arts organizations, collecting institutions, museums, archives, and libraries.