Emergency

Florida Court Clerks and Comptrollers - New Clerk AcademyPresented by Frank Roberts, Chris WebbDecember 2018

Managementand

Disaster Recovery

Emergency ManagementYour Mission!!!

• To provide for the safety of citizens & staff

• Ensure training and planning are a priority at all levels within your organization

• Identify your critical items and infrastructure

Emergency ManagementYour Mission!!!

• Plan for events or incidents /prepare for recovery

• Mitigate damage to critical infrastructure and get office open again

• Understand the importance of emergency planning, Continuity of Operations and certify that plans are understood

Session Objectives• Explain basic fundamentals of Emergency Management

• Provide an understanding of the Comprehensive Emergency Management Plan (CEMP) key components

• Explain the importance of the pre-event/incident activities

• Provide resources for the future

• Talk through a variety of event/incident scenarios

• Identify why relationship building is one of the most important parts of Emergency Management

Emergency Management

Emergency Management is the managerial function charged with creating a framework within which communities reduce vulnerability to hazards and respond to and recover from planned events or incidents.

Understanding Your RoleEmergency Management

What is the Clerk’s role in…• Local government - incident command?• Immediately within the Clerk’s office?• Community partners and stakeholders?

Ensure you are part of the Emergency Operations Center (E.O.C.) Policy Group and have your voice heard

Disasters HappenThey can be small and straightforward to deal with…

…or a full-blown catastrophe.

We can’t always avoid disasters, but through diligent planning and preparation we can minimize downtime and data loss.

Phases - PreparednessEmergency access & evacuation routesEmergency team training & Table TopsEmergency response equipment/back-up locations Involve staff at every level during this process

HAZARD ANALYSIS

Environmental Disasters ED-1: Tornado ED-2: Hurricane ED-3: Flood ED-4: LightningED-5: SinkholesED-6: Radiological DisasterED-7: Non-Prescribed Mining BlastsED-8: Drought ED-9: Electrical stormsED-10: FireED-11: Freezing ConditionsED-12: Contamination and

Environmental HazardsED-13: Coastal Flooding

National Security EmergenciesNSE-1: Electro-magnetic PulseNSE-2: Political AssassinationNSE-3: Nuclear DetonationNSE-4: Fuel ShortageNSE-5: Power ShortageNSE-6: Public transportation disruption

(Cross-Country Buses, Airports/Airplanes, Trains, etc.)

NSE-7: Health and Safety Regulations NSE-8: Acts of TerrorismNSE-9: Acts of warNSE-10: EarthquakeNSE-11: EpidemicNSE-12: Pandemic

Localized Emergency Situations LES-1: Workplace violence LES-2: Public transportation

disruption LES-3: Neighborhood hazard LES-4: Employee morale LES-5: Mergers and acquisitions LES-6: Legal problemsLES-7: Bomb ThreatLES-8: ExplosivesLES-9: Hostage SituationLES-10: ArsonLES-11: Labor DisputesLES-12: Localized sabotage

System or Equipment Failure SEF-1: Building Power Distribution

FailureSEF-2: Air conditioning failure SEF-3: Production line failure SEF-4: Equipment failure (excluding

IT hardware)

Loss of Utilities and Services LUS-1: Electrical power failure LUS-2: Loss of gas supply LUS-3: Loss of water supply LUS-4: Petroleum and oil shortage LUS-5: Communications services

breakdown LUS-6: Loss of drainage / waste removal

Critical Cyber Incidents CYBR-1: Website hackedCYBR-2: Network hackedCYBR-3: Loss of records or data CYBR-4: Disclosure of sensitive

information CYBR-5: IT system failureCYBR-6: IT back-up system failure

Hazard Analysis Risk Assessment Matrix

Hazard Risk Assessment Matrix

Slightly Harmful Harmful Extremly Harmful

Hig

h Low Liklihood & High Impact

ED-11, NSE-1, NSE-2, NSE-3, NSE-10 & LUS-3

Moderate Liklihood & High Impact

ED-6, NSE-8 & NSE-9

High Liklihood & Impact

ED-2, ED-3, ED-4 & ED-13

Mod

erat

e

Low Liklihood & Moderate Impact

SEF-2, SEF-4 & LES-2

Moderate Liklihood & Impact

ED-8, ED-12, SEF-1, LUS-1, LUS-4, LUS-5, LES-1, LES-4, LES-6, LES-7, LES-8, LES-9, LES-12, CYBR-1 & CYBR-5

High Liklihood & ModerateImpact

ED-1, ED-9, NSE-4, NSE-5, NSE-11, NSE-12, LUS-6, LES-10 & CYBR-2

Low

Low Liklihood & Impact

ED-7, SEF-3, NSE-6 & CYBR-6

Moderate Risk

ED-5, ED-, NSE-7, LUS-2, LES-4 & LES-11

High Impact

ED-10, LES-5, CYBR-3 & CYBR-4

Low Moderate High

Vulnerability to the Clerk's Operations

Likelihood of Occurrence

Im

pact

Natural Disasters in Florida

“Man-Made” Disasters in Florida

Emergency Planning Ideals

• Communication is one of the key issues during any emergency, pre-planning of communications is critical

• Consequently, miscommunication can easily result in emergency events escalating unnecessarily

Implementation IdealsEmergency Management

Training, Coordination and Relationships are keys to Preparedness, Response and Recovery

Have Deputy Clerks and Senior Staff extensively trained in their roles, and prepared for disaster response through simulated disaster situations along with partner organizations?

Continuity of Government

• Lines of Succession

KEY ELEMENTS

• Essential Records and Systems

• Essential Functions and Services

Continuity of Operations

Continuity of Operations

• Communication

KEY ELEMENTS

• Documented Plans and Procedures

• Alternate Facilities

Continuity of OperationsKEY ELEMENTS

• Training, Testing, Exercises (T, T & E’s)

• Devolution

• Reconstitution

Continuity of Operations

• IT Contingency Plans

PLANS and PROCEDURES

• Cyber Incident Response Plan

• Continuity of Operations Plan (COOP)

Phases - Mitigation

Establish objectives

Risk Assessment

Risk prevention & mitigation

Organizational Infrastructure

Phases - Response

Immediate damage assessment Immediate protection of damaged items Rescue, relief, and salvage

Phases - ResponseThe Citrus County Clerk's Office has the ability to continue critical operations within 72 hours should a disaster disable the primary systems.

Organizational infrastructure Server Redundancy Techniques Data is “mirrored” to a local hurricane hardened

Government facility Data is stored in other locations both in and outside

of the state

Phases - Recovery Record damages and losses Apply for assistance as needed Resume operations as quickly as possible Revise emergency management plan as needed

Caring for Team ClerkPriorities:Are You Ready? guideEmergency Desk ReferenceManager’s Handbook: Handling Traumatic Events

Hold in house All Hazard EXPO!Partner with other agencies

Education and Training Emergency Management as part of New Employee orientationAnnual Staff training

Resources#1: Your Local Emergency Management Office! #2: Other Clerk’s offices & the FCCCWeb Sites: Floridadisaster.org training.fema.gov training.fema.gov/is/ Redcross.org Ready.gov

Scenarios

There’s a flood….

…. In the records room

7

An employee finds a USB drive in the parking lot and plugs it into their computer.

A deputy clerk pulls a traffic ticket payment out of an envelope, and white powder comes out.

An email phishing scheme allowed access to your financial system database and PII data was accessed.

Emergency Management

Questions?