Setting Up an Emergency Operation Center (EOC)
In times of crisis or business disruption, organized teams respond according to pre-defined plans. Assistance may be sought from public emergency services, contractors, and other resources. Handling inquiries from various stakeholders, such as the media, community, employees, and officials, can be overwhelming. To manage these activities and resources efficiently, businesses should implement an incident management system (IMS).
The National Incident Management System (NIMS), developed by FEMA, incorporates the Incident Command System (ICS). NIMS is the standard framework adopted by all U.S. public agencies for managing both planned events and emergency situations.
During an incident, while onsite activities like firefighting and damage assessment are in progress, additional support in terms of incident stabilization, business continuity, or crisis communication is coordinated from an emergency operations center (EOC). The EOC, which can be a designated physical location or a virtual setup, serves as the hub for orchestrating incident management activities.
Utilizing the Incident Command System and EOC
Businesses can leverage ICS to collaborate with public agencies during emergencies. It is crucial for private sector businesses to understand ICS’s fundamental concepts and coordinate their emergency planning with local public emergency services. The application of ICS in a business varies with its size and complexity, where roles and functions might be distributed across several individuals or handled by a few wearing multiple hats.
The Emergency Operations Center (EOC)
An EOC is essential in managing significant incidents that lead to considerable property damage, potential or actual business disruptions, or other impactful events. It can be a physical space, like a conference room, or a virtual platform, such as a teleconference call, set up to support emergency response and business continuity.
The EOC brings together decision-makers, provides them with the latest information, and facilitates better decision-making. A primary EOC is typically established at the main business facility, while a secondary EOC should be available at another company location, a temporary site, or via a virtual meeting platform.
Developing an Emergency Operations Center Plan
To create an effective EOC plan, several steps, as outlined by FEMA, should be considered:
- Define the EOC’s purpose and functions during emergencies or disasters.
- Establish the criteria for activating a primary and/or alternate EOC and who makes this decision.
- Identify likely primary and alternate EOC sites.
- Outline the process for activating the EOC.
- Determine who will lead the EOC.
- Specify the staff and equipment required for the EOC, including roles like first response liaisons and support agencies.
- Plan for information exchange between the incident site, external agencies, and the EOC, including communication with neighboring and state EOCs.
- Prepare for managing prolonged emergency responses, including staffing, shift changes, and logistical needs.
- Establish protocols for briefing senior officials not present in the EOC and authorizing emergency actions.
Emergency Operations Center Design Standards
FEMA highlights that EOC design criteria should be based on the types of disasters likely to occur in a community. A hazard vulnerability analysis provides a foundation for determining the worst-case scenarios for EOC location and design.
According to FEMA, the design criteria for an EOC vary widely based on “the types of disasters that could occur in any given community.”
A hazard vulnerability analysis, which identifies the risks that are most likely to happen to a given community, “provides a good basis for determining the ‘worst-case scenario’ in locating and designing the EOC,” according to FEMA.
“The most critical consideration is the ability of the EOC to survive any emergency or disaster with continuous operations,” FEMA states. “Protection should be an integral part of planning, building or modifying, and equipping the EOC. Securing the building and its staff against a wide variety of conditions will require close examination of its basic location (outside immediate hazard areas); structural integrity (ability to withstand storms, terrorist assault, etc.); and security.
FEMA emphasizes the importance of EOC survivability and continuous operation during emergencies. Considerations include location, structural integrity, and security measures. All EOCs must adhere to the Americans with Disabilities Act and Section 508 of the Rehabilitation Act.
Designing emergency operations centers with local community needs is vital for effective public safety response. EOCs are important in managing crises, ensuring coordinated and efficient handling of emergencies.
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