Incident Management Plan Risk Assessment Reports

While typically a function of the crisis response team (CRT), an IMP risk assessment report can in some instances be useful for the incident response team (IRT) to indicate how a crisis event may impact the company from a grassroots perspective, as well as any recommendations on how both the IRT and CRT should counter or mitigate these risks. This will feed immediate concerns and information from the source of the event in order to supplement the data response materials forwarded during the initial stages of a crisis. A basic IMP risk assessment of how the event may affect the company can prove useful to support risk mitigation at all levels in the early stages of an emergency.

The IMP risk assessment should not be confused with the responsibilities of the crisis response team and specialist responders, who should conduct more comprehensive risk assessments and evaluations during and following the crisis. The IMP risk assessment is a tool designed to provide an immediate and local perspective of the problems and impacts likely to occur that might fall outside of normal reporting formats within the IMP. The following provides an example of a simple IMP risk assessment report:

IMP Risk Assessment Report Incident Management Data Call

Forest Fires and Brush Fires Incident Management

Incident Management Guidelines

Forest fires or wildfires are very common in many places around the world. Forested areas are particularly susceptible to wildfires, especially where climates are sufficiently moist to allow the growth of trees, but feature extended dry or hot periods. Forest fires are particularly prevalent in the summer and fall, as well as during droughts when fallen branches, leaves, and other material can dry out and become highly flammable. Wildfires are also common in grasslands and scrublands and are most severe on days with strong winds, which help increase the tempo and intensity of fires. Forest fires present significant risks to urban areas bordering forested or grassland areas, as well as to facilities and travelers caught in the fire's path.

In the event of a wildfire incident occurring, the following points should be addressed:

✓ Action Points

1. Stand up the Incident Management and Crisis Response Teams using the SAD CHALETS system.
2. Prior to a forest or bush fire occurring, managers should:
   • Consult with the local fire department regarding the measures required to make the facility more fire resistant.
   • Check for and remove fire hazards in and around the facility such as dried‐out branches, leaves, and debris.
   • Develop fire response plans, and rehearse these with personnel and local authorities.
   • Learn fire safety techniques and teach them to employees.
   • Make sure every floor and all working areas have smoke detectors.
3. During a forest fire event, the local or incident response manager should undertake the following simple activities:
   • Monitor local radio stations in order to understand where the fire is located, and which areas are vulnerable to the downwind effects, in terms of both smoke hazards as well as the direction in which the fire is moving.
   • Prepare personnel to evacuate along prescribed escape routes, once the location and direction of travel is known.
   • Remove all external furniture, tarps, and other combustible material from the facility exterior; these present a flammable hazard for jumping fire threats.
   • Close all doors in the facility, shut off gas valves and pilot lights, and remove flammable drapes, curtains, awnings, or other window coverings.
   • Keep lights on to aid visibility in case smoke fills the facility.
   • If sufficient water is available, turn sprinklers on to wet the roof and any waterproof valuables to reduce the risks of ignition.
   • Limit the time spent outdoors until conditions improve to avoid breathing in harmful smoke.
   • Turn off air exchange units that bring air in from the outside if they are worsening indoor air quality.
4. Provide an IMP Risk Assessment Report as soon as possible.

Key People to Call (see the IMP Communications Plan)

Group	Yes/No	Group	Yes/No
• Medical organization		• Organic QRF
• Military interface		• Crisis response team
• Embassy or consulate		• Security provider (vendor)
• Police, fire, or ambulance		• Other groups

Landslides Incident Management

Incident Management Guidelines

A landslide is a phenomenon that includes a wide range of ground movement, such as rockfalls, deep failure of slopes, and shallow debris flows. Landslides may also follow heavy rains or earthquakes. Changes to the landscape may indicate an imminent landslide, such as changing patterns of storm‐water drainage on slopes (especially the places where runoff water converges) and land movement. Small slides and flows may occur as a precursor to larger earth movements. Doors or windows stick or may also jam for the first time; new cracks may appear in plaster, tile, brick, foundations, outside walls, or walkways; stairs may begin to pull away from buildings. In addition, slowly developing and widening cracks appear on the ground, or on paved areas such as streets or driveways. Underground utility lines may break, and bulging may appear at the base of a slope. Water may also break through the ground surface in new locations; fences, retaining walls, utility poles, or trees may tilt or move; and a faint rumbling sound that increases in volume may be noticeable as the landslide event approaches. The ground may start to shift in the direction of the slope, and unusual sounds such as trees cracking and boulders striking together may indicate moving debris.

In the event of a landslide incident occurring, the following points should be addressed:

✓ Action Points

1. Stand up the Incident Management and Crisis Response Teams using the SAD CHALETS system.
2. Personnel should be advised to avoid steep slopes, especially close to mountain edges, near drainage ways, or in natural erosion valleys.
3. During a landslide warning, personnel should be advised to stay alert and awake, since many debris flow fatalities occur when people are sleeping.
4. If project staff are in areas susceptible to landslides and debris flows, consideration should be given to departing the area as the first indicators of a possible landslide occur.
5. After a landslide, personnel should stay away from the slide area, following directions from local news or television stations.
6. Additional hazards include flooding, damaged roadways, and damaged public utilities, such as broken gas pipes.
7. Managers should check the building foundations, chimney, and surrounding land for damage, as structural damage may pose additional postevent hazards.
8. Personnel should be mustered, and missing staff must be accounted for.
9. Other elements of the IMP should be instigated as appropriate.
10. Provide an IMP Risk Assessment Report as soon as possible.

Key People to Call (see the IMP Communications Plan)

Group	Yes/No	Group	Yes/No
• Medical organization		• Organic QRF
• Military interface		• Crisis response team
• Embassy or consulate		• Security provider (vendor)
• Police, fire, or ambulance		• Other groups

Sandstorms Incident Management

Incident Management Guidelines

Sandstorms are recognizable as large clouds traveling over the ground, occurring frequently in most deserts. Some sandstorms occur for only a matter of hours, whereas some, like the Seistan desert wind in Iran and Afghanistan, blow constantly for up to four months. The IMP provides guidelines for project staff operating in such regions in order to allow them to protect themselves during a sandstorm, as well as protect their facilities and valuable or vulnerable resources.

In the event of a sandstorm incident occurring, the following points should be addressed:

✓ Action Points

1. Stand up the Incident Management Team using the SAD CHALETS system. The Crisis Response Team should be alerted only if the event is likely to result in threats to personnel or significant disruptions to operations.
2. The location, direction, and speed of traveling sandstorms should be determined in order to evaluate which areas will most likely be affected.
3. Prior to a sandstorm occurring, windows, vents, and skylights should be closed to prevent dust from entering facilities.
4. Vehicles should be turned off (unless especially prepared) to avoid damaging their engines.
5. If personnel are required to operate outside, they should be advised to lubricate their nostrils with petroleum jelly (if available) to prevent the mucus membranes from drying out.
6. Personnel should be instructed to tie cloths over their noses and mouths and to wear goggles to protect their vision when exposed to the sandstorm.
7. Personnel should also be instructed to remove contact lenses, tuck in clothes (tops into pants, pants into socks) to prevent burns from the sand, and wear long sleeves and trousers.
8. Visibility may become extremely limited, and groups working outdoors should be attached together by ropes to prevent personnel from become disorientated and lost.
9. Personnel should be mustered within a defined space and missing persons accounted for.
10. Other elements of the IMP should be implemented as appropriate.
11. Provide an IMP Risk Assessment Report as soon as possible.

Key People to Call (see the IMP Communications Plan)

Group	Yes/No	Group	Yes/No
• Medical organization		• Organic QRF
• Military interface		• Crisis response team
• Embassy or consulate		• Security provider (vendor)
• Police, fire, or ambulance		• Other groups

Volcanoes Incident Management

Incident Management Guidelines

A volcano is a mountain that opens downward to a reservoir of molten rock below the surface of the earth. When pressure from gases within the molten rock becomes too great, an eruption occurs. Eruptions can be quiet or explosive; there may be lava flows, flattened landscapes, poisonous gases, and flying rock and ash. Because of their intense heat, lava flows create significant fire hazards and can destroy all structures in their paths. Ash flows can occur on all sides of a volcano, and ash debris can fall hundreds of miles downwind of the volcano. Dangerous mudflows and floods can occur in valleys leading away from volcanoes, striking with little warning. The common risks that accompany volcanic eruptions include earthquakes and tsunamis, mudflows and flash floods, landslides and rockfalls, and ashfall and acid rain.

In the event of a volcanic eruption occurring, the following points should be addressed:

✓ Action Points

1. Stand up the Incident Management and Crisis Response Teams using the SAD CHALETS system.
2. During a volcanic eruption, personnel should leave the affected area using an established evacuation plan (if advised by authorities), avoiding downwind areas and river valleys downstream of the volcano.
3. If caught indoors, personnel should close all windows, doors, and dampers; put all machinery inside a garage or barn; and bring all animals and livestock into closed shelters.
4. If personnel are outdoors, they should seek shelter indoors as quickly as possible.
5. If subjected to ashfall, personnel should seek protection by wearing long‐sleeved shirts and long pants, goggles to protect vision, and a damp cloth to assist with breathing.
6. Following a volcanic eruption, personnel should stay out of an affected area, as the effects of a volcanic eruption can be experienced many miles from the main event, including mudflows, flash flooding, forest fires, and high‐temperature ash flows.
7. When safe to do so, roofs should be cleared of ash as it can result in structural collapse.
8. Monitoring of radio stations will provide guidance as to the situation, any advisory alerts and instructions, and any governmental response measures.
9. Personnel should avoid areas susceptible to channeling floodwaters, as dangerous mudflows and floods can occur in valleys leading away from volcanoes, striking with little warning.
10. Other aspects of the IMP should be instigated where required.
11. Provide an IMP Risk Assessment Report as soon as possible.

Key People to Call (see the IMP Communications Plan)

Group	Yes/No	Group	Yes/No
• Medical organization		• Organic QRF
• Military interface		• Crisis response team
• Embassy or consulate		• Security provider (vendor)
• Police, fire, or ambulance		• Other groups

Hurricanes and Tornadoes Incident Management

Incident Management Guidelines

A hurricane is a type of tropical cyclone, which is a generic term for a low‐pressure system that generally forms in the tropics. It is defined as an intense tropical weather system of strong thunderstorms with a well‐defined surface circulation and maximum sustained winds of 74 miles per hour (119 km/h) or greater. Tropical storms can also produce significant damage and loss of life, typically due to flooding. A tornado is a violently rotating column of air that is in contact with both a cloud base and the surface on the earth. Tornadoes come in many sizes, but are typically in the form of a visible condensation funnel, whose narrow end touches the earth and is often encircled by a cloud of debris. Most tornadoes have wind speeds of 110 miles per hour (177 km/h), are approximately 250 feet (75 m) across, and travel a few miles before dissipating.

In the event of a hurricane or tornado incident occurring, the following points should be addressed:

✓ Action Points

1. Stand up the Incident Management and Crisis Response Teams using the SAD CHALETS system.
2. Determine the location, direction, and speed of travel of the storm to evaluate which areas are most susceptible to risk (although changes in direction can occur).
3. If time permits, facilities should seek to board up windows as an emergency solution if storm windows or shutters have not been fitted.
4. Personnel should be moved to a nominated safe room with stocks of emergency stores: water, nonperishable food and medications, and lighting. Or personnel should move to a safe area, such as an interior office, or a closet or bathroom on the lower level of the facility.
5. Personnel should avoid windows, skylights, and glass doors, as debris and strong winds may shatter such structures.
6. Personnel should not leave a safe location when in the eye of a hurricane, but must wait until the storm has passed over; since there will be a short period of calm, followed by a rapid increase in wind speed from the opposite direction.
7. In case of flooding, electricity should be turned off at the main circuit breaker. If the facility loses power, major appliances, such as the air conditioner and water heaters, should be turned off to reduce damage.
8. Personnel should be advised not to touch fallen or low‐hanging wires, and to stay away from puddles with wires in or near them if leaving buildings.
9. Monitoring of radio stations will provide information as to the storm's passage, as well as emergency response measures being taken.
10. Other aspects of the IMP should be carried out as appropriate (regarding flooding, landslides, pandemics, etc.).
11. Provide an IMP Risk Assessment Report or status report as soon as possible.

Key People to Call (see the IMP Communications Plan)

Group	Yes/No	Group	Yes/No
• Medical organization		• Organic QRF
• Military interface		• Crisis response team
• Embassy or consulate		• Security provider (vendor)
• Police, fire, or ambulance		• Other groups

Pandemics Incident Management

Incident Management Guidelines

A disease outbreak or pandemic is the occurrence of incidences of disease in excess of what would normally be expected within a defined community, geographical area, or season. An outbreak may occur in a restricted geographical area, or may extend over several countries. The risk period may be short, lasting several days or weeks, or may be protracted, lasting months or years. A single case of a communicable disease long absent from a population or caused by an agent (e.g., bacterium or virus) not previously recognized in that community or area or the emergence of a previously unknown disease may also constitute an outbreak and should be reported and investigated.

In the event of such an incident occurring, the following points should be addressed:

✓ Action Points

1. Stand up the Incident Management and Crisis Response Teams using the SAD CHALETS system.
2. Determine the affected area and nature of the pandemic: Are project staff or operations within or near an affected area? Have personnel just returned from the affected area?
3. Determine the response actions being taken by government or other groups: Are they effective?
4. Determine whether anyone within the company has been infected.
5. Evaluate whether it is safer to evacuate personnel or to remain in place.
6. How long will local authorities permit people to leave the area?
7. Can the local authorities manage the situation? Do they have the capacity and expertise?
8. Are there sufficient resources to remain in place, notably food and water?
9. Can vaccines and medicines be mobilized to support the management of the pandemic?
10. Are there other threats that might result from the pandemic: civil disorder, utility disruptions, and interruption of essential material deliveries?
11. Should the local workforce be sent home? What instructions of support can be offered?
12. Evaluate what resources are required to move project staff to a safe location.
13. Implement other aspects of the IMP as required.
14. Provide an IMP Risk Assessment Report as soon as possible.

Key People to Call (see the IMP Communications Plan)

Group	Yes/No	Group	Yes/No
• Medical organization		• Organic QRF
• Military interface		• Crisis response team
• Embassy or consulate		• Security provider (vendor)
• Police, fire, or ambulance		• Other groups

Earthquakes Incident Management

Incident Management Guidelines

Earthquakes are caused by tectonic plate movements that make the ground shift or vibrate, resulting in structural damage that can cause fires, gas leaks, collapsed buildings, flooding due to ruptured pipes, damage to bridges and other structures, and the shattering of fragile structures. Earthquakes can consist of a sequence of foreshocks and aftershocks. Commonly, public utilities and communications are disrupted by severe earthquakes, as are emergency services.

In the event of an earthquake incident occurring, the following points should be addressed:

✓ Action Points

1. Stand up the Incident Management and Crisis Response Teams using the SAD CHALETS system.
2. Move personnel to a prearranged safe location. If no such facility is available, personnel should seek refuge under sturdy tables or door frames.
3. Where possible, gas supplies should be turned off and open flames should be quenched.
4. When warned of an earthquake potentially occurring, personnel should seek to secure all loose possessions, especially large, heavy, and breakable items.
5. During the earthquake, personnel should drop to the ground and take cover until the shaking stops, covering their heads with their arms, and positioned away from glass, windows, outside doors, and walls.
6. If outdoors, personnel should be advised to stay outside and move away from buildings, streetlights, and utility wires until the shaking ceases.
7. If in a moving vehicle at the time of the earthquake, personnel should stop as quickly as safety permits and remain in the vehicle. Vehicles should avoid stopping near buildings or under trees, overpasses, and utility wires.
8. After an earthquake, aftershocks may occur, as well as secondary hazards such as fires, floods, explosions, or tsunamis. Personnel should be aware that gas leaks might result in fires.
9. Personnel trapped within collapsed buildings should not light a match or move about and disturb any dust or debris; rather, they should cover their mouths with handkerchiefs or clothing and tap on a pipe to assist rescuers in locating them.
10. Account for missing staff, manage injuries, and report as per other IMP instructions.
11. Other elements of the IMP should be instigated as appropriate.
12. Provide an IMP Risk Assessment Report as soon as possible.

Key People to Call (see the IMP Communications Plan)

Group	Yes/No	Group	Yes/No
• Medical organization		• Organic QRF
• Military interface		• Crisis response team
• Embassy or consulate		• Security provider (vendor)
• Police, fire, or ambulance		• Other groups

Floods and Tidal Waves Incident Management

Incident Management Guidelines

Flood effects may be limited to a local event, affecting an individual community in low‐lying areas or adjacent to a river, or may be widespread, affecting entire river basins. Floods may occur within a matter of minutes (flash floods), or may develop slowly over a period of days. Flash floods often have a dangerous wall of water that carries rocks, mud, and other debris and can sweep away buildings, vehicles, and other structures in its path, occurring with little sign of the rainfall that initiated the event. Tsunamis, also known as seismic sea waves or tidal waves, result from a series of enormous waves created by an underwater disturbance such as an earthquake, landslide, or volcanic eruption, and occur with little if any warning. A tsunami can move hundreds of miles per hour in the open ocean and strike land with waves as high as 100 feet (or more).

In the event of a flood or tidal wave incident occurring, the following points should be addressed:

✓ Action Points

1. Stand up the Incident Management and Crisis Response Teams using the SAD CHALETS system.
2. Determine the location of the risk, as well as the direction and the speed of the water's travel in order to evaluate the likely affected risk area.
3. Move personnel to high ground if possible. If remaining in buildings, utilities should be switched off and materials moved to the higher levels.
4. Centralize food, water, and other essential stores in an area that is protected from floodwater. Fill up bathtubs and containers with water at the start of a flood. Expect to be self‐reliant for several days.
5. Avoid areas that might channel floodwaters (e.g., low‐lying ground, wadis, riverbeds, valleys, etc.).
6. If time permits, use water barriers (e.g., sandbags, etc.) to seal doorjambs, cracks, windows, and the like to stop or slow water entering facilities.
7. Place indicators for emergency responders that personnel are trapped in buildings by using sheets, paint, and so on, stating numbers, casualties, and any support needed.
8. Monitor radio stations to track the event and its possible effects.
9. Avoid walking through moving water, as it can sweep personnel off their feet and disguise hidden hazards.
10. Avoid moving through flooded regions due to contamination and health hazards.
11. Do not drive through a flooded area, as it will disguise holes and hazards, and two feet of moving water can sweep vehicles downstream.
12. Drink only bottled or stored water; utilities may have been contaminated.
13. Be aware of secondary hazards: Pipelines (gas, water, sewer) may have been ruptured, power cables may have electrified water, and crime and health hazards may increase.
14. Implement other aspects of the IMP as appropriate.
15. Provide an IMP Risk Assessment Report as soon as possible.

Key People to Call (see the IMP Communications Plan)

Group	Yes/No	Group	Yes/No
• Medical organization		• Organic QRF
• Military interface		• Crisis response team
• Embassy or consulate		• Security provider (vendor)
• Police, fire, or ambulance		• Other groups

Small Arms Fire Incident Management

Incident Management Guidelines

Small arms fire is the use of rifles or handguns against a target, whether a person, vehicle, or structure, presenting a personal and psychological risk to employees, as well as secondary hazards if fired within areas with highly combustible materials. The caliber and velocity of the round as well as its composition and nature will determine the level of damage this form of threat may pose to personnel or facilities. Typically smaller‐caliber rounds will not penetrate commercial vehicle armoring, although explosive or armor‐piercing rounds will. In addition, munitions can pose an indirect threat if fired indiscriminately, or can create secondary hazards if they ignite explosive or flammable materials. Small arms fire can also present a risk in countries when the firing of weapons is associated with demonstrations or festivals, as rounds may land with sufficient force to cause injuries.

In the event of a small arms fire incident occurring, the following points should be addressed:

✓ Action Points

1. Stand up the Incident Management and Crisis Response Teams using the SAD CHALETS system.
2. Determine whether a hostile activity is under way:
   • Directly targeting individuals or facilities.
   • Indirect gunfire within a broad zone.
   • Celebratory gunfire from festivals.
3. Determine whether the gunfire is effective—is it hitting the intended targets, or is it indiscriminate?
4. Move personnel to safe areas or havens if permissible.
5. Initiate security response groups if appropriate.
6. Secure the facility; close all access points and lock buildings.
7. Inform all employees: Instruct them where the threat is and direct them to safety.
8. Alert external response groups to intercede: military, police, and commercial QRFs.
9. Implement other aspects of the IMP as appropriate.
10. Provide an IMP Risk Assessment Report as soon as possible.

Key People to Call (see the IMP Communications Plan)

Group	Yes/No	Group	Yes/No
• Medical organization		• Organic QRF
• Military interface		• Crisis response team
• Embassy or consulate		• Security provider (vendor)
• Police, fire, or ambulance		• Other groups