Biknr Sfnfe Oisasfer Mnnn7emenf Aufhorifj
(Disaster Management Depaftment, Govt. of Bihar)
E
"Prepare Your Plan Today, Tomorrow Muy Be Too Late"
Name of the Departm ent/ Or gani sation:
Address:
Contents
Contents
Foreword Chief Minister Bihar
ill
o
Message Deputy Chief Minister Bihar
v
o
Message Minister, Disaster Management, Bihar
vi
o
Message Vice-Chairman, BS D MA
o
Letter Chief Secretary Bihar cum CEO, BSDMA
ix
1.
Terminology
L
2.
Profile
2.I
2.2
2.3
viii
2-5
Office Profile
2
Employees Details
3
Office Map
5
3.
ldentification & Listing of all Existing Hazards
4.
Assessment
6
7-to
4.1-
Fire Safety Assessment
7
4.2
4.3
4.4
4.5
Electrical Safety Assessment
8
Data Safety
9
Non-Structural Safety Assessment (Furniture Mishap)
9
Structural Safety Assessment (Building Safety)
10
Page I
i
5.
Map Making
5.1
5.2
5.3
5.4
6.
11-14
Hazard map
1L
Resource map
t2
Safety Route map
13
Common meeting point map
L4
Formation of Teams
6.t
6.2
5.3
6.4
t5-t7
Early Warning
15
Search & Rescue
16
Communication
L7
Safety & First Aid
17
7.
Resource Facilities
18
8.
Training & Mock-Drills
19
9.
Plan Update
2L
10.
Annexure
10.1
Annexure-l
tO.2
Annexure-ll ( Specimen
i.
ii,
iii.
iv.
BSDMA Hazard Map
26
Re
27
:
BSDMA
(
Do's& Don'ts)
Map)
urce Map
BSDMA Emergency Exit Route Map
BSDMA
Hazard,
OfficeDisaster
source and Emergency Eiif Route Map
Ma
gement Plan Report format
22-25
-
26-29
28
29
30
CHIEF MINISTER
BIHAR
terot
qcon
FOREWORD
Bihar has been repeatedly hit by different disasters of serious magnitude with
large scale devastation. Nepal-Bihar Earthquake 1.934, Bihar Earthquake l-988, floods in
2004,2007 & especially Kosi floods in 2008 has exposed the vulnerability of the state, its
people, infrastructure and environment.
Disasters always need quick response
to reduce the quantum of lives lost and
property damaged. Past experiences have shown that the countries, where the
government, people and volunteers were better prepared and joined hands together to
face the calamities, have recovered faster than the countries that were not so prepared and
organized.
Realizing the importance of holistic view on disaster management, Bihar State
Disaster Management Authority (BSDMA) has developed guidelines & templates for Office
Disaster Management Plan (ODMP) in light of the fact that new and complex challenges
have emerged. Accordingly, ODMP needs to be undertaken to evolve a concrete action plan
for all offices of Bihar from State headquarter to districts & police station level.
This document will help offices not only
to prepare for responses but also to
incorporate Disaster risk reduction in their dayto day life.
I
am happy to note that BSDMA is already practising this plan and they deserve
com mendation for thei r effort
Page
I
tl
DEPUTY CHIEF MINISTER
BIHAR
Iq-6R
qfmR
MESSAGE
Bihar is one of the most disaster prone states in the country and it is prone to multiple hazards. The
geographical and topographical situations make the state highly prone
to
severe and moderate
earthquake risks also. Out of the 38 districts in the state, a total no. of 8 districts fall underthe highest
earthquake seismic zone-V. Bihar is also prone to severe floods every year; affecting almost 28 districts. In
addition to the above large scale hazards, the state suffers recurrent village fires during summer which
causes loss of lives and livelihoods, Besides those, the state is also vulnerable to high speed winds, heat
wave, Road accidents, chemical and industrial hazards, biological hazards such as epidemics. The
development is impeded bythese natural& manmade disasters.
The Disaster Management Act 2005 envisages a paradigm shift from the erstwhile response centric
syndrome to a proactive, holistic and integrated management of disasters with emphasis on prevention,
mitigation and preparedness. This national vision, inter alia, aims at inculcating
a
culture of preparedness
amongst all stakeholders and training of different stakeholders is the most important tool to achieve this
end.
To attain an effective and efficient Office Disaster Management Plan (ODMP),
the pressing need was
identification of specific hazards in the offices and formulating disaster response plan based on this
assessment. With this objective, the Bihar State Disaster Management Authority (BSDMA) has done a
systematic effort to identify the needs of the hour, This ODMP guidelines & template is a brilliant step
towa rds atta
I am happy
in ing
the objective of safer a nd disaster resilient Bihar.
to note that
BSDMA is taking several important initiatives towards promoting a culture of
preparedness and prevention in the state.
Patna
L9/OLl20L3
'
''li"'i l
,.,\r..j
(Sushil Kumar Modi )
Minister
tddR SGF'R
Disaster Management, Bl HAR
^AESSAGE
Till recent times, the approach to Disaster Management has been reactive and relief centric. A
paradigm shift has now taken place at the national & state level from the relief centric syndrome to
holistic and integrated approach with emphasis on prevention, mitigation and preparedness. These
efforts are aimed to conserve developmental gains as also minimize losses to lives, livelihood and
property.
Preparation of guidelines for various types of disasters constitutes an important part of the
mandate of the Bihar State Disaster Management Authority. Formulation of guidelines & template on
Office Disaster Management Plan (ODMP) is an important landmark in this direction.
Keeping the vulnerabilities and hazard profile of Bihar in mind, the ODMP is definitely a major step
towards the future where a holistic, uniformed and well structured disaster response and mitigation
planning will hold the key to an efficient and successful disaster management. The vision is to minimize
loss of life and property by strengthening and standardizing response mechanisms, proper scaling of
resources, appropriate training at different required levels in the offices and prevention of incidents by
spreading
a
culture of awareness, alertness and preparedness amongstthe people.
Let us prepare and prevent, than repair & repent.
Patna
29/Ot/2Or3
(Renu Kumari Kushwaha)
Vice- Chairman
Bihar State Disaster Management Authority
Government of Bihar
MESSAGE
It is usually seen that offices & organisation don't have Office Disaster Management Plan
(ODM P)though they keep facing various disaster - fire being one of them, which causes destruction of
assets, important documents, files and property etc.
Section-32 of Disaster Management Act-2005 makes
it mandatory that every government
office should prepare an Office Disaster Management Plan of its own.
Bihar has experienced disasters over decades but sufficient attention was not given to the
impact of disasters on offices nor to deal with it. Government offices play a vital role in managing
disasters and a ny defunct in these places could affect the overall response strategies consequently.
Taking this into account, BSDMA has recognised the importance of Disaster management plan
for each office starting from a practice of its own office at Pant Bhawan and commenced its efforts to
come up with separate guidelines and template in this regarc.
Evolving the State Guidelines and Template for Office Disaster Management Plan has been
a
very challenging process since this is the first ever document being put together on this subject. lt
is
intended that all offices of state government without any exception, will prepare an office disaster
management plan for example Health Department will prepare ODMP of its own department and
insure that all its medical colleges, hospitals, PHCs including additional PHCs will have ODMP. Likewise
in the education department starting with their own department and process
will be extended right
from primary schools to colleges & universities.
These gu idelines will give a boost to the efforts for ma naging office disasters
a
nd strengthen the
state vision of moving towards a more proactive pre-disaster preparedness and mitigation-centric
approach. These guidelines contain all the details that are required by planners and implementers and
will help in the preparation of disaster preparedness plans by all the departments and district
ad
ministrations in Bihar.
I express my deep appreciation for the wholehearted support and cooperation of various
stakeholders and my team in BSDMA especially Mr. Vishal Vasvani, Consultant (Unicef) in preparation
of this work.
BSDMA
will be happy to support and extend its technical assistance, guidance in preparing this
plan wherever required.
Patna
30/o7
/20t2
(Anil K. Sinha,
IAS (retd.)
Page
vii
)
Chief Secretary Bihar
cum
eEo, BSDMA
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Page I ix
f3ihar Sfafe Oisasfer Managemenf Aufhorify
3". TERMIiNOLGGV
1.
HAZARD: Any source of potential damage, harm or adverse health effects on something or someone
under certain conditions at work.
2. VULNERABILITY:
to which people, property, resources, systems, and cultural, economic,
environmental, and social activity is susceptible to harm, degradation or destruction on being
Degree
exposed to a hostile agent orfactor or hazard.
3.
RISK:
ca
4.
A probability or threat of damage, injury liability, loss, or other negative occurrence that
used by interna I or externa I vu I nera
DISASTER: Incidence causing
fu nction ing of the Society
bi
lities.
large scale man and material damage and disrupts the normal
that goes beyond their
OFFICE DISASTER MANAGEMENT PLAN
is
ca
pacity of coping a nd dema nds externa I help.
Page
'l
T
tsihar Sfafe Oisatfer Managemenf AufioriQ
2. PROFILE
2.L Office Profile
1,.
Name of the department/office:
2.
Address:
3.
No" of ernployees:
3.L
Give details
Male
Female
4.
N
5.
Timing of the office
6.
Numberof workingdays:
7.
Floor location (if building)
L
Number of Floors (if more than one):
9.
Number of rooms:
10.
List the hierarchy in the office:(in the
Page
12
Total
umber of physical ly challenged employees:
:
:
flow chart form/organo-gram)
OFFICE DISASTER MANAGEMENT PIAN
f3i6ar Sfafe Ois'asfer Managemenf Aufhorify
In case of Emergency
2.2 Employees Details
s.
Name of the Employee
N.
Mobile No.
Address
Contact No.
in Case of
Emergency
Name/Number
L.
2
3
4.
5
6.
7.
8.
9.
10.
It.
OFFICE DISASTER MANAGEMENT PLAN
Page
13
tsihar Sfafe Oisasfer Managemenf Aufhori{y
S.
N.
Name of the Employee
Mobile No.
Address
Contact No.
in Case of
Emergency
Name/Number
L2.
13.
14.
15.
15.
17.
18.
19.
20.
2L.
22.
23.
(Attach extra sheet, if required)
OFFICE DISASTER MANAGEMENT PLAN
1-. Attach the office floor map with room locations (naming the rooms): (attach extra sheet if office
located in more than one floor)
{Note: markthe location of staircase, toilets, pantry, escalators, doors etc)
OFFICE DISASTER MANAGEMENT PLAN
Page
15
tsihar Sfafe {Jisasfet, Managemenf AufiloriQ
3.
IDENTIFICATION & LIsTING OF ALt HAZARDS
S.No
Existing Hazard:
1.
Flood
2.
Cyclone
3.
Epidemic
4.
Earthquake
Probable month of Occurrence
(Seasonal Disasters)
J
F
M
A
M
J
J
A
S
o
N
D
/
,/
,/
,/
,/
,/
,/
,/
,/
,/
,/
/
5.
S.No
Hazards
1.
Earthquake
2.
Fire
3.
Building
Past History
(year) (With Damage Description)
Collapse
4.
Flood
5.
OFFICE DISASTER MANAGEMENT PLAN
tsthar Sfafe {Jisatfer Managemenf Aufilorify
4. ASSESSMENT
4.t
Tick
(/)
for Yes and
(f
) for No
E
o
Are Fire extinguishers installed in the office?
o
Are they the appropriate ones for the office?
o
Are they in working condition?
o
Are they located at appropriate positions?
o
Are instructions indicated on the extinguishers?
o
ls
o
Are they placed at appropriate height?
o
ls hydrant present in the office?
r
r
I
r
r
r
the language of instruction understood by all employees?
a.
Sand Buckets (numbers)
b.
Water Buckets (numbers)
E
r
r
O ls facility of separate water tanker available in the office?
O
ls emergency fire fighting training and SOP disseminated to the
O ls the inspection
conducted
staff?
periodically?
O Are do's and don'ts displayed at appropriate locations within
O
f
Are employees aware of emergency contact
office?
numbers?
O Are office maps and escape route displayed in the office?
O
ls the emergency exit door present in
the office?
E
n
f
f
[]
[_-]
outside) f
O Oo you dispose newspapers and other flammable scrap regularly?
tl
O
Which direction do the doors open?(put a tick if it opens towards
{Note: Attach the Fire Safety Audit Report}
OFFICE DISASTER MANAGEMENT PLAN
Page
17
tsihar Sfafe Oisatfer Managemenf Aufilority
(/)
fick
o
o
o
o
o
o
for Yes and
(f
) for No
r
T]
r
ls the central shutdown system in place?
Has
the MCB* system installed?
Are the wires coated with insulating material?
T]
Are the electric aisles removed before closing the office?
E
Are receptacles installed to cover live wires?
Are electrical equipments and wires checked and replaced at regular
intervals?
o
Are those equipments, which get heated installed at least 1 meter away
from any kind of highly combustible materials?
o
o
ls the earthing properly done in
the office?
Do the rooms have separate, dedicated power panels for both
computer equipment and the A/C system?
Tick
(/)
for No and
ls there any wiring running under rugs, over nails, or across
areas?
(f)
r
r
r
for yes
high-traffic
f
ls any defective equipment in use in the office?
Specify:
o
o
o
Are there any live wires lying or tangled in the open?
fl
ls electricity tapped at any electrical joint?
I
ls any plug
point used for multiple loads?
Specify at how many points:
r
(Note: Attach the Electrical Safety Audit)
* MCB or Miniature
Circuit Breaker works as a normal electrical circuit breaker but is a much smaller device.
Page lB
OFFICE DISASTER MANAGEMENT PIAN
tsihar Sfafe Ois'asfer Managemenf
4.3
Tick
Data Sa ety
(/)
for Yes and
Auf6ori!
(f
) for No
o
Does the office have the list of all important documents? (Guard file*)
o
Does the office have at least one soft copy of such documents?
o
Has at least one soft copy of such documents stored in the office e-mail
E
r
E
account?(which should be secure)
Does one copy of such documents stored in external hard disk to
avoid the risk of losing in case of system or network crash-down?
Have such documents been stored away from places which can catch
fire easily? For example-
PC,
printel
AC and
joint of cables or circuits.
lf office is under flood risk, lf yes, does the important files placed
above the risk level
?
Tick
4.4
(/)
for Yes and (X) for No
E
E
Non-Structural Safety Assessment
o
Are cabinets placed away from the exit door?
o
Are they properly fixed to the wall?
o
Are these cabinets empty on the top?
o
Are desks placed with proper distance between them
r
tl
for
easy
movement?
o
Are working desks placed at a proper distance from heavy
electrical equipments? eg. Xerox machine
o
Are window/ split ACs/ coolers properly clamped with the wall?
o
Are computers (desktops) clamped properly on the table?
OFFICE DISASTER MANAGEMENT PLAN
E
E
tl
Page l9
Tick
o
o
o
How old is your building?
ls
(/)
for Yes and
years
the building structure earthquake resistant?
ls there any
portion in the building which shows sign of cracks?
lf yes then specify the locations (balcony, corridors, windows, doors
Has
)
(f) for No
E
T
T
E
the building safety audit conducted by a structural engineer?
(Note: Please attach Building Safety Audit)
OFFICE DISASTER MANAGEMENT PLAN
5.
MAP MAKI,NG
Hazard, Resource & Emergency Exit, Map
Color coding: Mark all the hazards with red, resources
emergency exit with green.
5.1
Hazafd Map: Mark all the existing hazards
with
blue and
like weak structure, electrical hazard,
fire hazard, and all vulnerable areas with red mark and specifythe type of hazard also.
€f
F.IGE D IS,ASTER:MAN'AGEMENT PLAN
pa:ge 11
f
,2 Resource Map: List and mark
all existing resources in terms of material,
equipment etc for example: torch, rope, hydrants (sand/water buckets), fire
exti ngu ish ers, ea rly wain ing syste m;
OFFICE DI
MANAGEMENT PLAN
5.3
Safety
Route
dp!
OFFICE DISASTER MANAGEMENT PtAN
Mark all the existing exits including emergency exits
Page
113
5.4 Comrnon Meeting Point Map: Please indicate the common meeting point in
case of disastel on the map. This point shall not be located inside the office, rather in
open space near building or outside the butlding.
OFFICE DISASTER MANAGEMENT PLAN
f3thar Sfafe Oisasfer Managemenf Awfhorify
6
FORMATION OF TEAMS
Assign the details about Safety wardens:
S.no
Name Safetv Warden
t.
Building Safety Warden
2.
Floor Safety Warden
Floor Location
Contact details
3.
4.
5.
6.
7.
8.
6.1
Early Warning Team:
Overall objective is to ensure that:
o
The warning of the impending disaster reaches every single person in the office,
thereby allowing people to take timely action to protecttheir lives.
o
Accurate information should be provided regularly as events unfold.lnformation flows
quickly and reliably upwards to manager/administrator level and downwards up to
security guard level
.
OFFICE DISASTER MANAGEMENT PLAN
Page
115
tsihar Sfafe Oisasfer Managemenf AufhoriQ
Members of Early Warning team
S.no
Name
Address
Contact Number
1,.
2.
3.
4.
5.
6.
6.2
Search & Rescue Team
Objective: To trace and locate people who are physically trapped and distressed in
office, to rescue these persons, move them to safe locations identified in advance
and to organize further care.
Members of Search & Rescue team
S.no
Name
Address
Contact Number
I.
2.
3.
4.
5.
6.
OFFICE DISASTER MANAGEMENT PLAN
Bi6ar Sfafe Oisasfer Managemenf Aufhorifj
6.3
Communication Team
Members of Communication team should have all the emergency numbers like fire,
ambulance, police, and District authorities. They should know how to handle
equipments and aware of, whom to inform in a given situation.
Members of Communication team
S.no
Name
Address
Contact Number
t.
2.
3.
4.
5.
6.
6.4
Safety & First-Aid Team:
Objective of First Aid team is to provide primary health care to the ill or injured until
advanced medical care is provided and the patient is transported to a hospital.
Member of Safety & First-Aid team
S.no
Name
Address
Contact Number
L.
2.
3.
4.
5.
6.
OFFICE DISASTER MANAGEMENT PIAN
Page 117
/3i6ar Sfafe {Jisasfer Managemenf Aufhorify
Basic First Aid Kit:
'l
.q--:
\ i'
"tl'
.\.--. '
r''$'
,,,iii
N
1
.1"
Thermometer
oRs
Sterile Gauze
Glucose Powder
Absorbent Cotton
Scissor
Paracetamol Tablet
Elastic Bandage
Sterile Gloves
Antiseptic lotion
Analgesic Spray
Note : Expiry date should be checked and replaced by new one.
7. RESOURCE FACILITIES
S.no
Name
1.
Hospital/health care
2.
Police station
3.
Fire Brigade
4.
Ambulance
5.
District Magistrate
6.
Jal-Nigam
7.
Municipality
8.
PWD
Address
Distance in Km
Contact numbers
9.
10.
Page | 18
OFFICE DISASTER MANAGEMENT PLAN
/3i6ar Sfafe Oisatfer Managemenf
1.
Are employees trained in Safety and
1.1
2.
E
Indicate the number of trained employees
Indicate the number
Do employees have the Search and rescue equipments?
Specify the list of equipments
S.no Name of the equipment
1,.
Torch
2"
Emengency light
3.
Rope
4.
Whistle
5.
l-lanrmers
6"
First-Aid kit
.',
first-aid?
Are employees trained for search and rescue?
2.I
2.2
3.
Auf6ori!
Number of equipments
Location
Person
Incharge
Telephones
8.
T.V
9.
Radio
10.
Two-wheeiers
tt.
Four-wheelers
12.
Door bells
13"
Ladder
14"
CentralAlarm
15.
OFFICE DISASTER MANAGEMENT PLAN
Page
119
tsihar Sfafe Oisasfer Managemenf Awfhori{y
4.
aining
Name of the training
prog.
S.no
L.
First-aid
2.
Fire safety
3.
Search & Rescue
4.
Early warning
Last conducted
(date)
Number of
employees
attended
Which
organisation
conducted
Number of
employees
attended
Which
organisation
conducted
5.
6.
7.
8.
5"
Mock-drills
S.no
Name of the training
prog.
L.
Fire
2.
Earthquake
3.
Flash flood
4.
Evacuation
Last conducted
(date)
5.
6.
7.
8.
Page
120
OFFICE DISASTER MANAGEMENT PLAN
tsihar Sfafe Oisasfer Managemenf Aufhority
g" PLAru U PMATE
O
O
O
ldeally the plan must be updated every 6 months.
The contact details must be updated every 3 months.
The plan should be explained by floor safety warden to the new employees.
Plan Updating Format:
S.no Plan Updating date
Person who updated
1.
2.
3.
4.
5.
6.
t.
"?reltarafion is fh,e 6esf sofufion"
OFFICE DISASTER MANAGEMENT PLAN
Signature of
concerned
rr rfhnrilrr
f3i6ar Sfafe (Jisasfer Managemenf Awfhority
10" Annexure
10.1 Annexure-l (Do's & Don'ts)
OFFICE DISASTER MANAGEMENT PLAN
l3thar Sfafe Oisasfer Managemenf AufhoriQ
OFFICE DISASTER MANAGEMENT PLAN
Page
123
tsihar Sfafe Oisasfer Managemenf AufkorifJ
Page 124
OFFICE DISASTER MANAGEMENT PLAN
tsihar Sfafe {JSatfer Managemenf Aufkority
OFFICE DISASTER MANAGEMENT PLAN
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Office
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A!---r--
Name of the Organisation/Department
-- - -r ^r nagement
Plan Report-
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format
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:
Address:
District:
Pin Code:
Phone Number:
Fax:
Date of completing the Plan:
Proposed date for updating the Plan:
Name of the Officer Incharge of preparing ODMP:
Designation:
Email:
Mobile No.:
Signature with Seal:
Challenges faced in preparing ODMP- (Attach sheet if required)
1.
2.
3.
4.
Kindly Fax this report to the Secretary Bihar State Disaster Management Authority (BSDMA) on fax
number: O6t2-2532311 with copy to respective District Magistrate.
Or emailthis report to: [email protected]
OFFICE DISASTER MANAGEMENT PLAN
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