24/08/2014
Status Report
Government Resolutions
Post Disaster Rehabilitation
  Project Related Rehabilitation
  International (ECMWF)
  India
  Regional
 
IMD - Mumbai
 

SAFETY FIRST

You are associated with one of the most critical functions in Mantralaya. Disasters do not always come with prior warning. Your presence and alertness is going to play a vital role in saving lives and properties. Here are some of the simple and practical tips on safety which will enable you to be an effective member of the team.

• You must read this manual thoroughly in order to avoid any delays/confusion or default in the performance of your task.

• The In-Messages must be communicated promptly to respective authorities. The Out - Messages must be recorded properly.

• EOC is a round the clock operation and certain positions must be manned continuously. This is mandatory. If you are holding any such position make sure that there is a replacement before you move out of the EOC.

• The data files are important and therefore should be handled with sufficient care. You must get thoroughly acquainted with the procedures for accessing the data or modifying the data before you start handling these files. If you don't feel confident, take the assistance of the EDP Manager.

• No data should be added, modified or deleted from the files unless there is a explicit written permission from the EDP Manager/Deputy Secretary - Control Room.

• EOC is centrally air conditioned and all efforts have been made to keep it dust free as the instruments are sensitive to dust. Your co-operation therefore is sought to maintain standards of cleanliness.

• No food/beverages are permitted to be consumed in EOC.

• Switch on the power supply only when you need to use the instruments and the power must be switched off after use except when it specifically mentioned otherwise.

• The moment you notice any problem with power supply to the instrument switch off the power and inform the EDP Manager.

• There is a concealed wiring system and therefore make sure that no pressure is put on the wires or the cords of the instruments. Never pull or play with any wire. EDP Manager is there to assist you if you have any problem



1. INTRODUCTION

As a member of EOC, this manual is prepared to help you understand the structure and functioning of EOC.

A well coordinated and unified response of various state departments and agencies appropriate to the demands of the district administration in the management of disasters will minimise the hardships and improve the process of recovery. The process of confidence building and self reliance at the district level can best be promoted through a timely, supportive and well -thought-of interventions by the state.

Disaster Management Action Plan (DMAP) for the state of Maharashtra has been prepared to strengthen and assist district authorities to manage disasters in the state and to play a supportive and coordinating role.

The roles and responsibilities of various agencies along with the standards of service expected from them, the information and monitoring tools and modes of communication, and the monitoring and evaluation components have been identified in the DMAP.

The users of this manual on Emergency Operations Centre are advised to refer to the following documents and manuals:

• State DMAP
• State Directory of Resources
• Manual on Warning and Evacuation
• Manual for District Control Room

The Emergency Operations Centre (EOC) at Mantralaya is an institutional mechanism set-up as a part of State DMAP. The EOC, its system, and procedures are designed in such a way that information can be promptly assessed and relayed to concerned parties. Rapid dissemination contributes to quick response and effective decision-making during the emergency. As the master coordination and control point for all counter-disaster efforts, the EOC is the place of decision-making under a unified command.



2. INSTITUTIONAL ARRANGEMENTS

Under this multi-disaster action plan, all disaster specific mechanisms would come under a single umbrella allowing for attending to all kinds of disasters with the objective of having a simplified and uncluttered system of response in a disaster situation.

The Chief Secretary as the Chief of Operations will be supported by the Relief Commissioner through the Branch arrangements at the Emergency Operations Centre (EOC).

In case of disasters which have an impact on more than one district in a division the role of the Divisional Commissioner comes into prominence.


Institutional Arrangements at State Level - (pdf)

 

2.1 Functions of Office of Chief Of Operations

• Establishing Priorities
• Spelling out policy guidelines, if necessary
• Activating State DMAP and the relevant disaster specific sub-plans.
• Facilitate through EOC the direction and coordination of

• Defence Services, State Reserve Police, Central Reserve Police Force, Home
• Guards, Coast Guards, Central Industrial Security Force
• Fire Brigade, Civil Defence
• Telecommunications, Railways, Civil Aviation, Port Trust, Food Corporation of
• India,
• TV, Radio, Mass Media
• Maharashtra State Electricity Board, Maharashtra Water Supply and Sewage Board,
• Maharashtra State Road Transport Corporation, BEST for Mumbai
• Indian Meteorological Department, Maharashtra Earthquake Research Institute, BARC.
• Coordinate with national and international aid agencies.

 


3. EMERGENCY OPERATIONS CENTRE (EOC)

The EOC under the normal circumstances will work under the supervision of Relief Commissioner.

It is the nerve centre to support, co-ordinate and monitor the disaster management activities at the district level.

The EOC, the key organizational structure, is flexible to expand when demands increase, and contract when the situation slows down.

3.1 Functions of EOC

The primary functions of EOC are

• Coordination

• Policy-making

• Operations management

• Information gathering and record keeping.

• Public information

• Resource management



3.2 Normal time activity of the EOC

The normal-time activities of EOC, under the Relief Commissioner, are very crucial for its efficiency of response in a disaster situation.

These activities are primarily the responsibility of Relief Commissioner's office which will be managing the EOC.

 

The normal time activities of the EOC will be to

• ensure through appropriate statutory instruments that

• District Disaster Management Action Plan (DDMAP) is operationalised
• Standard Operating Procedures for various departments are operationalised
• District Relief Fund is setup at the disposal of the Collector (District Disaster Manager)

• ensure that all districts continue to update DDMAP on a regular basis.
• encourage districts to prepare area-specific plans prone to specific disasters receive reports on preparedness from the district control room. Based on these, the EOC will submit a summary report to the Chief Secretary.
• setup study groups and task force for specific vulnerability studies and submit the reports to Chief Secretary.
• identify and interact with central laboratories, research institutions such as MERI, IIT, BARC, within the state for ongoing collaborations to evolve mitigation strategies.
• Serve as a data bank to all line departments and the planning department with respect to risks and vulnerabilities and ensure that due consideration is given to mitigation strategies in the planning process
• receive appropriate proposals on preparedness, risk reduction and mitigation measures from various state departments/agencies and place the same for consideration of the Chief Secretary
• convey policy guidelines and changes if any in the legal and official procedures, eligibility criteria with respect to relief and compensation
• upgrade and update state DMAP according to changing scenarios in the state
• dissemination of state DMAP to other departments of the GOM and state level agencies
· update data bank
• identification of agencies and institutions for locating inventory items for specialised services. EOC will also ensure the availability of the inventory items as and when required.
• monitor preparedness measures undertaken at the district levels including simulation exercises undertaken by various departments
• monitor the training imparted to state level officials, private sector and NGOs by YASHADA.
• organise post-disaster evaluation and update state DMAP accordingly
• prepare an actions-taken report for Chief Secretary
• receive reports and documents on district level disaster events and submit the same to Chief Secretary, Revenue Minister and Chief Minister
• ensure warning and communication systems and instruments are in working condition.
· Inform district control room about the changes if any in legal and official procedures with respect to loss of life, injuries, livestock, crop, houses, to be adopted (death certificates, identification procedures, etc.)

As a part of state level preparedness some inventory items and specialised services are located at the divisional or district level agencies/institutions.

The Disaster Management Centre in Yashwantrao Chavan Academy of Development Administration, Pune will assist the EOC on a regular basis in the discharge of its normal time training and research activities.


Flow of Information between EOC, DCR during normal conditions

Policy Guidelines
Emergency Operations Centre (EOC)
|
Divisional
Commissioner
|
District Control Room
(DCR)
Report on the status
Policy Guidelines of preparedness in the district
and vulnerability data of the
district

 

 


3.2.1 Dissemination of State DMAP

The responsibility for dissemination of the plan is vested with EOC, at Mantralaya and carried out by YASHADA, as well as through awareness programmes organised by each of the agencies participating in disaster management.

The EOC should also involve state-level NGOs in preparing suitable public awareness material to be distributed to the public.

The state DMAP must be disseminated at three levels;

• central government departments, multilateral agencies (aid agencies), defence services, state level officials
• to the district authorities, government departments, NGOs and other agencies and institutions within the state and
• through mass media to the general public.

The content of the plan should be explained through well designed and focussed awareness programmes.

The awareness programmes should be prepared in the local language to ensure widespread dissemination.

Media should be extensively used for public awareness programmes. These will include
• newspapers
• TV
• local cable networks
• radio
• publicity material

Schools, colleges and other public institutions should be specifically targetted.

3.2.2 Plan Evaluation

The purpose of evaluation of the state DMAP is to determine

• the adequacy of resources
• coordination between various agencies
• community participation
• partnership with NGOs

The ease of understanding and using the plan will also be important considerations.

The plan will be updated when shortcomings are observed in

• organizational structures
• available technology
• response mechanism following reports on drills or exercises;

 

3.2.3 Post-Disaster Evaluation

A post-disaster evaluation should be done after the withdrawal of relief and rehabilitation
activities in order to assess

• the nature of state intervention and support,
• suitability of the organization structure,
• institutional arrangements,
• adequacy of Operating Procedures,
• monitoring mechanisms,
• information tools,
• equipment,
• communication system, etc.,

The impact studies on the above operations for long-term preventive and mitigation efforts
are to be undertaken.

Evaluation exercises may be undertaken to understand the perceptions about disaster response
in terms of

• adequacy of training,
• alert and warning systems,
• control room functions,
• communication plans,
• security,
• containment
• recovery procedures,
• monitoring

3.2.4 Plan Update

The state DMAP is a “living document” and the Relief Commissioner along with YASHADA
will update it every year taking into consideration

• the resource requirements,
• updates on human resources
• technology to be used
• coordination issues

The following guidelines should be adhered to while updating the state DMAP

• A procedure, should be in place to update the plan on a regular basis to ensure that the items requiring updation are considered and are current.
• When an amendment is made to a plan, the amendment date should be noted on the updated page of the plan.

 


3.3 Activities on Warning and Alert or Occurrence of disaster

The warning or alert received from any of the competent agencies will be communicated to the Chief Secretary and the Revenue Minister.

On the receipt of warning or alert from any such agency which is competent to issue such a warning, or on the basis of reports from Divisional Commissioner/District Collector of the occurrence of a disaster, all community preparedness measures including counter-disaster measures will be put into operation. The Chief Secretary/Relief Commissioner will assume the role of the Chief of Operations for Disaster Management.

The occurrence of the disaster will be communicated to

• Governor
• Chief Minister
• Home Minister
• Guardian Minister
• MPs and MLAs from affected areas
• PMO
• Cabinet Secretary
• Secretary, Home
• Secretary, Agriculture,
• Joint Secretary, NDM, Ministry of Agriculture, GOI
• Maharashtra-Gujarat Area Command: HQ, Mumbai

The occurrence of disaster would essentially mean the following activities have to be undertaken :

• Expand the Emergency Operations Centre to include Branch arrangements with responsibilities for specific tasks depending on the nature of disaster and extent of its impact.

• Establish an on-going VSAT, wireless communication and hotline contact with the Divisional Commissioner, and Collector/s of the affected district/s.

[The EOC in its expanded form will continue to operate as long as the need for emergency relief and operations continue and the long-terms plans for rehabilitation are finalised].

 


Response Chart during warning stage in the districts - (pdf)


4. BRANCH OFFICERS/NODAL OFFICERS

Branch arrangements provide for division of tasks, information gathering and record keeping and accountability of the Branch officer to the Chief of Operations for specific functions.

Each Branch should have a Branch Officer of the rank of Deputy Secretary or Joint Secretary assigned.

The Branch/Nodal Officers for Operations, Services, Logistics, Communication and Information Management, Resource Branches will be from the Revenue Department

For Health Branch, the officer will be from the Public Health Department

For Infrastructure Branch, the officer will be from the Public Works Department.

All communication received and sent will be maintained in the "In and Out Messages and Register".

All Branch/Nodal Officers will work under the overall supervision and administrative control of the Chief of Operations.

All the decisions taken in the EOC have to be approved by the Chief of Operations.

4.1 Responsibilities and Functions of Operations Branch

A. Planning Support for Response Action

• Emergency supplies of water and cooked food
• Rescue and evacuation
• Salvage Operations
• Disposal of dead
• Transit camps (in accordance with standards laid down)
• Inform the district control room about sanctions for various relief items

B. Implement procurement/purchase/hire/requisition plans of materials not available at the district level

C. Establishing communication links with

• Appropriate central government departments, agencies and institutions such as railways, defence services, IMD,
• Police, fire brigade, PWD, MSEB, Irrigation, MWSSB, and all other State department
· Private donors

 

D. Reporting

• Receive Preliminary Information Report as given by the Collector
• Identify specific items for follow-up actions through the office of the Chief Secretary
• Receive all information and additional information demanded by Chief Secretary from district control room.
• Report to Chief Secretary on deployment and reinforcements of staff and resources.

E. General

• Inform district control room about the changes if any in legal and official procedures, eligibility criteria with respect to relief and compensation for loss of life, injuries, livestock, crop, houses, required to be adopted
• Maintenance of duty records

4.2 Responsibilities and Functions of Services Branch

A. Assess search and rescue requirements as per information from the district control room
and take necessary actions

B. Direct, Supervise and provide assistance wherever necessary for the following

• Relief camps (in accordance with standards laid down)
• Cattle camps
• Relief supplies to relief camps or to Site Operation Centre
• Supplies of fodder and cattle-feed to cattle camps
• Supply of seeds, agriculture inputs and services to Site Operations Centre
• law and order (e.g., prevent looting and theft)

C. Ensure adequate material resources at the disposal of the District Disaster Manager
(Collector)

 

D. Coordinate NGO activities through necessary support to ensure community participation

• identification and coordination with NGOs for relief activities
• identification of NGOs to serve on committees, task force
• set-up a coordination group representing different NGOs
• assigning well-defined area of operations
• assigning specific response functions to specialised NGOs
• reporting upon procurement and disbursement of relief materials received through government and non-government channels



4.3 Responsibilities and Functions of Infrastructure Branch

A. Coordinate with respective departments for restoration of damaged infrastructure like

• roads
• power
• water
• telephones
• public buildings
• bridges
• wharves
• canals

B. Coordinate with respective departments for construction of facilities like

• shelters with sanitation and recreation facilities
• provision of hand-pumps and borewells
• temporary structures for storage
• educational facilities
• medical facilities
• postal facility
• helipads



4.4 Responsibilities and Functions of Logistics Branch

Respond to reinforcement needs including manpower and deployment of interdepartmental and inter-district resources as per information received from the district control room

Ensuring receipt, safe storage, and transport of relief Supplies and materials from airport, railways and handling of the required formalities

Direct supplies distributed by NGOs and other organisations including private donors to district control room

Ensure proper maintenance of vehicles and equipment at the Emergency Operations Centre


4.5 Responsibilities and Functions of Health Branch

A. Organise for immediate response mobile medical teams of specialists from within the state (and outside if the need arises)

B. Coordinate with adjoining districts on request from district control room for supply of

• Medical relief for the injured
• Number of ambulances required and hospitals where they could be sent, (public and private);
• Medical equipment and medicines required
• special information required regarding treatment as for epidemics etc.
• Blood

C. Monitor

• Treatment of the injured and sick
• disposal of dead bodies
• disposal of carcasses
• preventive medicine and anti-epidemic actions
• Reports on food, water supplies, sanitation and disposal of waste and coordinate the services of investigation laboratories for support services at district level

 

D. Ensure supervision of maintenance of standards in

• transit and relief camps for cooking arrangements, sanitation, water supply, disposal of waste, water stagnation and health services.
• Communities for storage of rations, sanitation, water supply, disposal of waste, water stagnation and health services.

4.6 Responsibilities and Functions of Communication and Information Management Branch

A. Set-up a media centre in DGIPR’s office to organise sharing of information with Radio,
television channels, print media and community

B. Monitor disaster warnings and weather conditions in coordination with and on the advice of

• IMD
• Irrigation
• MERI, BARC
• Industries

C. General

• Send Out-Messages on behalf of Chief Secretary/Relief Commissioner and maintain In-Message, Out-Message Register
• Collect and process information received from District Control room and any other information as may be required by Chief Secretary
• Serve as data bank required for policy making in disaster situations

D. Make readily available all the information contained in state DMAP and

• Planning Information required including maps incorporated in DDMAP
• Disaster Site Map and indications on extent to which other areas may be affected, etc.
• Information regarding approach, alternate routes, water sources, layout of essential services which may be affected, etc.


4.7 Responsibilities and Functions of Resources Branch

A. Manage disbursal of Relief Funds

B. Collecting and Collating records from district control room on

• Receipt of all relief materials
• Issue of all relief materials
• All expenses on administration and management.
• All gratuitous relief
• All relief given

C. All payments of approved expenses, dues, claims, daily wages to staff.


4.8 Function of Office of Divisional Commissioner in Multi-district disasters

The Commissioner's responsibilities shall include exercising general supervision over the work of preparation of contingency plan undertaken by the Collectors in his Division and also on the relief and rehabilitation operations in those districts.

The district control rooms would continue to function in their respective districts and perform all the functions as per the DDMAP.



5. RESPONSE STRUCTURE ON OCCURRENCE OF DISASTER

 

The multi-disaster response plan in the State DMAP gives details of the type of damage and the possible impacts of major disasters on individual, family and community.

The response structure for EOC is therefore given in a diagrammatic form to facilitate quick and effective response.

It helps in identifying relevant departments that need to be mobilised immediately and the nature of interaction with various authorities as well as the levels.



Response Structure on Occurrence of Disaster in the districts

Response Structure on Occurrence of Disaster in Mumbai


6. FACILITIES/AMENITIES AVAILABLE IN THE EOC

 

The Emergency Operations Centre has adequate space for number of workstations and for various Branches during disaster situations. Facilities for video-conferencing also exist in the EOC.

There is a conference room adjoining the Emergency Operations Centre.

The EOC is equipped with

• DDMAP of all districts
• Maps
• Manual for EOC and DCR
• Key contact persons during emergencies
These are easily accessible with clear labels, and are not under lock and key.
Tally Board for providing additional information is available for all Branch/Nodal Officers.

Important phone numbers which are frequently required are given in the Directory of Resources.

Other phone numbers, names and addresses etc., are maintained on the computer to facilitate easy retrieval and cross-referencing..

Provision exists for

• first-aid and other basic medical relief for the staff
• a designated toilet
• a rest room with adequate facilities


6.1 Control Room (Main Message Room)

Police and civil wireless systems are set-up in the control room at Mantralaya



The following facilities are available in the control room

• Telephones
• Intercom units for contact within Mantralaya
• Police Wireless
• Civil Wireless for BMC area
• VSAT connection to the Divisional Commissioners and Collectors with video-conferencing facilities
• Hotline to

¨ Police Control Rooms
¨ BMC Control Room

· One Mobile with the Relief Commissioner
· Networking of Computers
· One PC with printer
· Photocopying machine
· Television unit

The phones, i.e. intercom, STD phone, EPBX extension, hotline etc., are of different colours, and with distinct rings, to enable them to be distinguished from each other.

The colour codes for the telephone instruments are displayed on the display board.

An emergency light, fire extinguishers, and a generator for the computer and fax machine are provided in the control room.

During disaster hotlines from EOC are connected to

• Divisional Commissioner/s of the affected district/s
• District Collector/s of the affected district/s
• Superintendent of Police of the affected district/s



6.2 Workstation for the Branch/Nodal Officers

Each of the workstation has

• an independent phone with STD facility
• intercom units for contact within Mantralaya.
• hotline connection for all Branch/Nodal officers to their respective departments/agencies.
• Central secretarial facility for all Branch/Nodal Officers is provided in the EOC.

Transport

A car with wireless communication is assigned to EOC.

Information on additional vehicles requisitioned for the emergency is available with Logistics branch.

As you will see, the EOC is equipped with number of devices and instruments which are crucial for establishing rapid contact and communication and getting feedback from the disaster site.

It is therefore important that all the instruments and devices are in good working condition all the time. To ensure this regular maintenance is being undertaken by competent technical personnel through a contractual arrangement. The agencies engaged for the maintenance of the equipments is given in Annexure II.

The EDP Manager is responsible for ensuring renewal of maintenance contracts and attending to maintenance requirements. All requirements regarding maintenance must therefore be reported to EDP Manager.


6.3 The Staff in Control Room

Three categories of staff exists for the control room: Regular, Staff -on-call and Staff on Disaster Duty.

I. Regular Staff

The regular staff are posted permanently in the control room and are responsible for manning the Control Room on a 24-hour basis.

The regular staff include the following:

¨ Branch Officer - Control Room

A Deputy Secretary in Mantralaya from the Relief Commissioner's Office is the Branch Officer - Control Room. He is in charge of the day-to-day operation of the control room during official working hours.

He is assisted by Deputy Secretaries from Mantralaya in rotation during non-working hours.

¨ EDP Manager

EDP Manager is a technical person thoroughly conversant with computer technology. He is responsible for the information processing and data management and maintenance of the computerised network.

¨ Computer operator

To provide all secretarial assistance to the control room, a computer literate stenographer able to operate database systems has been provided.

 

¨ Communication operators (for 24 hours)

Communication operators attend to wireless set in the control room.

¨ Driver cum Messenger/Attendant (for 24 hours)

Drivers for the vehicle attached to the control room are trained to operate the wireless fitted in the vehicle.

II. Staff-on-call

Staff-on-call are available for immediate duty in case of a disaster. Two Deputy Secretaries make up the Staff -on-call. During a disaster, these officers are always available “on call”.

III. Staff on Disaster Duty

Staff on Disaster Duty are the additional staff required to shoulder additional responsibility

These additional staff are in the nature of a reserve and drawn from various departments who are experienced in control room and EOC operations.

These staff are responsible for managing the Branch arrangements.

Annexure I: Authorised agencies competent for issuing Warning and Alert

It is assumed that the district administration would be one of the key organisations for issuing warnings and alerts. Additionally, the following agencies competent for issuing warning or alert are given below.

Disaster                                                                       

Agencies

Earthquakes                                                      

IMD, MERI, BARC

Floods                                                             

Meteorological Department,
Irrigation Department

Cyclones

IMD

Epidemics

Public Health Department

Road Accidents

Police

Industrial and Chemical Accidents        

Industry, MARG, Police, DISH,
BARC, AERB

Fires                                                                            

Fire Brigade, Police


 

 


1. OPERATING PROCEDURE GUIDELINES FOR WARNING



In most disaster situations, the experience has shown that loss of life and property could be significantly reduced because of preparedness measures and appropriate warning systems. The importance of warning systems therefore hardly needs any emphasis.

Indiscriminate warnings may result in non-responsiveness of the people.

It is therefore necessary that with respect to every disaster a responsible officer is designated to issue the warnings.

Alert/Warning indicates the onset of a disaster for which a warning system is essential.

This system may range from alarms (e.g., for fires), sirens (e.g., for industrial accidents) to public announcements through radio, television etc. (e.g., for cyclones, floods).

Other traditional modes of communication (e.g. beating of drums, ringing of bells, hoisting of flags) are also used in inaccessible areas.


1.1 Agencies authorised to issue warning


The district administration is the prime agency responsible for issuing the disaster warning.

Additionally the technical agencies authorised to issue warning will also communicate the same to the District Control Room and in case are mentioned below.


Disaster                                                                       

Agencies

Earthquakes                                                      

IMD, MERI, BARC

Floods                                                             

Meteorological Department,
Irrigation Department

Cyclones

IMD

Epidemics

Public Health Department

Road Accidents

Police

Industrial and Chemical Accidents        

Industry, MARG, Police, DISH,
BARC, AERB

Fires                                                                            

Fire Brigade, Police

 

1.2 Important Elements of Warning

The following aspects may be considered for dissemination of warning :

• Communities in disaster prone areas are made aware of the warning systems.

• All warning systems and technologies are maintained in working condition and checked regularly

• Alternate warning systems must be kept in readiness in case of technical failure (e.g., power failure)

• Only the designated agencies/officers will issue the warning.

• All available warning systems should be used

[each warning system has a limited reach and multiple warning systems will help in reinforcement]

• The warning should to the extent possible be clear about the severity, the time frame, area that may be affected.

• Warning statements should be conveyed in a simple, direct and non-technical language, and incorporate day-to-day usage patterns.



• The do’s and don’ts should be clearly communicated to the community to ensure an appropriate responses.

• Warning statements should not evoke curiosity or panic behaviour. This should be in a professional language devoid of emotions.

• Rumour control mechanisms should be activated.

• All relevant agencies and organisations should be alerted.

• Wherever possible, assistance of community leaders and organised groups should be sought in explaining the threat.

• Once a warning is issued, it should be followed-up by subsequent warnings in order to keep the people informed of the latest situations.

• In the event of the disaster threat tiding away, an all clear signal must be given.



2. OPERATING PROCEDURES FOR EVACUATION



Disasters by their very nature will be different and may require evacuation of communities.

It is important to understand the nature of threat and the procedures to be adopted

All agencies involved in evacuation must have a common understanding of their roles and responsibilities in order to avoid confusion an panic behaviour.

Different situations demand different priorities and hence the responsibility for ordering evacuation is assigned to different agencies.

All evacuations will be ordered only by the Collector, Police, Fire Brigade or by the Industries Security Officer.

For appropriate security and law and order evacuation should be undertaken with assistance from community leaders.

All evacuations should be reported to Collector or District Superintendent of Police immediately.




2.1 General Guidelines for Evacuation


The district level exercise of preparation of Disaster Management Action Plan is generally expected to identify the risk prone locations and possible areas for evacuation.

The DMAP also identifies the safe locations which can be used as emergency shelters/sites for temporary evacuation.

The selection of such safe sites is done keeping in mind the following :

• Shelter Sites are within one hour's walk (5 kilometre) of dwellings.

• The evacuation routes are away from the coast or flood-prone areas.

• Evacuation routes do not include roads likely to be submerged in flood, but may include pathways.

It is the responsibility of administration to ensure proper evacuation by seeking community participation along the following lines:

• Evacuation is undertaken with assistance from community leaders and community based organisations (CBOs) for appropriate security and law and order

•· Care is taken to see that evacuation routes are not blocked.

• It is always preferable to encourage the entire family to evacuate together as a unit.

• In case of inadequate transport or limited time, encourage community for emergency evacuation in the following order :

¨ seriously injured and sick
¨ children, women and handicapped
¨ Old
¨ Able-bodied

[An evacuation plan on a priority basis helps avoid stampede and confusion]




2.2 Emergency Evacuations Procedure


• Families should be encouraged to take along adequate supplies of water, food, clothing and emergency supplies.

• The families should be encouraged to assemble the following disaster supplies kit.

• Adequate supply of water in closed unbreakable containers
• Adequate supply of non-perishable packaged food and dry rations
• A change of clothing and rain gear
• Blankets and bedsheets, towels
• Buckets, plates, glasses, mugs made of plastic
• Soap, toothbrushes, toothpaste
• A battery-powered radio, torch, lantern, matches
• Cash and jewellery
• Personal medicines
• A list of important family documents including ration card, passport, bank passbook address/telephone book (of relatives), certificates, driving licence, property documents, insurance documents etc.
• Special items including foods, for infants, elderly or disabled family members.

• Encourage people to keep fuel in their cars as petrol pumps may be closed during emergencies.

• Ask people to shut off electricity, gas and water at main switches and valves before leaving.

• Ask people to listen to a battery-powered radio and follow local instructions.

• If the danger is a chemical release, then people should be instructed to evacuate immediately.

· In other cases, advise people to follow these steps:

• Wear protective clothing
• Secure their homes. Close and lock doors and windows.
• Turn off the main water valve and electricity
• Leave early enough to avoid being trapped.
• Follow recommended evacuation routes. Shortcuts may be blocked.
• Not to move or drive into flooded areas.
• Stay away from downed power lines.
• Animals may not be allowed in public shelters.
• Community should set the livestock free
• If possible, the community may be advised to carry the livestock along
[ if the evacuation does not involve transportation by vehicles].



2.3 Procedure for Evacuation of Marooned Persons


With all the administration intentions foe early warning and evacuation, there may not be adequate time and opportunity for evacuation of all. Communities and individuals may be marooned.

In cases of marooned communities, the administration may decide to reach out to these for providing relief supplies or may decide to evacuate them.

In case the administration decides to evacuate marooned persons :

• evacuation must be carried out within the shortest possible time

• the marooned persons must be transferred to transit camps.

· marooned people must be provided

· water
· medicines
· first-aid
· cooked food must be provided


· Emergency transport for the seriously injured by

· speed boats

· A senior medical officer should accompany the rescue team along with required medical kit and ensure priority for shifting of those seriously injured or requiring immediate medical attention.

· Water supplied must be in accordance with acceptable standards of potable water. It is responsibility of Medical Officer to check the water quality.


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