Environmental & Risk Management / Emergency Preparedness / Business Process Owner

Creating an Emergency Contacts List

During an emergency, your company's emergency response staff will need important information at their fingertips. Recording contact information for vendors, government agencies, clients, and building management will help you respond quickly in emergency situations.

With the Define Emergency Contacts task, you can consolidate emergency contact information in one table and designate employees, vendors, and contacts as Emergency Contacts without duplicating information from other tables. As you update the records in the Employees, Vendors, and Contacts table, you will automatically update the emergency contact list.

Once you create a list of emergency contacts, the emergency response team can:

Associating a contact with multiple buildings, properties, or sites

You can associate an emergency contact with multiple buildings, properties, or sites. For example, a vendor might service two different buildings. In this case, you can create two records for this vendor and complete a different building for each. In the event of an emergency, the response team can filter the contact list by building and access the record for the vendor for this building. The below image shows that employee Casey Acharette is associated with three different buildings. Thus, no matter the building that the emergency occurs in, Casey's contact information will be available to the emergency response team who might filter the contact list by building.

Also note that in the bottom screen, the user has selected to add Alison Abernathy to the emergency contact list and the system has completed several fields with values from the Employees table.

You will want to periodically verify that the contact information is still accurate, which helps to ensure that emergency contact information is accurate and timely when it is needed most, during an emergency. The view offers the Date Verified field so that you can enter the latest date that you verified the information. .

To create a list of emergency contacts:

  1. On the Process Navigator, run the Emergency Preparedness / Business Process Owner / Define Emergency Contacts task.
  1. Review your list of contacts, or choose Add New to create a new contact.
  2. The system presents the Select Team Member form, from which you can choose existing records from the Employees, Contacts or Vendors tables to add as contacts. Choose the employee, contact, or vendor that you want to add to the emergency contact list.
  3. The system presents the Define Emergency Contact form, prefilled with information, such as name, telephone, and email address from the Employees, Contacts, or Vendors tables. Note that the form informs you of the source table from which the record derived. Complete these additional fields for the contact.
Field Description

Building Code

Property Code

Site Code

Associate the employee, vendor, or contact with a property, building, or site. Since a person, such as an employee, might work in more than one building, property, or site, you can create multiple records for the same employee and associate each record with a different building, property, or site.
Date Verified You will want to periodically verify with employees, contacts, and vendors that their information is still accurate and make changes as necessary. Use this field to record the last date that you updated and verified information.
Current Status

Enter the status as Active, Inactive, Archived, or Removed.

  • If the corresponding record no longer exists in the source Employees, Contacts, or Vendors table, the system sets the status to Removed.
  • Inactive and archived contacts are handy to keep in case they might be needed. For example, if the active contact for the vendor who services the heating system were not available for contact during the emergency, the emergency response team could call a contact who is retired, but still listed in the table as an archived contact and may have expertise in the heating system.

When the response team is working with the contact list, they can filter to only active contacts so that the archived contacts do not weigh down the list.

Notes Enter any additional notes about the contact.

 

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