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THE ROLE OF EMERGENCY MANAGEMENT:

One definition of Emergency Management is that of an educational program which teaches the public what and how to do before, during, and after a disaster to protect themselves, their families, their homes, and their businesses. Secondly, that emergency programs inform the public such that their building structures will be built according to improved codes. Thirdly, that governments and private organizations have prepared in advance proven and effective response plans, the necessary resources, the necessary trained personnel, and community plans for the recovery and reconstruction period after a disaster. In sum, emergency management deals with "the mitigation of, preparation and training for, response to, and recovery from disasters". For our purposes, we shall look at the role of information technology and its use by emergency managers when a disaster strikes (see endnote #1).

Emergency managers are responsible for providing guidance during natural or manmade disasters, which cause the related devastating casualties, injuries, emotional distress, as well as property loss and material destruction. Emergency managers must recognize that disasters can be fairly complex, and can occur with an extremely wide range of intensity. For instance, sometimes they're instantaneous, as in the case of the bombing of the World Trade Tower, and sometimes disasters may have small windows of warning such as in the cases of Hurricane Andrew and the Great Flood of 1993.

In the 1990's, the National Information Infrastructure strived for improvements and enhancements to the information systems that supported emergency management infrastructures. It was the goal of national emergency management administrators that these changes would contribute in the safety of both emergency responders and of the general public. Another aim was that through emergency management measures, some disasters might be avoided entirely, or that impacts of unavoidable disasters could be minimized through preparation and training, due to quicker response times and recovery rates. As the National Academy of Public Adminstration noted: "Emergency management requires coordination of a wide range of organizations and activities, public and private". This coordination was necessary at all levels - local, state and national, with it being crucial that all three levels be actively involved in the emergency management recovery process (see endnote #2).

The potential for the destruction of entire infrastructures can be illustrated in the case when the Homestead, Florida region was struck by Hurricane Andrew. When such seemingly total devastation occurs, it is extremely important for emergency managers to have available to them dependable information and communication systems with backup and redundant systems that can be accessed reliably even after such a disaster. The current thinking is that it is crucial that more improvements be made in information technology tools and that there should be more agressive implementation of the National Information Infrastructure goals.

Yet, the search goes on for newer, possibly better approaches to emergency management. In the US Congress alone, more than 13 Senators and nearly 100 members of the House have sponsored bills that address both disaster response issues and the funding surrounding them. Most of these have been variations based on the 1981 "Hearings on Emergency Management of Information Technology." One member of the National Disaster Coalition stated a common view held by these representatives about the expense and problems of disaster response when he stated: "Our nation's response to disasters continues to be a reactive one. We wait for our worst fears to be realized, and then we figure out how best to pick up the pieces. It is the most expensive, least efficient and least humane way of approaching the problem" (see endnote #3).

Yet, as a result of these meetings, one of the results has been the U.S. decision to place more emphasis internationally on prevention, mitigation, and preparedness activities. This goes hand in hand with the 1990 initiative by the United Nations to exchange information by the creation of the International Decade for National Disaster Reduction (IDNDR) and subsequent meetings in Yokohama, Japan in May of 1994, progress reviews (see endnote #4). One example of this is the United States' work on improved communications between various Caribbean nations through the Caribbean Satellite Network which should help increase the success in the management and prediction of natural disasters such as hurricanes. But unfortunately, within the US itself, sometimes communication is confused due to information being bogged down due to jurisdictional territorialities.

Jurisdictions of Weather Related Federal Departments:

Weather related disaster events in the 1990's are treated in a rather convoluted manner by the U.S. government. According to a representative at the Office of Hydrology of the National Weather Service, the responsibilities toward weather related events are delegated as follows: The Office of Meteorology has jurisdiction from the forecast right up to the point when the precipitation hits the ground. After that, the Office of Hydrology has responsibility. If the precipitation seeps underground, the USGS Water Resource Division takes over. If pollution occurs, the Environmental Protection Agency is responsible for the clean up. If disaster related materials need to be moved from "here to there", the Bureau of Reclamation does the job in the west and the Army Corps of Engineers does it from the Mississisppi eastward. When flooding dumps into the Gulf, the National Ocean Service takes over. After the cleanup of the disaster has occurred, and all the fuss has died down, the responsibility for the data belongs to the National Climate Center (see endnote #5).

We shall next look at a quick history of US emergency management, and how its philosophy really has not changed radically in the last twenty years.

(1981) Emergency Management Information Technology Hearings:

On September 29th and 30th, 1981, the "Emergency Management Information and Technology Hearings before the Subcommittee on Investigations and Oversight of the Committee on Science and Technology: 97th Congress" were held. From our point of view in the 1990's, notable was the fact that Vice President Albert Gore, then Congressman Gore, presided as chairman of that subcommittee.

This committee had as its goals:

1) the discussion of the then current field of emergency managment;

2) the discussion of how to make the American people aware of the difficulties faced during emergencies;

3) the discussion on how government must face up to the problems in management and communications during times of emergency; and

4) also discussed was the role of the Federal Emergency Management Agency [FEMA] in the overall system for disaster preparedness and response, and where that agency's weaknesses occurred.

Mr. Gore observed in his opening statements that part of the problems with the national emergency management system at the time was the division between military and civilian disaster experts and the need for taking advantage of the technology "already on the shelf to upgrade our emergency management systems around the country" (see endnote #6). The focus of the hearings was to attempt to define what the proper role of the Federal Government was in disaster recovery planning and in the management of information to aid the disaster recovery process (see endnote #7).

It was pointed out by Hearing representatives at the time that when dealing with information processing technology for emergency management three assumptions were made:

1) that FEMA would be dealing with domestic crisises;

2) that it would not be dealing with intercontinental or international aspects (perhaps unique to defense);

3) that these would be crisises normally handled by state and local authorities with possible Federal liaison.

Four major catagories of disasters covered would be:

1) natural disasters;

2) terrorist actions or threats;

3) riots and non-peaceful demonstrations; and

4) technological emergencies (see endnote #8).

Some major findings of the hearings were:

1) there was a need to design and develop stronger interfaces in both "the national military and command/control systems and the emergency management plan. These should begin at the highest levels and extend throughout the heirarchy of officials;

2) it was necessary to design and develop "an optimal transition from the very large information domains of global satellite sensing, surveillance, continental sensing, and observation inputs and outgoing data bases" [ie:libraries, academic networks] and all should serve the individual user as well as the decision makers (see endnote #9).

During these hearings, the role of FEMA during disasters was defined and described by the agency's then executive deputy director, Major General Bennett L. Lewis, in terms of information technology as applied toward emergency managment. FEMA was said to (see endnote #10):

1) prepare for / respond to peacetime emergencies caused by nature or man-made and prepare for / respond to wartime emergencies;

2) coordinate the efforts of other Federal agencies, state and local governments, and volunteer agencies [ie: Red Cross];

3) in the aftermath of an emergency, FEMA must assemble large quantities of information from disparate sources, process, analyze and translate it into a form useful for decision making at the many levels up to and including the President of the United States;

4) before major emergencies occur, be involved in information studies, analysis, and make plans that support preparedness programs, mitigate and prevent emergencies and allocate resources;

5) the State and Local Programs and Support Directorate, which is the focal point in FEMA for all Federal emergency management programs which impact State and Local governments, providing for both the technical and financial assistance to those governments. The Support Directorate operates the Emergency Information and Coordination Center [the focus for centralized collection and management of disaster and emergency information in FEMA] and also administers the Disaster Relief Act.

6) Disaster Relief Act - when a Governor of a state determines that a disaster is beyond the state's capabilities, he may request Federal supplemental assistance under a Presidental declaration of a major disaster or emergency. In that event, the FEMA regional offices make joint surveys with the State to assess damages and requirements for assistance. The Agency then coordinates the Federal response by administering programs that provide relief and recovery assistance to the disaster-striken communities, and to disaster victims (see endnote #11).

7) FEMA's National Preparedness Programs - develop national policies, plans and requirements for operational programs to meet future and long-term civil emergency preparedness and planning needs. Programs administered included Offices of Resources Preparedness, the Office of Government Preparedness, the Office of Civil Preparedness; the Office of Fire Protection Management, the National Emergency Training Center, the Resource Managment and Administration Directorate (see endnote #12).

Some relevant (1981)Hearing generated Disaster Recovery Suggestions were:

1) That federal disaster related agencies be provided adequate funds for computerizing their disaster operations in the field, after which the field computers could be linked to a centralized system within FEMA, such that field data could be swiftly available "for the analysis and needs actions on a state, regional or national level (see endnote #13).

2) That information processing technology for emergency management information processing be focused on communications, computers, artificial intelligence and security.

3) That communications be focused in terms of conventional and emerging technology. [ie: conventional technologies being existing networks, mobile radio, and satellite; emerging technologies being packet radio and multiple satellites] (see endnote #14).

4) That emergency management planning/replanning aids should be seen in terms of expert systems, knowledge bases, graphic presentation systems and voice input/output. Success factors should be seen in terms of usability, dependability, ubiquity, interoperability, and security (see endnote #15).

Unfortunately, as we'll later see, not all of these suggestions were implemented by the early 1990's. It is thought by many disaster management experts that implementation could have significantly prevented much of the damage that occured later in those years, especially in regards to the warning and communication systems.

The 1990's State of the Emergency Broadcast System:

Historically, the Emergency Broadcast System was created in 1951 by Congress to stand ready to alert the country to foreign threats [ie: nuclear attack], but until recently never was activated on a nation-wide level. Instead it was used to warn of more than 17,000 state and local disasters, such as hurricanes and riots. Unfortunately, an inherent weakness in this system's infrastructure was that it had been based on the broadcasting market of the 1950's. It therefore excluded cable television systems which in the 1990's reached over 60 percent of current American homes, and often used unmanned local stations. It also did not reach Americans with hearing problems or persons who did not speak English. When a crisis arose, emergency management teams [from either the Federal Emergency Management Administration, the National Weather Service, the state governor's or local mayor's office, or local police or fire departments], had to telephone the broadcast stations responsible for putting the warnings on the air. These stations would then activate a two-tone signal and read a bulletin over the air. The tone would cue a group of stations down the line to repeat the signal and the message, which would prompt a subsequent group of stations, etc., until the daisy chain of necessary stations was complete. Unfortunately, broadcast industry lore was full of tales of broken daisy chains, for success and timeliness of the operation was immediately dependant upon chance, [ie: officials had to be able to get through on phone lines that might have been jammed during the crisis, and all along the chain, the station staff needed to be available and know how to operate the system] (see endnote #16).

On March 31, 1994, an announcement was made by Vice President Al Gore regarding a three-part federal initiative to improve warnings of impending disasters in the U.S. This program was to first increase the area covered by the National Oceanic and Atmospheric Administration (NOAA) weather radio from about 75-80% of the U.S. to 95%. Second, the federal government was to "aggressively pursue public and private participation in the placement of the NOAA radios where people gather and ultimately in homes, so that they will soon be as common as smoke detectors." Third, the Federal Emergency Management Agency and the National Weather Service was to work together "to expand the system to become an all hazards source of information (see endnote #17).
White House officials on March 31, stated that the proposal would use "satellite technology and cheap transistor radios to notify rural residents of weather problems." The National Weather Service had operated with a series of low-power radio stations across the country which broadcasted weather forecasts continually. These radio stations were also meant to send out a tone when a warning was issued. The new intention was that radio sets would now be made available that turned on automatically when this tone is sent. The Weather Service and Federal Emergency Management Agency had also discussed a plan to build a national warning program based on this particular radio network (see endnote #18).
As mentioned previously, the Weather Service and Federal Emergency Management Agency used the decades old tradition of manually phoning the radio and television stations to ask them to spread the word of the impending calamities. With the new system, officials would now be able to blanket entire communities with wireless signals.

For example, firefighters and police officers were now able to receive these signals as data messages displayed on pagers or portable computers, and the signals were created to automatically turn on televisions and radios, set off smoke detectors, and make lamps flash to alert the deaf. It had also been suggested that the Emergency Broadcasting System overhaul, would represent a new $100 million market for makers of consumer-electronics devices to alert citizenry of impending disasters, making non "disaster-ready" devices obsolete. This new system therefore would communicate official instructions, and would increase the communication options by having computerized transmissions which would automatically send audio, text and bilingual bullitens to television and radio stations, cable operators, and satellite-TV companies. The FCC also in time, hoped to have in place receiving equipment in public address systems found in hospitals, schools and nursing homes (see endnote #19).

Once the warning has been given out, what kinds of emergency management steps would then be appropriate?

1990's Thinking on Disaster Recovery Planning:

The unprecedented string of natural and manmade catastrophes during 1992 and 1993 has caused many businesses and government to realize the importance and need for disaster recovery planning as part of the organizational infrastructure. It has been found that there needs to be an active exploration of alternative communication and supply routes in case primary sources or operations are shut down. It is important that every organization should develop its own disaster recovery plan and that each plan should mesh with the corporate plan.

If done properly, the most important steps in disaster planning can then be summarized as follows: (see endnote #20)

A. Establish the Recovery Plan:

1. Identify critical business functions and critical customers or users.

2. Identify the minimum operational resources needed to support the critical business functions and critical customers or users.

3. Prioritize which customers are most important to the functioning of the organization and who will be serviced first.

4. Analyze the current organizational configurations, staffing, access, etc...

5. Companies that contract for alternative sites should prepare for the possibility that the alternate center might not be available during a widespread disaster. This means deciding primary and backup sites in advance.

6. Make sure to set a recovery timetable for vital operations.

7. Determine the scope of the loss, [no matter how long it takes] and the impact of the loss on revenues, business position,etc.

8. Have a budget planned in terms of line items [such as: earthwork and debris removal; utilities; asphalt and paving; landscaping; and amenities like benches, awnings, etc] so as to be able to price damage in terms of how bids to replace or repair will come in, [ie: by linear or square footage.]

9. Arrange in advance an agreement for suppliers to provide materials and resources after catastrophes, as a way to protect property and get the business running again in optimum time. When disasters strike large areas, everything will tend to be in short supply and everyone will be looking for the same resources. Having a prior agreement with suppliers helps guarantee the organization its share in scarce resources after the event. Keep in mind that the more unusual the item [ie: specific electronic parts], the greater a need for a prearrangement. If possible, stock up on building supplies [ie: plywood and nails] that will likely be needed and scarce after a catastrophe. Also, have prior arrangements for resources like warehouse space, large industrial cranes and backhoes...

10. Emergency Backup of Power. Have battery backup and uninterruptable power supplies deployed to provide power for communications elements. [Power backup may be provided by standby diesel or gas generators].

11. Focus on the prevention of disruptive events - Included are precautions against fire or security measures against vandalism, and ensuring backup facilities are available when primary service elements are lost. Losses can occur in any number of ways: total destruction of a Center; loss of power; loss of primary network access because the local central office or carrier's point of presence [POP] has a problem; computer/communications systems failures; database loss through corruption or human error; and personnel changes (see endnote #21).

Steps toward eliminating error:

A. Test the disaster recovery plan - at least once a year.

B. Update the Disaster Recovery Plan - after every operations change.

C. Activate the Disaster Recovery Plan -

1. Define the procedure for the immediate notification of a "disaster" condition to key personnel responsible for recovery implementation [ie: including telecom, MIS, operations management].

2. Options include automated call processing and messaging technology with programmable emergency notification.

What kinds of information and communications tools could be appropriately used in a disaster situation?

Managing Response to Disasters Using Microcomputers:

In the last decade microcomputer-based decision aids have been developed for various organizations like the American Red Cross, the United States Coast Guard, and the New York State Office of Disaster Preparedness. These organizations recognize that in this advanced technological society, disasters result from vulnerabilities not only from geophysical events, but also from the anticipated and unanticipated consequences of complex human systems. To respond effectively to both natural and man-made disasters requires the assessment of information prior to, during and after catastrophic events, as well as involving the initiation of activities that hopefully will lessen the impact of those disasters on society. The quality of the decisions individuals will make in crisis setting is directly affected by the quality of the information received, the individual's cognitive abilities, and what kind of options may exhist (see endnote #22).

The major differences between a disaster management situation and most other decision situations depends on the levels and damaging effects of the elements of surprise and stress. Computerized disaster response decision support systems help lessen those negative elements by providing data banks with a data analysis capability, normative modes and the technology for display and interactive use of the data and models. The normative models provided can help decision making individuals with response solutions that may not be readily apparent, thereby offering more options than previously perceived.

As in the case of the Red Cross, a system can then be programmed to support the recovery process by:

1) providing a self-prompting program for entering data [ie: from disaster field survey data];

2) by storing the relevant data;

3) by enabling matching and comparison of relevant data;

4) by providing a graphics capability for plotting data;

5) by generating both ad hoc and routine reports on disaster site data (see endnote #23).

Now that we've reviewed the ideal conditions for emergency management preparation and related useful information tools, the next step is to examine some recent case studies in order to identify where things went wrong in the past and why.

ENDNOTES:

1. FEMA Renewal, Federal Emergency Management Agency National Performance Review Report; Sept.7, 1993; p.2

2. "Coping with Catastrophe." National Academy of Public Administration, February 1993; p.viii

3. Jon Healy, "Critics call for a better way to deal with Catastrophes," Congressional Quarterly Weekly Report, vol.52, issue 4, January 29, 1994, pp. 167-169.

4. National Research Council: Facing the Challenge (Washington,D.C.: National Academy Press, 1994) pp.63-70

5. Tim Szeliga, [szeliga@soils.umn.edu] "Re: Mississippi Flooding Implications" [Newsgroups: sci.geo.meteorology] Thu, 1 Jul 1993 20:09:15 GMT

6. "Emergency Management Information and Technology: Hearings before the Subcommittee on Investigations and Oversight of the Committee on Science and Technology." U.S. House of Representatives 97th Congress First Session September 29.30, 1981 [No.55] (Washington, DC: U.S. Government Printing Office, 1981) pp. 1-2

7. "Hearings before the Subcommittee, etc. September 29-30, 1981" p.4

8. "Hearings before the Subcommittee, etc. September 29-30, 1981" pp. 168-169

9. "Hearings before the Subcommittee, etc. September 29-30, 1981" p. 15

10. "Hearings before the Subcommittee. etc. September 29-30, 1981" pp.24-25

11. "Hearings before the Subcommittee, etc. September 29-30, 1981" pp. 25-27

12. "Hearings before the Subcommittee, etc. September 29-30, 1981" pp. 26-29

13. "Hearings before the Subcommittee, etc. September 29-30, 1981" p. 44

14. "Hearings before the Subcommittee, etc. September 29-30, 1981" pp. 170-177

15. "Hearings before the Subcommittee, etc. September 29-30, 1981" pp. 178, 180

16. Sabra Chartrand, "Technology: Warning of Disasters, Digitally" [New York Times:11/7/93] p. F9

17. Ann Mazuk,[amazuk@dirac2.span.nasa.gov], "The Aerospace Corporation" DISASTER RESEARCH" v.139 April 12, 1994 p.1

18. Mike Bowers, [mikeb@radonc.ucdmc.ucdavis.edu], "Gore Announcement" [WX-TALK@UIUCVMD.BITNET] Thu, 31 Mar 1994 08:32:53 PST

19. Sabra Chartrand, "Technology: Warning of Disasters, Digitally" p. F9

20. Sara Marley, "Learning from disaster: Spate of losses inspiring firms to quickly make recovery plans" [Business Insurance: Crain Communications, Inc.] 6/7/93 : SPOTLIGHT REPORT; Property Loss Control; Pg. 3

21. Arthur Rosenberg, "Disaster Planning: Disaster Recovery for Single- Site Call Centers" Business Communications Review v.22 no.2 [Hinsdale, IL: BCR Enterprises, 2/92] pp. 20-21

22. Salvatore Belardo et.al, "Managing the Response to Disasters Using Microcomputers" [Interfaces - An International Journal of the Institute of Managment Sciences and the Operations Research Society of America v.14 no.2 March-April 1984] pp. 29-35

23. Salvatore Belardo,"Managing the Response to Disasters Using Microcomputers" pp. 33-34

(Updated 9/02/03 D.J. Russell)
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