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3510 Appendix T7 Documentation and Vital Records |
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1.0
Introduction to
Documentation
This
section describes four major sources of emergency management
information:
- Jefferson Lab
ES&H Manual,
- Guidebook
for Emergency
Responders,
- The
Emergency Management Manual, and
- The
Jefferson Lab home page on the World
Wide Web.
This information is made
available to all employees
and users on
site in the interest of their being well informed and, thereby, capable of
dealing with potential emergencies. Some
of the emergency management information on the Jefferson Lab home page is
accessible to users
elsewhere so that they can become familiar with Jefferson Lab policies prior to
a visit. In addition, selected
information is made available to City of Newport News emergency
responders (fire, rescue, emergency medical) to enhance their readiness to
respond to emergencies at Jefferson Lab.
1.1
ES&H Manual
The Laboratory's Emergency
Management (EM) Plan is ES&H
Manual Chapter 3510 Emergency Management Plan in
the ES&H Manual. Complementary
chapters in the ES&H Manual include:
·
Chapter 3520 Chemical Assistance Team,
·
Chapter 3110 Facility Design and Modification Review,
·
Chapter 2210 Appendix R1 Staff Assigned to ES&H Activities.
1.2
EM Manual
The EM Manual was
the primary source for EM information
prior to establishment of the Jefferson Lab home page on the World Wide
Web. It included copies of the EM
Plan, pictures of buildings, an evacuation plan for major buildings or a
floor plan for other buildings, and structural information about major
buildings. The pertinent information in
the EM
Manual has been placed on the Jefferson Lab home page, but two copies of the EM Manual are
retained; one is held by the EM Manager and
one is located at the Gate Guard house at the entrance to the accelerator site.
1.3
Guidelines for Emergency Responders (Fire
& Rescue,
HazMat, Emergency
Medical)
Guidelines
for Emergency
Responders is a notebook which contains the information considered to be
most useful to City of Newport News emergency
responders, both for training and responding to a 9-911 call from the
Lab. It contains drawings that show the
locations of fire hydrants, sprinkler system hose connections, post indicator
valves, and dry stand pipes. In
addition, the notebook contains the locations and quantities of hazardous
chemicals stored on site based on the latest site-wide inventory. The fire department has five copies of the
Guidelines. Copies are also available at
the Machine Control Center and the Gate Guard House. The drawings are available on the emergency
management section of the Jefferson Lab home page.
1.4 EM Home Page
EM information has been placed on the Jefferson Lab home page to
facilitate access by employees
and the user
community. Available information
includes: definitions of emergency management
terms, the EM
Plan, hurricane check lists, the locations of weather alert radios, and the
status of evacuation drills. Reports of
exercise results are being posted on the World Wide Web as technical notes.
Jefferson Lab Emergency
Management
Building
Emergency Staff
Other Emergency Management Web Pages
Federal Emergency Management Agency (FEMA)
Virginia Department of Emergency Management
National Weather Service (NWS)
2.0
Introduction to Vital Records
The
Laboratory's Records Administrator is responsible for the laboratory’s vital
records as described in Administrative
Manual Article 214.02, and thereby manages the Laboratory's Vital Records
program.
In most
organizations, vital records constitute about 5% of all records. Records considered vital usually meet one of
three criteria:
- Records essential to the continued functioning
or reconstitution of an organization during and after an emergency.
- Records required by law and regulation.
- Records which protect the legal and financial
rights of the government, Jefferson Science Associates, LLC (JSA), and the
individuals directly affected by Lab activities.
JSA is
contractually obligated to comply with 36
CFR 1236 Management of Vital Records, which describes the essential aspects
of a vital records program, including policies, plans, procedures, and
resources to identify, use, and protect vital records. The CFR states that “This is a program
element of an agency's emergency management
function.”
The EM Manager and
the EM
Committee assist the Records Administrator as follows:
- Review and comment on contingency plans.
- Provide advice and information upon request
about measures for physically protecting vital records.
- Evaluate vital records protection during drills
and exercises.
- Exchange information, particularly in the
rapidly-changing field of information transfer and storage.
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ISSUING
AUTHORITY |
APPENDIX
AUTHOR |
APPROVAL
DATE |
EFFECTIVE
DATE |
EXPIRATION
DATE |
REV. |
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ESH&Q Division |
11/16/01 |
11/16/01 |
11/16/04 |
0 |
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