Paper vs. Technology: SPCC plans and Facility Response Plans
Posted on Fri, Sep 03, 2010
As mobile technology becomes more available, reliable, and affordable, different options for housing regulated emergency response plans have evolved. Many companies control their SPCC or facility response plans “the old fashion” way – by word-processed plans, either printed or hosted on a company intranet. For some, “paper-based” plans may be the most affordable option. However, costs to maintain these plans are higher due to the inefficiencies of managing multiple plans and many files that are not connected.
To determine if paper-plans fare costing more than you suspect, consider how much overlapping data exists between each plan type and among common plan types required for multiple facilities. For instance, are common company contacts required in more than one plan? Understanding which option is right for you is the key to easy plan maintenance, controlling costs, and ease of implementation during an emergency.
Consider a paper-based plan (word processed document, printed or posted to company intranet) if your company has:
- Less than five locations with no regulatory requirements
- Minimal duplication of information for each site
- One main corporate plan with no requirements for site-specific plans for operations
If paper plans are deemed a better option, it is best to minimize duplication of telephone numbers and name-specific responsibilities. If possible, limit the location of telephone numbers to one section of the plan, since each file must be updated separately.
A database-driven plan or system may be a better option for:
- Business continuity plans with more than 10 critical business processes.
- Emergency response or any other plan types for more than 5 locations – the more complex and numerous the plans, the more beneficial database-driven systems are likely to be.
- Plans in which more flexibility is desired to display corporate contact information in multiple plans.
- Plans in which ease and convenience are desired to display contact information in response checklists, and in multiple locations in the plan. This information can typically be updated in one location in the database and instantaneously display in all plans.
- Numerous regulatory agencies require plan submittal for approval.
These are just some of the circumstances that may aid in your decision to convert to a database driven planning system. Internal plan audits and consultations should also be considered, to ensure use of the right planning method for the specific circumstances.
For tips and best practices on designing a crisis management program, download our Best Practices for Crisis Management.