Every unit at UF should have a plan for hurricane/disaster preparation and response. These are CLASnet's recommendations for IT preparedness.

Locate computers safely

Do not put computers on the floor. Flooding can occur on any floor in any building, and machines on the floor can be damaged by as little as one inch of standing water. Also, do not put computers on window sills or directly under a window, since rain sometimes leaks in during storms.

Turn off machines before the storm

Power surges and outages may occur during any major storm. While losing power usually will not hurt a machine, a surge or frequent power cycling during the storm or while recovery is underway may damage hard drives and other components. If you expect a storm, turn off all computers, as well as printers, copiers and fax machines.

Inform staff & students

Let your employees, students and other relevant people know if you will be closed for a storm. If you facilities are used nights or weekends, announce the closure well in advance so that off-hour users are aware.

Secure labs

Both computer labs and research labs have a variety of equipment which should be protected during any major storm. Make a list of equipment which should be powered off or otherwise secured before a storm.

Contact lists

Make, update, and distribute paper copies of contact lists for your labs and other facilities. Be sure that key people have copies off site, eg. at their homes.A contact list is only useful if you have it in hand when you need it. List your leadership, facilities and lab managers, and emergency service contact numbers.

Contacts for everyone's list include

• UF Police Department 392-1111
• UF Physical Plant Division (PPD) Work Management Center (24x7 for emergencies) 392-1121
• UF Environmental Health & Safety (EH&S) 392-1591
• CLAS Associate Dean of Administative Affairs (eg. facilities) 392-2264
• CLAS IT Support (CLASnet) 846-1990

Document emergency procedures

Make, update, and distribute paper copies of your emergency response proceedures. Include the contact lists, locations and types of critical equipment, and plans for working if key staff are unavailable during an emergency.
See also http://www.ehs.ufl.edu/disasterplan/default.asp

Post notices

If possible, post notices on your building and on your web site so that users know the status of your facilities. If there are hazards, contact the UF Police department as well as PPD and/or EH&S to coordinate blocking access to unsafe locations.

Document damage

If your facilities or equipment are damaged, photograph, sketch or make notes on the specific types and severity of damage. Do this as early as is safe. Be as specific as possible about what is affected, what the appearance of the equipment or facilities is, and what the apparant source of damage was. Do not power on any equipment which appears to be wet or water damaged until it is checked out by competent technical personnel.

Report damage

Faculty and Staff should notify their department or center leadership. Departments and centers should notify the Dean's office. If any damage presents a safety hazard, notify emergency services as well. If there is structural damage or flooding, notify the Physical Plant Division immediately, don't assume someone else has or will do so.

Restore services

After notifying the appropriate people and documenting damage, work to mitigate further damage by moving equipment out of flooded areas, placing tarps and catch buckets under leaks, etc. Do not work where there is a safety hazard until the Physical Plant Division or emergency services makes the area safe.

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Last updated: Oct 20, 2005 (12:44:31 PM EDT)
URL: http://www.clasnet.ufl.edu/security/hurricane-disaster.shtml