Draft

Standard Operating Procedures (SOPs) of

State Emergency Operation Centre Tripura, Agartala

Telefax No.-0381-2414485 Toll free No.-1070

Email: seoctripura@gmail.com Room No.-2109, Revenue Department,

Capital Complex, Agartala-799006

Revenue Department, Government of Tripura

FOREWORD

LIST OF ABBREVIATIONS

ARDD Animal Resource Development Department

CTI Central Training Institute

CWC Central Water Commission

DDMA District Disaster Management Authority

DDMP District Disaster Management Plan

DEOC District Emergency Operation Centre

DWS Drinking Water and Sanitation

EDP Electronic Data Processing

EOC Emergency Operation Centre

GOI Government of India

GOT Government of Tripura

GSI Geological Survey of India

ICAT Information, Culture and Tourism

IIT-G Indian Institute of Technology-Guwahati

IMD Indian Meteorological Department

LCD Light Compact Device

MLA Member of Legislative Assembly

MP Member of Parliament

NDM National Disaster Management

NEIST North East Institute of Science and Technology

NEPA North East Police Academy

NERIST North East Regional Institute of Science and Technology

NERIWALM North East Regional Institute of Water and Land Management

NESAC North East Space Application Centre

NGO Non Government Organisation

NIT National Institute of Technology

OIC Officer In Charge

PMO Prime Minister Office

PO-DRM Project Officer-Disaster Risk Management

PWD Public Works Department

SDMP State Disaster Management Plan

SEOC State Emergency Operation Centre

SIPARD State Institute of Public Administration and Rural Development

SOC Seismological Observatory Centre

SOP Standard Operation Procedure

STD Subscriber Trunk Dialing

TDMA Tripura Disaster Management Authority

TSAC Tripura Space Application Centre

TV Television

VOIP Voice Over Internet Protocol

VSAT Very Small Aperture Terminal

CONTENTS

Sl. No. Contents Page No.

1 Chapter – 1

Chapter – 2

Chapter – 3

Chapter – 4

Chapter – 5

Chapter – 6

Chapter – 7

Chapter – 8

Chapter – 9

Chapter – 10

Chapter – 11

Annexure-1

Annexure-2

Annexure-3

Annexure-4

Chapter-1

1.1 Introduction

(a) The State Emergency Operations Centre (SEOC), Tripura at Agartala is an essential part of Disaster Management Planning and institutional mechanism set up in the State to handle disaster management. The SEOC, system, and its operative procedures are designed in such a way that firstly and foremost information is promptly assessed and relayed to all the concerned parties. Rapid dissemination of such information contributes to quick and immediate response and effective decision-making during the emergency. As the master coordination and control point for undertaking all counter-disaster efforts, the SEOC is the place of decision-making under a unified command where leading decision makers are involved for immediate response. It has taken the operative principles of National Emergency Operation Centre into account to synergise the institutional set up at district, state and national level.

(b) State level public safety agencies recognize the need for inter-agency communication, coordination, and

cooperation. Police, Fire Services, Emergency Medical Services of Tripura have already established capabilities and mutual aid agreements are already in place. While these plans and agreements formally extend beyond jurisdictions, they tend to remain intra-discipline in practice. Today’s public safety realities highlight the need for agencies to work together to establish communications interoperability and mutual aid plans not only across traditional jurisdictional boundaries but across disciplines as well. This has been emphasized in Crisis Management Plans stipulated to be established by State Govt. in partnership with Govt. of India.

(c) To remedy the lack of ability to communicate among disciplines, Govt. of Tripura public safety agencies

(Fire Services, Police, Civil Defence, Army and Paramilitary forces), as well as the public service agencies, (Health & Family Welfare, PWD, DWS, Power, Transport, Environment, Agriculture, ARDD) have worked cooperatively to develop an intra-jurisdictional interoperability mechanism. This solution aims to establish dedicated communication channels with procedures that are accessible on communication equipment used by key public service officials, public safety officials, and public/private service executives.

1.2 Purpose

The purpose of this SOP is to assist the personnel deployed in the State Emergency Operation Centre (SEOC) and Tripura Disaster Management Authority (TDMA) for effective analysis and emergency management of disaster management information. This guide will contain formal written guidelines or instructions for incident response. SOPs typically have both technical components and operational and enable emergency responders to act in a coordinated manner across various disciplines in the event of an emergency. Not only will this enhance the efficiency of a multi-agency response, it will save lives by quickly disseminating critical information to participating emergency responder agencies at the time of a significant incident anywhere in the State.

Chapter-2

2.1 Institutional Arrangements

All disaster specific mechanisms would come under a single umbrella allowing for immediate response to all types of disasters with an avowed objective of having a simplified and uncluttered system of response. At the top level, the Chief Secretary will act as the Chief of Operations and will be supported by the Relief Commissioner through the Branch arrangements at the Emergency Operations Centre (EOC). The District Emergency Operation Centre (DEOC) under DM & Collector is immediately below of SEOC. In case of disasters affecting larger community, the role of the Sub-Divisional Magistrate, comes into prominence under the guidance of District Magistrate and Collectors. The existing institutional arrangement and the sequence of flow of information are outlined in Figure 1.

Institutional Arrangements and flow of information at State Level

Figure-1

International

Organisations

Departments of GOT

(Revenue, Home, Health

& FW, Education,

Finance, Transport, UD,

AMC, PWD, DWS,

WR, Agriculture, FCS,

Forest, ICAT, S&T and

Env.)

Chief Secretary/ Relief

Commissioner

State Emergency

Operation Centre

District Magistrate &

Collector

District Emergency

Operation Centre

GOI Agencies

(IMD, CWC, Defence

Services, BSNL, Civil

Aviation, Railways)

State Agencies

Police, Fire Services,

Health, Water Resources

and District

Administration of four

districts

State level NGOs

(Indian Red Cross,

Ramkrishna Mission,

Bharat Sevashram,

NYKs)

Chapter-3

3.1 Function of SEOC:

The primary functions of SEOC are

Coordination

Analytical decision making

Policy-making

Operations management

Information gathering and record keeping.

Public information – receipt and dissemination

Resource management

3.2 Normal Time Activities of the State Emergency Operation Centre: The conduct of normal-time activities of EOC, under the Relief Commissioner, are very important for its efficiency of response in a disaster situation as this time can be used for preparedness and testing of system. The normal time activities of the EOC will be to ensure through appropriate statutory instruments that:

State and District Disaster Management Plans are operationalised.

Standard Operating Procedures for various departments are in place.

Relief Fund is setup at the disposal of the State Relief Commissioner.

Ensure that all DDMPs continue to update on a regular basis by all the districts.

Encourage districts to prepare area-specific plans prone to specific disasters receive reports on preparedness from the district control room/DEOC. Based on these, the SEOC will submit a summary report to the Chief Secretary.

setup study groups and task force for specific vulnerability studies and submit the reports to Chief Secretary.

identify and interact with the research institutions such as NESAC, TSAC, NIT, NEIST, NERIWALM, NERIST, IIT-G, NEPA within and outside of the State for ongoing collaborations to evolve mitigation strategies.

Serve as a data bank in partnership with TSAC to all line departments and the planning department with respect to risks and vulnerabilities and ensure that due consideration is given to mitigation strategies in the planning process.

receive appropriate proposals on preparedness, risk reduction and mitigation measures from various State departments/agencies and place the same for consideration of the Chief Secretary.

convey policy guidelines and changes if any in the legal and official procedures, eligibility criteria with respect to relief and compensation.

upgrade and update State DMP according to changing scenarios in the State.

dissemination of state SDMP to other departments of the GOT and State level agencies updation data bank.

identification of agencies and institutions for locating inventory items for specialised services.

ensure the updation of IDRN portal of all districts.

EOC will also ensure the availability of the inventory items as and when required.

monitor preparedness measures undertaken at the district levels including simulation exercises undertaken by various departments.

monitor the training imparted to state level officials, private sector and NGOs by SIPARD.

organise post-disaster debriefing evaluation and update SDMP accordingly.

prepare an action-taken report for Chief Secretary.

receive reports and documents on district level disaster events and submit the same to the Government.

ensure the warning and communication systems and instruments are in working condition.

regular coordination with IMD-Agartala, CWC, SOC-Shillong, Agartala and GSI-Agartala for dissemination of information related to weather and earthquakes.

Inform district control room / DEOC about the changes if any in legal and official procedures with respect to loss of life, injuries, livestock, crop, houses, to be adopted (death certificates, identification procedures, etc.) in partnership with Revenue Department.

As a part of State level preparedness some inventory items and specialised services are located at the divisional or district level agencies/institutions.

The Disaster Management Centre in SIPARD, Agartala and CTI, Gokulnagar will assist the SEOC on a regular basis in the discharge of its normal time training and research activities.

Flow of Information between SEOC, DEOC during normal conditions

DM Act/ Policy Guidelines

State Relief Commissioner, State Emergency Operations

Centre (SEOC) |

DM & Collector, District Emergency Operations Centre

(DEOC)

Report on the status Policy Guidelines of preparedness in the district and vulnerability data of the district

3.2.1 Dissemination of State Disaster Management Plan (SDMP)

The responsibility for dissemination of the SDMP is vested with SEOC and carried out by Revenue Department, as well as through awareness programmes organised by each of the agencies participating in disaster management.

The SEOC should also involve ICAT, Govt. of Tripura and state-level NGOs in preparing suitable public awareness material to be distributed to the public.

The SDMP must be disseminated at three levels;

central government departments, multilateral agencies (aid agencies), defence services, state level officials

to the DDMAs, government departments, NGOs and other agencies and institutions within the state and

through mass media to the general public.

The content of the plan should be explained through well designed and focused awareness programmes.

The awareness programmes needs to be prepared in the local language (in Bangla and Kokborak) to ensure widespread dissemination.

Media would be extensively used for public awareness programmes. These will include; • newspapers • TV • local cable networks • radio • publicity material

Schools, colleges and other public institutions should be specifically targetted.

3.2.2 Plan Evaluation

The purpose of evaluation of the SDMP is to determine • the adequacy of resources • coordination between various agencies • community participation • partnership with NGOs • alternate arrangements of resources The ease of understanding and using the plan will also be important considerations.

The plan will be updated when shortcomings are observed in • organizational structures • available technology • response mechanism following reports on drills or exercises;

3.2.3 Post-Disaster Evaluation

A post-disaster evaluation should be done after the cessation of relief and rehabilitation activities in order to assess

• the nature of state intervention and support, • suitability of the organization structure, • institutional arrangements and response, • success of Operating Procedures, • adequacy of monitoring mechanisms, • adequacy of information tools,

• adequacy of equipments, • communication system and other equipments etc.,

The impact studies on the above operations for long-term preventive and mitigation efforts are to be undertaken.

Evaluation exercises may be undertaken to understand the perceptions about disaster response in terms of

• adequacy of training, • efficacy of warning systems, • efficacy of EOC functions, • communication plans, • security, • control, • recovery procedures, • monitoring

3.2.4 Plan Update

The SDMP is a “living document” and the Relief Commissioner will update it every year taking into consideration;

• the resource requirements for the State on account of disaster management, • updates on human resources for disaster response, • technology to be used • coordination issues among GOs, NGOs and other agencies.

The following guidelines should be adhered to while updating the SDMP

A procedure should be in place to update the plan on a regular basis to ensure that the items requiring updation are considered and are current.

When an amendment is made to a plan, the amendment date should be noted on the updated page of the plan.

3.3 Activities on Warning or Occurrence of disaster

The warning received from any of the competent agencies will be communicated to the Chief Secretary and the Home Secretary by the Relief Commissioner (Convenor of SCMG). (Immediately receiving the warning, the Duty Officer/ OIC, SEOC shall inform to the Relief Commissioner)

On the receipt of warning from any such agency which is competent to issue such a warning, or on the basis of reports from District Magistrate through SDMs of the occurrence of a disaster, all institutional response measures including counter-disaster measures will be put into operation. The Chief Secretary/ Relief Commissioner will assume the role of the Chief of Operations/ Incident Commander for Disaster Management.

The occurrence of the disaster event will be communicated to the following as per gravity and suitability to

• Governor • Chief Minister • Home Minister • Revenue Minister • MPs and MLAs from affected areas append • PMO • Cabinet Secretary • Secretary, Home • Secretary, Agriculture • Joint Secretary, NDM, Ministry of Agriculture, GOI • all DEOCs • Army HQ, Agartala

The occurrence of disaster would essentially mean the following activities have to be undertaken:

Expand the Emergency Operation Centre to include Branch arrangements for the line departments (as described in Chapter-5) with responsibilities for specific tasks depending on the nature of disaster and extent of its impact.

Arrangement of alternate makeshift EOC and field EOC at the site of affected area if needed. Establish an on-going VSAT, wireless communication and hotline contact with the District Magistrate/s of

the affected district/s.

[The SEOC in its expanded form will continue to operate as long as the need for emergency relief and operations continue and the long-term plans for rehabilitation are finalised].

Chapter-4

ORGANISATION OF STATE EMERGENCY OPERATION CENTRE, TRIPURA

Command

Planning

Liasion

Finance

Operations

Branch

(Branch Officers

and Nodal

Officers

Services

Branch

(Branch

Officers and

Nodal

Officers

Resources

Branch

(Branch

Officers

and

Nodal

Officers

Infrastructure

Branch

(Branch

Officers and

Nodal Officers

Health Branch

(Branch

Officers and

Nodal

Officers

Logistics

Branch

(Branch

Officers

and

Nodal

Officers

Communications

and Information

Branch

(Branch Officers

and Nodal

Officers

Communications

& Coordination

Damage and

Need

Assessment

Finances Restoration Medical

Services

Transport Information

Receipt and

Processing

Planning

Support for

Response

Actions

Emergency

and Relief

Supplies

Reconstruction Surveillance Storage Information

Retrieval

Rescue &

Evacuation

Materials

and

Equipments

Environmental

Health

Monitoring

warnings

Manpower Mental Health Setting up media

centre ICAT

Air Operations Direct

District

Disaster

Manager

towards

setting up of

camps

Salvage

Operations

Coordination

of NGOs

Law and

Order

Chief of Operations/ Incident Commander

Chapter-5

5.1 RESPONSE STRUCTURE ON OCCURRENCE OF DISASTER

The multi-disaster response plan in the State Disaster Management Plan gives details of the type of damage and the possible impact of major disasters on individual, family and community.

The response structure for SEOC is, therefore, given in a diagrammatic form in Chapter-4 to facilitate quick and effective response.

It helps in identifying relevant departments that need to be mobilised immediately and the nature of interaction with various authorities as well as the levels.

Response Structure on Occurrence of Disaster in the districts Response Structure on Occurrence of Disaster in Agartala city

5.2 Operation of various Branches during Disasters

During Disaster, the SEOC should function with different branches for division of tasks, information gathering and record keeping and accountability of the emergency functions. This can be possible if pre disaster planning and arrangements are put in place and practiced every quarter.

Each Branch should have a Branch Officer of the rank of Deputy Secretary or Under Secretary assigned.

The Branch/Nodal Officers for Operations, Services, Logistics, Resource Branches will be from the Revenue Department

For Communication and Information Management Branch, the officer will be from the Police Department

For Health Branch, the officer will be from the Health Department

For Infrastructure Branch, the officer will be from the Public Works Department.

All communication received and sent will be maintained in the "In and Out Messages Register".

All Branch/Nodal Officers will work under the overall supervision and administrative control of the Chief of Operations.

All the decisions taken in the SEOC have to be approved by the Chief of Operations/ Incident Commander. 5.2.1 Responsibilities and Functions of Operations Branch

A. Planning Support for Response Action

• Emergency supplies of water and cooked food • Rescue and evacuation • Salvage Operations • Disposal of dead • Transit camps • Inform the DEOCs about sanctions for various relief items

B. Implement procurement/purchase/hire/requisition plans of materials not available at the district level

C. Establishing communication links with

• Appropriate central government departments, agencies and institutions such as railways, defence services, IMD and CWC, National Control Room at MHA and neighbouring State EOCs. • Police, Fire Service, PWD, TSECL, Water Resources, DWS, and all other State department • Private donors

D. Reporting

• Receive Preliminary Information Report as given by the District Magistrate and Collector • Identify specific items for follow-up with the approval of the Chief Secretary • Receive all information and additional information demanded by Chief Secretary from DEOCs. • Report to Chief Secretary on deployment and reinforcement of staff and resources.

E. General

• Inform DEOC about the changes if any in legal and official procedures, eligibility criteria with respect to relief and compensation for loss of life, injuries, livestock, crop, houses, required to be adopted • Maintenance of duty records

5.2.2 Responsibilities and Functions of Services Branch

A. Assess search and rescue requirements as per information from the DEOC and take necessary actions

B. Direct, Supervise and provide assistance wherever necessary for the following

• Relief camps (in accordance with standards laid down) • Cattle camps • Supplies of fodder and cattle-feed to cattle camps • Relief supplies to relief camps or to Site Operation Centre • Supply of seeds, agriculture inputs / services to Site Operations Centre • law and order (e.g., prevent looting and theft)

C. Ensure adequate material resources at the disposal of the District Disaster Managers (DM&Collector)

D. Coordinate NGO activities through necessary support to ensure community participation

• identification and coordination with NGOs for relief activities • identification of NGOs to serve on committees, task force • set-up a coordination group representing different NGOs • assigning well-defined area of operations • assigning specific response functions to specialised NGOs • reporting upon procurement and disbursement of relief materials received through government and non-government channels

5.2.3 Responsibilities and Functions of Infrastructure Branch

A. Coordinate with respective departments for restoration of damaged infrastructure like

• roads - PWD • power - Power Department • water - Water Resource and DWS Department • telephones - BSNL • heritage buildings- PWD • public buildings- PWD • bridges - PWD • canals - Water Resources

B. Coordinate with respective departments for construction of facilities like

• shelters with sanitation and recreation facilities - Revenue, DWS and Health & FW Deptts. • provision of hand-pumps and borewells - Revenue Deptt • temporary structures for storage - PWD • educational facilities - Education Deptt • medical facilities - Health Deptt. • postal facility - Deptt. of Post • helipads - Revenue and PWD

5.2.4 Responsibilities and Functions of Health Branch

A. Organise for immediate response mobile medical teams of specialists from within the State (and outside if the need arises)

B. Coordinate with adjoining districts on request from DEOCs for supply of

• Medical relief for the injured • Number of ambulances required and hospitals where they could be sent, (public and private); • Medical equipment and medicines required • special information required regarding treatment as for epidemics etc. • Blood • trained first aid manpower

C. Monitor

• Treatment of the injured and sick • disposal of dead bodies • disposal of carcasses • preventive medicine and anti-epidemic actions • Reports on food, water supplies, sanitation and disposal of waste and coordinate the services of investigation laboratories for support services at district level

D. Ensure supervision of maintenance of standards in

• transit and relief camps for cooking arrangements, sanitation, water supply, disposal of waste, water stagnation and health services. • Communities for storage of rations, sanitation, water supply, disposal of waste, water stagnation and health services.

5.2.5 Responsibilities and Functions of Logistics Branch

Respond to reinforcement needs including manpower and deployment of interdepartmental and inter-district resources as per information received from the DEOC.

Ensuring receipt, safe storage, and transport of relief Supplies and materials from airport, railways and handling of the required formalities

Direct supplies distributed by NGOs and other organisations including private donors to DEOC

Ensure proper maintenance of vehicles and equipment at the State Emergency Operations Centre

5.2.6 Responsibilities and Functions of Communications and Information Branch

A. Set-up a media centre in Director, ICAT’s office to organise sharing of information with Radio, television channels, print media and community

B. Monitor disaster warnings and weather conditions in coordination with and on the advice of

• IMD • CWC • Water Resource

C. General

• Send Out-Messages on behalf of Chief Secretary/Relief Commissioner and maintain In-Message, Out-Message Register • Collect and process information received from DEOC and any other information as may be required by Chief Secretary • Serve as data bank required for policy making in disaster situations

D. Make readily available all the information contained in SDMP and

• Planning Information required including maps incorporated in DDMP • Disaster Site Map and indications on extent to which other areas may be affected, etc. • Information regarding approach, alternate routes, water sources, layout of essential services which may be affected, etc.

5.2.7 Responsibilities and Functions of Resources Branch

A. Manage disbursal of Relief Funds

B. Collecting and Collating records from DEOCs on

• Receipt of all relief materials • Issue of all relief materials • All expenses on administration and management. • All gratuitous relief • All relief given

C. All payments of approved expenses, dues, claims, daily wages to staff.

Chapter-6

6.1 Facilities/Amenities available in the State Emergency Operation Centre The State Emergency Operations Centre has adequate space for number of workstations and for various Branches during disaster situations. Facilities for video-conferencing also exist in the EOC. There is a conference room adjoining the Emergency Operations Centre. The EOC is equipped with • DDMP of all districts • Maps • Manual for SEOC and SOPs of the departments • Key contact persons during emergencies These are easily accessible with clear labels, and are not under lock and key. Tally Board for providing additional information is available for all Branch/Nodal Officers. Important phone numbers which are frequently required are given in the Directory of Resources. Other phone numbers, names and addresses etc., are maintained on the computer to facilitate easy retrieval and cross-referencing. Provision exists for • first-aid and other basic medical relief for the staff • a designated toilet • a rest room with adequate facilities Control Room (Main Message Room) Police and civil wireless systems are set-up in the SEOC The following facilities are available in the control room • Telephones • Intercom units for contact within Secretariat • Police Wireless • Civil Wireless for AMC area • VSAT connection to the DM & Collectors with video-conferencing facilities • Hotline/ VOIP to ¨ Police Control Rooms ¨ AMC Control Room ¨ GB Hospital Control Room · One Mobile each with the Relief Commissioner, OIC-SEOC, Jt. Secretary, Revenue, PO(DRM) and Focal point, SEOC. · Networking of Computers · One desktop and one laptop with laser printer · One LCD Projector with screen

· Scanner · Photocopying machine · Mega Phone · Tent House · Television unit · Battery operated radio The phones, i.e. intercom, STD phone, EPBX extension, VOIP phone/ hotline etc., are of different colours, and with distinct rings, to enable them to be distinguished from each other. The colour codes for the telephone instruments are displayed on the display board. An emergency light, fire extinguishers, and a generator for the computer and fax machine are provided in the control room. During disaster hotlines from EOC are connected to • District Magistrate/s and Collector/s of the affected district/s • Superintendent of Police of the affected district/s Workstation for the Branch/Nodal Officers Each of the workstation has • an independent phone with STD facility • intercom units for contact within Secretariat. • VOIP/ hotline connection for all Branch/Nodal officers to their respective departments/agencies. • Central secretarial facility for all Branch/Nodal Officers is provided in the EOC. Transport A car with wireless communication is assigned to SEOC. Information on additional vehicles requisitioned for the emergency is available with Logistics branch. As you will see, the EOC is equipped with number of devices and instruments which are crucial for establishing rapid contact and communication and getting feedback from the disaster site. It is therefore important that all the instruments and devices are in good working condition all the time. To ensure this regular maintenance is being undertaken by competent technical personnel through a contractual arrangement. The agencies engaged for the maintenance of the equipments is given in Annexure II. The EDP-Manager is responsible for ensuring renewal of maintenance contracts and attending to maintenance requirements. All requirements regarding maintenance must therefore be reported to EDP-Manager. 6.2 The Staff in Control Room Three categories of staff exists for the control room: Regular, Staff -on-call and Staff on Disaster Duty. I. Regular Staff The regular staff are posted permanently in the control room and are responsible for manning the Control Room on a 24-hour basis.

The regular staffs include the following: Officer In Charge – SEOC A Joint Secretary in Secretariat from the Revenue Department is the OIC-SEOC. He is in charge of the day-to-day operation of the control room during official working hours. He is assisted by Under Secretaries from Secretariat by rotation during both working and non-working hours. EDP Manager EDP Manager is a technical person thoroughly conversant with computer technology. He is responsible for the information processing and data management and maintenance of the computerised network. Computer operator To provide all secretarial assistance to the SEOC, a computer literate stenographer able to operate database systems to be provided. Communication operators (for 24 hours) Communication operators attend to wireless set in the control room. Driver cum Messenger/Attendant (for 24 hours) Drivers for the vehicle attached to the control room are trained to operate the wireless fitted in the vehicle. II. Staff-on-call Staff-on-call are available for immediate duty in case of a disaster. Two Officers in the rank of Deputy Secretary make up the Staff -on-call. During a disaster, these officers are always available “on call”. III. Staff on Disaster Duty Staffs on Disaster Duty are the additional staff required to shoulder additional responsibility. This additional staffs are in the nature of a reserve and drawn from various departments who are experienced in control room and EOC operations. This staffs are responsible for managing the Branch arrangements.

Chapter-7 Annexure I: Authorised agencies competent for issuing Warning and Alert. Alert/Warning indicates the onset of a disaster for which a warning system is essential. This system may range from alarms (e.g., for fires), sirens (e.g., for industrial accidents, accidents) to public announcements through radio, television etc. (e.g., for cyclones, floods). Other traditional modes of communication (e.g. beating of drums, ringing of bells, hoisting of flags) are also used in inaccessible areas. It is assumed that the district administration would be one of the key organisations for issuing warnings and alerts. Additionally, the following agencies competent for issuing warning or alert:-

Disaster Agencies

Earthquakes IMD, SOC at Shillong and Agartala

Floods

Meteorological Department, CWC, Water Resource Department

Cyclones IMD

Epidemics Health & Family Welfare Department

Road Accidents Police

Fires Fire Service, Police

7.1 Important Elements of Warning The following aspects may be considered for dissemination of warning: • Communities in disaster prone areas are made aware of the warning systems.

• All warning systems and technologies are maintained in working condition and checked regularly • Alternate warning systems must be kept in readiness in case of technical failure (e.g., power failure) • Only the designated agencies/officers will issue the warning. • All available warning systems should be used [each warning system has a limited reach and multiple warning systems will help in reinforcement] • The warning should, to the extent possible, be clear about the severity, the time frame, area that may be affected. • Warning statements should be conveyed in a simple, direct and non-technical language, and incorporate day-to-day usage patterns.

• The do’s and don’ts should be clearly communicated to the community to ensure an appropriate responses. • Warning statements should not evoke curiosity or panic behaviour. This should be in a professional language

devoid of emotions. • Rumour control mechanisms should be activated. • All relevant agencies and organisations should be alerted. • Wherever possible, assistance of community leaders and organised groups should be sought in explaining the threat. • Once a warning is issued, it should be followed-up by subsequent warnings in order to keep the people informed of the latest situations. • In the event of the disaster threat tiding away, an all clear signal must be given.

7.2 Operation procedure for warning In most disaster situations, the experience has shown that loss of life and property could be significantly reduced because of preparedness measures and appropriate warning systems. The importance of warning systems, therefore, hardly needs any emphasis. Indiscriminate warnings may result in non-responsiveness of the people. It is, therefore, necessary that with respect to every disaster a responsible officer is designated to issue the warnings.

Chapter-8 Evacuation: 8.1 Operation procedure for evacuation Disasters by their very nature will be different and may require evacuation of communities. It is important to understand the nature of threat and the procedures to be adopted All agencies involved in evacuation must have a common understanding of their roles and responsibilities in order to avoid confusion an panic behaviour. Different situations demand different priorities and hence the responsibility for ordering evacuation is assigned to different agencies. All evacuations will be ordered only by the DM & Collector, Police, Fire Service or by the Officer identified by TDMA. For appropriate security and law and order evacuation should be undertaken with assistance from community leaders. All evacuations should be reported to DM & Collector or District Superintendent of Police immediately. 8.2 General Guidelines for Evacuation In the district level exercise of preparation of District Disaster Management Plan, the risk prone locations and possible areas for evacuation are to be laid down. The SDMP also identifies the safe locations which can be used as emergency shelters/sites for temporary evacuation. The selection of such safe sites is done keeping in mind the following : • Shelter Sites are within one hour's walk (5 kilometre) of dwellings. • The evacuation routes are away from the flood-prone areas. • Evacuation routes do not include roads likely to be submerged in flood, but may include pathways. It is the responsibility of administration to ensure proper evacuation by seeking community participation along the following lines: • Evacuation is undertaken with assistance from community leaders and community based organisations (CBOs) for appropriate security and law and order Care is taken to see that evacuation routes are not blocked. • It is always preferable to encourage the entire family to evacuate together as a unit. • In case of inadequate transport or limited time, encourage community for emergency evacuation in the following order : ¨ seriously injured and sick

¨ children, women and handicapped ¨ Old ¨ Able-bodied [An evacuation plan on a priority basis helps avoid stampede and confusion] 8.3 Emergency Evacuations Procedure • Families should be encouraged to take along adequate supplies of water, food, clothing and emergency supplies. • The families should be encouraged to assemble the following disaster supplies kit. • Adequate supply of water in closed unbreakable containers • Adequate supply of non-perishable packaged food and dry rations • A change of clothing • Blankets and bedsheets, towels • Buckets, plates, glasses, mugs made of plastic • Soap, toothbrushes, toothpaste • A battery-powered radio, torch, lantern, matches • Cash and jewellery • Personal medicines • A list of important family documents including ration card, passport, bank passbook address/telephone book (of relatives), certificates, driving licence, property documents, insurance documents etc. • Special items for elderly or disabled family members including food for infants. • Encourage people to keep fuel in their cars as petrol pumps may be closed during emergencies. • Ask people to shut off electricity, gas and water at main switches and valves before leaving. Ask people to listen to a battery-powered radio and follow local instructions. • If the danger is a chemical release, then people should be instructed to evacuate immediately. · In other cases, advise people to follow these steps: • Wear protective clothing • Secure their homes. Close and lock doors and windows. • Turn off the main water valve and electricity • Leave early enough to avoid being trapped. • Follow recommended evacuation routes. Shortcuts may be blocked. • Not to move or drive into flooded areas. • Stay away from downed power lines. • Animals may not be allowed in public shelters. • Community should set the livestock free • If possible, the community may be advised to carry the livestock along [ if the evacuation does not involve transportation by vehicles]. 8.4 Procedure for Evacuation of Marooned Persons With all the administration intentions for early warning and evacuation, there may not be adequate time and opportunity for evacuation of all. Communities and individuals may be marooned. In cases of marooned communities, the administration may decide to reach out to these people for providing

relief supplies or may decide to evacuate them. In case the administration decides to evacuate marooned persons: • evacuation must be carried out within the shortest possible time • the marooned persons must be transferred to transit camps. · marooned people must be provided · water · medicines · first-aid · cooked food must be provided Emergency transport for the seriously injured by · speed boats · A senior medical officer should accompany the rescue team along with required medical kit and ensure priority for shifting of those seriously injured or requiring immediate medical attention. · Water supplied must be in accordance with acceptable standards of potable water. It is responsibility of Medical Officer to check the water quality.

Chapter-9 Communications alternatives Several alternatives may have been identified to ensure that interoperable communications remain available among all agencies, if the existing communication system is not available. A sample list of alternatives is provided below. It may be helpful to describe capabilities and guide readers to appendices if instruction is required. 9.1 Cellular Wireless Technology Currently, most agencies use cellular wireless communications technology. In the event that the communication system is malfunctioning, this technology may be used to disseminate critical information to departmental heads and/or person concerned. 9.2 Internet/E-mail When conventional communications outlets (i.e., wireless phones and land lines) are either damaged or overwhelmed, the Internet can be used and an invaluable service to the general public can be provided. The State Emergency Operation Center (SEOC) can be used as a means to pass information to various agencies that are involved in the event. 9.3 Satellite Phones Satellite phones are assigned to the agency heads of the Police Department, fire department, District Magistrate and Collector, and the Ministers for intercommunications if conventional phone lines become impaired. A cache of satellite phones will be stored at the SEOC and DEOCs; and assigned for use by the Relief Commissioner / Operation Officer and DM& Collectors. 9.4. Dispatch/Radio Communications Center to Dispatch/Radio Communications Center Messaging Police, Fire, and EOCs share a common computer-aided dispatch (CAD) system capable of providing text messaging between users. 9.5 Runner System In the unlikely event that the intra-jurisdictional interoperability channel and redundant back-up systems are all unavailable, the police department will arrange for a “runner system” in which designated personnel respond to the residence of departmental heads and other key agency representatives to make notifications and provide transportation as necessary.

Chapter-10

Training requirement Personnel involved in EOCs at State and District level should familiar with this SOP and are properly trained.

9.1 Training-Guiding Principles Personnel who work in the EOCs should be familiar with:- • Computer Operation • Internet browsing, collection of information and dissemination • Proper terminology and radio operations • Requirement that agencies using the channel must use plain English • Operation of Fax Machine, Xerox machine, wireless handsets and transmission of messages • Contact directories • When contact is established before a message is given • Maintenance of Registers • Preparation of FIR • Compilation of situation report • Map reading • First Aid and basic rescue techniques • Driving vehicles (light and medium) • Handling of confidential information/ messages 9.2 Additional Information for the EOC staffs • Resources and reference materials • Training materials and their locations • Contact information

Chapter-11

Mock Drill:

To ensure the efficiency / effective Emergency Operation Centre functions, periodic mock drills should be carried out by the Chief Operations/ Incident Commander of EOC taking confidence of the Chief Secretary, Revenue Minister and Chief Minister, and other important agencies. The mock drill will be conducted either by involving EOC personnel or along with the general mock drill at State and District levels. Minimum four times mock drill will be conducted in a quarterly basis (i.e. 1st Wednesday of March, June, September and December). The frequency of the mock drill may be increased on demand of the situation. The mock drill will be conducted to test whole or part of the SOPs of EOC or Disaster Management Plan. Accordingly the necessary modification will be done with the document which would be activated. All equipment/ machinery, personnel, State/ District and Local administration will be involved in the process of mock drill. Status report of the equipment and machinery will be verified.

Chapter-12 Responsibility It will be the responsibility of the Relief Commissioner to ensure that these SOPs are followed when necessary. It will be the responsibility of all communication personnel to be familiar with and comply with these SOPs.

Conclusion Creating and applying SOPs that foster the emergency communications across an area or region can be challenging due to differences in technology, organizational structures, and the overall experience of the emergency responders. However, the SOPs specially for Emergency Operation Centre are essential for successful incident response. Revenue Department, Government of Tripura hopes that this guide helps communities overcome these challenges and establish effective SOPs.

Annexure Annexure-1 Important Contact numbers: Nodal Officers of different departments: (Police Department, Fire Department, Emergency Medical Services, Agartala City Personnel) Communications Centres Contact Information

Annexure-2 PROFORMA FOR ‘IN’ MESSAGE REGISTER:

Sl. No.

Date Time of receipt

In Message Sl.No.

Received from

Address to Message transferred to

Copies to

Mode (WL/ Tel/Message) of

receipt

Instruction / follow up to

be done

01

PROFORMA FOR ‘OUT’ MESSAGE REGISTER:

Sl. No

Date Time of despatch

Out Message Sl.No.

Reference of Message No.

If any

Address from

Address to Copies to Mode (WL/ Tel/Message) of

transmission

Instruction / follow up to be

done

01

Annexure-3 Format of Press Note (For press briefing of Relief Commissioner/ Designated Officer)

Press Note No.

Sl.No. Total Affected Remarks

1 Blocks/ towns

2 Villages

3 Population

4 Severely affected areas

5 Rescue measures

Boats deployed

Army/ Navy/ Coast Guard

Police / Fire brigade

Other agencies

Exemplary events

6 Relief measures Qty/ Beneficiaries Villages covered Days covered

Free kitchens

Rice

Chuda

Other dry food

Kerosene Oil

Polythene sheets

Tents

7 Cattle feed

Halogen tablets

Medicines

8 Causalities

9 Missing reports

10 Death

11 Civil Society Organizations

12 Damage to property Number Approx. value

I. Roads

II. Embankment breaches

III. Schools

IV. Other public buildings

V. House damage

VI. Electrical installations

VII. Others

13 Prospects in next 24 hours

14 Message for people

15 Other details

Annexure-4 Roster Duty Chart of EOC

Days 6AM to 2PM (Name of the personnel)

2PM to 10PM (Name of the personnel)

10PM to 6AM (Name of the personnel)

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

Check List for Emergency Operation Center : Activities: Assessing of duty. Maintain inventory of resources. Provide information that needs it. Service branch and assign duties. Receive information on a routine basis and record. Receive preparedness report from various relevant dept. Basing on the reports feedback to the district authority and others.