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Preparing Scotland: Scottish Guidance on Preparing for Emergencies

DescriptionScottish guidance on preparing for emergencies.
Official Print Publication Date
Website Publication DateJune 19, 2007


ISBN 978 0 7559 5378 3

This document is also available in pdf format (2.1MB)



Section 1 - Scottish Civil Protection Philosophy and Structures

Chapter 1 Introduction
Purpose of guidance
Description of guidance

Chapter 2 Integrated Emergency Management

Chapter 3 Principles of effective response and recovery

Chapter 4 Management structures local, Scotland and UK
Emergencies and major incidents
Response to emergencies of different scales
Management framework
Local arrangements and structures
Operational level
Tactical level
Strategic level
Scottish arrangements and structures
Lead Scottish Executive department
Scottish Executive Emergency Room ( SEER)
External support for SEER
UK arrangements
Cabinet Office Briefing Room
Liaison between UK Government and the local response
National Structures for preparation and management of response to emergencies
The role of the Strategic Co-ordinating Group Forum
Fig 1 - National Structures for Managing Response
Fig 2 - Outline Structures for Co-ordination in Preparing forResponse in Scotland

Chapter 5 Emergency powers
What are emergency powers?
When emergency powers may be used
How emergency powers are invoked
What they will do
Requesting the use of emergency powers
Emergency Co-ordinators

Section 2 Regulatory Guidance

Chapter 1 Introduction
How to use this guidance
What the Act and Regulations requires
The definition of "emergency"
Serious damage which tests the responder
Procedure for determining when emergency has occurred
The importance of responders' functions
The role of Category 1 and Category 2 responders
The links between the duties
The lead responder principle
Cross-border co-operation
Other statutory regimes in the field of civil protection

Chapter 2 Co-operation
Direct co-operation by local responders
Multi-agency co-operation - the Strategic Co-ordinating Group ( SCG)
Leadership of the Strategic Co-ordinating Group
The role of Category 2 responders in co-operation
Other aspects of co-operation under the Act:
Cross-border co-operation
Joint discharge of functions
Nomination of a lead responder

Chapter 3 Risk assessment
Risk assessment
Kinds of emergency in relation to which risk should be assessed
Guidance and risk assessment issued by Scottish Ministers
Frequency of risk assessment
Publication of risk assessments

Chapter 4 Business continuity and emergency planning
Planning for response to emergencies
The duties to plan for emergencies
Risk assessment
Planning to continue to perform functions (Business Continuity Management)
Planning to respond to emergency
Duty to have regard to plans to warn, inform and provide advice for the public
Plan maintenance
Generic and specific plans
Multi-agency emergency plans
The emergency planning role of Category 2 responders
Voluntary organisations
Procedure for determining when an emergency has occurred
Training and exercising
Plan revision
Existing emergency planning duties

Chapter 5 Communicating with the public
Communicating with the public
Alarming the public unnecessarily
Publication of plans and assessments
Sensitive information
Maintenance of arrangements to warn, inform and provide advice for the public
Duty to have regard to emergency plans
General and specific arrangements to warn, inform and provide advice for the public
Training and exercises
Identification of a lead responder
Advice provided by other responders and other bodies

Chapter 6 Promotion of business continuity managementby local authorities
Business continuity management - advice and assistance to business and voluntary organisations
The nature and extent of the duty
General advice and assistance
Specific advice and assistance
Assistance related to engaging third party advice
Co-operation and identification of a lead responder
Co-ordination with other local responders' business continuity activity
Risk assessment

Chapter 7 Information sharing
Information sharing
When information should not be formally requested
Procedure for making a request
Procedure for dealing with a request
What information can be shared?
Sensitive information
Using non-sensitive information
Using sensitive information
Figure 7.1 - Relevant persons or organisations for different types of security information
Category 2 responders
Security of sensitive information
Health and Safety at Work Act 1974
Other legislative requirements
Freedom of Information (Scotland) Act 2002
Environmental Impact (Scotland) Regulations 2004
Data Protection Act 1998

Chapter 8 Audit and monitoring
Monitoring performance and audit
General Category 1 and general Category 2 responders

Section 3 - Good Practice Guidance

Chapter 1 Introduction

Chapter 2 Co-operation
The Strategic Co-ordinating Group ( SCG)
Purpose, aims and objectives for SCG co-operation
Chairing routine business meetings
Chairing meetings during an emergency
Secretarial support for routine meetings
Secretarial support at a time of emergency
Conduct of business
Other forms of co-operation
The Strategic Co-ordinating Group Forum

Chapter 3 Risk assessment
Risk assessment
The risk management process
Fig 1 - The risk management process
The local risk assessment process
Step 1: Establish the risk management context
Step 2: Initial hazards and threats assessment
Step 3: Multi-agency collation of hazards and threats
Step 4: Risk analysis
Step 5: Risk evaluation
Step 6: Risk treatment
Step 7: Monitoring and reviewing
Step 8: Publishing risk assessments
Annex 1 - Summary of local risk assessment process
Annex 2 - Classification of hazards and threats and suggestedresponsibilities for assessment
Annex 2 - Table: Scottish local risk assessment guidance
Annex 3 - Example risk category assessment
Annex 4 - Likelihood and impact scoring scales
Annex 5 - Risk rating matrix
Annex 6 - Example Community Risk Register

Chapter 4 Business continuity and emergency planning
Programme management
Business Continuity Management ( BCM)
BCM methodology
Fig 4.1 - The BCM Model
Implementing the BCM model
Fig 4.2 - The BCM Life-Cycle
Stage 1 - Understanding your business
Stage 2 - BCM strategies
Stage 3 - Developing and implementing a BCM response
Stage 4 - Building and embedding a BCM culture
Stage 5 - Maintaining and auditing BCM
Emergency planning
Generic and specific plans
Generic plans
Specific plans
Plans for specific hazards or contingencies
Plans for specific sites or locations
Multi-agency plans
Multi-level plans and the role of the lead government department
The cycle of emergency planning
Fig 4.3 - The Cycle of Emergency Planning
The purpose of a plan
Planning for a combined response
The process of preparing plans
Stage 1 - Risk profile
Stage 2 - Objectives, including capabilities
Stage 3 - Tasks and resources
Stage 4 - Organisation
Stage 5 - Responsibilities
Embedding and maintaining the planning process and plans
Plan publication (internal)
General awareness raising
Plan exercising
Plan testing
Exercise design
Exercise types
Plan maintenance procedures and revision
Other planning considerations:
Engaging with the voluntary sector
Capabilities of the voluntary sector
The vulnerable and victims
The vulnerable
Victims, survivors, family and friends
Responders' personnel
Plan presentation and plan making

Chapter 5 Communicating with the public
Raising public awareness before an emergency:
What the public needs to know
How much to publish
How to publish
Design and distribution
Reaching vulnerable people and those who have difficulty understanding the message
Review and renewal
Providing public warning and informing and advising the publicduring and after an emergency:
Co-ordinating activity
Identifying a lead responder
Role of the lead responder
Warning arrangements
Table 5.1 - Possible public warning methods
Generic and specific warnings
Warning vulnerable persons and those who have difficulty understanding the message
Who is "the public"
Survivors and potential victims
Local people, friends and relatives
Helplines and public inquiry points
The wider community - working with the media
Deciding on the message
Who delivers?
Embedding and maintaining the planning process and plans
Other communication matters:
Casualty bureau
Family assistance and other response centres

Chapter 6 Promotion of business continuity managementby local authorities
What do organisations need to know?
Delivering a programme of advice and assistance
Generic advice and assistance
Specific advice and assistance
Referring organisations to a third party
The Strategic Co-ordinating Group and BCM advice to the community
Identifying and engaging other external partners
Targeting advice:
Size of organisations
Added value
Developing a BCM advice and assistance programme: transitional provisions - Stages 1-10
Future activity
Further sources of information

Chapter 7 Sharing information
Types of information
Category 2 responders
Other legislative requirements
Freedom of Information (Scotland) Act 2002
Environmental Information (Scotland) Regulations 2004
Data Protection Act 1998
Security of sensitive information

Chapter 8 Audit and monitoring
The role of the Scottish Executive
Reporting timetable
The role of Audit Scotland
Interim performance monitoring for the seven duties
Proposed performance monitoring framework
Performance monitoring for the Strategic Co-ordinating Groups
Category 2 responders
Annex 1- Performance Monitoring Guide:
Information sharing
Risk assessment
Emergency planning
Business continuity planning
Communicating with the public
Business continuity advice for business and voluntary organisations

Section 4 - Integration of National Contingency Plans

Chapter 1 - Introduction
Fig 1 - Scottish Structures showing integration of specific, UK Government and national management

Chapter 2 - Integration of pandemic 'flu planning
Influenza pandemic
Management/Leadership specific to pandemic influenza
Co-ordinating management structures
Actions when an influenza pandemic is imminent
Actions when an influenza pandemic is confirmed
Fig 1 - National Structures for Response to Pandemic Influenza
Specific issues for consideration in local preparation
Useful links

Section 5 - Specialist information and advice


Section 6 - Scottish Action Programme

Scottish Resilience Development Service

Section 7 - Glossary and Amendment Record

Amendment record