Original Date: 07/10/2006
Revision Date: / /
Best Practice : Emergency Roster Information System
Tobyhanna Army Depot had no central repository of emergency point-of-contact information for employees prior to September 11, 2001. The Emergency Roster Information System database was developed to serve as a central depository for a variety of data points that allows authorized personnel to produce emergency notification rosters immediately and effectively in response to contingencies and/or emergencies.
Prior to September 11, 2001, Tobyhanna Army Depot (TYAD) had no central repository of emergency points of contact information for employees. Information was neither easily accessible nor was it updated regularly and backed up on a separate server. Much of the data being stored in separate systems was either outdated or incomplete, and no process existed to ensure accuracy
The new process is now maintained in a central repository. Information is initially collected and stored when an employee reports to TYAD and is issued a depot identification badge. The data is used by the Emergency Response Information System (ERIS) database, which also includes each employee’s organization, work phone, and building location.
Supervisors are required to review their employees’ ERIS database information twice a year – at a mid-point review and during each employee’s annual appraisal. Supervisors can also update the ERIS database on an as-needed basis if they are aware of any information that needs to be changed during the year. The supervisor’s appraisal is partially weighted from the completion of these reviews.
The ERIS system allows authorized personnel to produce emergency notification rosters immediately in response to emergencies. ERIS also serves as the main data repository for other applications that use this data and is backed up separately from its own server. A more in-depth login of the ERIS database is available to a select number of supervisors at TYAD who can access employee photos, home phone numbers, and emergency contacts and contact numbers – all of which empower supervisors to maintain accurate employee information.
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