Deodorization Safety Procedures

Safety during Deodorization Procedures

The cleaning and restoration industry is always concerned about safety and health hazards. OSHA—the Occupational Safety and Health Administration—regulates safety in the workplace. Our technicians are OSHA 10 certified. That means that they are trained in the recognition, avoidance, abatement and prevention of safety and health hazards on the job site. There are two methods of deodorization, thermal fogging and ozone, which bring with them significant safety issues. Both methods work by putting substances into the air that could be irritating to humans if breathed. Fortunately, when proper precautions have been taken, deodorizing with either method can be performed safely and effectively. 

Safety with Thermal Fogging

Thermal fogging usually dispenses solvent-based deodorants. Heating and combusting the deodorizing product breaks it down into extremely small particles. Safety precautions are needed to prevent an incident. One potential hazard is the flammable nature of deodorizing products used for thermal fogging. Another risk may be physical reactions of people exposed to the fog.

Our technicians post "Thermal Fogging In Progress" signs or warning notices in easy-to-see areas at all points of entry. The sign may state a time limit for people to wait before re-entering the building or treated area. Our technicians will notify the local fire department and the security monitoring company (if the building has a security system) of the thermal fogging operation. The notification will avoid false alarm calls, because the thermal fog looks like smoke, and uninformed third parties may report the smoke to authorities.

Setup Procedures for Safety

SERVPRO technicians complete several setup tasks before starting the thermal fogging procedure. Setup involves extinguishing pilot lights on appliances such as wood stoves, gas logs, fireplaces, gas ranges, water heaters, and furnaces. The fogging agent can reach a flammable point when exposed to an open flame. We will also disconnect any electrical device that could cause a spark. All people and pets must be vacated from the area to be fogged. Our technicians wear personal protective equipment, including a respirator with organic vapor cartridges, goggles, and chemical resistant gloves. Upon completion the treated area will be thoroughly ventilated to remove odors and fumes before people and pets will be allowed back into occupants the treated area. This can be done by opening doors and windows and setting up exhaust fans and/or high velocity air movers to turn over the air in the treated area. Occupants should not re-enter the building until they are given clearance by our project manager.

Safety Precautions for Ozone

Ozone is a toxic gas and therefore it can be hazardous, but when used properly and following all safety precautions this method of deodorization is as safe as other available methods. Ozone will only be applied in unoccupied areas. All people and pets must be vacated from the areas to be ozoned. Ozone Warning signs will be posted at all entries prior to performing ozone deodorizing procedures. Technicians working around ozone wear personal protective equipment including goggles, chemical resistant gloves, and a NIOSH-approved respirator with an organic vapor cartridge. The treated area must be properly ventilated after ozoning is completed. Unlike thermal fogging Ozone dissipates completely within minutes and leaves no residue. Ventilate the treated area for at least 30 minutes after ozoning completion to address any lingering ozone. It is safe to re-enter treated areas 1 (one) hour after the ozone generation has stopped.

Odor Neutralization Equipment

Effective deodorization often requires a combination of multiple deodorization techniques. The same deodorizing product or the same deodorizing process will not solve all odor problems. Some odors will require fogging, some direct spraying, some activated oxygen, etc. The deodorization technician uses a variety of equipment, depending on the odor situation.  

Highlighted below are the various equipment at our technician’s disposal along with a brief description of how and why our technicians would use them.

Pressure Sprayer / Electric Sprayer

Hand pump-up sprayers or powered sprayers can dispense chemicals at about 50 psi (pounds per square inch) of pressure. They are used to spray applications directly onto surfaces being deodorized. The most common applications for direct spraying in smoke deodorization are on heavily charred structural components or on fabrics and carpets. Since direct spraying wets the surface being treated, only use this method in situations where discoloration is unlikely or of no consequence.

Ventilation Box Fan

Ventilation box fans generate airflow of great velocity, from 3,000 to 5,000 cubic feet of air per minute (cfm). Moving large volumes of air is useful for ventilating odors, fumes, and vapors from a structure.  Box fans perform various deodorizing functions. When odors are heavy in a structure, a restorer may use the box fans to flush as much of the odors from the building as possible. After this initial ventilation, the restorer will use other methods to deal with remaining odors. Box fans are commonly used to ventilate a structure after thermal fogging. The air in a structure which has been thermal fogged for deodorization should be exchanged to ensure all vapors and residues of the deodorizing product are removed. Air is exchanged by ventilating indoor air to the outside and drawing outside air into the structure. The box fans help exchange outdoor air for indoor air.

Fogging Equipment

Fogging is a common deodorization process. A deodorizing product is dispensed as extremely small particles in a mist. The fogging process produces particles small enough to penetrate surfaces where odor particles are giving off odor. There are two distinctly different fogging procedures – Dry and Wet Fogging.

Dry Fogging — the Thermal Fogger

Thermal foggers vaporize solvent-based or petroleum-based deodorizers, generating a “smoke” or fog consisting of very small particles. The droplets generated by the thermal fogger range in size from as small as one-half micron to larger particles up to 25 microns, approximating the size of odor molecules. The droplets make a smoke, physically similar to the smoke produced in a fire, enabling the deodorizer to interact more effectively with odor-causing residues. Thermal fogging products are a blend of strong fragrances, odor counteractants, and solvents. They counteract odor-causing residues and eliminate odors rather than just masking them.

Wet Fogging — the ULV Fogger

ULV stands for Ultra Low Volume. The ULV fogger atomizes liquid deodorizing agents, primarily water-based agents, producing a fine mist. These foggers generate deodorant particles of approximately 10 to 60 microns in size, small enough to penetrate into most areas where odor-causing residues accumulate. The ULV fogger dispenses water-based deodorizing products and so is referred to as “wet” fogging and would be used to neutralize “wet” malodors like pet urine.

Oxidation Equipment

Sometimes odor molecules are eliminated by combining them with oxygen molecules. Oxidizing is the process of a substance combining with oxygen. There are two distinctly different oxidizing machines at our technicians’ disposal – An Ozone generator and a Photocatalytic oxidizer.

Ozone Machine

The ozone machine generates ozone, or unstable oxygen molecules (containing three oxygen atoms). Ozone is also known as activated oxygen because it chemically reacts with odor-causing molecules to oxidize residues (become combined chemically with the extra oxygen molecules) and remove the odors. The portable ozone machine eliminates a variety of odors caused by animals, cigarette smoke, mold and mildew, or fire and water damages. Ozone can be toxic to. All people, pets, and live plants should vacate the environment during ozoning. {NOTE: I will share ozone safety procedures in my next blog, “Safety during Deodorization Procedures”}

Photocatalytic Oxidizer

This machine is called a photocatalytic oxidizer. Inside the machine is an Ultraviolet (UV) bulb coated with titanium dioxide. The machine produces Hydroxyl Radicals. A radical is a group of atoms, and a Hydroxyl Radical is a group with an oxygen atom and hydrogen atom (the symbol is *OH).

The photocatalytic oxidizer machine oxidizes odors like ozone, but the process is safer for occupied structures. Deodorizing with the photocatalytic oxidizer does not fill a room like ozone machines do. Deodorization takes place inside the machine.

Air Scrubber

An air scrubber can remove airborne particles, as well as odors and gases, from the air. The device draws dirty indoor air into the machine, then pulls the air through a series of filters, capturing particles, gases, and odors on the filters, and then exhausts clean air back into the environment. The machine holds different types of filters:

• HEPA filters capture tiny, extremely small particles—as small as .3 microns. 
• The activated carbon and potassium permanganate filter removes a wide range of gases and odors by attracting odor molecules to the filter through adsorption.

Injection

Neutralizing agents are injected into a material using a syringe and a needle or a pump and needle. The injection technique is used when the affected area is small or the surface area is delicate. Also, when the surface material cannot be removed for proper application of neutralizing agents the injection technique may be utilized. An example of when the injection method might be considered is when the procedure of detaching carpet from the tack strip and rolling the carpet back is not practical.

In many deodorizing situations our technicians use multiple procedures to produce the desired results. Combining multiple techniques can produce effective deodorization, but you do not always need to use multiple techniques.  As previously mentioned the universal first step of any odor situation is to remove the source causing the odor. The second basic step is to clean the area of residues. After completing these first steps, our technician may find that the malodor has been properly neutralized and that no additional steps need to be performed. Regardless of the severity of the situation, our clients may rest assured that all necessary steps, and only those steps that are necessary, will be taken to ensure proper malodor neutralization.

Next week I touch on important odor remediation safety equipment and procedures.

Odor Neutralization Agents And Techniques

As we have discussed previously there are many kinds and types of malodors. As such, there are many types of neutralizing agents and techniques to use to counteract malodors – each of which affect malodors in different ways.

Here is a list of various deodorants and deodorizing actions;

• Masking agents
• Pairing agents
• Filtration agents
• Disinfectants and sanitizers
• Enzymes
• Air purification
• Oxidation

Masking Agents

Masking agents are not a primary deodorizer for a real odor situation because they do not eliminate odors. Instead, masking agents cover malodors with a more pleasant odor. Usually masking agents are packed in a time-release form, such as beads, wicks, gels, blocks, or solid cakes, so they generate pleasant-smelling vapors for long periods of time. This slow release of deodorant vapors makes masking agents a good weapon against imaginary odors.

Pairing Agents

Pairing agents are chemicals that combine with (or pair with) odor particles. Most deodorants used for fire restoration contain both masking agents and pairing agents. Two different types of pairing agents affect odor particles in different ways:

• Humectant — A highly absorptive material that combines with airborne odor particles and causes them to precipitate onto surfaces where they can be cleaned up. Wet fogging uses this process.
• Counteractant — A neutralizer that combines chemically with odor particles and changes the chemical properties of the odor molecule or destroys odor-causing bacteria. Thermal fogging works in this manner.

Filtration Agents

Filtration agents collect odors in one of two ways - Absorption or Adsorption.

• Absorption agents primarily absorb moisture and odors into the deodorizing agent. This absorbing action occurs when baking soda is placed in a refrigerator to pick up odors. One type of absorption agent is a powder composed of highly absorptive compounds, inert fillers, and perfume. These powders are not very effective because they mostly absorb humidity and oils and do not attack the real odor problem. They are sprinkled on carpets, but can build up in carpets and damage fibers.
• Adsorption agents work by capturing odor gases from the air and holding them on the surface of the agent. These processes are used to filter odor gases from air passing by or through the filtration agent. Activated charcoal is a type of adsorption agent often used in air filtration systems.

Disinfectants and Sanitizers

Growing bacteria and fungi create odors by producing gases. Disinfecting or killing these odor- causing organisms is a form of deodorization. Some chemicals are classified as disinfectants or sanitizers. In the restoration industry these terms have specific technical meanings:

• Disinfectants are stronger than sanitizers.
• The suffix – "stat" means “to control or limit.” A fungistat controls the growth of fungi such as molds.
• The suffix – "cide" means “to kill.” A fungicide stops the growth of fungi, killing the organism.

Some common disinfectants are pine oil, alcohol, bleach, phenolic disinfectants, and quaternary ammonia solutions. These agents are usually combined with a pleasant fragrance. The disinfectants kill the odor causing bacteria and fungi and the fragrance handles the psychological odors.

Enzyme Digesters

Enzyme digesters work effectively on organic or protein materials. Unlike chemical deodorizers, enzymes break down organic odor molecules into substances without odor. The enzyme deodorizer breaks down odor molecules into carbon dioxide (CO2), water (H2O), and water soluble by-products, and these substances dissipate rapidly into the air. The odor is “eradicated.” Enzymes also break down insoluble protein molecules into simple, soluble substances, which can be absorbed by the bacteria and digested.

Air Purification

Purifying the air is a means of removing odors from indoor air.

•  Electronic filters use an electrically charged grid to kill airborne microorganisms as they pass through the filter.
•  Air scrubbers pull air through charcoal filters, capturing odors onto a filter and recirculating the filtered air back into the indoor environment.
•  Ventilation fans exchange indoor and outdoor air, exhausting odors outside and drawing fresh air indoors from outside.

Oxidation

Oxidation occurs when a substance combines with oxygen. Ozone generators produce ozone gas (O3), which permanently destroys odor through an oxidation process. Ozone gas is an unstable oxygen molecule composed of three oxygen atoms. When this unstable molecule comes in contact with an odor particle, the extra oxygen atom combines with the odor particle and oxidizes it. There are, unfortunately, safety concerns to consider prior to performing any oxidation procedure. Like most “chemical” products, ozone can be hazardous, but if used properly this method of deodorization is as safe as other available methods. Safety precautions must be taken when deodorizing with ozone. Use activated oxygen only in unoccupied areas. Ozone is toxic when high concentrations are inhaled, so remove all people and pets from the areas to be ozoned. Ozone Warning signs should be placed at all entries prior to performing activated oxygen procedures. Only certified technicians should enter the oxidized area until it has been determined to be safe by the technician. 

Next week I will share with you the various types of equipment our technicians have at their disposal.

Odor Remediation - Deodorization Procedures

Successful deodorization requires neutralization all odor particles. Deodorization is an integral part of restoration and requires professionals trained in all facets of restoration and odor neutralization procedures. Deodorization would be simple if all odors came from one source and one deodorization method could eliminate all of them. Unfortunately, all odors do not come from one source. Restoration professionals deal with some unique odor problems— things you have never heard of or dealt with before. The odor control technician needs to employ multiple methods of deodorization to deal with the many, various odors.

There are four basic deodorization procedures which must be followed.

1. Remove the source of the odor.  
2. Clean surfaces with odor-causing residues on them.
3. Recreate the conditions that caused odor penetration.
4. Seal surfaces exposed to malodors.

Remove the Odor Source

Simply attempting to deodorize the source with a masking agent will help to cover up any unwanted odors, however, that is all masking agents will do. For example, if the source of odor is a dead animal in a crawl space, you would not think of leaving the animal in place and trying to deodorize by spraying, fogging, or cleaning. In the same way, in a building that is damaged by a fire, you should remove charred structural materials before deodorizing. Debris that is contaminated with smoke residues can continue to give off smoke odors or soils if not removed. The universal first step in deodorization is to identify the source of the odor and remove the source. Taking this initial step will help lessen the amount of odor in the building. Other procedures will be needed, of course, to get rid of all the odors.

Clean Surfaces

Clean surfaces that have odor-causing residues on them. Small particles of odor-producing residue will continue to generate odors if not cleaned effectively. For example, in a grease fire you may need to clean significant concentrations of residue from the stove, countertops, vent hood, vent filter, cabinets, walls, ceilings, etc., to stop odor problems. Check all rooms— not just the kitchen —

to see how far odors have penetrated. Sometimes the entire structure and its contents may need to be cleaned to remove smoke odors.

Recreate the Conditions

No, we are not attempting to "recreate" the conditions that caused the unwanted odor. What we are referring to is the importance of how the neutralizing agent is applied. In other words, to be effective, deodorizers must be applied to the affected surface in a manner similar to the way the odor-causing substances penetrated that surface. For example, if smoke created the problem, a deodorizing “smoke” or fog will be most effective in following odors to their source. If urine contaminated an area, then “flood” affected areas with deodorizers (sanitizers, neutralizers, and digesters).

Also, odors can be distributed in more than one way. For example, decaying flesh produces fumes and gases, which are distributed on air currents to surfaces not in direct contact with the source. This situation may require multiple methods of deodorization. Directly saturate any areas that were physically contacted by the source. Fog other areas to seek out odor vapors that have penetrated surfaces.

Seal Surfaces

The final step of the deodorization process is to properly seal the surfaces that have been exposed to malodors. This step is not required in all circumstances, but may be called for in severe situations. If odor removal would be too expensive or impractical, sealing might eliminate the problem. Two common sealing situations are painting walls and sealing inaccessible duct surfaces in air handling systems.

Next week I will touch on the many types of neutralizing agents and the different effects each have on malodors.

Odor Remediation - Background

Odor remediation projects tend to be complex. Odors may be real or imaginary. Furthermore, interpretation of odor as good versus bad varies from client to client. As such every remediation project presents a unique set of challenges to our technicians. Over the coming weeks I would like to provide insight into some of these challenges and how to properly neutralize odor.  To begin with we need to better understand how we as humans process odor, what odor is, why odor remains, and finally environmental conditions that may enhance our reception of odor.

Humans depend on their nose as the best “instrument” for detecting odor. Odors result from airborne chemicals, gases, or tiny particles. As we breathe, these substances are absorbed by the mucous membranes in our nose and mouth. Receptors in the nose send a message to the brain, where the odor sensation is interpreted. Each individual reacts to odors differently in detecting whether odors are present and how intense they are. Interestingly there are two types of odors — real and imagined.  

• Real odor is the sensation of smell caused by a real substance. Odor molecules interact with olfactory nerve cells in the nose. The olfactory nerves send a message to the brain that is interpreted by the olfactory lobe.
• Imaginary or psychological odor is what people think they smell. They are stimulated by a given set of circumstances and strong impressions formed from similar circumstances before. Some people think they smell something because of the circumstances, not because of an odor actually being present. Imaginary odors are sometimes called heightened awareness odors, because circumstances have made the individual more aware of odor than he or she normally would be, and thus more likely to smell something that no one else smells.

Moreover, the term odor describes both good and bad smells. Whether an odor smells good or bad is in the mind of the individual. Some odors — such as putrefying flesh — are considered unpleasant by almost everyone. Other odors — such as gasoline or paint fumes— may be considered good odors by some people, but extremely offensive by others. The interpretation of whether a smell is good or bad differs from one individual to the next.

Odor particles are tiny. Tiny objects are measured in microns, and odor particles range in size from .1 (one tenth) of a micron to about four (4) microns. To put these sizes in perspective take a look at the period at the end of this sentence. That period is about 150 microns in size or 38 times bigger than the largest possible odor particle!  The extremely small size of odor particles allows them to penetrate surfaces easily. It is this penetration into building materials and furniture which result in odors remaining in our environments. This is also what makes the odor neutralization process at times challenging.    

Factors which Help Odors Penetrate 

• Surface Porosity – The porous nature of building material varies – Hardwoods are less porous than soft wood. The types of paint used will change the porous nature of building materials. Flat paint does little to protect against odor penetration while paints with a high gloss finish may make a surface impervious to odor and moisture penetration. Items like carpet, drapes, and upholstery are all excellent vessels for odor retention.  
• Heat - Heat causes porous surfaces to expand, allowing odors to penetrate even deeper. When heat is removed, the surfaces cool, contract, and trap the odor particles. This is why odors resulting from a fire are so pungent and challenging to neutralize.
• Heavy concentrations of residue - The more concentrated the residue from substances causing the odor, the greater the surface area of materials that it can impact. 
• Exposure time - The longer a surface is exposed to odor particles, the greater the number of odor particles that will penetrate porous surfaces. The greater the number of odor particles that penetrate porous surface areas the stronger the odors are likely to be.

Environmental factors also influence our reception of odors. Odor molecules are very volatile; they vaporize easily. High humidity levels help dissolve and carry odor vapors to the nose. This makes odors in humid air seem stronger than those in dry air. Weather conditions thus impact how evident odors are to people; odors become more detectable by the nose as the humidity increases. Our technicians alert our clients about these potential environmental impacts. It is quite possible, even months later, for odors to reappear during times of increased humidity or temperature. That is not so say that the odor neutralization process was incomplete, but rather the environmental conditions have changed and become more conducive to odor reception. In some cases additional neutralization may be necessary.    

Next week I will share methods and basic deodorization procedures required to ensure proper neutralization of odor particles.

The Science Of Drying

Quite frequently we are asked, "How do we know how long it will take to dry a structure after it has sustained water damage?". Our clients want to know that there is scientific research to back this up our estimates and that we are not simply pulling numbers out of thin air. The reality is that, yes, there is extensive and well-documented scientific research ranging over many years related to drying technology of various products. That research and the subsequent industry guidelines which we follow is produced by the Institute of Inspection, Cleaning and Restoration Certification (IICRC).

The IICRC was formed in 1972 as an independent, certification body that sets and promotes high standards and ethics within the inspection, cleaning, restoration and installation industry. The IICRC is regarded as the international industry standard to be used by restoration companies. All of our technicians are IICRC certified. When you hire us to do a job you can rest assured that our work will be completed in accordance with the industry’s “standard of care”.

So how do we determine what equipment to use and how long the drying process will take? Structural drying is a process that utilizes evaporation, the process by which water changes from its liquid phase to its gaseous phase. Evaporation is influenced by several factors:

• The level of moisture (i.e. relative humidity) in the air
• Water vapor pressure differential between the surface of the wet material and the surrounding environment
• Temperature of the wet material
• Air movement across the surface of the wet material
• Access to surfaces of wet materials

The application of air movement at the surface of wet materials is a critical component to the drying process. Evaporation is a surface phenomenon, and surfaces are measured in area (e.g. square feet). Therefore using linear feet of wall as the primary criterion for establishing air movement requirements is illogical.

1. Drying is the process of removing excess moisture both at the surface and from within the materials and assemblies.
2. The conditions conducive to effectively and efficiently drying at the surface of some materials and assemblies differ from the conditions conducive to effectively and efficiently moving excess moisture within the materials or assemblies.
3. Rapid air movement across wet surfaces of materials or assemblies is a critical component of effectively and efficiently drying the surface of those materials and assemblies.
4. Rapid air movement across the surface of materials becomes less important relative to vapor pressure as the focus of removing surface moisture gives way to reducing moisture content in low evaporation materials.
5. Using the same criteria to establish air movement during the constant and the falling rate drying of materials and assemblies does not consider changing conditions.
6. The linear foot formula for air movement of a room fails to consistently account for the actual surface area of wet materials and assemblies in different classes of water intrusion.

Humidity, airflow and temperature influence the movement of moisture within a material as well as the evaporation rate from the surface of material. These properties greatly impact the overall drying time for a project. It is important to quickly control the moisture in the air and use sufficient airflow to dry the surfaces of materials to reduce water activity thus lowering the potential for microbial growth (mold). To ensure rapid, cost effective drying without secondary damage specific types and quantities of air movers are recommended, depending on the type, porosity, location and square footage of the surface being dried. … The minimum quantity of air movers recommended for various flooring surfaces are as follows:

1.  Non-porous and semi-porous flooring – at least one airmover per 400- 500 square feet is recommended. Give consideration to closets or small storage areas where airflow may be restricted.

2.  Direct-glue carpet installations – in installations where disengagement normally would damage or destroy carpet or cushion, at least one air mover is recommended per 300 square feet of carpet area, or one per room if smaller than 300 square feet. Give consideration to closets or small storage areas where airflow may be restricted.

3.  Stretch-in carpet – a minimum of one air mover is recommended per 300 square feet of carpet surface area, or one per room if smaller than 300 square feet. Give consideration to closets or small storage areas where airflow may be restricted.

As you can see there is a significant knowledge base which we pull from to ensure that we completely remove all excess moisture, both the visible standing water and the subsequent elevated levels of humidity, during our structural drying projects. If you would like to learn more about the science of structural drying and why we do what we do visit www.IICRC.org

Did you know that September is National Preparedness Month? 

The best way to survive a disaster is to have a plan in place prior to such an event happening. These past couples of weeks have put on display the importance of knowing what to do should disaster strike. Fires, floods, earthquakes, tornados, hurricanes and blizzards all can put you and your family at risk. Nowadays we take for granted the ability to communicate with our loved ones at anytime and from anywhere.  As we have learned, communication channels can be brought down. If disaster strikes would you be able to communicate with all the members of your household? More importantly would they know how to reach each other and where to meet up?

The following is an outline, published by the Department of Homeland Security on their website, which can be used to guide you and your family as you created your own plan.

Planning starts with three easy steps:

1. COLLECT. Create a paper copy of the contact information for your family and other important people/offices, such as medical facilities, doctors, schools, or service providers.

2. SHARE. Make sure everyone carries a copy in his or her backpack, purse, or wallet. If you complete your Family Emergency Communication Plan online at ready.gov/make-a-plan, you can print it onto a wallet-sized card. You should also post a copy in a central location in your home, such as your refrigerator or family bulletin board.

3. PRACTICE. Have regular household meetings to review and practice your plan.

TEXT IS BEST!  If you are using a mobile phone, a text message may get through when a phone call will not. This is because a text message requires far less bandwidth than a phone call. Text messages may also save and then send automatically as soon as capacity becomes available.

STEP 1 – COLLECT INFORMATION

HOUSEHOLD INFORMATION

Write down phone numbers and email addresses for everyone in your household. Having this important information written down will help you reconnect with others in case you don’t have your mobile device or computer with you or if the battery runs down. If you have a household member(s) who is Deaf or hard of hearing, or who has a speech disability and uses traditional or video relay service (VRS), include information on how to connect through relay services on a landline phone, mobile device, or computer.

SCHOOL, CHILDCARE, CAREGIVER, AND WORKPLACE EMERGENCY PLANS

Because a disaster can strike during school or work hours, you need to know their emergency response plans and how to stay informed. Discuss these plans with children, and let them know who could pick them up in an emergency. Make sure your household members with phones are signed up for alerts and warnings from their school, workplace, and/or local government. To find out more about how to sign up, see Be Smart. Know Your Alerts and Warnings at http://1.usa.gov/1BDloze. For children without mobile phones, make sure they know to follow instructions from a responsible adult, such as a teacher or principal.

OUT-OF-TOWN CONTACT

It is also important to identify someone outside of your community or State who can act as a central point of contact to help your household reconnect. In a disaster, it may be easier to make a long-distance phone call than to call across town because local phone lines can be jammed.

EMERGENCY MEETING PLACES

Decide on safe, familiar places where your family can go for protection or to reunite. Make sure these locations are accessible for household members with disabilities or access and functional needs. If you have pets or service animals, think about animal-friendly locations. Identify the following places:

Indoor: If you live in an area where tornadoes, hurricanes, or other high-wind storms can happen, make sure everyone knows where to go for protection. This could be a small, interior, windowless room, such as a closet or bathroom, on the lowest level of a sturdy building, or a tornado safe room or storm shelter.

In your neighborhood: This is a place in your neighborhood where your household members will meet if there is a fire or other emergency and you need to leave your home. The meeting place could be a big tree, a mailbox at the end of the driveway, or a neighbor’s house.

Outside of your neighborhood: This is a place where your family will meet if a disaster happens when you’re not at home and you can’t get back to your home. This could be a library, community center, house of worship, or family friend’s home.

Outside of your town or city: Having an out-of-town meeting place can help you reunite if a disaster happens and:

• You cannot get home or to your out-of-neighborhood meeting place; or
• Your family is not together and your community is instructed to evacuate the area.

This meeting place could be the home of a relative or family friend. Make sure everyone knows the address of the meeting place and discuss ways you would get there.

OTHER IMPORTANT NUMBERS AND INFORMATION You should also write down phone numbers for emergency services, utilities, service providers, medical providers, veterinarians, insurance companies, and other services.

STEP 2 – SHARE (MAKE SURE EVERYONE HAS THE INFORMATION)

Make copies of your Family Emergency Communication Plan for each member of the household to carry in his or her wallet, backpack, or purse. Post a copy in a central place at home. Regularly check to make sure your household members are carrying their plan with them.

Enter household and emergency contact information into all household members’ mobile phones or devices.

Store at least one emergency contact under the name “In Case of Emergency” or “ICE” for all mobile phones and devices. This will help someone identify your emergency contact if needed. Inform your emergency contact of any medical issues or other requirements you may have.

Create a group list on all mobile phones and devices of the people you would need to communicate with if there was an emergency or disaster.

Make sure all household members and your out-of-town contact know how to text if they have a mobile phone or device, or know alternative ways to communicate if they are unable to text.

STEP 3 - PRACTICE

Once you have completed your Family Emergency Communication Plan, made copies for all the members of your household, and discussed it, it’s time to practice!

Here are some ideas for practicing your plan:

Practice texting and calling. Have each person practice sending a text message or calling your out-of-town contact and sending a group text to your mobile phone group list.

Discuss what information you should send by text. You will want to let others know you are safe and where you are. Short messages like “I’m OK. At library” are good. 4

Talk about who will be the lead person to send out information about the designated meeting place for the household.

Practice gathering all household members at your indoor and neighborhood emergency meeting places. Talk about how each person would get to the identified out-of-neighborhood and out-of-town meeting places. Discuss all modes of transportation, such as public transportation, rail, and para-transit for all family members, including people with disabilities and others with access and functional needs.

Regularly have conversations with household members and friends about the plan, such as whom and how to text or call, and where to go.

To show why it’s important to keep phone numbers written down, challenge your household members to recite important phone numbers from memory— now ask them to think about doing this in the event of an emergency.

Make sure everyone, including children, knows how and when to call 911 for help. You should only call 911 when there is a life-threatening emergency.

Review, update, and practice your Family Emergency Communication Plan at least once a year, or whenever any of your information changes.

OTHER IMPORTANT TIPS FOR COMMUNICATING IN DISASTERS

Text is best when using a mobile phone, but if you make a phone call, keep it brief and convey only vital information to emergency personnel and/or family or household members. This will minimize network congestion, free up space on the network for emergency communications, and conserve battery power. Wait 10 seconds before redialing a number. If you redial too quickly, the data from the handset to the cell sites do not have enough time to clear before you’ve re-sent the same data. This contributes to a clogged network.

Conserve your mobile phone battery by reducing the brightness of your screen, placing your phone in airplane mode, and closing apps you do not need. Limit watching videos and playing video games to help reduce network congestion.

Keep charged batteries, a car phone charger, and a solar charger available for backup power for your mobile phone, teletypewriters (TTYs), amplified phones, and caption phones. If you charge your phone in your car, be sure the car is in a well-ventilated area (e.g., not in a closed garage) to avoid life-threatening carbon monoxide poisoning.

To learn more about disaster readiness visit www.Ready.gov.