A woman holds a tablet computer with a look of concern on her face. Text reads Are You Ready?

Emergencies don’t wait until you’re ready, and they certainly don’t respect city limits. As municipal professionals, you know that when disaster strikes-whether it’s a tornado, flood, cyberattack, or public health crisis-the response starts and ends at the local level. The question isn’t if your community will face an emergency, but when. And guess who’s at the center of it all? That’s right-you!

Why Clerks Matter in Emergencies

You might not have “emergency manager” in your job title (or maybe you do), but chances are you’re the go-to person when things get hectic. Your role is about more than just paperwork-it’s about information dissemination, so everyone has the information they need to act fast and smart. You may also document your emergency response, which will be vital in the aftermath.

Don’t Let Your Plan Collect Dust

Too often, emergency plans end up as just another binder on a shelf. But a real, working plan is a living document. It needs to be reviewed, updated, and-most importantly-practiced. Ask yourself: When was the last time you looked at your emergency plan? Does it have up-to-date contact info? Are the steps clear and easy to follow? If you’re not sure, now’s the perfect time to take a look.

Best Practices, Clerk-Style

Here are a few tips to keep your emergency preparedness game strong:

  • Review the Plan Every Year: Make it a habit to check the plan annually. Update contact lists, procedures, and resources-things change quickly! Changes in staff, population, and infrastructure can make a world of difference.

  • Practice Makes Perfect: Organize a drill, even if it’s just a tabletop exercise with your team. You’ll spot gaps you never knew existed.

  • Cross-Train Staff: Emergencies don’t care about job descriptions. Make sure others know how to access records and follow procedures in your absence.

  • Build Relationships: Get to know your local police, fire, and public health folks. They should be partners in your disaster planning. When disaster strikes, those connections are priceless.

  • Use Technology: Digital records, mass notification systems, and cloud storage can make your job a lot easier when time is of the essence, and in the aftermath

  • Keep Public Health in Mind: Include scenarios like pandemics or water contamination in your planning and training.

  • Create a Culture of Preparedness: Talk about emergency planning at staff meetings and encourage everyone to be part of the process.

Take Action Today

Pull out your plan, dust it off, and give it a read. Set a reminder to review it regularly and involve your team in the process. Remember, you’re not just the keeper of records-you’re a key player in keeping your community safe and resilient.

Preparedness isn’t just a box to check-it’s peace of mind for you and your whole community.