Communication Tools

There are a variety of communication tools to help you stay informed, during normal operations and during emergency situations. While some of these systems push information to you and require no action on your part, others require you to take actions to learn what is happening. Please review the capabilities below to learn how you can help to keep yourself better informed.

FOR ALL USDA EMPLOYEES IN THE NATIONAL CAPITAL AREA

Systems In Which Information Will Be Automatically Provided To You

Fire (Evacuation) Alarm - Fire alarms are located throughout the complex. If there is a fire or a situation that requires evacuation of the building the fire alarms will sound. Do not wait for any other indication of trouble. When the fire alarm sounds evacuate immediately.


Public Address (PA) System at USDA Headquarters - A state of the art PA system has been installed throughout the South, Whitten, and Yates Buildings, and the Cotton Annex. The PA System will be used in emergency situations to provide guidance and information. The PA system is zoned to allow its use throughout the entire complex, to a specific building, or to specific wings within some buildings. Strobe lights have been installed in the vicinity of the PA speakers to alert personnel with hearing disabilities that a PA message is being disseminated. Persons with hearing disabilities will receive a text message via the Wyndtell system (see MessageReach below).


Computer Emergency Notification System (CENS) - The CENS system has been distributed to every agency to allow information technology staffs to load the program on all USDA employee computers in the National Capital Region. CENS generates an alert siren and a red banded emergency message on individual computers that are connected to a USDA local area network. CENS may also disseminate advisory messages that are preceded by a bell and display a yellow banner rather than a red one. A message with a green banner indicates the emergency is over or signifies the message is for information purposes.


Systems Requiring Action on Your Part to Access Information

Channel 6 Television Capability - The Office of Communications maintains Channel 6, which is available on all televisions in the HQ Complex and DC Area Buildings. The Office of Operations can take control of Channel 6 to broadcast emergency information messages and provide guidance in a crisis, and keep USDA personnel informed. The final stages of extending this Channel 6 capability to all the leased facilities in the National Capital Area will be completed by early Fall 2003. REQUIREMENT: Turn television to Channel 6.

Employee Information Line - The 1-800 number normally carries the current Homeland Security Advisory System threat level as well as the operating (open/closed/late arrival) posture for USDA employees in the National Capital Region. During emergencies, the recording will be updated with the latest emergency information. Employees may call (202) 690-3636 or 1-800-932-1902, toll free (711 for TTY service) to access this line. REQUIREMENT: Call 1-800 number to receive information.


Emergency Information Website - The Employee Emergency Information Website is updated daily with the current operating status, emergency preparedness information, Occupant Emergency Plans, Informative Links, and Emergency Telephone Numbers. In an evolving crisis, current emergency information will also be posted on this website. The site resides at (http://www.usda.gov/oo/beprepared). REQUIREMENT: Log onto website.


Voicemail Capabilities - We can utilize voicemail capabilities to send a broadcast message to all employees who have voicemail on their telephones within the Washington Metro Area. This system will not normally be used in the middle of a fast moving event because of its potential to tie up the entire USDA voicemail system. REQUIREMENT: Listen to voicemail.


System Manager Messages - USDA-wide e-mail messages can be sent to all employees. USDA employees in the National Capital Area will also be advised of any updates to emergency capabilities and procedures using this process. REQUIREMENT: Check e-mail.

FOR SELECTED PERSONNEL
VoiceReach/MessageReach - USDA uses the VoiceReach/MessageReach to send simultaneous telephonic or e-mail messages to individuals within specified groups. These groups include Emergency Response Team members, senior and selected supervisory staff, the Wyndtel pagers for persons with hearing disabilities, wardens and monitors, and selected personnel in the leased facilities. The system is highly adaptable and new groups may be readily created.


Radio Network - The Office of Operations maintains an extensive radio (walky-talky) network to allow all emergency personnel to communicate throughout an emergency situation. These Wardens, Emergency Response Team members, and Security Force staff will in turn be able to provide direction and information to USDA personnel. Selected senior staff members from each Agency also have radios to allow them to monitor the event.

Megaphones - In the event of an emergency wardens and security personnel have the ability to use megaphones to keep employees informed, including providing directions and information outside of buildings.

Warden Phones - The Warden Phone System consists of the red wall phones located near stairwells throughout the Headquarters Complex. During fires or shelter-in-place events, these phones are used by emergency responders and persons with disabilities . The phones will be answered in the Emergency Control Center and their primary purpose is to direct personnel to the safest exit or safe zone, inform them which elevators are continuing to function, and to seek help from additional Wardens. Additionally, they may now be used 24 hours a day by anyone requiring emergency assistance and will be answered by staff within the USDA Operations Center. Under the new system, a recorded message will let you know that the call is being directed to one of the answering centers. It will take approximately 6 seconds for the call to be picked up. If the volume of calls is too large at any point, you will hear music immediately after the recording for approximately 30 seconds. Then you may hear the recording again. Be assured that you are connected to the Warden Phone System and your call will be answered as soon as possible.

The RSAN System is a text based messaging system that will send text alerts to e-mail accounts and pagers/cellphones/blackberry’s with text messaging capability.  Lists of recipients have been created and will be kept updated.  Current members include all ICS members, representatives from several leased facilities, and disabled employees.