1066 Continuity of Operations

Georgia State Seal

Georgia Division of Aging Services
Administrative Manual

Chapter:

1025 State Agency on Aging Operations

Effective Date:

10/01/2025

Section Title:

Continuity of Operations

Reviewed or Updated in:

MT 2026-04

Section Number:

1066

Previous Update:

N/A

​Summary Statement

This policy establishes a comprehensive framework that ensures the Georgia Department of Human Services, Division of Aging Services (DAS), can continue the performance of essential functions during and after a wide range of emergencies, disasters, or disruptions.

This policy fulfills the Older Americans Act (OAA) Section 307(a)(10) requirement that each State Unit on Aging maintain a plan for continuity of operations to ensure uninterrupted delivery of services and the protection of life, property, and client well-being.

​Basic Considerations

DAS shall maintain a Continuity of Operations Plan (COOP) designed to ensure the continuous performance of essential functions under any circumstance, including natural disasters, man-made incidents, technological disruptions, or public health emergencies.

The COOP will safeguard the health and safety of clients, staff, and the public; preserve vital records and systems; and ensure that OAA-mandated services—such as nutrition, transportation, case management, caregiver support, and protective services—continue without interruption to the extent feasible.

This policy applies to all DAS programs, offices, and contracted partners, including:

  • Area Agencies on Aging (AAAs) administering OAA Title III programs

  • Adult Protective Services (APS) and Adult Guardianship Program (AGP) operations

  • State-funded aging programs and administrative support units

All DAS staff and contractors are responsible for maintaining readiness to implement COOP procedures.

​Goals of Continuity Planning

The continuity plan is established to:

  1. Ensure continued performance of essential functions and operations during a COOP event.

  2. Reduce or prevent loss of life, injury, and property damage.

  3. Minimize disruption and losses to critical processes, systems, and information.

  4. Ensure succession of leadership and delegation of authority when primary officials are unavailable.

  5. Protect access to vital records, program data, and client information.

  6. Maintain coordination with federal, state, and local emergency management partners.

  7. Support uninterrupted communication with AAAs, DHS leadership, ACL, and other stakeholders.

  8. Resume normal operations as soon as feasible following a disruption.

​Older Americans Act (OAA) Requirements

In alignment with the Older Americans Act and Administration for Community Living (ACL) guidance, the DAS COOP shall ensure:

  • Continuity of OAA Services: Each AAA shall have local contingency plans to continue essential Title III services, including congregate and home-delivered meals, transportation, in-home services, and case management during emergencies.

  • Client Safety and Outreach: DAS and AAAs must maintain systems for wellness checks and outreach to high-risk older adults and adults with disabilities, particularly those living alone or dependent on life-sustaining services.

  • Coordination and Communication: DAS shall establish redundant communication systems with AAAs, service providers, and partner agencies to ensure coordinated response and recovery.

  • Data and Records Protection: Vital records—including client files, fiscal data, and contract documents—must be secured and accessible to support continued operations and reporting.

  • Resource Prioritization: During activation, DAS shall prioritize essential OAA functions supporting life, health, and safety, including APS intake, protective investigations, guardianship case management, and critical aging services.

  • Emergency Flexibility: DAS may authorize temporary program waivers, service substitutions, or funding reallocations under OAA emergency provisions to sustain critical operations, subject to DHS and ACL approval.

​Continuity of Operations Plan (COOP) Components

The DAS COOP shall:

  • Be accessible to all DAS staff on DAS j/drive;

  • Be reviewed and updated annually by the Disaster Preparedness Coordinator;

  • Be effective with and without prior warning;

  • Take an all-hazard approach;

  • Identify alternate facilities and telework strategies;

  • Ensure essential functions are operational within 12 hours of activation; and

  • Sustain operations for a minimum of 30 days or until normal operations resume.

CORE ELEMENTS OF THE PLAN

Each DAS program area must maintain procedures addressing:

Succession and Delegation of Authority

Designation of successors for key leadership positions and pre-delegation of authority to ensure decision-making continuity when incumbents are unavailable.

Protection of Essential Resources and Records

Safeguarding physical and digital assets, including personnel files, financial data, client databases, and contracts, through secure off-site storage and cloud-based backup systems.

Alternate Operating Facilities

Identification of alternate facilities or virtual operations environments capable of supporting critical DAS and AAA functions within required timeframes.

Emergency Communications

Under the direction of the DHS Office of Communications, implementation of redundant communication systems (e.g., satellite phones, Microsoft Teams, emergency alert chains, AAA coordination calls) to maintain contact with staff, AAAs, and DHS leadership.

Continuity of Personnel and Payroll

Provided by DHS Payroll Department - procedures ensuring staff accountability, timekeeping, and compensation continuity during prolonged disruptions.

Training and Exercises

In coordination with DAS Training and Professional Development, annual training and simulation exercises for DAS staff and AAA partners to validate and strengthen COOP readiness.

Recovery and Reconstitution

Processes for orderly resumption of full operations, including evaluation of lessons learned and updates to COOP documentation following each activation or exercise.

RESPONSIBILITIES

  • DAS Director: Serves as the COOP Executive Sponsor and approves activation or deactivation.

  • Deputy Directors and Section Chiefs: Maintain readiness of their respective COOP sections, identify essential personnel, and ensure records protection.

  • DAS Emergency Preparedness Coordinator: Oversees COOP implementation, training, testing, and annual updates.

  • AAA Directors: Maintain aligned local continuity plans and ensure subcontractors comply with OAA service continuation expectations.

  • All Staff: Maintain awareness of COOP procedures, emergency contacts, and communication responsibilities.

REVIEW AND MAINTENANCE

The COOP will be reviewed annually, updated as necessary, and tested through tabletop or functional exercises. Updates will incorporate new OAA requirements, DHS directives, and findings from post-event after-action reports.

​References

Older Americans Act of 1965, as amended (42 U.S.C. 3001 et seq.), Sections 307(a)(10) and 305(c)(5)

45 CFR 1321.35 – State Agency Responsibilities for Disaster Preparedness and Continuity

ACL Program Instruction 23-01: Disaster Preparedness and Response Requirements for State Units on Aging

DHS Continuity of Operations Policy and Emergency Preparedness Procedures

Georgia Emergency Management Act (O.C.G.A. § 38-3-20 et seq.) - Georgia Emergency Operations Plan

MAN5600, Section 2040, Emergency Disaster Requirements