Page updated: 30 November 2020
SAR operations rely on records. If you're the Incident Controller, you need to make sure you continue to record information in the Operations stage. You also need to organise records so that they are logically ordered and easy to access.
Records from the SAR operation should be:
People involved in the SAR operation may need to access them at any time. Records may also be needed for:
A communication log should have been started at the beginning of the SAR operation. This needs to be maintained throughout the operation. If your log is voice-recorded, turn it into a text record as soon as you have time and resources.
Other organisations and individuals may have started a communication log before the SAR operation began. Consider these communication logs as information sources only. This is because errors can occur when attempting to match times that have been recorded in communication logs within different systems.
Record decisions made during the SAR operation in chronological order. This means that, if necessary, decisions can be examined against the information that was known at a particular time.
Incident Action Plans are likely to change as the SAR operation progresses. Permanently record a copy of each Incident Action Plan before updating it. Once you update an Incident Action Plan, it becomes a new Incident Action Plan.
Keep Incident Action Plans in a format that can be easily accessed by everyone involved in the SAR operation. For example, this could be on:
This record should include:
A situation report is a snapshot of the situation as it existed at the time the situation report was produced.
Situation reports need to be:
Situation reports provide:
When a SAR resource has completed a task, a debrief must be completed. If you are the Incident Controller, you're responsible for ensuring this gets done. All debriefs must be recorded and added to records of the task so the Incident Management Team can access them.
The debrief must include information about:
This information needs to be received before the Incident Management Team is informed that the task has been completed.
The debrief should also include information about the task such as: