Or. Admin. R. 166-150-0100 - Emergency Management Records
(1)Alert and Notification
Records Records documenting any written emergency warnings/notifications
issued by the county, the Oregon Emergency Management Division, National
Oceanic and Atmospheric Agency (NOAA), or the Federal Emergency Management
Agency (FEMA). Subjects may include landslides, earthquakes, windstorms,
floods, fires, and other hazards. (Minimum retention: 30 days)
(2)Civil Preparedness Guidance (CPG)
and State and Local Guide (SLG) Records Records issued by the Federal
Emergency Management Agency (FEMA) to provide guidance to state and local
agencies on appropriate elements of emergency management programs. These
guidelines (known as CPGs or SLGs) provide mandatory policies and procedures
for federally funded emergency management programs. (Minimum retention: Until
superseded or obsolete)
(3)Disaster Preparedness Planning and
Recovery Records Records documenting plans and procedures for the
continuity of government in case of a major disaster which has destroyed or
compromised the operations of the agency. Components of the recovery plan
include but are not limited to physical plant repair and restoration; equipment
restoration; electronic data restoration including steps to reload data,
recover data, and reconnect networks; reestablish telephone connections;
essential records protection; and related procedures and needs dealing with
risk management, public relations, and financial issues. (Minimum retention:
Until superseded or obsolete)
(4)Emergency Exercise Records
Records documenting emergency training exercises performed on a regular basis,
as required by the State and Local Assistance and Emergency Management
Assistance Programs. Documentation usually includes statements of purpose,
scenario narratives, major and detailed sequences of events, messages and
inputs (simulation material), evaluation points, critique and follow-up actions
reports, lists of players, and names of controllers and evaluators. (Minimum
retention: 4 years after annual or final expenditure report
submitted)
(5)Emergency and
Disaster Incident Records Records documenting actions taken with respect
to emergency planning and response activities during and after emergency
incidents. Used for planning, analysis, and reference. Types of incidents may
include floods, storms, hazardous material releases, fires, public utility
failures, earthquakes, and others. Records often include photographs, damage
reports, response reports, incident action plans, resource ordering and
tracking records, financial documentation, logs, messages, notes, and related
documents. (Minimum retention:
(a) Designated
or declared emergencies: Permanent
(b) Non-designated emergencies: 5
years)
(6)Emergency Management Assistance
Activity Reports Reports documenting the agency's emergency management
work plan. These are created on a quarterly basis as required by the Federal
Emergency Management Agency (FEMA). The reports provide a narrative of
emergency management program elements that were accomplished annually, along
with supporting documentation (samples of completed work). Subjects include
personnel, equipment, current projects, progress reports, training, and others.
(Minimum retention: 3 years after annual or final expenditure report
submitted)
(7)Emergency
Management Assistance Staff Pattern Records Records documenting the
agency's personnel involved in the emergency management program. It is
submitted annually to the Oregon Emergency Management Division and is the basis
for determining eligibility for funded staffing support for Emergency
Management Assistance jurisdictions. Records include appropriate Federal
Emergency Management Agency (FEMA) forms and related documents. (Minimum
retention: 3 years after annual or final expenditure report
submitted)
(8)Emergency
Operations and Management Plans Records documenting the development,
implementation, and updating of emergency operations and management plans. The
plans are required by the federal government as part of a Comprehensive
Cooperative Agreement (CCA) and must be reevaluated and updated at least every
four years. Records often include adopted plans, notes, outlines, drafts,
correspondence, and related documents. SEE ALSO Disaster Preparedness Planning
and Recovery Records in this section. (Minimum retention:
(a) Adopted plans: Until superseded or
obsolete
(b) Other records: 3 after
annual or final expenditure report submitted)
(9)Hazard Analysis Records
Records documenting potential natural and manmade hazards in an area.
The Federal Emergency Management Agency (FEMA) requires documentation for
federally funded Emergency Management Assistance jurisdictions. Types of
hazards include earthquakes, droughts, fires, floods, nuclear incidents, and
others. Records include government forms and related documents. Information
includes geographic descriptions of locations, definitions of hazards,
vulnerability identifications, hazard histories, potential maximum threats,
probabilities, and related data. (Minimum retention: 30 years)
(10)Hazard Shelter Records
Records documenting the condition of buildings designated to be used as hazard
shelters in case of emergency. Used for emergency planning and reference.
Records may include documents issued by federal and state emergency management
agencies, as well as related materials such as sketches and photographs.
Information usually includes address, building name, structural dimensions,
building composition, potential occupancy, inspection results, and related
data. (Minimum retention: Until superseded or obsolete)
(11)Public Education Program and
Publications Records Records related to the design and implementation of
emergency management educational and outreach programs and presentations
provided to the public by the agency. Often includes class descriptions,
instructional materials, course outlines, class enrollment and attendance
records, reports, speeches, audio-visual records, brochures, pamphlets,
booklets, newsletters, and related documents. (Minimum retention:
(a) Reports, booklets, newsletters, and
speeches: Permanent
(b) Brochures,
pamphlets, and leaflets: Until superseded or obsolete
(c) Retain program development records: 5
years
(d) Retain class enrollment
and attendance records 2 years
(e)
Retain other records: 1 year)
(12)Resource Lists, Emergency
Management Lists documenting emergency resources such as manpower,
equipment, supplies, and services. Includes names, daytime and nighttime phone
numbers, and addresses of suppliers and vendors as well as contact names.
(Minimum retention: Until superseded or obsolete)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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