08-09-2023 Council Packet - Laserfiche WebLink

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Ramsey County | Base Plan 64 7.Administration and Finance 7.1 Administration 7.1.1 DOCUMENTATION The County/municipalities recognize the importance of documenting incident activities to accurately account for decisions made and actions taken during the response. The County/municipalities will keep and archive official and unofficial incident documentation, including correspondence, Situation Reports (SitReps), ICS forms, IAPs, press releases, and any other documentation used during the response. Information will be archived for a minimum of three years following the closure of federal reimbursement or longer for specific records outlined in State or jurisdiction record retention policies. Records and reports are typically managed by the Planning Section during an EOC activation. Reporting times and processes should be evaluated and confirmed at the time the EOC is activated. When evaluating these needs, consideration should be given to the length of the operational period, operational tempo of the response, who needs reporting as a matter of process, what additional partners would benefit from receiving reports, and any state requirements for reporting. Reporting may be reevaluated and changed during a response. Record keeping is essential for tracking the movement and disposition of resources for financial reconciliation and after-action reporting, among other things. Field level personnel should provide, at a minimum, copies of the following documentation to the EOC: Unit Logs (ICS form 214), position logs (ICS form 214a), SitReps, and IAPs. All other documentation produced in the EOC should eventually go to the Documentation Unit in the Planning Section for record-keeping. The local government must maintain duplicate records of all information necessary for the restoration of normal operations. This process of record retention involves offsite storage of vital data that can be readily accessible. 7.1.2 AFTER-ACTION REPORT / IMPROVEMENT PLANNING Review and reporting after an emergency action or exercise is a best practice to improve for the next incident. Conducting after-action reviews (i.e., “hotwashes”) and completing AAR/IPs benefit the County/municipality by informing future investments in planning, organization, equipment, training, and exercise (POETE). AAR/IPs should be reviewed annually, and the information integrated into RCEMHS/emergency management agency budgets, training plans, operational plans, and other administrative documentation to support continuous improvement. 7.2 Finance 7.2.1 FUNDING AND ACCOUNTING During an incident, all financial actions are required to be documented to track all expenditures and provide appropriate documentation for possible reimbursement. The EOC Finance/Administration Section will work to ensure that all finances are tracked and accounted for during emergency operations, utilizing procedures and protocols that are used during normal day-to-day operations, and when necessary, utilize special procedures which are facilitated by the local emergency proclamation