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Documentation

Purpose

Incident documentation refers to all records—including, but not limited to, word processing documents, spreadsheets, telephone and e-mail messages, tabular information, GPS-gathered files, kml/ kmz files, geodatabases, feature services, maps, and other output products—saved as official incident records. The Documentation Unit Leader (DOCL) in the Planning Section compiles this information for the entire incident and provides it to the host unit at the incident’s conclusion. All official incident records can be used for investigations and lawsuits and should provide an accurate record of what information was available to support decisions and actions by overhead/line personnel.

Documents = Records; anything used to support a decision is a document and should be retained.

Document Examples: Map requests, Geographic Information System Specialist (GISS) map production list, digital map products, feature service data, incident geodatabases, GPS coordinates, handwritten adjustments to maps, SMS/email/photo data changes, General Message forms, meeting notes

Non-Document Examples: Personal notes, emails about lunch contents, intermediate data

Specifications

The GISS must follow these specifications to ensure documentation is correctly collected, attributed, and stored.

  • Work with the Situation Unit Leader (SITL) and DOCL to understand process for documentation.
  • Document all work requests on a General Message form.
  • Use the Event Geodatabase data standard for storing any applicable incident data.
  • Adhere to the Directory Structure and File Naming standards to enable data discovery and retrieval.
  • Use FireNet for all incident related communications, document sharing, or public outreach.
  • Track and document work requirements, map changes, and special map requests using method required by SITL.
  • Store all electronic files in the GISS Directory Structure.
  • Maintain a contact list of incident GISS and any local contacts used for data acquisition and sharing.

References

Responsibilities

The GISS must correctly store all documents and ensure they are included in the incident documentation.

 

Modified / Reviewed:

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NWCG Latest Announcements

NWCG Equipment Technology Committee Releases Safety Warning: 25-001 Non-specification fire shelters

Date: January 15, 2025
Contact: Equipment Technology Committee

The Equipment Technology Committee (ETC) has released Safety Warning: 25-001 Non-specification fire shelters. Non-specification fire shelters claiming to meet Forest Service (FS) fire shelter specification 5100-606 were first found in February of 2023. As of September 2024, non-specification shelters are again being advertised and sold on the open market.

This Safety Warning outlines details and recommended procedures to purchase FS specification shelters made with materials and components that meet performance criteria and toxicity testing requirements outlined in FS Specification 5100-606. 

For additional information on identifying non-specification shelters, please view ETC Safety Warning 23-01.

References:

ETC Safety Warning 25-001: Non-specification fire shelters

NWCG Equipment Technology Committee

ETC Safety Warning 23-01

Paul Gleason Lead by Example Awards

Date: January 14, 2025
Contact: Leadership Committee

The NWCG Leadership Committee has awarded the 2023 Paul Gleason “Lead By Example” awards to individuals in the categories of Initiative and Innovation, Mentoring and Teamwork, and Motivation and Vision, as well as a Lifetime Achievement Award.

Congratulations to the awardees:

  • Sam Bowen, Superintendent of the Mark Twain Veteran Crew with the U.S. Forest Service.
  • Greg Titus, Zone Fire Management Officer for the St. Marks National Wildlife Refuge with U.S. Fish and Wildlife Service.
  • Renae Crippen, Manager of the Blue Mountain Interagency Dispatch Center with the U.S. Forest Service.
  • Eric Carlson, Instructor with OMNA International.

References:

Paul Gleason Lead by Example Award

Wildland Fire Leadership Development Program

Interview with Paul Gleason

Updated NWCG Standards for Water Scooping Operations, PMS 518

Date: December 19, 2024
Contact: Water Scooper Operations Unit

The NWCG Standards for Water Scooping Operations, PMS 518 establishes the standards for dispatching, utilizing, and coordinating water scooping aircraft on interagency wildland fires. These standards should be used in conjunction with the NWCG Standards for Aerial Supervision (SAS), PMS 505, and any local, state, or geographic/regional water scooping plans.

References:

NWCG Standards for Water Scooping Operations, PMS 518

Updated NWCG Standards for Aerial Supervision, PMS 505

Date: December 19, 2024
Contact: Interagency Aerial Supervision Subcommittee

The Interagency Aerial Supervision Subcommittee has updated the NWCG Standards for Aerial Supervision, PMS 505. PMS 505 establishes standards for aerial supervision operations for national interagency wildland fire operations. 

References:

NWCG Standards for Aerial Supervision, PMS 505