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4. Other Reports. Several other reports covering specific functions are described in the <br />annexes to this plan. <br />C. Records <br />1. Record Keeping for Emergency Operations <br />Our [county/city] is respansible for establishing the administrative controls necessary to <br />manage the expenditure of funds and to provide reasonable accountability and <br />justification for expenditures made to support emergency operations. This shall be done <br />in accordance with the established local fiscal policies and standard cost accounting <br />procedures. <br />a. Activity Logs. The Incident Command Post and the EOC shall maintain accurate <br />logs recording key response activities, including: <br />1) Activation or deactivation of emergency facilities. <br />2) Emergency notifications to other local governments and to state and federal <br />agencies. <br />3) Significant changes in the emergency situation. <br />4) Major commitments of resources or requests for additional resources from <br />external sources. <br />5) Issuance of protective action recommendations to the public. <br />6) Evacuations. <br />7) Casualties. <br />8) Containment or termination of the incident. <br />b. Incident Costs. All department and agencies shall maintain records summarizing the <br />use of personnel, equipment, and supplies during the response to day-to-day <br />incidents to obtain a estimate of annual emergency response costs that can be used <br />as in preparing future department or agency budgets. <br />c. Emergency or Disaster Costs. For major emergencies or disasters, all departments <br />and agencies participating in the emergency response shall maintain detailed of <br />costs for emergency operations to include: <br />1) Personnel costs, especially overtime costs <br />2) Equipment operations costs <br />3) Costs for leased or rented equipment <br />4) Costs for contract services to support emergency operations <br />5) Costs of specialized supplies expended for emergency operations <br />These records may be used to recover costs from the responsible party or insurers <br />or as a basis for requesting financial assistance for certain allowable response and <br />recovery costs from the state and/or federal government. <br />2. Preservation of Records <br />a. In order to continue normal government operations following an emergency situation <br />disaster, vital records must be protected. These include legal documents as well as <br />Ver 2.0 BP-30 <br />05/05 <br />?n`'1?1 <br />