PSS 11.7 Information Filing/Storage

Purpose

To outline SurfCom record management requirements.

Policy

All SurfCom information shall be consistent with the SLSNSW Records Management Policy.

Procedure

A key responsibility of SurfCom (and Patrol Captains, Duty Officers) to ensure that all of the information generated at the incident is held indefinitely so that it is secure for future reference and can be readily retrieved if required.

All SurfCom must maintain a filing system that is consistent with the below:

• All computer-based systems must be backed up on appropriate disks and stored in a suitable environment to avoid corruption and loss of data
• All paper-based logs shall be maintained and stored appropriately
• All rosters of SurfCom personnel must be maintained in SurfGuard
• All incident reports must be inputted correctly in SurfGuard
• All information must be recorded either digitally in the SurfCom Management System, SurfGuard and on the any radio log and other SLS logs/forms utilised

All these records are retained to ensure that detailed records are available for any subsequent:

• Formal reports
• Debriefings
• Operational analyses
• Coronial Inquests
• Commissions on inquiry
• Critical Incident Debriefing
• Witness statements
  

All records shall be collated using the following references (in order):

• Date
• Location
• Time