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Federal Emergency Management Agency - FE
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Glossary of terms relating to file structure phase activities and file categories
Descriptions of 19.00 - 19.99 | SRC Folder Code HZ/SF/FE | NARA General Records Schedule N1-412-94-3/3 |
Definition
The Federal Response Plan (FRP) establishes a process and structure for the systematic, coordinated, and effective delivery of Federal assistance to address the consequences of any major disaster or emergency declared under the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended (42 U.S.C. 5121, et seq.). The FRP applies to a major disaster or emergency as defined under the Stafford Act, which includes a natural catastrophe; fire, flood, or explosion regardless of cause; or any other occasion or instance for which the President determines that Federal assistance is needed to supplement State and local efforts and capabilities. Emergency managers prepare for emergencies and disasters, respond to them when they occur, help people and institutions recover from them, mitigate their effects, reduce the risk of loss, and prevent disasters such as fires from occurring.
Note to Indexers: Use the CERCLIS ID as the main FEMAID. The format for the FEMAID is a 2-character state code followed by the FEMA Disaster Number. Additionally, the SSID field will be used to capture any secondary FEMAIDs and the format is 6L0X __ __. The OUID field will be used to capture the Mission Assignments (MA). Depending upon the lead federal agency for the FEMA disaster, alpha-characters will be used to correspond to each agency. Listed below are examples for the formats for each federal agency:
U.S. Environmental Protection Agency | EPA __ __ |
U.S. Army Corps of Engineers | COE __ __ |
Department of Transportation | DOT __ __ |
Department of Interior | DOI __ __ |
SDMS Keyword
19.12
Air Monitoring Logs
19.05
Correspondence between FEMA, EPA, or other Federal and State Agencies
19.09
Disposal Summary
19.17
Emergency Response Report
19.11
Factsheets
19.08
Hazardous Waste Characterization Form
19.10
Household Hazardous Waste Information
19.19
Incident Action Plan
19.04
Interagency Agreement (IAG)
19.01
Manifest / Chain-of-Custody
19.20
Meeting Minutes
19.02
Mission Assignment Letter
19.13
Multimedia (Newspaper Clippings, Maps, Photographs, Video Tapes, etc.)
19.16
Situation / Pollution Reports (SITREPS/POLREPS)
19.14
Quality Assurance Sampling Plan (QASP)
19.15
Quality Assurance / Quality Control
19.06
Reimbursable Account Number (RAN) Request
19.03
Request for Federal Assistance (RFA)
19.18
Sampling and Analytical Data
19.07
Waste Oil Characterization Form
19.99 Other
SDMS Keyword Descriptions
19.01
Manifest / Chain-of-Custody
These are documents that track the movement of hazardous wastes
from one point to another. Usually, each manifest is for a truck
load, and shows the type and weight of waste transported from the site
to a disposal facility. These documents may be called chain-of-custody,
driver's tickers, waybills, weight tickets as well as manifests.
19.02 Mission Assignment Letter
19.03 Request for Federal Assistance (RFA)
19.04 Interagency
Agreement (IAG)
An interagency agreement provides the technical, legal, and management
framework under which a response for any major disaster or emergency is
conducted. In particular, an interagency agreement specifies milestones
for the response to complete activities and stipulates penalties for missing
milestones and includes arrangements for long-term operation and maintenance
at the site.
19.05 Correspondence
between FEMA, EPA, or other Federal and State Agencies
Any correspondence including letters, memoranda, notes, and records
of communication (ROCs) generated or received between FEMA and the EPA
and any other federal and state agencies.
19.06 Reimbursable Account Number (RAN) Request
19.07 Waste Oil Characterization Form
19.08 Hazardous Waste Characterization Form
19.10 Household Hazardous Waste Information
19.11 Factsheets
This can be community relations publication, which contains information
regarding any major disaster or emergency, produced for distribution to
persons on a mailing list. A factsheet can be a brief description
of action for any major disaster or emergency prepared for upper management
use.
19.13 Multimedia (Newspaper Clippings, Maps, Photographs, Video Tapes, etc.)
19.14 Quality Assurance Sampling Plan (QASP)
19.15
Quality Assurance / Quality Control Reports
Quality Assurance / Quality Control (QA/QC) reports will include
the general Quality Control records, such as initial demonstration of
capability, instrument calibration, routine monitoring of analytical performance,
calibration verification, etc. Project-specific information from
the QA/QC checks such as blanks (field, reagent, and method), spikes (matrix,
matrix spike replicate, analysis matrix spike, and surrogate spike), calibration
check samples (zero check, span check, and mid-range check), replicates,
splits, and so on should be included in these reports to facilitate data
quality analysis.
19.16 Situation / Pollution Reports (SITREPS / POLREPS)
Periodic summaries of the disaster situation, including the status
of operations, geographical information, identification of operational
priorities and requirements, reports from specific ESFs on their major
response and recovery activities, unmet needs, and recommended actions,
as well as data on human services, infrastructure, and mitigation programs.
19.17 Emergency Response Report
19.18
Sampling and Analytical Data
Records relating to chemical analysis services performed to support
the Agency's environmental programs. Includes analysis conducted through
the Contract Laboratory Program (CLP), including sample results in the
form of current files, purge files, and Sample Management Office (SMO)
files. Supporting documentation includes document inventory form,
data summaries, field sheets, chain of custody, data reports, analyst
log books, sample logbooks, data sheets, correspondence, quality assurance
and data validation files, quality control summaries, QC data logs and
worksheets. Specific types of data packages will include Organic Routine
Analytical Services (RAS), Inorganic RAS, Dioxin RAS, High Concentration
(HC) and Special Analytical Services (SAS).
19.99 Other
If the needed keyword code is not available, code to 19.99.