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Federal Emergency Management Agency - FE

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Confidential Documents
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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

19.09    Disposal Summary

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. 

19.12    Air Monitoring Logs

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).

19.19    Incident Action Plan

19.20    Meeting Minutes

19.99    Other
If the needed keyword code is not available, code to 19.99.

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