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Incident Scribe

Incident Scribe

Role description, responsibilities, start-up, ongoing, post-incident actions, and IMT call-up templates

Responsibilities Incident Scribe

Your primary responsibility is to maintain clear, accurate record of decisions, actions and communications by the State Incident Controller.

Reporting line: You report to the State Incident Controller.

  • PROVIDING administrative support to the State Incident Controller
  • RECORDING status updates including key information, decisions and actions
  • COORDINATING assembly of IMT participants in the selected venue
  • SUPPLYING the necessary forms for the various declarations under the Emergency Management Act
Start-up Actions Incident Scribe
  • CONFIRM location of the IMT meeting room upon notification from the State Incident Controller
  • PROCEED to the IMT meeting room. Bring your mobile phone, iPad/Tablet, laptop, chargers, staff access card and ensure you have access to relevant documentation
  • SEND call-up messages to all IMT-participant members, including agreed meeting time and location
  • ENSURE that State Incident Controller has arranged for someone to bring the IMT Battlebox/Flightbags from Coordinator of Energy (CoE)’s office. If not, arrange it
  • Once State Incident Controller is present and asks you to begin, ROLL-CALL each IMT role:
    CALL-out each role name and issue the plastic sleeve containing each member’s:
    • Action card
    • Printed Event log form (to record their operational decisions)
    • Role Name plate
    • Coopt as second Incident Scribe to assist
    CONFIRM that someone is assigned to each IMT role; State Incident Controller will arrange a replacement person for any role that is not filled (delegated and co-opt as required)
  • HAND BACK to the State Incident Controller
  • ENSURE all Coordinators maintain individual Events log of actions, including yourself as the primary Incident Scribe
  • REVIEW the IMT “Rules of Engagement” / Ground Rules and agreed behaviours
Within IMT we will (Rules of Engagement):
  • Listen to others’ expertise – no one knows everything
  • Speak up if the team seems to have overlooked a key issue
  • Beware of tunnel vision, maintain situational awareness
  • Delegate tasks rather than having the whole team focussed on a single issue
  • Recognise that our immediate decisions should be informed by longer-term considerations
  • Declare each decision being made and how it is being recorded, and its deadline for action
Ongoing Actions Incident Scribe
  • MAINTAIN a log of all activities, decisions, and actions of the Team
  • ENSURE all Coordinators maintain a log of actions and events
  • Periodically ASK State Incident Controller whether it is timely to review status and action items
  • At the end of your shift/end of day, COMPLETE your Handover Sheet for your relief or the next day

Post-Incident Actions Incident Scribe

  • COMPILE, PRESERVE, and CONSOLIDATE all information in the Events Tracking log
  • In collaboration with Response Teams and Agencies, ENSURE all records are created, updated, or stored
  • PARTICIPATE in post-incident review and debrief with the IMT

IMT Call Up Template Incident Scribe

Copy and paste the appropriate message, then replace placeholders (e.g., <Number/Name>, <Location>, <MSTeamID>, times, phone numbers) before sending.

Standard and Exercise Templates
Type Message
Standup/Invoke (Normal) IMT now activated. MUSTER at ##:00 in meeting room <Number/Name> of <Location> or Online – IMT Control Room Team or Dial in +61 8 #### #### <MSTeamID> <MSTeamPassCode>. REPLY to 04## ### ### on receipt of SMS.
You are required. The State Incident Controller will brief you once you arrive or join the conference.
Standup/Invoke (VoiceOnly) ACTION REQUIRED: IMT now activated. MUSTER at ##:00 in Cisco Conference Now (VoiceOnly). Dial in +61 8 #### ####. MeetingID = ###### & Access Code = #####. REPLY to 04## ### ### on receipt of SMS.
Standdown Please be advised, IMT is now standing down. Continue with any ongoing recovery actions and resume NORMAL Operations.
Test Standup/Invoke (Normal) EXERCISE ONLY: IMT now activated. MUSTER at ##:00 in meeting room <Number/Name> of <Location> or Online – IMT Control Room Team or Dial in +61 8 #### #### <MSTeamID> <MSTeamPassCode>. REPLY to 04## ### ### on receipt of SMS.
You are required. The State Incident Controller will brief you once you arrive or join the conference. EXERCISE ONLY.
Test Standup/Invoke (VoiceOnly) EXERCISE ONLY: ACTION REQUIRED: IMT now activated. MUSTER at ##:00 in Cisco Conference Now (VoiceOnly). Dial in +61 8 6229 ####. MeetingID = ##### & Access Code = #####. REPLY to 04## ### ### on receipt of SMS : EXERCISE ONLY.
Test Standdown EXERCISE ONLY: Please be advised, IMT is now standing down. Continue with any ongoing recovery actions and resume NORMAL Operations. EXERCISE ONLY.