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“Accurate documentation of all aspects of a search effort in a retrievable form is essential and may prove a godsend if legal complications arise…..it is almost impossible to generate accurate records after the fact.”

Tim J. Setnicka

Wilderness Search and Rescue, 1980

The search manager must maintain full and accurate records of the search operation. There are many reasons to do so but the overriding one is simply to know what you are doing and where you are doing it.

It would be difficult to imagine any lost person search where absolutely no records of any type are kept. The search manager would have little idea of the progress of the search or who is searching where. It is conceivable the search manager would know roughly what was going on but when his relief turned up to take over there would be serious problems.

It is highly unlikely that any search has ever been undertaken without the most rudimentary of documentation. The most basic search records are the maps used during the search operation. Previously they have probably been copied and shaded as the search progresses. There may even have been a list of searchers but that would have been it.

However, better education as well as the unstoppable march of the ‘blame’ and compensation culture has led to the need for comprehensive search documentation procedures.

TYPES OF DOCUMENTATION

Incident Logging Book

This will maintain a chronological record of all search activity including radio communications, deployments, visitors, in fact everything.

Incident Policy Book

For the larger searches the search manager will open a policy book where the major decisions, policy and strategy are recorded. This type of document is common in a GOLD control room.

Urgency Chart

This will probably be one of the first records to be completed. It is important in that it will set the pace of the investigation.

Incident Log

This will almost certainly be initiated by the police when the initial report is made. It is a good record of the early stages of the search operation. However, it is a command and control log and shouldn’t be used as a ‘progress’ sheet or log. As soon as the operation begins in earnest the search manager should be maintaining the records relating to the search. The incident log itself would probably remain open and be used as an update/summary to senior officers and control room supervisors.

Lost Person Questionnaire

This should be fully completed at the earliest opportunity in order that the full subject profile can be completed. This will form the basis for the early strategy and deployments.

Management Forms

These are the worksheets used by the overhead team to decide upon the possible scenarios and search areas. These will be discussed later.

Risk Assessments

These are no longer optional and must be completed for every search. Specific forms are available for this purpose. If these are not used or are not available then the incident log could include the health and safety risk assessment.

Maps/Plans/Photography

Good quality visual aids are essential for any search. There are many types available as follows:

For an urban search, aerial photography linked in with detailed GIS street plans/maps are most suitable for this type of operation.

Part of an OS map of a South Devon region

Part GIS map of an area of the OS map of the hamlet of Venton

Now compare both with a photograph

Up to date aerial photographs of the search area have many distinct advantages if they can be obtained quickly.

They will give the searchers as well as the search manager a much better perspective of the operation. Density of undergrowth, for example, can be seen and resource levels and types determined. As can be seen from the GIS map, although very good at identifying each possible search area sector, down to field or even house garden level, it does not show vegetation such as woodlands or gorse areas. The photograph also shows the make-up of fields. At the very early of the stages the search manager will be able to identify priority areas with the few resources available in the initial phases.

Of course, we may not always be able to obtain aerial photographs due to bad weather, perhaps, or the non-availability of a suitable aircraft. Even if photographs can be taken it may sometimes take a long time to make these available to the searchers. The advantages of the relevant IT equipment are obvious here.

There are commercial satellite mapping organisations where overheads can be obtained (at a price) relatively quickly if access to the necessary equipment is possible. However, these pictures may have been taken some time ago or even at the wrong time of the year. In the latter case the vegetation and hence the total outlook may be rather different, between, mid-summer and mid-winter, for instance.

DISCLAIMER

This site, whilst created from the perspective of a police officer, is a personal work. It does not necessarily represent the views or policy of Devon and Cornwall Constabulary.

The contents of this site are written in good faith, however the author can accept no responsibility for any loss, harm or damage howsoever caused by the use of content from this site.

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