Introduction :
This section is possibly more important to a Community Council or a designated volunteer with official reporting duties, but householders organising action for a street, flat block or small village, may need to know the basics to send their messages to higher authorities.
It is important when reporting on a situation to higher authorities, to present the information in a way that is concise, easliy transmitted on unreliable radio or telephone systems, easily read and which covers key areas. Normally, they are sent to some central control authority at set times of the day or week, to provide a 'snapshot' of the situation as it develops. This also helps to cut down the pressure on communications that may themselves be disrupted or reduced.
The value of the SITREP is to help both the area affected and local and government authorities to deal with the disaster and ongoing developments in it :-
- Completing the SITREP covers all key aspects of community survival.
- A structured message is easier to carry as a document or to send over radio or the telephone.
- The SITREP can be copied to organisations with different responsibilities, to initiate action and ensure that action is co-ordinated.
- SITREPs from various parts of an affected area can used to detect variations in general need and so assist in allocating resources most effectively.
- SITREPS form a record for the future of the actual situation and the results of action to deal with problems.
Preparing a SITREP :
- Gather information on each aspect covered by the SITREP. Remember that this can be done by several people and the information assembled centrally.
- Draft the SITREP at an agreed time, preparing one copy to file locally and one to be taken or transmitted to higher authorities.
- If possible, arrange for the message to be sent through secure official channels (e.g. Fax, Police radio, local authority radio) that are hard for others to interfere with or to monitor for a malicious purpose.
- Alternatively, send a copy of the SITREP by messenger or transmit by the most secure channel available (in order of security - line telephone, mobile telephone, amateur radio, CB radio).
- Prepare a modified version of the SITREP as headed paragraphs for a news bulletin for local Rest Centres and official noticeboards.
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SITREP Classifications :
In view of the Government advice, it is wisest to adopt those categories which match the effects of the disaster rather than the cause. The following classifications are advised but may need to be modified according to events.
- To : (The Police or local authority control centre in charge of relief operations).
- From : (Author of the Report e.g. Community Council, Community Volunteer)
- Date and Time of Sitrep draft.
- Area referred to in the Sitrep (e.g. street, community council area, village, town
- Nature of the Emergency (e.g. location, type and scale of crisis)
- Law and order situation (Used ONLY in the absence of any Police presence)
- Medical Situation (e.g. persons killed, missing or injured, medical support or ambulance needs, vulnerable people needing support)
- Feeding Problems (e.g. food or drinking water shortages, emergency feeding or delivery requirements)
- Welfare Problems (e.g. accommodation, rest centre, social service needs, vulnerable groups needing support)
- Road Access (e.g. roads blocked, best routes in.
- Telephone and Radio Communications (e.g. systems available and any disruptions)
- Public Utility Availability (e.g. disruptions to water, electricity, gas and sewerage)
- Organisations Active (e.g. Emergency Services, Voluntary Aid Societies, WRVS, Emergency Volunteers, local authority services and commercial firms)
- Local assessment of the general situation (keep it brief)
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