Ateneo de Zamboanga University

College of Nursing
2nd Semester S.Y. 2023-2024
NCM 121
Disaster Nursing and Emergency Preparedness

MODULE HANDOUT 8
Documentation in Disaster Management
Effective documentation is crucial for efficient disaster management, response, and
recovery.
I. Disaster and Risk Management Plan:
• Incident Response Team (IRT):
o A pre-designated team responsible for coordinating disaster response
activities.
o Composition varies based on disaster type and local needs, typically
including representatives from emergency services, health
professionals, government agencies, and community leaders.
• IRT Roles and Responsibilities:
o Clearly define roles and responsibilities for each team member to avoid
confusion and ensure efficient response.
o Examples include:
▪ Incident commander: Overall coordination and decision-making.
▪ Liaison officers: Communication with external agencies and
stakeholders.
▪ Damage assessment teams: Gathering information on affected areas
and infrastructure.
▪ Search and rescue teams: Locating and rescuing survivors.
II. Disaster Management Response:
• Vulnerable Groups:
o Identify and prioritize vulnerable groups requiring additional support, such as
children, pregnant women, older adults, and individuals with disabilities.
o Document specific needs and interventions provided for these groups.
• Health Hazard Report:
o Monitor and report potential health hazards arising from the disaster, such as
contaminated water, infectious diseases, or mental health concerns.
o Include information on preventative measures taken and resources deployed
to address these hazards.
• Casualty Report:
o Record casualties accurately, including injuries, fatalities, and those missing
in action.
o This information is crucial for resource allocation, search and rescue
efforts, and family notification.

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III. Disaster Recovery Activity Summary:
• Population Groups Involving Multiple Regions Requiring Special Attention:
o Identify population groups whose recovery needs extend beyond local
boundaries, requiring coordinated efforts across different regions.
o Document specific challenges faced by these groups and proposed solutions
involving regional collaboration.
• Outbreak Surveillance Report:
o Monitor for potential disease outbreaks in disaster-affected areas, particularly
during relief and recovery efforts.
o Report any suspected outbreaks promptly and document implemented
control measures to prevent further spread.
• Disaster Risk Reduction and Management Team Report:
o Summarize the effectiveness of the IRT's response and recovery efforts.
o Identify lessons learned and recommendations for improvement in future
disaster scenarios.
IV. NDRRMC Situational Reports on Preparedness Measures and Effects of
Disasters:
• Typhoon and Flood:
o Report on pre-disaster preparedness measures like public
advisories, evacuation plans, and pre-positioning of emergency supplies.
o Document the impact of typhoons and floods, including damage to
infrastructure, affected population, and ongoing relief efforts.
• Volcanic Eruptions:
o Report on volcanic activity monitoring, evacuation orders, and potential
hazards like ashfall and lahars.
o Document the extent of lava flows, infrastructure damage, and implemented
mitigation measures.
• Earthquakes:
o Share information on earthquake intensity, affected areas, and potential
hazards like aftershocks and landslides.
o Report on damage assessment, search and rescue operations, and ongoing
relief and recovery efforts.
Accurate and timely documentation is essential for effective disaster management.
Standardize reporting formats, train personnel on proper documentation procedures, and
ensure efficient information flow between different agencies and stakeholders. By
prioritizing and maintaining effective documentation, we can learn from past experiences,
improve future preparedness, and enhance our ability to respond and recover from
disasters effectively.

Additional Resources:
• National Disaster Risk Reduction and Management Council (NDRRMC): [https://ndrrmc.gov.ph/]

• World Health Organization (WHO): [https://www.who.int/emergencies/en/]

• United Nations Office for Disaster Risk Reduction (UNDRR): [https://www.undrr.org/]

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