Effective Record-Keeping in Emergency Response: Lessons from the Bunyip Fires 2019

I have just come home from travelling through the western part of NSW, Victoria and South Australia. Taking this route I observed a mix of verdent green pastures, lush and heavy plant growth, full water ways followed by areas of dry and parched earth, and dried pastureland where nature has not been so kind. It reminded me of how quickly the tides can turn. A beautiful spring with luscious overgrowth of bushland followed by a dry harsh summer can spell disaster for Australians living in the country and outskirts of the cities.

What has this to do with records and information management?

In 2019, as one of the midnight-hour volunteers and Team Leads for an Emergency Evacuation Site during the Bunyip Fires in Victoria, Australia, I witnessed firsthand the critical role of coordination and record-keeping in disaster response. The efforts involved a wide array of agencies, including the Police, State Emergency Services, Red Cross, local councils, the Health Department, and numerous volunteers.

Together, we provided support to both people and animals—managing the health and wellbeing of humans, livestock, native animals, and pets. The response involved coordinating with organizations like the Salvation Army, local businesses who were keen to donate food and emergency supplies to ensure the delivery of essential goods, emergency packs, and services, as well as arranging short- and long-term shelter and medical care. This operation ran 24/7 for weeks and extended into months of ongoing work.? As a Records and Information Management Professional, I could not help but note the obvious, the need for robust and adaptable record-keeping systems. And actually, they managed it pretty impressively.

The Role of Electronic Record-Keeping: A Lifeline in Crisis

From the outset, setting up a solid system for data management was critical. We had a mix of various ways of recording and sharing information. A whiteboard that volunteers, emergency workers, and those immediately affected by the fires could self view to see progress or updates.? We had an Excel Spreadsheet to keep track on volunteers in and out of the centre. We had paper records for registering those coming to the centre and applying for support. This information had to be then captured to electronic for continuity and context records of the event and its response and ongoing management. Importantly, we activated the CrisisWorks software to manage and coordinate support during the event. This electronic system was central to linking various agencies and ensuring timely responses to the dynamic needs of the affected communities. The records generated through this system have since become a permanent archive, allowing for detailed analysis and improvement of emergency response strategies.

Why Effective Record-Keeping Matters

1. Supporting Immediate Response and Coordination: During the Bunyip Fires, the ability to track and share information across agencies in real-time was crucial. This allowed us to manage resources, distribute goods, and allocate emergency shelter efficiently. For example, the records enabled us to track the movement of emergency housing and supplies, ensuring that families received essential items and services promptly.
2. Long-Term Analysis and Planning: The detailed records of our response are not just historical records; they are vital for analyzing what worked and what did not. This data helps us plan better for future disasters by identifying areas for improvement in both our response strategies and preventative measures, such as fire safety regulations and community education programs.
3. Ensuring Accountability and Fair Distribution: Comprehensive record-keeping ensures that all resources are accounted for, supporting transparency in the distribution of aid. It also protects individuals from bearing unreasonable losses due to administrative oversights. For instance, accurate records of aid distribution and shelter allocations are crucial when communities seek insurance claims or compensation post-disaster.

Priority Steps for Emergency Preparedness

Preparing for an emergency requires more than just a plan—it demands a structured approach to record-keeping that can be implemented at a moment’s notice. Here are key steps to establish a robust record-keeping system:

1. Developing Record Templates: Both Digital and Paper Templates should be created for various aspects of the emergency response, including intake forms for displaced individuals and families, logs for resource distribution, and detailed incident reports. These templates ensure consistency in the data collected, which is critical for later analysis and reporting.
2. Training Staff and Volunteers: Training is essential for those on the front lines of an emergency response. This training should focus on how to use record-keeping software like CrisisWorks and other relevant record-capture tools, as well as on the sensitive handling of information from people in distress. It’s crucial that staff understand how to collect data accurately while maintaining the dignity and privacy of those affected.
3. Setting Up Secure, Shared Software Systems: Using cloud-based platforms allows multiple agencies to access and update records in real-time, improving coordination. However, security protocols must be in place to protect sensitive information. Access controls and encryption are necessary to ensure that only authorized personnel can access critical data, preventing data breaches during vulnerable times.

The Importance of Metadata for Future Planning

Effective disaster response records should include not only the primary data but also metadata—data that describes the data collected. This can include:

• Time Stamps: To understand the timeline of events and responses.
• Location Data: Using geotagging to track where resources were distributed or where incidents occurred.
• User Access Logs: Tracking who accessed or updated records can help ensure accountability.
• Categories and Tags: Using standardized tags to classify types of incidents (e.g., medical emergencies, shelter needs, or infrastructure damage) helps streamline data retrieval for later analysis.

Metadata provides analysts with the context needed to interpret the data accurately. For example, by analyzing time-stamped records, we can assess how quickly aid was delivered after an evacuation order. Location data can reveal which areas were underserved, guiding future improvements in logistics planning.

Learning from the Past: Building a Better Future

Reflecting on the Bunyip Fires and subsequent natural disasters, it is clear that detailed, real-time record-keeping is essential for an effective response. The data collected during such events allows us to see where we can improve our processes, whether in terms of emergency resource allocation, community communication strategies, or long-term risk mitigation. It underscores the importance of being prepared well before disaster strikes, ensuring that record-keeping systems are ready to go when they are most needed.

Moving forward, the lessons learned during the Bunyip Fires can inform broader policy and community planning. By using detailed records to identify what went right and what could have been done better, we can work towards a more resilient response system—one that is ready to protect both people and the environment from future crises.

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