Note: It will be a big plus for us if we could help make the incoming traffic move quicker to the right people at ADEM once it is recieved at W5AUU. These standards should be used when sending packet traffic, HF voice traffic or when sending email to W5AUU using the Winlink email system.

ADEM email subject standards for incident reporting

ADEM has standards established for email subjects used to report incident information.
Below are the subjects catagories and format we would like you to use when emailing ADEM information about an event related to your Organization.

If the email is related to an exercise add the word exercise at the end of the subject line.

In the subject field on your email form please use the format:
(Organization Name) (Catagory) (Type of Incident)
 

 Examples:

           Madison County Request 001 Security Personnel Needed  Tornado

 Monroe County Damage Homes Flooding
 Garland County Shelter Hazmat Spill

Impact
(Organization Name) Impact (Type of Incident)

The email with this subject would contain the initial information to be reported. In the body of the message you would put the what, when, where and why information about the event along with who (point of contact and point of contact phone number or means of communication needed to establish contact).

Examples: 
Lonoke County Impact Tornado Touchdown
Lonoke County Impact Hazmat Spill

Notification Received
(Organization Name) Notification Received (Type of Incident)

The email with this subject would contain information about who has been notified, when they were notified etc.

Examples:
State Health Notification Received Hazmat Spill
Lincoln County  Notification Received Level 4 Event PBA

EOC
(Organization Name) EOC (Status) (Type of Incident)

This subject standard will provide status of your emergency operation center. The status field would be one of the following:  Activated , Operational, Standing Down.

Examples:
Grant County EOC Activated PBA Level 4 Event
Grant County EOC Standing Down Tornado
Garland County EOC Operational Winter Storm

Damage
(Organization Name) Damage (Type of Incident)

The email with this subject would contain information about types of damages. total count of damaged homes, businesses, facilities and monitary totals.

Examples:
Drew County  Damage Tornado
Scott County Damage Explosion

Evac
(Organization Name) Evac  (Type of Incident)

The email with this subject would contain information related to evacuation of people in an area. Where, when and how many.

Examples :
Fulton County Evac Fooding
Madision County Evac Winter Storm

Shelter
(Organization Name) Shelter  (Type of Incident)

The email with this subject would contain information related to the establishment of shelters. The types of information needed are the location, point of contact name, POC phone number and number of people sheltered.

Examples:
Logan County Shelter  Nuclear One Event
Pope County Shelter  Nuclear One Event

Request
(Organization Name) Request (Number)  (Type of Incident)

The email with this subject would contain information about requests for assistance. . Each email should be a seperate request for assistance for each resource needed and each should have a number assigned by the Organization to aid in tracking.  This makes it easier to track each item requested.

Examples: 
Monroe County Request 0001 Medical Supplies  Tornado
Conway County  Request 0089 Security Personnel Earthquake

Declaration
(Organization Name) Declaration (Status) (Type of Incident)

The email with this subject would contain information related to the declaration of a state of emergency within the Organization. The declaration status will  be verbal or formal. It becomes formal when a sign declaration is received by ADEM.

Examples:
Sharp County Declaration Verbal Tornado
Sharp County Declaraton Formal Winter Storm

Road Closure
(Organization Name) Road Closure (Type of Incident)

The email with this subject would contain information related to the closing of road, with the where, when why and point of contact details.

Example:
Garland County Road Closure Highway 5 Flooding

TCP
(Organization) TCP (Type of Incident)

The emails with this subject would contain information about the status of traffic control points

           Example :
           Jefferson County TCP PBA Level 4 Event

Reception Centers
(Organization) Reception Centers (Type of Incident)

The emails with this subject would contain information about the status of reception centers established. .

Examples:
Dallas County Reception Centers  PBA Level 4  Event

News Release
(Organization) News Release (Number) (Type of Incident)

This standard allow for the distribution and tracking of news releases.

Example:
CSEPP Joint Information Center  News Release # 0002 PBA Level 4  Event
Madison County  News Release # 0034  Flooding

Information
(Organization) Information (Type of Incident)

The email with this subject would contain information that doesn't fit into the other catagories of subjects.

Examples:
Cleburne County Information Hazmat

Sitrep
(Organization Name) Sitrep (Type of Incident)

The email with this subject would contain information contained in an attached situation report. The template for the sitrep and an example are attached.

Just change the information at the top of the document to reflect your organizations information. Enter the information under each of the headings on the report and attach it to an email with the Sitrep subject. We would like this report sent  30 minutes after you have become operational and every hour there after if possible. Any changed information in the followup sitreps sent hourly should be colored in red. This information is then placed in the state sitrep which during major events is posted to the ADEM webpage.

Examples:
Baxter County Sitrep Tornado
Grant County Sitrep PBA Level 4 Event