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3.0 Response Actions Version :27.10.4 DOCUMENTATION OF ' • ACTIONS The Incident Commander, starting with the initial responder, must document the events and communications occurring around an incident. Initially, events and communications may be written in a personal notepad and transcribed to a more formal format at a later time. Once the Incident Management Team is activated, all records are to be kept using the appropriate ICS forms. When recording information during an event, it is important to capture only the pertinent facts as related to response activities. The criteria for incident documentation varies according to the type of incident. Any incident requiring documentation under applicable Federal and/or State regulations will be documented and maintained as follows: • Agency notification logs will be filed and be maintained. • Any follow-up letters required by regulation will be maintained. • A root cause investigation will be performed for the facility in which the incident occurred. The investigation report as well as records of follow-up actions and activities generated by the investigation will be maintained. • When a formal response critique occurs, the incident response critique and records of follow-up activities will be maintained. • If drill or exercise credit under the National Preparedness for Response Exercise Program (PREP) is to be taken for an actual response, the appropriate PREP documentation will be maintained. • All records of Lessons Learned during actual incidents will also be maintained. Examples of what to record: • Record only facts. • Record the recommendations, instructions, and actions taken by government and regulatory officials. • Document conversations (telephone or in person) with government and regulatory officials. • Request that government/regulatory officials document and sign their orders or recommendations (especially if Company personnel do not agree with their suggestions, instructions, or actions). Examples of what NOT to put into the records. Speculations. e, Criticisms of efforts and/or methods of other people/operations. Skipping lines or making erasures unless an error is made. If an error is made, then line through it, add the correct entry above or below it, and initial the change. Shell Supply and Distribution 3-3 Stockton Terminal FRP ©2019 Witt O' Brien's Revision Date:October, 2019