11.4 SAR Information Factors

Purpose

To outline the information factors that should be collected, assessed, recorded, and communicated during search and rescue (SAR) operations involving SLS personnel, services, and resources.

Overview

Accurate and timely information is critical to effective SAR operations.

Information gathered in the early stages of a SAR incident may influence:

  • Urgency,
  • Search area,
  • Search object details,
  • Resource tasking,
  • Risk versus gain,
  • Search pattern selection,
  • Control Agency decisions,
  • SLS resource deployment,
  • Communications,
  • Incident escalation, and
  • Conclusion or suspension of SAR activity.

Information should be collected as early as possible and updated throughout the incident.

SLS personnel should record information clearly and provide it to the State Operations Centre (SOC) as soon as reasonably practicable.

SAR responsibilities and Control Agency arrangements are outlined in SOP 11.1 – SAR Responsibilities.

Definitions

Last Known Position (LKP) means the last confirmed location where the person, vessel, craft, object, or search target was seen or known to be.

Position Last Seen (PLS) means the position where the search object was last visually seen.

Search object means the person, vessel, craft, object, or item being searched for.

Informant means the person who first provides information about the incident.

Witness means a person who saw, heard, or otherwise observed information relevant to the SAR incident.

Search Team means a person, team, vessel, aircraft, vehicle, or other resource tasked to undertake SAR activity.

SITREP means Situation Report.

Resource status means the availability, location, capability, readiness, limitation, or unavailability of an SLS resource.

Procedure

Information Collection

SLS personnel should collect information that is relevant to the SAR incident, the search object, the environment, available resources, and operational risk.

Information should be:

  • Accurate,
  • Timely,
  • Factual,
  • Clearly recorded,
  • Communicated through the appropriate pathway,
  • Updated when it changes, and
  • Identified as confirmed, unconfirmed, estimated, or assumed where relevant.

Where information is incomplete or uncertain, SLS personnel should record what is known and continue to seek clarification.

Information collection must not delay urgent rescue action where life is at immediate risk and action can be undertaken safely.

Initial Information

Initial information should establish:

  • What has happened,
  • Who is involved,
  • Where the incident occurred,
  • When the person, vessel, craft, or object was last seen,
  • Why there is concern,
  • What action has already been taken,
  • What resources are currently available, and
  • What assistance is required.

The initial report should be provided to the SOC as soon as reasonably practicable.

Search Object Information

Search object information may include:

  • Name,
  • Age,
  • Gender,
  • Description,
  • Clothing,
  • Swimming ability,
  • Medical conditions,
  • Behavioural or cognitive factors,
  • Fitness or fatigue,
  • Experience in the environment,
  • Equipment being used,
  • Vessel, craft, board, ski, kayak, or other item description,
  • Colour, size, markings, or identifying features,
  • Number of persons involved,
  • Whether personal flotation devices were being worn,
  • Whether communication devices were carried,
  • Whether the person was alone or with others, and
  • Any known intentions or planned route.

Where the search object is a vessel, craft, or item, details should include its type, size, colour, markings, equipment, occupants, and last known direction of travel where known.

Location Information

Location information may include:

  • Last Known Position,
  • Position Last Seen,
  • Incident location,
  • Reported destination,
  • Direction of travel,
  • Entry point,
  • Exit point,
  • Landmark references,
  • GPS coordinates,
  • Patrol area references,
  • Beach access points,
  • Nearby hazards,
  • Distance from shore,
  • Distance from patrol area,
  • Water depth where known,
  • Search areas already checked, and
  • Areas not yet checked.

Where possible, location information should be confirmed using more than one reference point.

Useful location references may include:

  • GPS,
  • Beach access numbers,
  • Surf club location,
  • Patrol flag location,
  • Permanent landmarks,
  • Temporary markers,
  • Marker buoys,
  • Tube markers,
  • Patrol maps,
  • Coastal Safety Camera Network observations,
  • Aerial surveillance observations where approved and tasked, and
  • Witness descriptions.

Time Information

Time information may include:

  • Time the person, vessel, craft, or object was last seen,
  • Time the incident was reported,
  • Time SLS personnel became aware,
  • Time the SOC was notified,
  • Time emergency services were notified,
  • Time resources were deployed,
  • Time search actions commenced,
  • Time search areas were completed,
  • Time conditions changed,
  • Time tasking changed,
  • Time the search object was located, and
  • Time SLS resources were stood down.

Times should be recorded as accurately as possible.

Where an exact time is unknown, the record should state that the time is approximate or estimated.

Witness and Informant Information

Witness and informant information may include:

  • Name,
  • Contact number,
  • Location,
  • Relationship to the search object,
  • What they saw or heard,
  • When they saw or heard it,
  • Where they were located,
  • Direction the person or object was travelling,
  • Description of the person or object,
  • Actions taken before reporting,
  • Other witnesses present,
  • Photos, videos, messages, or location data, and
  • Any uncertainty or inconsistency in the information.

Witnesses and informants should be encouraged to remain available for follow-up by SLS personnel, the SOC, SAPOL, or other emergency services.

SLS personnel should avoid leading questions and should record information as accurately as possible.

Environmental Information

Environmental information may include:

  • Surf conditions,
  • Swell height and direction,
  • Wind strength and direction,
  • Tide,
  • Current,
  • Rip currents,
  • Sweep,
  • Water temperature,
  • Air temperature,
  • Weather,
  • Visibility,
  • Light conditions,
  • Rain,
  • Fog,
  • Thunderstorms or lightning,
  • Marine creatures,
  • Water quality,
  • Pollution or contamination,
  • Rocks, reefs, cliffs, jetties, or structures,
  • Vessel traffic,
  • Beach access, and
  • Any conditions affecting search safety or likely drift.

Environmental information should be updated throughout the incident where conditions change.

Search Area Information

Search area information may include:

  • Initial search area,
  • Search area boundaries,
  • Priority areas,
  • Areas already searched,
  • Areas not yet searched,
  • Areas unable to be searched,
  • Search patterns used,
  • Search Team tasking,
  • Search Team start and finish times,
  • Track or line spacing,
  • Search speed,
  • Search direction,
  • Coverage limitations,
  • Hazards within the search area,
  • Access and egress points,
  • Communications limitations, and
  • Reasons for modifying the search area.

Where possible, search areas should be recorded using maps, GPS tracks, landmarks, or other clear location references.

Resource Information

Resource information must describe what SLS resources are available, what they can do, where they are, and whether they have any limitations.

Resource information may include:

  • Resource type,
  • Call sign,
  • Location,
  • Current status,
  • Availability,
  • Readiness,
  • Crew numbers,
  • Crew qualifications,
  • Estimated time of arrival,
  • Tasking already assigned,
  • Fuel, battery, or endurance limitations,
  • Communications capability,
  • Environmental operating limits,
  • Equipment limitations,
  • Fatigue or welfare concerns,
  • Mechanical or equipment issues,
  • Whether the resource is unavailable,
  • Reason for unavailability,
  • Estimated time until available, and
  • Any alternate resource or capability available.

SLS resources may include:

  • Patrol personnel,
  • Patrol equipment,
  • Emergency Response Teams,
  • Duty Officers,
  • IRBs,
  • RWCs,
  • JRBs,
  • WLRHS,
  • RPAS,
  • CSCN,
  • Lifeguard services,
  • Surf clubs,
  • Vehicles,
  • Communications equipment,
  • First aid or trauma equipment, and
  • Other approved SLS resources.

Where an SLS resource is unavailable, delayed, offline, unserviceable, stood down, or unable to complete a task, the SOC must be advised as soon as reasonably practicable.

The update to the SOC should include:

  • Which resource is affected,
  • Current location,
  • Current status,
  • Reason the resource is unavailable or limited,
  • Whether the limitation is temporary or ongoing,
  • Estimated time until available where known,
  • Whether another resource can be substituted,
  • Any effect on assigned tasking,
  • Any safety or welfare issue, and
  • Any support required.

The SOC should record the resource status in the incident log and update the relevant SLS command role, Duty Officer, State Duty Officer, Control Agency contact, or Search Team where required.

Examples of resource status updates include:

  • IRB 1 unavailable due to mechanical fault. Crew safe. No current ETA. Patrol has no water-based powercraft capability.
  • RWC 4 available from West Beach, two qualified operators, estimated 20 minutes to launch.
  • RPAS unavailable due to wind conditions. CSCN observations available from the SOC.
  • JRB returning to base for fuel. Estimated unavailable for 30 minutes.
  • Search Team fatigued and requesting relief before continuing assigned shoreline search.

Communications Information

Communications information may include:

  • Primary radio channel,
  • Backup radio channel,
  • Phone contacts,
  • Call signs,
  • SOC contact pathway,
  • Duty Officer contact pathway,
  • Control Agency contact pathway,
  • Search Team reporting requirements,
  • SITREP frequency,
  • Communications black spots,
  • Failed communications,
  • Alternate communications methods,
  • Emergency signals, and
  • Any communications limitations.

Communications arrangements should be confirmed before Search Teams are deployed.

Any communications failure or limitation must be reported to the SOC as soon as reasonably practicable.

Operational Risk Information

Operational risk information may include:

  • Hazards,
  • Risk controls,
  • Unsafe areas,
  • Environmental changes,
  • Personnel fatigue,
  • Equipment limitations,
  • Communications issues,
  • Public safety concerns,
  • Scene preservation requirements,
  • Specialist capability requirements,
  • Reduced visibility,
  • Night operations,
  • Aircraft operations,
  • Underwater search,
  • Floodwater,
  • Fire, smoke, or hazardous materials,
  • Marine traffic,
  • Weather deterioration,
  • Escalation requirements, and
  • Withdrawal triggers.

Risk information must be updated throughout the incident.

Where risk changes, the SOC and relevant SLS command role must be advised.

Information Assessment

Information should be assessed to determine its relevance, reliability, urgency, and effect on SAR activity.

SLS personnel should consider:

  • Is the information confirmed or unconfirmed?
  • Who provided the information?
  • Is the information first-hand or second-hand?
  • Is the information current?
  • Does the information change the last known position?
  • Does the information change the likely search area?
  • Does the information change the risk profile?
  • Does the information affect resource tasking?
  • Does the information need to be escalated?
  • Does the information need to be provided to the Control Agency?
  • Does the information require immediate action?

Where information is inconsistent, the inconsistency should be recorded and clarified where possible.

Information Updates

SAR information may change rapidly.

SLS personnel must provide updates to the SOC when:

  • New witness information is received,
  • The last known position changes,
  • The search object description changes,
  • A possible sighting or clue is identified,
  • Search areas are completed,
  • Search areas cannot be completed,
  • Resources are deployed,
  • Resources become unavailable,
  • Conditions change,
  • Hazards are identified,
  • Risk increases,
  • Tasking changes,
  • The search object is located,
  • The search is suspended or concluded, or
  • Any significant incident development occurs.

Updates should be concise, factual, and time-stamped where practicable.

Recording Information

Information should be recorded in a way that supports operational decision-making, incident review, and handover.

Records may include:

  • SOC incident logs,
  • Operations App incident records,
  • Duty Officer notes,
  • Search Team notes,
  • Patrol logs,
  • Maps,
  • GPS tracks,
  • Photos,
  • Videos,
  • Witness details,
  • SITREPs,
  • Tasking records,
  • Resource status updates,
  • Search area records,
  • Risk assessments,
  • Decisions and approvals, and
  • Follow-up actions.

Records should be provided to the SOC for inclusion in the incident log.

Information Sharing

Information should be shared through the appropriate command or coordination pathway.

SLS personnel should provide relevant information to:

  • The SOC,
  • Patrol Captain,
  • Senior Lifeguard,
  • Duty Officer,
  • State Duty Officer,
  • Search Team leader,
  • Lifesaving Department,
  • Control Agency contact,
  • Emergency services, and
  • Other authorised personnel where required.

Sensitive, personal, medical, welfare, or investigative information should only be shared where operationally necessary and through appropriate channels.

SLS personnel must avoid speculation and should clearly identify unconfirmed information.

Briefings and SITREPs

Information collected during SAR operations should be used to support briefings and SITREPs.

Briefings and SITREPs may include:

  • Situation,
  • Search object,
  • Last known position,
  • Search area,
  • Search actions completed,
  • Search actions planned,
  • Resources deployed,
  • Resources unavailable,
  • Conditions,
  • Hazards,
  • Risk controls,
  • Communications,
  • Tasking,
  • Outstanding actions, and
  • Assistance required.

Further guidance is provided in SOP 11.5 – SAR Briefings - SMEAC.

Transfer of Command or Coordination

Where command, coordination, or task responsibility is transferred, relevant information must be handed over.

The handover should include:

  • Current incident status,
  • Search object information,
  • Last known position,
  • Search areas completed,
  • Search areas outstanding,
  • Search Teams deployed,
  • Resource status,
  • Resource limitations,
  • Current tasking,
  • Conditions,
  • Hazards,
  • Communications,
  • SITREPs,
  • Records completed,
  • Outstanding actions, and
  • Any issues requiring escalation.

Further guidance is provided in SOP 11.10 – Information Exchange in Transfer of Command.

Minimum SAR Information Prompt

The following prompt may be used to support information collection during SAR incidents.

Information Factor Prompt
Incident What has happened?
Search object Who or what is missing, overdue, or in distress?
Last known position Where was the person, vessel, craft, or object last seen or known to be?
Time When was the person, vessel, craft, or object last seen?
Direction Which way were they travelling or likely to drift?
Description What do they look like? What were they wearing or using?
Capability What is their swimming, boating, paddling, or survival capability?
Witnesses Who saw or reported the incident? How can they be contacted?
Conditions What are the surf, swell, tide, current, wind, weather, and visibility conditions?
Actions taken What has already been checked or searched?
Resources What SLS resources are available, tasked, delayed, unavailable, or limited?
Risks What hazards, limitations, or safety issues are known?
Support required What assistance, resources, or escalation is required?

References

This document must not be displayed, including in a patrol room, or reproduced in any form, without permission from the Lifesaving Department, Surf Life Saving SA.

11.3 Risk vs Gain 11.5 SAR Briefings - SMEAC