COMPONENT II: COMMUNICATIONS AND INFORMATION MANAGEMENT
b. Common Terminology, Plain Language (Clear Text), Compatibility
The ability of emergency management/response personnel from different disciplines, jurisdictions, organizations, and agencies to work together depends greatly on their ability to communicate with each other. Common terminology enables emergency management/response personnel to communicate clearly with one another and effectively coordinate activities, no matter the size, scope, location, or complexity of the incident.
The use of plain language (clear text) in emergency management and incident response is a matter of public safety, especially the safety of emergency management/response personnel and those affected by the incident. It is critical that all those involved with an incident know and use commonly established operational structures, terminology, policies, and procedures. This will facilitate interoperability across agencies/organizations, jurisdictions, and disciplines.
All communications between organizational elements during an incident, whether oral or written, should be in plain language; this ensures that information dissemination is timely, clear, acknowledged, and understood by all intended recipients. Codes should not be used, and all communications should be confined to essential messages. The use of acronyms should be avoided during incidents requiring the participation of multiple agencies or organizations. Policies and procedures that foster compatibility should be defined to allow information sharing among all emergency management/response personnel and their affiliated organizations to the greatest extent possible.
c. Encryption or Tactical Language
When necessary, emergency management/response personnel and their affiliated organizations need to have a methodology and the systems in place to encrypt information so that security can be maintained. Although plain language may be appropriate during response to most incidents, tactical language is occasionally warranted due to the nature of the incident (e.g., during an ongoing terrorist event). The use of specialized encryption and tactical language should be incorporated into any comprehensive IAP or incident management communications plan.