GENERAL  ADMINISTRATION Several administrative considerations should be addressed when planning the public affairs response to an  adverse  news  situation.  These  considerations  include the  formulation  of  a  recall  bill,  checkoff  lists,  a comprehensive  telephone  number  listing,  the  stocking of   prepared   forms   and   samples   and   personnel augmentation. Recall Bill Maintaining  an  up-to-date  recall  bill  with  current addresses and telephone numbers of your staff members is critical to your overall chaster preparedness. Update this list at least once per quarter. Additionally, make sure the  correct  office  and  home  telephone  numbers  of  key PAO staff members are included in the command duty officer  notebook  or  pass-down  log. Checkoff  Lists Checkoff lists can be extremely helpful in a disaster situation. It is impossible to remember every detail when things get confusing. These lists supplement the public affairs staff’s memory and should be as detailed as possible. No item is too small to include. They should not,   however,   be   prepared   for   every   conceivable activity. This can lead to further work and confusion for the  staff.  Checkoff  lists  might  be  prepared  for  the following  areas: Physical necessities for the CIB and next of kin lounge Ground-rule items to be discussed with media representatives Experts in various activities of the command Official reports that must be filed by the public affairs  office Work sheets are also valuable in the handling of public affairs in a disaster situation. A sample format for a disaster work sheet appears in figure 2-5. Telephone  Numbers In a disaster situation, the telephone is a major tool for  the  public  affairs  staff.  Develop  a  compact  but comprehensive list of the people and places you will most  certainly  contact;  include  home  and  business numbers. Give careful attention to this list to make sure it does not become too cumbersome to be useful. Listing all the contacts   alphabetically,   for   instance,   may   prove frustrating  when  a  number  is  needed  quickly  and  the name is forgotten. It is better to first divide the list into meaningful  categories,  which  might  include  the following: l l l l l l l Personnel assigned to the public affairs office News  media  representatives  and  stringers Strategic base personnel, such as department heads, fire chief, duty officer, officer in charge of the guard posts, and so forth Current  Directory  of  Public  Affairs  Officers, NAVSO  P-3068 Strategic  civilian  agencies,  such  as  the  fire  and police departments, Red Cross and civil defense Strategic personnel in the chain of command between your command and the highest authority Special  local  individuals,  such  as  telephone company  representatives,  who  can  assign  radio trucks or assist in obtaining open telephone lines Prepared  Forms  and  Samples In  all  Navy  commands  there  are  a  number  of prescribed  forms  necessary  to  obtain  certain  materials or to accomplish certain tasks. In addition, you may wish to design a number of specialized forms to facilitate speedy   action   (i.e.,   format  these  documents  to fill-in-the-blanks  on  a  word  processor  rather  than  paper rough drafts). These might include the following: l l l l l l l Long  distance  telephone  authorizations. Blank Joint Message Forms (DD 173/2). Query sheets for incoming queries with space for name  of  caller,  return  number,  organization represented,  specific  question,  time  of  call,  and so  forth. A fact sheet for outgoing query calls basically designed with Who, What, When, Where, Why and How in mind. A  sample  outgoing  message  showing  its  proper routing. A sample request for helicopter services. Request  forms  for  base  transportation. 2-16