Mission Documentation

In accordance with CAPR 60-3, Wing/Region Commanders must ensure that records for each authorized mission are properly filed at wing headquarters and within WMIRS. Updates to CAPS 72-2, Mission Symbols, provides guidance to Wings and Regions on which documentation is required by Mission Symbol.

The following documentation is required for each mission:

Required Mission Records

• Member Sign-In/Sign-Out:

  • All personnel who supported the mission must sign in and out via the WMIRS Resources Sign-In/Sign-Out page. This includes personnel who were remotely dispatched or provided support from a distance.

• Vehicle Registers (Vehicle Sign-In/Sign-Out):

  • All vehicles used for the mission must be signed in through WMIRS. This documentation is critical for insurance and reimbursement purposes. Vehicles eligible for reimbursement or insurance coverage must be clearly listed.

• Aircraft Registers (Aircraft Sign-In/Sign-Out):

  • Record all aircraft used during the mission, including those that were remotely dispatched or provided distant support. All aircraft flight-released for the mission must be listed and signed in via WMIRS.

• Mission Flight Plan/Brief and Ground Team Clearance (CAPF 104 and CAPF 109):

  • Complete CAPF 104 for mission flight plans and CAPF 109 for ground team clearances. All fields must be filled in, even if marked "N/A". These documents must be uploaded into WMIRS.

• Release Forms (CAPF 70-9):

  • For non-CAP participants on mission flights, a CAPF 70-9 and written approval from the NOC must be uploaded into WMIRS.

• Deliberate Risk Assessment Worksheet (CAPF 160 or equivalent):

  • When required, a CAPF 160 (or its ICS equivalent) must be completed and uploaded to WMIRS.

• Incident Action Plan (IAP) or CAP Operations Plan:

  • Upload the Incident Action Plan, approved CAP Operations Plan, or other acceptable documentation, when applicable. These plans should reflect any major changes in objectives or tasking during the mission.

• Incident Radio/Comms Plan:

  • Upload the Radio/Comms Plan to WMIRS when required for the mission.

• Incident Command Staff Activity Log (ICS Form 214):

  • Maintain a log of all major activities and decisions, either through WMIRS Unit Log or ICS Form 214, and upload to WMIRS.

• Sortie Logs:

  • Document the actions of field resources, aircrews, and ground teams in the sortie logs. These must be uploaded into WMIRS.

• Press Releases:

  • Upload any press releases related to the mission, along with the approvals, into WMIRS.

• After-Action Reports (AAR), SITREPs, or CAPF 122:

  • Upload AARs, SITREPs, or CAPF 122 as required after mission completion.

Retention and Storage of Mission Records

CAPR 60-3 outlines how mission records should be retained and accessed:

• Storage Requirements:

  • Records must be kept in a CAPF 115, Emergency Services Mission Folder, or electronically in WMIRS. Ensure that all electronic documents are clearly readable before discarding hard copies.

• Retention Period:

  • Mission records must be retained for at least 4 years after the mission is closed or suspended. Records involved in actual or potential litigation must be retained until the issue is fully resolved.

• Electronic Records:

  • WMIRS automatically archives mission records. Wings using alternate electronic systems must ensure appropriate archiving and data backup processes.

Access and Release of Mission Records

No mission records will be released outside CAP without prior written approval from CAP/GC and HQ CAP-USAF/JA. Some records may contain sensitive materials, and care must be taken to handle them appropriately.