An ICS equipment log is a standardized form used under the Incident Command System to track the status, location, and deployment of equipment assigned to an incident. It is used to record when equipment arrives, where it is placed, what it is doing, and when it is released or returned.
Background: Why the ICS Equipment Log Exists
The Incident Command System (ICS) was developed in the 1970s in California in response to a series of catastrophic wildfires that exposed major coordination problems among multiple fire agencies. One of the core problems was a lack of shared terminology and paperwork. Different agencies used different forms, which made it nearly impossible to track resources—including equipment—across a large incident. The ICS equipment log (often labeled ICS Form 219 or a similar number depending on the agency) was created to solve this by providing a common format that any agency can use.
Today, ICS is used not only for wildfires but for all types of emergencies: floods, hurricanes, hazardous material spills, search and rescue operations, and even planned events like parades or concerts. In every case, equipment—from bulldozers and water tenders to portable radios and generators—must be tracked. Without a log, equipment can be lost, misallocated, or forgotten, leading to wasted money and potentially dangerous gaps in operations.
How the ICS Equipment Log Works
The log is typically a single page with rows for each piece of equipment. Each row contains fields for:
- Resource ID: a unique identifier for the equipment (e.g., a fleet number or radio call sign).
- Equipment Type: the kind of equipment (e.g., “Type 1 Engine,” “Backhoe,” “Generator”).
- Arrival Time and Date: when the equipment arrived at the incident.
- Assignment: what the equipment is being used for (e.g., “Structure protection,” “Road clearing”).
- Location: where the equipment is operating.
- Status: whether the equipment is available, assigned, out of service, or released.
- Remarks: any notes, such as maintenance needs or operator changes.
The log is usually kept by the Resources Unit Leader in the Planning Section, but in smaller incidents, an Operations Section Chief or a single incident commander may maintain it. The key is that the log is updated continuously—when equipment moves, changes assignment, or leaves the incident, that change is recorded.
Choosing the Right ICS Equipment Log
There is no single “official” ICS equipment log used everywhere. Different agencies and jurisdictions may have their own versions, but they all follow the same basic structure. When choosing a log for your organization, consider:
- Agency requirements: Some agencies mandate specific form numbers or formats. Check with your local emergency management office or your agency’s ICS training manual.
- Paper vs. electronic: Many organizations now use electronic logs on tablets or laptops, which allow real-time updates and easier sharing. However, paper logs are still useful as a backup and in areas with poor connectivity.
- Field usability: The log should be easy to fill out while wearing gloves or in bad weather. Laminated paper or waterproof notebooks can help.
Common Problems and How to Avoid Them
One of the most common problems with equipment logs is that they are not updated in real time. A crew may move a pump from one location to another but forget to note it, leading to confusion later. Another issue is using vague descriptions—writing “truck” instead of “Type 3 engine, Engine 42” makes the log nearly useless. To avoid these problems:
- Assign one person to be responsible for the log, even if it is just a small incident.
- Make it a habit to update the log at every operational period or whenever a resource is reassigned.
- Use standardized terminology for equipment types and statuses (e.g., “Available,” “Assigned,” “Out of Service”).
ICS Equipment Log vs. Other ICS Forms
The equipment log is part of a family of ICS forms. The most closely related is the ICS 219 Resource Status Card, which is used to track individual resources (including equipment) in a T-card system. The equipment log is more of a running record, while the 219 cards are often used on a status board. Another related form is the ICS 214 Unit Log, which records the activities of a unit or crew, not individual pieces of equipment. Understanding these differences helps you choose the right form for the task.
Costs and Availability
ICS equipment logs are generally free. The U.S. Federal Emergency Management Agency (FEMA) publishes ICS forms as part of its National Incident Management System (NIMS) documents, and they are available for download from the FEMA website. Many state and local agencies also provide them free of charge. If you need printed copies, the cost is just the paper and printing. There is no licensing fee for using ICS forms, as they are in the public domain in the United States.
Safety and Accuracy Considerations
An equipment log is not just an administrative nicety—it has safety implications. If a piece of equipment is reported as “out of service” but is actually still in use, a supervisor might send another unit to do the same job, wasting time and potentially causing confusion. More critically, if a piece of equipment is lost or stolen, the log helps identify when and where it disappeared. For these reasons, accuracy is paramount. Always record the exact time (using 24-hour time, as is standard in ICS) and be specific about locations. If you are unsure about a status, ask the operator or the supervisor before writing it down.
Template
ICS Equipment Log
| Resource ID | Equipment Type | Arrival Date/Time | Assignment | Location | Status | Remarks |
|---|---|---|---|---|---|---|
Sample (fictional): Resource ID: E-142 | Type: Type 1 Engine | Arrival: 06/15/2024 14:30 | Assignment: Structure protection | Location: Sector Bravo, Maple St. | Status: Assigned | Remarks: Operator: J. Doe
Frequently Asked Questions
Do I need to fill out an ICS equipment log for every incident?
Not necessarily. For very small incidents, an informal list may be enough. However, if the incident involves multiple agencies, lasts more than one operational period, or involves expensive or specialized equipment, a formal log is recommended. Your agency’s protocols may also require it.
Can I use a spreadsheet instead of the official form?
Yes, as long as it captures the same essential information. Many agencies use Excel or Google Sheets templates that mirror the paper form. The key is consistency and accessibility—make sure the data can be shared with other responders.
What does “status” mean on the log?
Status refers to the current condition of the equipment relative to its assignment. Common statuses are “Available” (ready for assignment), “Assigned” (currently working), “Out of Service” (broken or otherwise unable to work), and “Released” (no longer needed and returning to home base).
Who is responsible for keeping the log accurate?
Ultimately, the incident commander is responsible for overall resource tracking, but they typically delegate this to the Resources Unit Leader or a similar position. On smaller incidents, the operations chief or a designated equipment manager may keep the log. Every person who uses the equipment should report changes to the log keeper.
Is the ICS equipment log the same as a maintenance log?
No. A maintenance log records service history (oil changes, repairs, inspections) and is usually kept by the owning agency. The ICS equipment log is incident-specific and tracks deployment, not maintenance. However, if a piece of equipment breaks down during an incident, that would be noted in the remarks column.