Joint Information System/Center Reference Guide

During any type of crisis, the public needs information in order to make informed and rational decisions. Whether the information involves saving lives, protecting property, or just calming fears, the public needs accurate, easy-to-understand information delivered in a timely fashion. During a large-scale crisis, a Joint Information System (JIS) and Joint Information Center (JIC) are critical to providing concise and coordinated information to the public and the news media.

This guide is designed as a quick reference to help public information officers (PIOs) and public affairs officers (PAOs) remember the key points in establishing and operating a successful JIS and JIC.

What Is a Joint Information System?

By its very nature, a large-scale crisis always involves more than one organization in response and recovery. A JIS is the information network of all government, volunteer, and private-sector organizations with operations directly related to the crisis. Put more formally, a JIS is a unified, coordinated public information network with common resources and agreed-upon procedures that links participants through technological means when geographic restrictions, incident management requirements and other limitations preclude physical attendance at a central location. The JIS allows public affairs staff to communicate effectively and make joint announcements as if they were located in the same facility.

What Is a Joint Information Center?

The JIC is a central location to facilitate operation of the JIS. Through the collocation of PIOs and PAOs, the JIC enhances information coordination, reduces misinformation, maximizes resources, and helps build public confidence in response efforts. It is important to remember that the JIC is a tool to support the JIS, and the primary function of the JIS is to keep information flowing. To have an efficient JIC, think of information as a tangible commodity. Information is the “fuel” that runs the engine of the JIC. Without information, the JIC cannot move; with too much information, the JIC will choke. Successful information management means information must flow in all directions — to the public through the media, to the public directly, to all agencies involved in the incident, from the media to the JIC, from the public to the JIC, from the JIC to the scene, from the Emergency Operations Center (EOC) to the JIC, etc.

National Incident Management System

The JIS/JIC structure is a key element of the National Incident Management System (NIMS). The JIS and JIC are components of NIMS, and like the NIMS itself, they are designed to be flexible in meeting the needs of participants in all manner of crises. Each box on the JIC organization chart represents a function to be performed. One person may perform many functions, or one function may be staffed by many people, depending on the size and scope of the incident. The structure also provides a clear “chain of command” within the JIC to minimize confusion and enhance information flow.

The JIC Facility

The JIC facility should be located as close as possible to the best sources of information, such as an EOC, without compromising safety or security. Also, the facility should:

• Provide special parking for media vehicles (including satellite trucks), with signs directing the media to the JIC;
• Be designed so that functional areas needing to communicate frequently can do so; and
• Contain all necessary equipment.

Who's Who in the JIC

Lead Incident Public Information Officer is from the agency that has the lead in handling the crisis.The lead PIO reports to the Incident Commander (i.e., whoever is in charge). This is a management position, and the lead PIO can have assistant PIOs. The lead PIO should provide overall direction and policy and should not get involved in “hands-on” details. Unlike other functions, there can be only one lead PIO. PIOs from other agencies do not report to the lead PIO; they represent their own agency but coordinate with the lead PIO to provide support.

JIC Facilities Liaison is responsible for the JIC facility and operations. The liaison keeps the JIC running from a logistical standpoint and provides support to the lead PIO, agency public information staff, group leaders, and all functional areas of the JIC. Responsibilities include everything from supplies to security to staffing.

Information Gathering & Production Group gathers, analyzes, and sorts information. This group also researches and develops all written, print, photographic, audio, video, and web-based material for use by the JIC.

EOC/ICP Unit is assigned to the EOC(s) or Incident Command Post(s) with the task of gathering information from all sources in those locations and sending relevant information back to the Information Gathering & Production Group.

Research & Writing Unit develops written material on assigned topics. Work may include research or gathering of information from multiple sources.

Audio/Visual Support Unit provides research, document, and image development and video production. Must be skilled in graphic design, photography, and videography. Coordinates with Briefing Unit to prepare news conference visuals and handouts.

Information Analysis Unit coordinates and analyzes information from monitoring media coverage, Telephone Unit, Field Operations Group, and other sources. Unit leader is responsible for identifying media story misinformation and rumors.

Information Dissemination Group provides written and oral information to the media, public, and other organizations.

Media & Rapid Response Unit responds to media needs, including requests for information, tours, interviews, photographs, or other visual material. The unit forwards requests to the appropriate agency. Rapid Response may take many forms, such as a news release, a call to a reporter, or a live interview with news media available at the JIC.

Briefing Unit is responsible for preparing and conducting regular news conferences and briefings.

The Telephone Unit answers calls from the public and media. In addition to the Field Operations Group, this is the only unit that provides a direct link to members of the public.

Electronic Support Unit is responsible for creating web pages; posting data, images and video to web sites; responding to e-mail; and monitoring web server traffic. It is important that servers can handle the expected surge in traffic.

Field Operations Group has face-to-face contact with the public, special interest groups, political leaders and other VIPs, and provides interviews and other assistance to the media at high-profile field sites. This group also reports back to the JIC with verified, approved information and identifies issues that need to be addressed.

Community Relations Unit works with aspects of the community that include shelters, special interest groups, town meetings, etc.

Media Field Unit works with news media that gather at incident scenes. This unit may work with the Incident Commander at those scenes to handle media requests.

VIP Unit works closely with VIPs in the field, providing the latest information and sending information back to the JIC about VIP issues, activities, and concerns. This unit helps brief and prepare VIPs prior to interviews and coordinates with VIP support staff.

"The Very Best Thing We Could Have Done"

Argonne Risk Communication was in Utah while a JIC was up and running. While there, we captured how a team of talented and professional public information officers set up and operated their JIC. We later returned to ask policy makers and the local media their impressions of the JIC and determine whether it was helpful to them or not. To watch the video, use the links below.
JIC Video - Quicktime
JIC Video - Windows MP4

Be Ready Now

Make your plans now. Emergency public information agreements, plans, and procedures should be in place addressing a coordinated emergency public information effort centered at a single JIC facility, as part of a JIS. Agreements should reflect the commitment of each partner organization to keep counterparts informed of all information from the JIC and elsewhere. Memorandums of Understanding/Agreement (MOU/MOA) should be entered into now, if they are not already in existence. These call for communication, coordination, and sharing of information that will enhance each organization's ability to provide accurate, complete, timely, appropriate, and understandable emergency public information.