DAT-070 · Record emergency contacts and keep them up to date

Travel & housing · master data

Status: Concept – not built yet

Ensures that a reachable contact person is on file for every traveling person, and makes this information accessible in an emergency exactly to the roles that need it — without putting it into circulated documents.

Trigger: The "Emergency contact" form section from DAT-020 feeds in; additionally checked at the start of every work block with overnight stay.

Rule (automatable) Judgment (human decides)

Decision rules

• R1 IF an emergency contact is missing AND overnight stay is needed THEN request it with a deadline; IF still incomplete at arrival − 48 h THEN notify PL, no booking block, because this does not make the trip inadmissible.
• R2 IF a number is not in international format THEN normalize it automatically and ask if unclear, because international emergency calls would otherwise fail.
• R3 IF a person is a minor THEN legal guardian and companion must be recorded separately; the companion does not replace the legal guardian (coordination with CST-070).
• R4 IF an emergency occurs THEN PL or SFT decides on making contact; the decision and time are logged (CHG-100).
• R5 IF a person objects to sharing with the contact person THEN only keep {{NOTFALL_HOTLINE}} as a fallback and document the objection.

Common pitfalls

1. Emergency contacts appear under "reachability" on the daily schedule → phone numbers of third parties in a wide distribution list that no one needs day-to-day. 2. The listed person is themselves a team member at the same work site → in an accident involving multiple people, the contact chain fails. 3. Number without country code for a shoot abroad → unreachable in an emergency. 4. The contact was never informed that they were listed → in an emergency, questions and doubts about the legitimacy of the call arise.

Impact H × Effort S → Do-first · VOLL · RACI **R** THK · **A** PL · **C** SFT, KIB for minors · **I** AL (existence only, not content) · Manual effort: Estimate: 2 min. per person, plus 30–45 min. per work block for the emergency sheet and check

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