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Establishing: Establishing an Identification System

Each unit should establish a volunteer identification system, one of the most important uses of the volunteer database. A reliable identification method allows you to properly recognize volunteers for particular engagements with response partners, particularly when they are involved in situations where identification information may be otherwise hard to access.

At a minimum, the identification (ID) card should include the volunteer’s photograph, full name, an ID number, and the MRC unit name. For cross-validation, include a driver’s license number or other professional license or credential number(s). The card should be produced so that it is difficult to copy or duplicate without proper authorization.

The basic ID card should identify an MRC volunteer by name and affiliation with your unit, particularly when no one else is available to identify the volunteer as a valid member of the MRC. The card may be used in various other ways, depending on local needs and available resources. Any additional information on the card will reflect these local differences.

In communities that have access to more sophisticated technology, an ID with a barcode or other digital ID number might be scanned to gain remote access to your volunteer information database.

On the display, the volunteer’s record might include:

Information critical to volunteer utilization, such as professional experience, training, credentials, and current status (i.e., active or inactive)
Activities the volunteer is authorized to perform and particular sites for which the volunteer may have advance clearance or privileges (similar to when volunteer physicians have hospital privileges for officially declared emergencies)

An MRC ID card is different than a badge or other form of access control typically used at an emergency site or other health response effort. The organization responsible for directing a particular response effort typically issues this type of badge. When badges are used, the MRC volunteer presents the MRC ID card first, which functions as a preliminary means of access.

Further involvement would be determined during a particular engagement by person(s) with designated authority. An additional badge might be issued to the volunteer as a site- or engagement-specific form of ID and clearance.

The MRC unit’s responsibility is to identify its volunteers clearly, accurately, and efficiently. Generally, controlling the use of MRC ID cards also will become part of the unit’s administrative responsibility. Inactive or deactivated volunteers should be required to surrender their ID cards to prevent unauthorized use.

Ensure ID cards are up-to-date, particularly when there are changes in the volunteer’s profile or information or when changes occur in the response system established with your response partners.

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Last Updated on 8/23/2006