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74 Guidebook for Conducting Local Hazardous Materials Commodity Flow Studies 7.4 Archiving the HMCFS Once the HMCFS dissemination and communication processes are complete at the local level, the issue becomes how the HMCFS and associated data can be preserved for the future in a way that encourages its use in ongoing processes. Clearly, the results of the study should be preserved. In addition, all materials disseminated to interested parties should be preserved as different materials may focus on different aspects of the HMCFS. Identifying the sources of existing data and locations and procedures for collected data are useful both for documenting what was done, and as a template of where to begin next time. Presentations also can be archived for future use in documenting changes or stable patterns. Documents should be archived in a variety of locations so that focused catastrophes cannot wipe out all records. For example, they can be stored in county records, municipal records, sent to fed- eral and state authorities, as well as put on Web sites and stored at the public library. This will help make it nearly impossible for one failure to wipe out all the documentation of the HMCFS. To the extent that electronic records allow for information management, searching, retrieval, and distri- bution from decentralized locations, electronic archival is preferred. This further underscores the need to archive in several locations to avoid future loss of critical information. 7.5 Revisions and Updates An HMCFS is a static picture of an ongoing, changing process. Thus, local entities need to consider when an HMCFS should be revised or updated. Continuous updating and revisions would be difficult to manage for many jurisdictions. Critical incidents or accidents in the study area, nearby, or in similar communities elsewhere should trigger the re-examination of relevant HMCFS data. In a similar manner, significant changes in resident populations, industrial or transport facilities, or route or route segments should trigger the re-examination of relevant HMCFS data. The re-examination may demonstrate that transport on nearby parallel routes accounted for new flows, or identify a need for conducting a new HMCFS to account for signif- icant changes in the community. Keep in mind that many of the hazards associated with hazmat transportation may be con- sidered to be stable compared with adaptive hazards or threats such as terrorism. Ongoing plan- ning for hazards due to hazmat transportation will require changes as the community's characteristics change. As noted in CPG 101, other updates to an HMCFS may be considered "in association with changes in operational resources, formal emergency planning updates, changes in elected officials, major exercises or activation events, or enactment of new or amended Cambria County LEPC in Pennsylvania has laws and ordinances" (2, p 3-23). The faster significant changes kept their HMCFS current and relevant by occur in a community (e.g., populated areas or locations) or its doing a little bit each year for 12 years in a hazmat flows, the greater the need for more frequent updates and row. In addition to scheduled traffic counts, revisions to the HMCFS. Large metropolitan areas with complex LEPC members collect data at different high- flows are likely to opt for more frequent revisions and updates to way locations when they are "out and successfully manage HMCFS efforts. Even small communities about." The LEPC can easily keep track of with complex flows (especially through-traffic) may find it nec- their top five hazardous materials moved essary to revise and update the HMCFS frequently, while those by truck. with less complex flows may find that a well-done HMCFS can last for years.