Preparing for the Unexpected
Developing a Rapid DNA Mass Disaster Response and Preparedness Toolkit
Interviews written and collated by Mikalaa Martin, Research Forensic Scientist (RTI International – Forensic Technology Center of Excellence) and Taylor Koepfler, Forensic DNA Research Scientist (Marshall University Forensic Science Center) & Senior DNA Analyst (State of Wisconsin Department of Justice – Division of Forensic Sciences)
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In the face of natural disasters, mass casualties, and other crises, time is a critical factor for forensic teams tasked with victim identification. Recognizing the need for comprehensive disaster preparedness, the Forensic Technology Center of Excellence (FTCOE) and Marshall University Forensic Science Center (MUFSC) collaborated to create the Rapid DNA Mass Disaster Emergency Response and Preparedness Toolkit. This groundbreaking toolkit, developed with insights from experienced forensic science service providers (FSSPs), aims to streamline and enhance the deployment of Rapid DNA technology for disaster victim identification (DVI).
In this interview, we speak with Mikalaa Martin, a Research Forensic Scientist at RTI International and lead contributor to the FTCOE, and Taylor Koepfler, a Forensic DNA Research Scientist at MUFSC and a Senior DNA Analyst at the State of Wisconsin Department of Justice – Division of Forensic Sciences, to learn about the motivation behind this toolkit, the challenges they encountered, and how they envision this resource transforming emergency response for forensic laboratories nationwide.
Can you explain the background and motivation behind developing the Rapid DNA Mass Disaster Emergency Response and Preparedness Toolkit?
The Forensic Technology Center of Excellence (FTCOE), led by RTI International, is supported through a Cooperative Agreement from the National Institute of Justice (NIJ), Office of Justice Programs, U.S. Department of Justice (Award No 15PNIJ-21-GK-02192-MUMU). FTCOE supports the implementation of new forensic technology and best practices by end users and is dedicated to elevating the status of forensic science through advancing technology, sharing knowledge, and addressing challenges encountered within the scientific and justice communities. Broadly, FTCOE’s partnership with Marshall University Forensic Science Center (MUFSC) focuses on the advancement of current forensic science research, practice, and ensuring technologies are explored and disseminated to professionals within the scientific and justice communities. FTCOE’s and MUFSC’s development of this no-cost Rapid DNA Mass Disaster Emergency Response and Preparedness Toolkit is intended to support the adoption, and lower the implementation barrier, of utilizing Rapid DNA technology in disaster victim identification (DVI) response efforts.
This toolkit aims to furnish forensic science service providers (FSSPs) with adaptable, essential resources to support the preparation and immediate deployment of Rapid DNA technology for DVI events. FSSPs can utilize the foundational resources offered through this toolkit to adopt or enhance an emergency response plan that is compatible with their current infrastructure, offering valuable insights and tools for FSSPs at any stage of the emergency response preparedness process.
Technical, financial, and staffing resources are frequent challenges within the forensic community, especially when implementing emerging technology. Through discussion with early adopters (i.e., previously deploying FSSPs) and investigation into the current landscape of Rapid DNA technology for DVI use, many FSSPs face challenges in developing or expanding an emergency response plan due to limited resources. The materials offered within this toolkit intend to mitigate these barriers and provide FSSPs either 1) a starting place to begin building their emergency response plan or 2) additional resources that may not currently be included in their existing emergency response plan. This toolkit is fully adaptable and can be customized to fit a FSSP’s needs – whether that be through something as simple as the addition of an FSSP’s name and logo or something more elaborate such as incorporating FSSP-specific workflow information.
Another component of this toolkit includes a compilation of relevant, external resources. This component of the toolkit aims to provide a centralized location to access additional resources that may assist in the development, or enhancement, of an FSSP’s emergency response plan with topics spanning from DVI research, guidance and best practices related to Rapid DNA technology, to documents that can assist with disaster workspace safety and ensuring the wellbeing of individuals involved in emergency response efforts.
This toolkit was developed in collaboration with several Forensic Science Service Providers. How did working with these agencies and practitioners shape the final version of this toolkit?
Collaborating with experienced FSSPs was instrumental as their insights, experiences, and lessons learned from previous mass disaster deployment efforts directly informed the development of materials for inclusion in this toolkit. Their feedback highlighted critical areas for improvement — such as deployment roles and descriptions and programmable databases for evidence and sample tracking — that allowed this toolkit to be designed in a comprehensive, practical, and adaptable manner to ensure its applicability for diverse disaster types and FSSP structures.
You identified five key areas for improvement during development: Strategy, Infrastructure, Sustainable Documentation, Collaboration, and Training. How were these key areas for improvement identified and how do specific tools and resources included in the Rapid DNA Mass Disaster Emergency Response and Preparedness Toolkit help address them?
One key development phase of this toolkit was conducting a gap analysis with FSSPs experienced in deploying Rapid DNA technology for use in DVI efforts, through which these key areas of improvement were identified. Using findings from this gap analysis, a suite of targeted tools was designed for inclusion in this toolkit to enhance considerations pertaining to deployment strategy, infrastructure, sustainable documentation, collaboration, and training. Considering each of these key areas of improvement, the following provides information regarding the current state as informed through findings from the gap analysis, the responsive tools representing a partial snapshot of materials included within this toolkit, and the desired state which demonstrates how these responsive tools are intended to improve upon the current state and assist in attaining the desired state of practice.
Gap 1: Strategy
Current State: There are opportunities to improve state- and local-based Rapid DNA mass disaster emergency response teams for on-site and laboratory support needs through the establishment of roles and responsibilities considering FSSP personnel’s technical knowledge, skills, and abilities (KSAs) and training of FSSP personnel for the use of Rapid DNA technology available for mass disaster deployment efforts.
Responsive Tools: The following toolkit materials aim to clarify deployment role definitions, associated responsibilities and tasks, communication flows, and scheduling tools, ensuring agencies can coordinate deployment efforts effectively and efficiently:
- Deployment Role List and Descriptions
- Deployment Role Checklist
- Personnel Scheduler and Rotation Log
- Instrumentation Team Personnel Shift Log
Desired State: State and local FSSPs have established Rapid DNA mass disaster response teams comprised of adequately trained personnel available for on-site deployment and remote laboratory support needs, and deployment roles and responsibilities are assigned to FSSP personnel with the technical KSAs necessary to successfully perform their assigned role.
Gap 2: Infrastructure
Current State: There are opportunities to improve preparedness through pre-packaging supplies designated for deployment efforts; ensuring appropriate transportation is available to quickly respond to a mass disaster; allocating available resources to create a mobile workspace rather than needing to adapt non-traditional spaces; and the development of standardized workflows to efficiently track and organize evidence and sample movement.
Responsive Tools: The following toolkit materials aim to assist FSSPs in quickly gathering supplies, documenting transportation needs, and establishing a sample tracking process, creating a cohesive testing workflow for tracking samples throughout their lifecycle:
- Inventory List
- Supply Bin Signs
- Rental and Personal Vehicle Transportation Logistics Logs
- Interactive Deployment Workstation Set-Up Diagrams
- Sample Tracking: Bin Sorting and Transport Workflow with Prepared Bin Labels
Desired State: State and local FSSPs have designated resources packaged and labeled to support the deployment of Rapid DNA technology; a fleet of various vehicle types is available for procurement to transport resources and personnel to a mass disaster site; a mobile workspace is available and adequately designed for mobilization; and a standardized workflow is developed to efficiently track and organize the movement of evidence and samples.
Gap 3: Sustainable Documentation
Current State: There are opportunities to improve the tracking of mass disaster testing workflows by integrating laboratory information management systems (LIMS); programming databases suitable for off-site evidence and sample tracking to reduce fragmentation and disorganization; and tailoring quality management systems (QMS) for mass disaster response.
Responsive Tools: The following toolkit materials aim to streamline the documentation of sample collection, processing, and testing, maintaining organized records throughout the deployment:
- Evidence and Sample Collection Forms – Family Reference Samples, Associated Personal Items, and Exclusionary DNA Samples
- Evidence and Sample Intake Forms – Unidentified Humans Remains, Family Reference Samples, Associated Personal Items, and Exclusionary DNA Samples
- Evidence and Sample Tracking Documentation Spreadsheet
- Chain of Custody Forms – Evidence, Samples, and Bins
Desired State: Integrated and comprehensive LIMS compatible with mass disaster response testing workflows; programmable databases suitable for off-site evidence and sample tracking; and QMS policies and objectives developed to enable formal documentation of processes, procedures, and responsibilities for mass disaster response.
Gap 4: Collaboration
Current State: There are opportunities to improve communication between FSSPs and other individuals from varying agencies involved in response efforts regarding the development of a multidisciplinary mass disaster emergency response team and by establishing contractual agreements between FSSPs.
Responsive Tools: The following toolkit materials aim to facilitate relationship-building with collaborators and support agencies in developing a multidisciplinary response protocol through tabletop exercises:
- Mass Disaster Post-Deployment Debrief Guide
- Mock Scenario Exercises
- Deployment Role List and Descriptions
Desired State: A multidisciplinary mass disaster emergency response team is established in each state with communication between states; state and local FSSPs have established contractual agreements regarding deployment roles and provisions of support; and an internal and external point of contact for each FSSP is identified with a formal communication plan established.
Gap 5: Training
Current State: There are opportunities to improve training for FSSPs and other collaborators involved in mobilizing Rapid DNA technology to a mass disaster and training for FSSPs to adhere to laboratory standards and protocols off-site.
Responsive Tools: The following toolkit materials aim to provide foundational training resources for both FSSPs, and other collaborators involved in deployment efforts in training environment scenarios and for in-field usage:
- Training Checklist
- Mock Scenario Exercises
Desired State: Internal and external collaborators participate in annual, large-scale mass disaster exercises to execute an established mobilization plan and make continuous improvements to the plan and specialized training is offered for FSSPs to adhere to laboratory standards and protocols at a mass disaster event.
The various materials and tools provided through this toolkit have been developed to aid in ensuring FSSPs are well-prepared for a prompt, organized, and collaborative mass disaster response in a manner that maintains a standard of quality control.
What are some of the technical challenges you faced during this toolkit’s development, and how were these challenges overcome?
Through engagement with early adopters and FSSPs experienced in deploying Rapid DNA technology for DVI events, the toolkit development team gathered valuable insights on the challenges faced before, during, and after deployment. Early adopter engagement also enabled the identification of processes and workflows for general response and sample processing, resource gaps, and lessons learned from firsthand experiences. The toolkit development team was tasked with synthesizing this diverse information to develop materials that would be of utility for a variety of disaster and FSSP types to build the strongest, most impactful materials possible. However, acknowledging that each deployment effort has its own unique circumstances and each FSSP may operate differently (e.g., due to structure or existing policies), the development team was committed to ensuring these materials provided end users full adaptability, which deviates from traditional FTCOE resources. Furthermore, we wanted to make these materials as fit-for-purpose as possible by accounting for FSSPs who may desire to interact with them via digital versions versus printed copies, recognizing that in some circumstances digital use may not be an option as some disaster types, or even lack of access to resources, may dictate the need to work strictly via hardcopies. For those FSSPs choosing to, or having the ability to, utilize these materials in a digital manner, the toolkit development team worked to ensure that these versions were as interactive as possible (e.g., the inclusion of notetaking lines that expand as text is added, placement of interactive checkboxes to reduce the need to write information that could be turned into multiple choice-style options).
Your team was able to observe a large-scale mass disaster exercise conducted by a collaborating FSSP which utilized a mock scenario developed as part of this toolkit. Can you share some of the key takeaways from that exercise, and how it demonstrated the efficacy of this toolkit?
A collaborating FSSP with an established Rapid DNA mass disaster response plan participated in a mock wildfire scenario developed as part of this toolkit. This scenario was designed to evaluate the established response plan across various disaster scenarios, ensuring the toolkit’s materials are adaptable for any disaster encountered. While working through the mock wildfire scenario, the FSSP identified gaps in their mass disaster response plan and later addressed these gaps through their large-scale exercise, highlighting the toolkit’s efficacy.
While observing this large-scale exercise, the toolkit development team noted the alignment between the toolkit’s materials and the execution of the exercise, affirming the practicality of the toolkit. The key takeaways from this exercise emphasized the need for strong relationships among collaborators (both internal and external), a comprehensive inventory with pre-packaged supplies, established workflows for testing and tracking samples, and adequate training; all of which are addressed in the forthcoming Rapid DNA Mass Disaster Emergency Response and Preparedness Toolkit.
How do you foresee this toolkit integrating with FSSP’s existing laboratory infrastructures, especially regarding database and Laboratory Information Management System (LIMS)?
This toolkit integrates with existing laboratory infrastructures by aligning with accreditation standards, such as implementing quality control for reagents, instrument performance checks, and tracking reagent usage during Rapid DNA mobilization for mass disaster events. This approach aids in ensuring that FSSPs can uphold the same level of quality assurance in the field as they would in the laboratory.
Additionally, this toolkit is designed to support LIMS integration. FSSPs can generate unique identifiers and barcodes for each sample through their LIMS, which could then be tracked through the Evidence and Sample Documentation Tracking Spreadsheet offered as a resource in this toolkit. This type of integration could enable efficient evidence and sample tracking across the collection, intake, testing, and transport lifecycle thereby eliminating the need to manage multiple, dispersed recordkeeping components both during and after deployment, enhancing sustainable documentation practices.
During your poster presentation on this toolkit at ISHI, what kind of feedback did you receive from attendees? Were there any suggestions or insights from attendees that you hadn’t previously considered?
Poster attendees showed overwhelming support for this forthcoming toolkit. Representatives from various FSSPs and institutions recognized its value and expressed eagerness to present information about this toolkit to their leadership, advocating for its adoption within their organizations.
One attendee suggestion, which the toolkit development team had not previously considered, was to automate familial matches using a Microsoft Excel-based tool. While the Evidence and Sample Tracking Documentation Spreadsheet contained within this toolkit is designed to rely on established DNA databases, such as the Combined DNA Index System (CODIS) or locally developed systems, this approach aligns with Federal Bureau of Investigation (FBI) Quality Assurance Standards (QAS), ensuring accreditation standards are met for both analysis and reporting.
The recent hurricanes, Milton and Helene, highlight the importance of rapid response in disaster situations. How do you see this toolkit supporting response efforts to such natural disasters?
Given the intrinsic nature of disasters, there is inherent unpredictability. As such, in developing this toolkit, the toolkit development team made a conscious effort to ensure materials were developed such that they would maintain applicability and usability within a variety of disaster types, from natural disasters to aviation incidents or infrastructure failings. Additionally, the materials contained within this toolkit are intended to support all aspects of a deployment effort from pre-, during, to post-deployment phases. This toolkit aims to support response efforts in a manner that enables immediate utilization in the event of a disaster for those FSSPs who may not have an existing response plan developed, or aids in adoption and adaptation by FSSPs who are currently working through developing a toolkit of their own or thinking through preparedness plans and exercises. Regardless of the use case, the toolkit development team hopes that this toolkit, at minimum, provides FSSPs a foundational platform to discuss and think through their response plan and all the various considerations involved in mobilizing Rapid DNA technology for DVI efforts in the event they are called to respond to a disaster scenario.
When do you expect this toolkit to be widely available for forensic laboratories and law enforcement agencies to implement?
The forthcoming Rapid DNA Mass Disaster Emergency Response and Preparedness Toolkit will be published on the FTCOE website via the following link: https://forensiccoe.org/2024-toolkit-rapid-dna-emergency/, with the goal to have the final toolkit release by the end of 2024. Notification of its release will be announced via the FTCOE’s weekly newsletter, which you can sign-up for via the following link: https://forensiccoe.us1.list-manage.com/subscribe?u=ca2aac5081696c707e749d996&id=32592f10b8, as well as through all FTCOE social media outlets. All FTCOE resources are available to the public at no cost, meaning that any and all FSSPs, law enforcement agencies, others involved or who support the forensic ecosystem, or those who are simply interested will have full access to this toolkit to view as a resource or adopt and implement it into practice!
Looking ahead, what are the next steps for the continued development and enhancement of this toolkit? Are there any additional features or improvements you’re planning based on your recent findings?
Throughout each development phase of this toolkit, there has been ongoing feedback with early adopters. Within this process, the toolkit development team has been able to translate information, experiences, insights, and lessons learned shared by these collaborators to refine initial material drafts as well as identify additional needs and enhancements for the materials provided through this toolkit.
The FTCOE is committed to ensuring resources maintain relevance and provide continuous value to scientific and justice communities. Once the toolkit is released, end users are encouraged to reach out and provide their feedback (to include suggestions or additions) that would enhance the toolkit’s comprehensiveness, utility, and efficacy.
The FTCOE/MUFSC Rapid DNA Mass Disaster Emergency Response and Preparedness Toolkit development team consists of the following key team members:
- Mikalaa Martin, BS (FTCOE)
- Jason Chute, MS (FTCOE)
- Shannon Krauss, PhD (FTCOE)
- Taylor Koepfler, MS (MUFSC)
- Katie Scott, MS (MUFSC)
- Laura Kuyper, MS (MUFSC)
FTCOE and MUFSC would like to thank the various collaborators involved in the development of this toolkit for providing their thoughtful experiences, insights, and perspectives.