AED Program Design Guidelines
A Practical Guide for the Placement, Retrieval and Use of AEDs in Workplace and Community Settings
Effective as of June 2025
Introduction
© Readiness Systems, LLC
These AED Program Design Guidelines (Guidelines) are protected by copyright. You are welcome to share the PDF version freely, as long as it remains unaltered. Use, reference, or reproduction of the Guidelines’ contents is permitted only as specified, with proper attribution, and with the express written consent of Readiness Systems. Publishing, displaying, reproducing, or creating derivative works based on these Guidelines without express written consent is not allowed.
For more information about these Guidelines, please contact:
Readiness Systems, LLC
[email protected]
Table of Contents
- Program Design and Implementation Checklist
- General Information
- Definitions
- AED Program Design Guidelines
- AED Program Site Information.
- Legal and Regulatory Environment.
- AED Program Personnel.
- AED Response Time.
- AED Response Zones.
- AED Placement Locations.
- Staged AED Rollout.
- Equipment.
- AED Storage, Security and Access.
- Equipment Inspection and Maintenance.
- AED Response Team.
- AED Training.
- AED Program Communications.
- AED Program Documentation.
- Notices
Program Design and Implementation Checklist
- AED Program Site Information: Research and document AED Program Site information.
- Legal and Regulatory Environment: Research and document the legal and regulatory requirements applicable to each AED Program Site.
- AED Program Personnel: Assign AED Program tasks to AED Program Personnel.
- AED Response Time: Establish an AED Response Time goal for each AED Response Zone.
- AED Response Zones: Define one or more AED Response Zones for each AED Program Site.
- AED Placement Locations: Designate one or more AED Placement Locations within each AED Response Zone.
- Staged Deployment Plan and Timeline: Develop and document an AED deployment plan and timeline if all required AEDs will not be initially acquired.
- Equipment: Acquire AEDs and associated equipment and accessories.
- AED Storage, Security, and Access: Develop AED storage, security, and access policies and place AEDs and associated accessories accordingly.
- Equipment Inspection, Servicing and Replacement: Develop and implement an equipment inspection, servicing and replacement program.
- SCA Response Team: Establish and document an AED Response Team for each AED Response Zone.
- AED Training: Establish, document and implement an appropriate AED Training program.
- AED Program Communications: Develop and document internal, external, event and post-event AED Program communications components.
- AED Program Documentation: Develop key AED Program documentation, policies and procedures.
General Information
Scope: These Guidelines outline recommended design, administrative, and operational components of automated external defibrillator (AED) programs in workplace and community environments. These Guidelines aim to support effective, timely defibrillation through the proper placement, retrieval, and use of AEDs.
Purpose: This document provides foundational criteria for public and private organizations to evaluate existing AED programs or establish new ones. Its objective is to guide readiness for sudden cardiac arrest (SCA) incidents involving unresponsive, pulseless, and non-breathing individuals prior to the arrival of emergency medical personnel.
Application: These Guidelines apply to public and private AED program entities and cover AED program sites and areas under their control.
Not Legal Advice: These Guidelines are for informational purposes only and do not constitute legal advice. Readiness Systems does not provide legal counsel or services.
General Limitations: Due to the diverse nature of AED programs and sites, these Guidelines do not address all possible considerations. Users must apply reasonable judgment. The Guidelines are not intended to establish a legal standard of care; non-compliance does not imply negligence or substandard performance.
Program Limitations: AED programs in workplace and community settings are not expected to perform at the same level as professional emergency response systems. Volunteers may not be trained professionals, and even well-designed programs may not succeed in every instance. These Guidelines aim to improve the likelihood of success but cannot guarantee outcomes.
Relation to CPR/ECC Guidelines: These Guidelines are intended to complement published guidance on cardiopulmonary resuscitation (CPR) and emergency cardiac care (ECC), focusing specifically on AED program structure and implementation in workplace and community settings.
Effective Date: This edition is effective as of June 2025.
Definitions
Automated External Defibrillator (AED): A medical device that analyzes cardiac rhythm and delivers defibrillation when needed.
AED Operator: A person authorized by an AED Program to use an AED.
AED Program: A coordinated set of policies, people, equipment, and procedures aimed at responding to suspected SCA prior to emergency medical services (EMS) arrival.
AED Program Entity: The organization — public or private — that operates or is responsible for AED Program Sites.
AED Program Personnel: Individuals involved in the administration and operation of the AED Program.
AED Program Site: A location (building, portion of a building, or land area) covered by the AED Program.
AED Responder: A person authorized to retrieve and support the use of an AED during SCA incidents.
AED Response Team: All AED Operators and Responders affiliated with the AED Program.
AED Response Time Goal: The target time from SCA recognition to AED use, ideally within 5 minutes.
AED Response Zone: A defined area within an AED Program Site covered by at least one AED.
AED Training: Instruction enabling individuals to identify SCA and initiate AED use.
Defibrillation: The delivery of an electric shock to the heart to restore a functional rhythm.
Formal AED Training: Training that meets applicable regulations and may involve instructor-led, self-directed, blended, or device-prompted instruction.
General AED Training: Awareness education covering AED location, benefits, and basic usage instructions.
Primary AED Responder: A team member with Formal AED Training who responds voluntarily as a Good Samaritan.
Secondary AED Responder: A team member with General AED Training who voluntarily responds as a Good Samaritan.
Sudden Cardiac Arrest (SCA): The abrupt loss of heart function, often caused by chaotic electrical impulses (ventricular fibrillation).
AED Program Design Guidelines
AED Program Site Information
Scope: This Guideline addresses the documentation of relevant details for each AED Program Site.
Guideline: The AED Program should maintain documentation for each AED Program Site, including:
- Total number of AED Program Sites;
- For each site:
- Physical address;
- Primary and secondary contacts;
- Building owner/manager (if applicable);
- Type of business or facility;
- Total site area (acres);
- Number of buildings or spaces occupied;
- Number of floors used by the program;
- Approximate square footage of occupied areas;
- Estimated staff and daily visitor count;
- Regular operating hours;
- Local EMS providers;
- AED manufacturer and model for each deployed AED.
Legal and Regulatory Environment
Scope: This section outlines the legal and regulatory requirements applicable to AED Programs.
Background: AED laws vary significantly across jurisdictions, often causing confusion and complicating compliance. These Guidelines recommend documenting reasonable efforts to comply with the purpose and intent of applicable laws.
Guideline: For each AED Program Site, document relevant legal and regulatory requirements, including but not limited to:
- AED device regulations (e.g., FDA clearance, prescriptions);
- State or local AED program mandates;
- Medical oversight or direction;
- Training requirements;
- Inspection and maintenance obligations;
- Notification or registration with authorities;
- Required written policies and protocols;
- Good Samaritan immunity provisions;
- Authorized AED users and related restrictions.
Demonstrate reasonable compliance with these laws and regulations.
AED Program Personnel
Scope: This section describes the roles and responsibilities of individuals involved in AED Program administration.
Guideline: The AED Program should designate one or more responsible people to carry out administrative and operational duties, including:
- Administrative & Operational Functions:
- Approve AED Program design and documentation;
- Secure funding and resources;
- Coordinate with the Medical Director and internal teams;
- Serve as the main program contact;
- Purchase and install AEDs;
- Oversee equipment maintenance and replacement;
- Manage external agency registrations and notifications;
- Ensure required training for personnel;
- Verify accuracy of program information and functionality of communication systems;
- Coordinate post-incident reviews.
- Medical Direction Functions (if applicable):
- Issue or obtain AED prescriptions;
- Configure AED settings;
- Approve medical aspects of the program;
- Report SCA incidents to appropriate agencies.
AED Response Time
Scope: This section defines the target response time goal for delivering defibrillation within each AED Response Zone.
Background: AED response time includes recognizing SCA, notifying responders, retrieving the AED, and delivering therapy. Although consistent achievement is not guaranteed, the goal should be reasonably rapid defibrillation.
Guideline: Each AED Response Zone should have a target – not a guarantee – to deliver defibrillation therapy within five (5) minutes of SCA recognition. This goal applies only within designated AED Response Zones.
AED Response Zones
Scope: This section describes how to define and structure AED Response Zones within each AED Program Site.
Background: Each site may include one or more AED Response Zones. These zones are defined based on the area that a single AED can effectively cover within the AED Response Time goal. Some areas may be excluded if coverage is impractical.
Guideline: Each AED Program Site should have one or more clearly defined AED Response Zones. Consider the following:
- Coverage Goal: AED coverage should ideally extend to all areas of the site. Exclusions may be reasonable due to:
- Low population density;
- High costs;
- Legal restrictions;
- Safety concerns;
- Nearby emergency services.
- Defining Zone Boundaries: Evaluate these factors:
- Walking speed estimates based on age;
- Horizontal and vertical layout of the space;
- Foot traffic density;
- Physical obstacles and barriers;
- Doorways, elevators, stairs, and other access points;
- Distance between buildings;
- Electronic or mechanical access controls;
- Existing AED storage and retrieval policies.
- Minimum Equipment: Place at least one AED and associated supplies in each defined AED Response Zone.
AED Placement Locations
Scope: This section addresses where AEDs should be physically located within each AED Response Zone.
Guideline: Designate specific AED placement locations within each defined AED Response Zone. Chosen locations should enable the AED to be retrieved and used within the target AED Response Time goal.
Staged AED Rollout
Scope: This section outlines how to plan and schedule AED deployment over time across AED Program Sites.
Background: The number of AEDs needed depends on the defined AED Response Zones. Some programs may need to stage deployment over time due to budget or logistical constraints. While a staged AED rollout may result in temporary gaps, deploying some AEDs is better than none.
Guideline: The AED Program may establish a staged AED rollout plan and timeline, including:
- Total AEDs targeted for the AED Program and each AED Program Site;
- Specific AED Placement Locations;
- Number of AEDs deployed initially;
- Number of AEDs to be deployed later (staged);
- Areas intentionally excluded from coverage;
- Expected deployment dates for initial and staged AEDs;
- Justification for staging order, based on:
- Population density;
- Nature of activities;
- Estimated response times in nearby zones;
- EMS proximity;
- Site complexity or infrastructure readiness;
- SCA history.
Equipment
Scope: This section describes the AED equipment and accessories required at each AED Placement Location.
Guideline: Each AED Placement Location should include:
- One FDA-cleared AED;
- A one-page visual/text user guide;
- One adult electrode set (plus optional spare);
- One pediatric electrode set (if children ≤8 years or ≤55 lbs are routinely present);
- One installed AED battery (plus optional spare);
- One mouth barrier;
- One razor;
- One pair of scissors;
- One pair of gloves;
- Ten 4×4 gauze pads;
- One carrying case;
- One AED data storage device, if applicable.
Additionally, an AED User’s Guide (print or online) should be available for each AED model.
AED Storage, Security and Access
Scope: This section describes how AEDs should be stored, secured, and made accessible.
Guideline: Each AED should be secured using one or more of the following methods:
- In visible or supervised locations during operational hours;
- In unlocked cabinets with audible alarms;
- In unlocked cabinets with real-time monitoring;
- In locked locations with quick access by designated personnel;
- In areas under live video surveillance;
- Using other documented and effective methods.
Access policies should generally allow any willing person to retrieve an AED. If limitations exist, they should be documented, specifying who is excluded and why. AEDs must always be quickly and easily retrievable, even from secured storage.
Equipment Inspection and Maintenance
Scope: This section outlines a program for inspecting and maintaining AEDs and accessories.
Background: To ensure AED readiness, all components must be regularly checked and serviced. This includes batteries, electrodes, and the AED itself.
Guideline: Implement a periodic inspection and maintenance program that includes:
- AED Device:
- Check for damage or contamination;
- Inspect AED status indicators.
- Batteries:
- Check for damage;
- Check charge level and expiration date (replace if <90 days remaining);
- Recharge/replace after use.
- Electrodes:
- Inspect packaging and cables;
- Replace if damaged or within 90 days of expiration;
- Replace after use.
Include any manufacturer – or AED law-required tasks. Use a written, digital, or equivalent system to track inspections, AED status and maintenance.
AED Response Team
Scope: This section addresses how to staff and structure the AED Response Team.
Background: A robust AED Response Team improves the chances of rapid defibrillation. Team members may include employees, consultants, visitors, or bystanders.
Guideline: Establish a documented Response Team program that includes:
- Authorization:
- Primary AED Responders may retrieve and use AEDs;
- Secondary Responders may retrieve and, if authorized, use AEDs.
- Coverage Requirements:
- If Secondary AED Responders are authorized to use AEDs: At least one Primary AED Responder should be present in each AED Response Zone during 85% of operating hours;
- If not: Presence should increase to 95%.
- Designation:
- All staff based in AED Response Zones should be authorized as Secondary Responders;
- Visitors and bystanders may also be authorized;
- Any exclusions should be documented and justified.
AED Training
Scope: This section outlines training elements for Primary and Secondary Responders.
Guideline: Implement an AED training program that includes:
- Formal Training (Primary AED Responders):
- Train sufficient personnel before or during AED deployment;
- Train new Primary AED Responders before assigning duties;
- Maintain documentation of:
- Names;
- Initial and refresher training dates;
- Active/inactive status.
- General Training (Secondary AED Responders):
- Provide training to nearly all current employees before AEDs are deployed;
- Provide training to new employees shortly after hiring;
- Topics include AED purpose, locations, use in emergencies, and SCA recognition;
- Maintain records of delivery methods, dates, and target audiences (individual confirmation not required).
AED Program Communications
Scope: This section outlines the AED Program’s internal, external, event-related, and post-event communications.
Guideline: Include AED Program communications that have the following components:
- Internal Communications:
- Share training opportunities and Primary AED Responder names/locations;
- Share general information that includes AED purpose, locations, and emergency procedures;
- Provide this information at least twice per year to nearly all employees.
- AED Location Signage:
- Post signage at primary entrances indicating AED presence;
- Post signage within 5 feet of each AED.
- External Communications:
- If required, notify state/local agencies about AED presence and location.
- Event Communications:
- Implement systems to:
- Dispatch responders to the SCA scene;
- Ensure rapid AED retrieval;
- Notify local EMS.
- Develop a written protocol detailing:
- Activation procedures;
- AED access and use policies;
- AED placement locations.
- Implement systems to:
- Post-Event Communications:
- Notify the medical director (if applicable) and other relevant parties;
- Notify regulatory agencies, if required;
- Inform staff, when appropriate, about the incident and AED performance.
AED Program Documentation
Scope: This section describes general documentation requirements for program oversight and accountability.
Guideline: Maintain the following key documentation:
- AED Program design attributes showing reasonable compliance with these Guidelines;
- Operational records, including:
- Maintenance logs;
- Training records;
- Regulatory notices;
- SCA event reports.
- Current policies and procedures, such as:
- Relevant laws and regulations;
- AED prescriptions;
- SCA response protocols;
- Notification and reporting forms;
- Training documentation;
- Equipment inspection and storage policies.
Notices
Disclaimer of Liability: Readiness Systems disclaims all liability for any personal injury, property damage, or other harm — whether direct, indirect, special, consequential, or compensatory — arising from the use, reliance on, or publication of these Guidelines.
No Legal Advice: These Guidelines are intended solely for informational purposes. They are not, and should not be considered, legal advice or legal services. Readiness Systems does not provide legal counsel or representation.
Limited Warranty and Services Disclaimer: Readiness Systems makes no guarantees about the outcomes or effectiveness of implementing an AED Program based on these Guidelines. By publishing these Guidelines, Readiness Systems does not undertake to provide professional or other services on behalf of any organization or individual. It also does not assume any legal obligations or responsibilities on behalf of any person or organization. Users should exercise their own independent judgment or seek qualified professional advice when determining what constitutes a reasonable approach in their specific AED Program circumstances.
Updates to the Guidelines: These Guidelines may be amended or replaced at any time. Contact Readiness Systems to verify the latest edition.
Laws and Regulations: Users must consult all applicable federal, state, and local laws and regulations when implementing AED Programs. These Guidelines are not intended to encourage actions that are inconsistent with the spirit or requirements of relevant legal frameworks.
Copyright and Usage: These Guidelines are copyrighted by Readiness Systems, LLC. They may be referenced and used in both public and private settings, including regulatory, self-regulatory, and safety-related contexts with proper attribution.
For questions or assistance, contact Readiness Systems at: [email protected].
More information is available at readisys.com.