1. 06/04/09 1 C. O. R. D. EOC Logistics Communications Unit Messages, Logs & Procedures By VE7BZC – Norm Barton Communications Unit Coordinator Advance and Reverse slides with your keyboard arrow keys. (ESC) key to quit.

2. 06/04/09 2 MESSAGES and STATION LOGS A CORD EOC Seminar The CORD EOC in September 2003 Kelowna Appreciation Day October 13, 2003

3. 06/04/09 3 - Using content from “Firestorm 2003” The Okanagan Mountain Fire, August - September

4. 06/04/09 4 Components: The C.O.R.D. EOC Formal Message Form Preparing the Message Transmitting / Finishing the Message The Received Message Suggestions for Clarity and Accuracy Radio and Unit Logs Other EOC Messaging Options “PPP” Plan – Prepare – Practice !

5. 06/04/09 5 The C.O.R.D. Radio Message Form The white areas are filled in by the Originator The shaded areas are filled in by the Radio Operators Copy distribution is shown at the bottom Kelowna / Lake Country / Peachland / West Kelowna / Reg. Dist. Central Okanagan EOC

6. 06/04/09 6 - Numbering: Use 3 Letters e.g. DIR, LIA OPS, RSK - Or 3-Letter Abbreviation for Field Stations e.g. “PAR” for Parkinson Rec. Centre plus 3 digits The Top of the Form The Originator or The Communications Unit can assign the message number

7. 06/04/09 7 Section Sub-numbering FIR - - - POL - - - AMB - - - HOS - - - HEA - - - ESS - - - ENG - - - COM - - - TRA - - - SUP - - - Section Numbering ( Start 001 ) ( 1001 if necessary) LOG - - - PLN - - - FIN - - - OPS - - - DIR001 RSK - - - LIA - - - PIO - - - DIRECTOR

8. 06/04/09 8 Identifies the function of EOC Personnel The Incident Command System Colour Coding…

9. 06/04/09 9 Emergency “E” - life and death urgency, – if in doubt don’t use! Priority “P” (sometimes “U”) - Important messages - time sensitive - notification of death or injury Welfare “W” Enquiries about individuals Routine “R” - all other messages The Top of the Form The Originator determines the PRECEDENCE -

10. 06/04/09 10 Radio Operator: Station of Radio Operator: Station ofOrigin: - Use Tactical Call Signs (assigned by the EOC)‏ e.g. “Parkinson” Abbreviated “PAR” on Message Form - the EOC will Use “EOC” The Top of the Form Originator : Sign the Formal Message! -

11. 06/04/09 11 Originator: - 1 word in each space of the message body - numbers are one word - use “x” at end of each sentence, Pronounced “x-ray”, counts as one word - other allowable Punctuation:Comma, Question Mark The CHECK (number of words) is used by the Radio Operators to verify receipt of the complete message - The Top of the Form Radio Operator:

12. 06/04/09 12Originator: - Time Filed: Use 24 hour clock e.g. 1 AM = 0100 1:15 PM = 1315 Noon = 1200 Midnight = 0000 - Date: Use the format: Year –4 digits Month –2 digits Day – 2 digits The Top of the Form Radio Operator: City/Town (where you are)‏ Use Local time for in-province messages Use UTC for out-of-province messages -

13. 06/04/09 13 RadioOperator:AfterTransmitting the message, completes the bottom of the Message Form Parkinson Recreation Centre Amateur Radio Station

14. 06/04/09 14 The Finished “Sent” Message - Complete! Concise! Clear! Parkinson Reception Centre Radio Operator: Sign the form and record Operator Call Sign Fill in the Station Sent To, Date and Time Distribution: White Copy to Radio Station Pink Copy –Parkinson Originator, Canary Copy – Comms Unit Records

15. 06/04/09 15 A Finished EOC “Received” Message Distribution: White Copy to ESS at EOC Pink Copy – Radio Station Canary Copy – Comms Unit Records EOC Radio Operator: Confirm Word Count “Check” with the Sending Station Print the Sending Official’s name above the Originator Signature line Fill in “Station Received From:” details Deliver the Message

16. 06/04/09 16 The Transmitted / Spoken Message: - Spell confusing / difficult words or names using the phrase “I spell” followed by Phonetic Alphabet for the letters in the word: Alpha, Bravo, Charlie, Delta, Echo, Foxtrot, Golf, Hotel, India, Juliet, Kilo, Lima, Mike, November, Oscar, Papa, Quebec, Romeo, Sierra, Tango, Uniform, Victor, Whiskey, X-ray, Yankee, Zulu - Reinforce important numbers e.g. 2100 hours e.g. 2100 hours by repeating - say “two, one, zero zero hours” Speak Clearly and Evenly, Pause periodically, to let the listener record!

17. 06/04/09 17 EOC - The Unit Log: - Write in the name of your Unit, your Name & Position, - beginning Operational Time (24 hour clock)‏ - Fill in the ending time at the end of your shift. -Fill in names of other Unit Staff as they are assigned duty.

18. 06/04/09 18 EOC - The Unit Log: (continued)‏ -Record operational events, -Major Incident Events - Specific Staff deployments

19. 06/04/09 19 Amateur Radio Stations: Radio Operation Log - Begin by writing in the Date and Time (24 hour clock)‏ - Fill in the next sequential log page number for your Radio Location -Fill in the Tactical Call Sign for your station & the geographic location of the station

20. 06/04/09 20 Amateur Radio Stations: Radio Operation Log (continued)‏ (Record Summary of)‏ -Formal Message details, Unit to Unit Messages, -Individual Operator & Station conversations -Major Incident Events, information & deployments -Sign IN and OUT of Radio Station Assignment

21. 06/04/09 21 Other forms of Communication Are used by the EOC

22. 06/04/09 22 Communications The Multi-Set Internal Memo Originator: - Include the Date -Recommended: -Include Time (24hr clock)‏ - Remove Yellow Follow-up Copy from the set Addressee: (Reply)‏ - Include the Date and time - Return the Pink Copy to the Originator - Keep the White Copy

23. 06/04/09 23 Communications: E-mail Recommended: Use whenever available for RoutineMessagesRecommended: Click “Reply” each time to maintain a complete record of the resolution of the original message

24. 06/04/09 24 Communications Facsimile (Fax)‏ Recommended: Use to send “exact” copies quickly, Recipient on hand waiting, or to be retrieved later Recommended: Alternate method for transmitting non-urgent messages to be left for later retrieval

25. 06/04/09 25 Via PEP Victoria Packet Network Communications: Packet Radio Recommended: Alternate route for messages between EOCs, Regional PREOCS and PEP HQ Recommended: For lengthy Welfare traffic, such traffic, such As Evacuee Registration Lists and Reports

26. 06/04/09 26 Amateur Stations running APRS-GPS Maps Systems Good for Tactical Messages between Amateur Radio Stations

27. 06/04/09 27 “PLAN”Anticipate What can Happen“PRACTICE” Test, Revise, Test Again “PREPARE” People, Equipment, & Procedures in place

28. 06/04/09 28 Amateur Radio Operators - Partners in Serving the Community Norm Barton ve7bzc@rac.ca www.cordeoc.ca