COMMUNICATIONS MANUAL CHAPTER 9, ADDENDUM 1 September 30, 2008 1. INTRODUCTION 1.1 The Department has developed a handie-talkie recorder system to record handie-talkie communications at Fire Department operations. 1.2 Each battalion vehicle is outfitted with a handie-talkie recorder. A companion computer workstation is located in the battalion office. Recordings from this system will be available to Chief and Company Officers for review of operations to which they responded. 2. EQUIPMENT 2.1 The main electronics unit is located in the rear portion of each battalion vehicle. There are eight separate radios connected to a digital communications recorder housed in a large rugged grey enclosed steel box. It does not require attention by FDNY personnel during normal use and operation. 2.2 An electronic status panel is located in the center console of the battalion vehicle. It is a small panel containing a two-line LCD display, and a fault-indicating red LED. This panel is designed to provide information about the system s operational status. It does not require any active involvement beyond observation. 2.3 The final part of the Battalion Recorder system is the computer workstation located in the battalion office. This computer is designed to run continuously. The computer workstation and the handie-talkie recorder system in the battalion vehicle employ wireless LAN technology. This technology transfers data from the vehicle to the workstation only when the battalion vehicle returns to its own quarters. 3. OPERATION 3.1 The recorder in the battalion vehicle becomes operational shortly after the vehicle is started. It is necessary to observe the LCD display located in the center console to ensure the unit is operational. If one of the following messages appears on the LCD screen, notify AAT Communications at (718) 605-2700 upon return to quarters: START UP FAILURE LOW BUFFER MEMORY FULL OVERWRITING 1
3.2 The handie-talkie recorder system will simultaneously record handie-talkie transmissions on all channels except channel 9 in Zone A on both models (I and III) of the XTS3500R handie-talkies. 3.3 The recorders do not record transmissions to or from the borough dispatcher. 3.4 All battalion vehicles must remain on with the motor running at the scene of fire and emergency operations, regardless of their order of arrival or level of alarm. This procedure is necessary to ensure all handie-talkie communications are preserved. If the vehicle is to be left unattended, it shall be secured as outline in section 7 of this bulletin. 3.5 The ignition of the battalion vehicle shall be shut off on return to quarters. The handietalkie recorder system will remain on to wirelessly transfer data to the computer workstation in the battalion office for a maximum of 25 minutes and then turn off. 3.6 Battalion vehicles fitted with a shore power connection must be plugged in upon return to quarters to avoid battery failure. 4. SYSTEM TEST 4.1 An operational test of the system shall be performed at the start of each tour and when the apparatus has been placed back in service after repairs or PMP. 4.2 When a battalion vehicle is returned to service, a functional test of the system can be performed at the same time notification is made to Starfire to register the MDT terminal. 4.3 The test is performed by starting the apparatus and allowing the recorder to boot up. When the display message reads SYSTEM READY, depress the handie-talkie button. The transmission should register on the LCD screen. Normal operation is indicated when a receiver number lights up corresponding with the channel set on the handie-talkie. The letter R will appear next to the number indicating that recording is taking place on the selected channel. 4.4 The first three receivers, 1, 2 and 3, are dedicated to HT 1 Tactical, HT 2 Command, and HT 3 Tactical. The remaining receivers scan multiple frequencies associated with the other channels. 5. BATTALION VEHICLE PLACED OUT OF SERVICE 5.1 Whenever a battalion vehicle is placed out of service for any reason, the Battalion Chief shall notify AAT Communications (AAT) by phone at (718) 605-2700 or email support4fdny@aatcomm.com. Telephone is the preferred method of contact. 2
5.2 During the hours of 0830 to 1700, this service hotline is answered by AAT employees. 5.3 After hours, Saturdays, Sundays and holidays, this number is answered by a Telephone Answering Service (TAS) under contract with AAT. 6. SYSTEM MALFUNCTIONS 6.1 Should a system malfunction be detected, the following procedures apply: The Battalion Chief shall call AAT Communications at (718) 605-2700 and provide the following information: State that this is an FDNY emergency service request. State the name of the person calling. Provide a contact number. Provide location where the outage has occurred. The nature of the service outage. 6.2 Diagnostic Testing and Repair (Remote and On-Site) Within 1 hour of notification, an AAT technician will conduct remote diagnostic testing and if possible, repair of the system. The technician may request that the vehicle be turned on for a reasonable period of time to run a complete diagnostic test of the system. If AAT fails to correct the problem using remote diagnostics, AAT will respond to the site, as follows: Severe failure - within 2 hours of notification. Non-severe failure - the same day during business hours for notification made prior to 14:00 hours, and after 14:00 hours, the next business day. 6.3 Call Back Under ordinary circumstances, the on duty AAT technician will call back within 30 minutes of the notification. An AAT technician may request the battalion vehicle return to quarters to service the system. The Battalion shall accommodate the technician s request whenever possible, but the decision to return to quarters rests with the Battalion Chief in consultation with the borough dispatcher. An AAT technician will supply a call back phone number that the Battalion can use to notify the technician of their availability to return to quarters. Note: Recorder problems have occurred when battalion vehicle batteries have failed. Anytime vehicle batteries fail, a functional test of the system should be performed. 3
7. SECURING THE BATTALION VEHICLE 7.1 Some vehicles are equipped with numerical key pads, located on the driver side door that can be used to lock the vehicle. Vehicles equipped with this systems, have been programmed using the battalion prefix 04 and the battalion number as the security code. For example: Battalion 2 entry code 04002 Battalion 45 entry code 04045 7.2 All battalion vehicles are equipped with a Secure Idle System. This system was installed to provide a means of securing the vehicle with the motor running. Battalion vehicles must be left running at fire and emergency operations to ensure Battalion Recorders continue to function for the duration of the incident. Whenever the vehicle is left unattended at fire and emergency operations, the Secure Idle System shall be engaged. 7.3 There are several variations to the procedures used to activate the Secure Idle System based on model year. 7.4 FIRE BATTALION EXCURSIONS, EARLY MODEL YEAR 2003 7.4.1 These vehicles have been outfitted with an ignition security system. To activate the system: 1. Start engine 2. Apply parking brake 3. Located on the left side of the dashboard next to the hours meter is a small black box with a momentary toggle switch. Flip the switch to the up position until red light comes on. 4. Remove ignition key 7.4.2 To deactivate the ignition security system: 1. Insert the ignition key into the ignition and turn the key to the run position 2. Release the parking brake Note: If the parking brake is released before the key is inserted, the engine and accessories will cut off. The only way to restart the engine is with the key. Any questions call the Chief s car section at 718-571-7254. 4
7.5 FIRE BATTALION EXCURSIONS, LATE MODEL YEAR 2003 7.5.1 These vehicles have been outfitted with an ignition security system. To activate the system: 1. Start engine 2. Apply parking brake 3. Located on the left side of the dashboard next to the hours meter is a small red button, press the button two times within two seconds. The light will stay on. 4. Remove ignition key. 7.5.2 To deactivate the ignition security system: 1. Insert ignition key and turn to the run position. 2. Release the parking brake. Note: If the parking brake is release before the key is inserted, the engine and accessories will cut off. The only way to restart the engine is with the key. Any questions call the Chief s car section at 718-571-7254. 7.6 FIRE BATTALION EXCURSIONS, MODEL YEAR 2004, 2005 7.6.1 These vehicles have been outfitted with an ignition security system. To activate the system: 1. Start engine 2. Apply parking brake 3. Located on the left side of the dashboard next to the hours meter is a small red button, press the button. The light will stay on. 4. Remove ignition key. 7.6.2 To deactivate the ignition security system: 1. Insert ignition key and turn to the run position. 2. Release the parking brake. Note: If the parking brake is release before the key is inserted, the engine and accessories will cut off. The only way to restart the engine is with the key. Any questions call the Chief s car section at 718-571-7254 8. REQUEST FOR RECORDINGS 8.1 Officers requesting handie-talkie recording shall complete the Handie-Talkie Recording Request Form and fax it directly to the Handie-Talkie Recording Unit at (212) 360-4519. The original Request Form shall then be forwarded through the chain of command to the Borough Commander. The Handie-Talkie Recording Unit will review the request and contact Safety Command if there are special circumstances surrounding the request. 8.2 Company Officers can request a recording of handie-talkie transmissions on the Primary and Secondary Tactical channels. Chief Officers can request a recording of handie-talkie transmissions on any of the available channels. 5
8.3 It would be unusual for an Officer to request recordings for an incident at which that Officer s unit did not operate. Any such request will be considered by the Bureau of Operations, but will be granted only if there are valid reasons justifying such request. 8.4 Recordings of handie-talkie transmissions provide the opportunity to critique fire ground communication. These recordings are an excellent training tool and can used to correct and improve fireground communications. Recordings can only be obtained if a battalion vehicle was on the scene of the incident. 8.5 Some of the factors effecting handie-talkie recorders include, but are not limited to: building construction topography location of vehicle interference from simultaneous handie-talkie transmissions on the same channel 8.6 Handie-talkie recordings may not provide a complete representation of operations as many factors influence fireground communication. Face to face communication, non-verbal communication and communication with the borough dispatcher will not be captured by battalion recorders. 8.7 Recordings are the property of the Department and are only to be used for Department business. Use of these recordings for non-departmental business is prohibited. They shall be kept in a designated secure location in the company office when not in use. Requests for recordings of incidents involving serious injuries, fatalities or high profile incidents will be made available only at the direction of the Chief of Operations. 6
HANDIE-TALKIE RECORDING REQUEST FAX TO: (212) 360-4519 Handie-Talkie Recorder Unit FROM: DATE: (RANK) (NAME) (UNIT) SUBJECT: Request for Handie Talkie Transmissions Recording Date of Incident: Borough of Incident: Box Number: Time Box Initially Transmitted: First Battalion at Incident: Check Channel(s) Requested: Primary Tactical Secondary Tactical Command Other Reason for Request: Type of Media: CD Cassette Tape Additional Information: Examined and Forwarded: Battalion Chief Batt. Date Deputy Chief Div. Date Borough Commander Date 7