Formal Traffic

1. Formal Traffic Getting Written Messages Through Developed by Bryce Rumery, K1GAX Maine ARES Section Emergency Coordinator

2. Formal Traffic • Two types of messages (traffic) • Formal • Written Traffic • On behalf of a served agency • Reply expected • Informal • Initiated by you • May be verbal or written • No response or reply expected

3. Formal Traffic In this presentation, we will address formal (written) traffic.

4. Formal Traffic • Transmit formal traffic exactlyas written • Change nothing • When you receive a message from a served agency, read it • If you cannot read it, get clarification • Log all formal traffic (ICS Form 309 recommended) • Received • Transmitted

5. Formal Traffic • Elements of formal traffic • Who is requesting what and from whom? • What is the requesters full name/title/agency & location? • What is the recipients full name/title/agency & location? • What are they requesting and how many do they want/need? • Is it a list or single item? • If it's a list, do all items come from the same place? • If multiple sources then multiple messages. • Is the subject the transportation of an item, or the acquisition of that item, or both? • Where will it come from (not always the same as the location of the person receiving the request)? • Where will it go to (not always the same as the location of the person requesting the item(s))? • When is it needed? • Time/date as applicable

6. Formal Traffic • In Emergency communications it is important to say as little as possible, yet convey all of the meaning • Brevity and Clarity • Slow Down • Do not editorialize • Listen • Plain Language • Standard ITU Phonetics • Numbers

7. Formal Traffic • Use the appropriate message form • If going between the same served agency, use their message form • If going to another agency, perhaps use an amateur radio format such as the ARRL Radiogram • If going between states, perhaps use an amateur radio format such as the ARRL Radiogram • No need to translate between message forms if it’s not appropriate

8. Formal Traffic Sending a message on phone In sending a message on phone, you don’t readit, you sendit. In reading, one tries to get expression into his or her voice. In sending, expression is far less important than articulation. The message should almost be sent in a monotone, without rising and falling inflections but with very careful articulation. The aim, don’t forget, is copynot comprehension. Therefore, read one word or group at a time, each one carefully articulated, at a speed slow enough to be written comfortably. Difficult or unusual words should be spelled out (phonetically, if necessary). In spelling out a word phonetically, use the ITU Phonetic Alphabet rather than made up words for phonetics. A wise tip in spelling out a word is to first pronounce the word, follow it with the words “I spell” and spell out the word phonetically (for example: “ ITU, I spell, INDIA, TANGO, UNIFORM”).

9. Formal Traffic Sending a message on phone (continued) For a number (or groups of numbers) proceed the number or group of numbers with the word “figures” (for example: “figures WUN, TWO, THA-REE”). Remember , avoid using the term “common spelling” as many words in the English language have several “common spellings”. If there is any doubt, spell it out. CW and Q-signals are not to be used in phone traffic handling. Separate the parts of the ARRL Radiogram message by the proword “break” – that is, after the address and before the signature. After saying the proword break, unkey your microphone to see if the receiving station requires any fills. When the signature is completed, say “end of message” and follow this with “no more” if this is the only or last message you have for this station, or “more” if you have additional.

10. Formal Traffic • There are five basic message forms we deal with • ARRL Radiogram • ICS Form 213 (ICS Message Form) • ARC Form 4612 (Red Cross Message Form) • ARC Form 2079I (Red Cross Disaster Welfare Inquiry) • MHA Assessment Form (Maine Hospital Association Assessment Form) These message forms are available on the Maine ARES Web site (http://www.maineares.org)

11. Formal Traffic • The ARRL Radiogram • Most commonly used in Amateur Radio message handling • Possibly the most difficult to understand • Most complex • Must be used when formal traffic is introduced into the National Traffic System • When messages are sent from one state to another • Usually made out by the attending ARO from a message request from a served agency

12. Formal Traffic • ICS Form 213 • Commonly used in disasters handled by the Incident Command System • Very straight forward • Made out by the originator of the message

13. Formal Traffic • ARC Form 4612 • The American Red Cross Official Message Form • Very Straight Forward • Made out by the originator of the message

14. Formal Traffic • ARC Form 2079I • American Red Cross Disaster Welfare Inquiry • Fairly Straight Forward • Made out by a Red Cross Client and Red Cross Disaster Workers

15. Formal Traffic • The MHA Assessment Form • Used by hospitals in Maine during Y2K • May be used again in a widespread disaster • Fairly straight forward • Primarily made out by the originator of the message

16. Formal Traffic The ARRL Radiogram

17. Formal Traffic • The ARRL Radiogram has 5 parts • Preamble • Message details and instructions • Addressee • Name, address and phone number of recipient • Text • The message itself • Signature • Signature (and other information) of sender • Administrative • Message tracking information

18. Preamble Addressee Text Signature Administrative

19. Formal Traffic ARRL Radiogram Preamble MESSAGE NUMBER (Mandatory) This can be any number the originating station chooses. Most start with 1 the first of each year. Once a message is numbered, that same number remains with the message until delivered. Example: Number 1

20. Formal Traffic ARRL Radiogram Preamble PRECEDENCE (Mandatory) The Precedence of the Message determines what order the messages will be handled. Most of the time all messages are handled on every net session. The following four precedences are used in ascending order of priority: ROUTINE (R on CW) 99.99% of all messages have this precedence. These messages will be handled last. WELFARE (W on CW) This message is either an inquiry to the health and welfare of an individual in a disaster area or a report of the health and welfare of an individual. These messages will be handled before ROUTINE traffic. PRIORITY (P on CW) These are messages have specific time limits. They are also for Official messages, not covered in the EMERGENCY category. This traffic will be handled before WELFARE or ROUTINE. EMERGENCY (EMERGENCY on CW) Any message having life and death urgency to any person or group of persons, which is transmitted by Amateur Radio in the absence of regular communication facilities. When in doubt, do NOT use this precedence. This traffic will be handle first and immediately. Example: Number 1 Routine

21. Formal Traffic ARRL Radiogram Preamble HANDLING INSTRUCTIONS (Optional) Handling Instructions are sometimes used to tell the various stations along the way, what the desires of the originating station are. If not needed, it is best not to use. On phone: the sending station would say, "HANDLING INSTRUCTIONS n", n explained below. On CW: Send HXn. HXA (Followed by a number) Collect landline delivery authorized by the by addressee within ... miles. (If no number, authorization is unlimited). HXB (Followed by a number) Cancel message if not delivered within ... hours of filing time ; service originating station. HXC Report the time and date of delivery to originating station. HXD Report to the originating station the identity of the station from which you received, plus time and date. Report the identity of the station to which it was relayed, plus time and date, or if delivered report time and date of delivery. HXE Delivering station get a reply from the addressee, and originate a message back. HXF (Followed by number) Hold delivery until ... (date). HXG Delivery by mail or landline toll call not required. If toll or other expense involved, cancel message and service originating station. Example: Number 1 Routine HXG

22. Formal Traffic ARRL Radiogram Preamble STATION OF ORIGIN (Mandatory) This is the call sign of the Amateur Radio Station generating (originating) this message. This call sign, along with the message number, serve as the "serial number" of this message. Any future reference to this message would be: "Number nn of CALL nn4nnn". Example: Number 1 Routine HXG K4IWW

23. Formal Traffic ARRL Radiogram Preamble CHECK (Mandatory) This is a count of the number of words used in the TEXT (only) of the message. Words in the address or signature are NOT counted. Groups of figures, letters, combinations of figures and letters, and "X" are counted as words. This is the method that Amateurs use to make sure that the TEXT was received without error. Both the sender and receiver should end up with the same word count (CHECK). Example: Number 1 Routine HXG K4IWW 12

24. Formal Traffic ARRL Radiogram Preamble PLACE OF ORIGIN (Mandatory) This field is the City and State of either the Station of Origin or the person in the Signature. In most cases, this will be the same place. Example: Number 1 Routine HXG K4IWW 12 CARY NC

25. Formal Traffic ARRL Radiogram Preamble TIME FILED (Optional) The time the message was originated. You may either use UTC or Local time. Examples: 1615Z or 1115 EST. Most messages do NOT use this field. It is only useful if the message has a short time value. Useful for Emergency and Priority messages. Example: Number 1 Routine HXG K4IWW 12 CARY NC 1615Z

26. Formal Traffic ARRL Radiogram Preamble DATE (Mandatory) This is the date the message was originated. In Amateur Radio, we use month and day. The year is NOT used. If the message is over a year old, it should be sent to the circular file. Example: Number 1 Routine HXG K4IWW 12 CARY NC 1615Z DEC 20

27. Formal Traffic ARRL Radiogram Addressee ADDRESSEE (Mandatory) The name(s) and address of the person to which this message is going. It looks like the address on an envelope used in snail mail. Include a phone number, if you have it. The more information here, the easier the delivery will be. Example: JOHN Q PUBLIC 1234 MAPLE AVE ANYTOWN NC 27000 919 555 1234

28. Formal Traffic ARRL Radiogram Text TEXT (Mandatory) Finally! This is the message you are sending for the signature person to the addressee. It should be short (usually less than 25 words) and in telegram style. No punctuation is used. The letter "X" is used (similar to STOP in telegrams) to end one idea and start another. Many messages do not even have an "X" in them. Example TEXT: ARRIVE 7PM DEC 24 X LOOKING FORWARD TO SEEING YOU X LOVE The above TEXT has a count of 12. So the CHECK is 12. As Amateur Radio is non-commercial, the TEXT should have no commercial value. Each Radio Amateur is the judge of what is commercial and what is not.

29. Formal Traffic ARRL Radiogram Signature SIGNATURE (Mandatory) (Placed below the Text of the message) This is the name if the person sending the message. It may be the name or call of the originating station. However, it is usually the name of a "third party", for whom the originating station is generating the message. The signature is not counted in the Check of the message. It is wise in emergency communications traffic to also include the title of the person “signing” the message.

30. Formal Traffic ARRL Radiogram Administrative RECEIVED (Optional) This is for the handling station to write down whom they received the message from. This field is only for the book keeping of the handling station. It is wise to use this section if handling Emergency or Priority Traffic.

31. Formal Traffic ARRL Radiogram Administrative SENT (Optional) This is for the handling station to write down whom they sent the message to. This field is only for the book keeping of the handling station. It is wise to use this section if handling Emergency or Priority Traffic.

32. The Finished Product 1 Routine G K4IWW 12 Cary NC 1615Z Dec 20 John Q Public 1234 Maple Ave Anytown NC 27000 919 555 1234 Break Arrive 7PM December 24 X seeing Looking forward to you X Love Break Betty M Public K4IWW W4ABC Dec 20 1625Z Dec 20 1700Z

33. Formal Traffic The ICS Form 213

34. Formal Traffic • The ICS Form 213 has three parts • Header • Message • Reply

35. Formal Traffic • All parts of the ICS Form 213 must be filled in appropriately • Do not accept the message partially filled in • One exception is the name of the person the message is being sent to • The ICS position is more important than the name as the person may actually change during an incident

37. Formal Traffic ICS-213 Header Information to be filled in by the originator Please note: Names are not as important as the ICS Position (The names may change)

38. Formal Traffic ICS-213 Message Filled in by the originator

39. Formal Traffic ICS-213 Reply Filled in by the person making the reply (May not be the person the message was sent to)

40. Formal Traffic The ARC Form 4612

42. Formal Traffic • The ARC Form 4612 is perhaps the simplest of all message forms • All blocks will be filled in by the originator • All blocks must be filled in by the originator • A reply, if required, will be done on another message form • We must be able to read it to send it • All we do is send (or receive) it

43. Must be filled in by the originator Must be filled in by the originator Must be filled in by the originator Message goes here

44. Formal Traffic The ARC Form 2079I

45. Formal Traffic • The ARC Form 2079I has three parts • Client Information • Family Contact Information • Client Release to Contact Family • Is filled out by the Red Cross Client and Red Cross workers • By agreement between the ARRL and the American Red Cross, may be introduced into the NTS in its original format

47. Formal Traffic ARC Form 2079I Client Information The date of the information Name of Client The Client’s Pre-Disaster Address Where the client is living now Pre-Disaster Phone Current Phone Number All information filled out by the client and Red Cross Disaster Worker

48. Formal Traffic ARC Form 2079I Family Contact Information Family Members Name Relationship to the Client Family Members Address Family Members E-Mail Address Family Members Phone Client’s message to family member All Information to be filled out by the client and Red Cross Disaster Worker

49. Formal Traffic ARC Form 2079I Client Release to Contact Family Client’s Signature Date Signed Printed Name of Client Red Cross Disaster Workers Name Red Cross Disaster Workers Function All information to be filled out by the client and Red Cross Disaster worker

50. Formal Traffic MHA Assessment Form