Message Traffic Handling – A Brief Overview

1. Message Traffic Handling – A Brief Overview Marty Woll N6VI Copyright 2009 N6VI

2. Informal vs. Formal Messages Informal messages are best when- Immediate action is required, or- Contents are simple and non-critical Informal messages are usually delivered (oral or written) from author to recipient

3. Informal vs. Formal Messages Formal messages are preferred when- Contents are critical or detailed, or- Message will be relayed through other stations Receiving station will typically handle formal messages more carefully (accuracy, etc.) The header helps keep track of the message

4. The Message is Paramount! Accuracy trumps speed Errors can have serious consequences Getting the message through is what we do!

5. Original Message sent by Station 1: “Please log all contacts with amateurs working with other agencies” As Relayed by Station 2: “Be sure to record any contacts with hams at other agencies using Form ICS-213.” As read back by Station 3: “Record all contacts using ICS-213” Station 2 acknowledged, “OK, you got it”

6. Sound like a game of “Telephone”? How could this warping of the original message have been avoided?

7. Formal : Formatting is Key • Radiogram format predates radio • Landline telegraphers - Western Union • Format survives for a reason: • IT WORKS!

8. Standard Radiogram Number Precedence HX Station of origin Check Place of origin Time filed Date To: Telephone: Received at Station_________ Phone__________________ Name__________________________________ Address________________________________ From Date Time To Date Time Rcvd Sent

9. Preamble helps the handlers • Number • Precedence • Handling instructions (optional) • Station of origin • Check (word count) (ARL xx) • Place of Origin • Time filed (optional) • Date filed

10. Message Number Sequential; may restart each incident, each month, each year, etc. Specific to originating station Helps identify which message is being referred to

11. Precedence (high to low) Emergency Priority Welfare Routine Determines which messages get handled first

12. Handling Instructions (optional) HXB: Cancel if undeliverable within XX hours;service originating station HXC: Report date & time of delivery to originating station HXE: Delivering station get reply from addressee and originate new message back (to originating station)

13. Station of origin Which Amateur Radio station first handled the message? Requires an Amateur Callsign

14. Check Word count in body of message Helps spot copying errors Promotes discipline and accuracy

15. Place, Time and Date Place of origin is not necessarily where originating station is located Time filed is optional; UTC vs. Local Time Date filed – be consistent (UTC vs. Local)

16. Addressee Full name Title or position, if applicable Physical address Telephone number e-mail address, if applicable The more ways to reach addressee, the more likely the message delivery

17. Text: Keep it Short! • Short messages save comm resources • Short messages are less likely to be “mangled” • Short messages save the addressee time • Short messages get attention

18. First Exercise You are at the message intake “Desk”. Turn the following requested message into suitable radiogram text.

19. How would you word this message? “We’re expecting a large influx of clients later this afternoon, so you’d better send another 150 shelter kits over here as soon as possible. I’ll be in a real pinch if we don’t get them by 4:00 this afternoon.” (signed) Park Shelter Manager

20. Text: Short Messages Are Effective (Red Cross Manager) SEND SHELTER KITS FOR 150 TO PARK SHELTER BY 1600 (Incident Commander) NEED FIELD HOSPITAL AND TEAM FOR 1000 CASUALTIES (Medical Officer) SEND SIX 10ML VIALS OF REGULAR HUMULIN TO FIELD HOSPITAL AT BEAVER HOLLOW SHELTER ASAP

21. Text: Short Messages Are Effective (IC Operations): NEED TWO TYPE TWO CREWS ON NORTH FLANK ASAP X ACCESS VIA RED ROCK RD REQUEST WATER TENDER TO CAMP SIX STAGING AREA The Desk function plays an important role in making originated messages efficient

22. ARRL Numbered Radiograms Standard message segments encoded as one or two numbers (e.g., ARL SIX)- Some require blanks to be filled in Counts as 2 or 3 words in text Add “ARL before the Check number to alert receiving operator that text includes one or more numbered radiogram segments

23. Compare these two versions: ARL THREE VALLEY PRESBYTERIAN X ARL SIX (word count = 7) Am in Valley Presbyterian Hospitalreceiving excellent care and recovering fine X Will contact you as soon as possible. (word count = 19)

24. Authenticate All Messages Agency officials supply the content Official messages should be written & signed Including originator’s contact information lets possible reply come via a different station

25. Sending ‘PhoneTraffic (1) If it’s not part of the message, don’t say it Spell out (denoting with “I spell”) only -Unusual words or homonyms - Letter groups or mixed groups “Numerals” denotes a number groupFor decimal point, say “Decimal” (“R” on cw) Don’t include punctuation marks (e.g., period)“X-ray” denotes a break, if needed“Query” is used at end of a questionSpell out others (e.g., “Dash”, “Slash”)

26. Sending ‘PhoneTraffic (2) - Other than starting with “number”, do not read header labels; read only content - Short pause (optional) before address - After addressee info, say “Break” - Read text at speed you could write it - After text, say “Break” - Read signature, then say “End” - Say “More” (if more messages for this station), or “No More” (if no more messages) - Clear with your FCC callsign

27. Getting and giving fills - Ask for “Word before”, “Word after” or “Words between” if you missed some - Give only what was requested - If check (word count) does not agree, ask for quick re-read • No need to read back message - if you got it, you got it (“Roger”) - If you didn’t, ask for fills

28. Second Exercise • Create a short message with header, address, text and signature • Instructor will pair up senders and receivers • Sender calls the receiver and they pass the message

29. Deliver the message - By telephone, by runner or in person(esp. if confirmation or reply needed) - By mail (if not time-sensitive) • E-mail is less desirable(you can’t tell whether recipient got it) Or relay to a ham near its destination

30. Traffic “Don’t’s” Do not edit or “fix” approved text Do not create your own disaster traffic Avoid confidential message content - No death notifications - No names of shelter occupants Amateur transmissions are not secure Don’t spread rumors or talk to press

31. Building your messaging skills Practice! Practice! Practice! Listen to traffic nets and copy messages Copy callsigns in DX or contest pile-ups Keep your own net check-in log Shorten news articles & other text Become a Net Control operator(helps reduce saying unneeded words) Monitor LAFD & Air Traffic Control freqs Enter radio contests (a great skill-builder!)

32. Resources ARRL: Operating Manual. Chapter 5 Public Service Communications Manual ARES Manual ARRL.ORG Web site EMCOMM.ORG Web site Emcomm Monthly (free e-subscription)