Message Traffic Handling – Message Traffic Handling – A Brief OverviewA Brief Overview

Marty Woll N6VIMarty Woll N6VI

Copyright 2009 N6VI

Informal vs. Formal MessagesInformal vs. Formal Messages

Informal messages are best whenInformal messages are best when- Immediate action is required, or- Immediate action is required, or- Contents are simple and non-critical- Contents are simple and non-critical

Informal messages are usually delivered Informal messages are usually delivered (oral or written) from author to recipient(oral or written) from author to recipient

Informal vs. Formal MessagesInformal vs. Formal Messages

Formal messages are preferred whenFormal messages are preferred when- Contents are critical or detailed, or- Contents are critical or detailed, or- Message will be relayed- Message will be relayed

through other stationsthrough other stations

Receiving station will typically handle formal Receiving station will typically handle formal messages more carefully (accuracy, etc.)messages more carefully (accuracy, etc.)

The header helps keep track of the messageThe header helps keep track of the message

The Message is Paramount!The Message is Paramount!

Accuracy trumps speedAccuracy trumps speed

Errors can have serious consequencesErrors can have serious consequences

Getting the message throughGetting the message through is what we do!is what we do!

Original Message sent by Station 1:Original Message sent by Station 1:““Please log all contacts with amateurs Please log all contacts with amateurs

working with other agencies”working with other agencies”

As Relayed by Station 2:As Relayed by Station 2:““Be sure to record any contacts with hams at Be sure to record any contacts with hams at

other agencies using Form ICS-213.”other agencies using Form ICS-213.”

As read back by Station 3:As read back by Station 3:““Record all contacts using ICS-213”Record all contacts using ICS-213”

Station 2 acknowledged, “OK, you got it”Station 2 acknowledged, “OK, you got it”

Sound like a game of “Telephone”?Sound like a game of “Telephone”?

How could this warping of the original How could this warping of the original message have been avoided?message have been avoided?

Formal : Formatting is KeyFormal : Formatting is Key

Radiogram format predates radioRadiogram format predates radio

Landline telegraphers - Western UnionLandline telegraphers - Western Union

Format survives for a reason:Format survives for a reason:

IT WORKS!IT WORKS!

Number

Precedence

CheckStation of origin

HX Place of origin

Time filed

Date

Standard Radiogram

To:

Telephone:

Received at

Station_________ Phone__________________

Name__________________________________

Address________________________________

From Date Time To Date TimeRcvd Sent

Preamble helps the handlersPreamble helps the handlers

NumberNumber PrecedencePrecedence Handling instructions (optional)Handling instructions (optional) Station of originStation of origin Check (word count) (ARL xx)Check (word count) (ARL xx) Place of OriginPlace of Origin Time filed (optional)Time filed (optional) Date filedDate filed

Message NumberMessage Number

Sequential; may restart each incident, Sequential; may restart each incident, each month, each year, etc.each month, each year, etc.

Specific to originating stationSpecific to originating station

Helps identify which message is being Helps identify which message is being referred toreferred to

Precedence (high to low)Precedence (high to low)

EmergencyEmergency

PriorityPriority

WelfareWelfare

RoutineRoutine

Determines which messages get handledDetermines which messages get handled first

Handling Instructions (optional)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)

Station of originStation of origin

Which Amateur Radio station first Which Amateur Radio station first handled the message?handled the message?

Requires an Amateur CallsignRequires an Amateur Callsign

CheckCheck

Word count in body of messageWord count in body of message

Helps spot copying errorsHelps spot copying errors

Promotes discipline and accuracyPromotes discipline and accuracy

Place, Time and DatePlace, Time and Date

Place of origin is not necessarily where Place of origin is not necessarily where originating station is locatedoriginating station is located

Time filed is optional; UTC vs. Local TimeTime filed is optional; UTC vs. Local Time

Date filed – be consistent (UTC vs. Local)Date filed – be consistent (UTC vs. Local)

AddresseeAddresseeFull nameFull nameTitle or position, if applicableTitle or position, if applicablePhysical addressPhysical addressTelephone numberTelephone numbere-mail address, if applicablee-mail address, if applicable

The more ways to reach addressee, the The more ways to reach addressee, the more likely the message deliverymore likely the message delivery

Text: Keep it Short!Text: Keep it Short!

Short messages save comm resourcesShort messages save comm resources

Short messages are less likely to be Short messages are less likely to be “mangled”“mangled”

Short messages save the addressee Short messages save the addressee timetime

Short messages get attentionShort messages get attention

First ExerciseFirst Exercise

You are at the message intake “Desk”.You are at the message intake “Desk”.

Turn the following requested message Turn the following requested message into suitable radiogram text.into suitable radiogram text.

How would you word this messageHow would you word this message??

““We’re expecting a large influx of We’re expecting a large influx of clients later this afternoon, so you’d clients later this afternoon, so you’d better send another 150 shelter kits better send another 150 shelter kits over here as soon as possible. I’ll be over here as soon as possible. I’ll be in a real pinch if we don’t get them in a real pinch if we don’t get them by 4:00 this afternoon.”by 4:00 this afternoon.”

(signed) Park Shelter Manager(signed) Park Shelter Manager

Text: Short Messages Are EffectiveText: Short Messages Are Effective

(Red Cross Manager)(Red Cross Manager) SEND SHELTER KITS FOR 150SEND SHELTER KITS FOR 150TO PARK SHELTER BY 1600TO PARK SHELTER BY 1600

(Incident Commander)(Incident Commander) NEED FIELD HOSPITAL AND TEAMNEED FIELD HOSPITAL AND TEAM

FOR 1000 CASUALTIESFOR 1000 CASUALTIES

(Medical Officer)(Medical Officer)SEND SIX 10ML VIALS OFSEND SIX 10ML VIALS OF REGULAR HUMULIN TO FIELD HOSPITALREGULAR HUMULIN TO FIELD HOSPITAL AT BEAVER HOLLOW SHELTER ASAPAT BEAVER HOLLOW SHELTER ASAP

Text: Short Messages Are EffectiveText: Short Messages Are Effective

(IC Operations):(IC Operations): NEED TWO TYPE TWO CREWSNEED TWO TYPE TWO CREWSON NORTH FLANK ASAP XON NORTH FLANK ASAP X

ACCESS VIA RED ROCK RDACCESS VIA RED ROCK RD

REQUEST WATER TENDER TO CAMPREQUEST WATER TENDER TO CAMP SIX STAGING AREASIX STAGING AREA

The The Desk functionDesk function plays an important role in plays an important role inmaking originated messages efficientmaking originated messages efficient

ARRL Numbered RadiogramsARRL Numbered Radiograms

Standard message segments encoded as one or Standard message segments encoded as one or two numbers (e.g., ARL SIX)two numbers (e.g., ARL SIX)- Some require blanks to be filled in- Some require blanks to be filled in

Counts as 2 or 3 words in textCounts as 2 or 3 words in text

Add “ARL before the Check number to alert Add “ARL before the Check number to alert receiving operator that text includes one or more receiving operator that text includes one or more numbered radiogram segmentsnumbered radiogram segments

Compare these two versions:Compare these two versions:

ARL THREE VALLEY PRESBYTERIAN XARL THREE VALLEY PRESBYTERIAN X

ARL SIXARL SIX (word count = 7)(word count = 7)

Am in Valley Presbyterian HospitalAm in Valley Presbyterian Hospitalreceiving excellent care and recovering receiving excellent care and recovering fine X Will contact you fine X Will contact you as soon as possible.as soon as possible. (word count = (word count = 19)19)

Authenticate All MessagesAuthenticate All Messages

Agency officials supply the contentAgency officials supply the content

Official messages should be written & Official messages should be written & signedsigned

Including originator’s contact information lets Including originator’s contact information lets possible reply come via a different stationpossible reply come via a different station

Sending ‘PhoneTraffic (1)Sending ‘PhoneTraffic (1)

If it’s not part of the message, don’t say itIf it’s not part of the message, don’t say itSpell out (denoting with “I spell”) onlySpell out (denoting with “I spell”) only -Unusual words or homonyms-Unusual words or homonyms - Letter groups or mixed groups- Letter groups or mixed groups““Numerals” denotes a number groupNumerals” denotes a number group

For decimal point, say “Decimal” (“R” on cw)For decimal point, say “Decimal” (“R” on cw)Don’t include punctuation marks (e.g., period)Don’t include punctuation marks (e.g., period)

“X-ray” denotes a break, if needed“X-ray” denotes a break, if needed“Query” is used at end of a question“Query” is used at end of a questionSpell out others (e.g., “Dash”, “Slash”)Spell out others (e.g., “Dash”, “Slash”)

Sending ‘PhoneTraffic (2)Sending ‘PhoneTraffic (2)- Other than starting with “number”, do not read - Other than starting with “number”, do not read

header labels; read only contentheader labels; read only content- Short pause (optional) before address- Short pause (optional) before address- After addressee info, say “Break”- After addressee info, say “Break”- Read text at speed you could write it- Read text at speed you could write it- After text, say “Break”- After text, say “Break”- Read signature, then say “End”- Read signature, then say “End”- Say “More” (if more messages for this station), - Say “More” (if more messages for this station),

or “No More” (if no more messages) or “No More” (if no more messages) - Clear with your FCC callsign - Clear with your FCC callsign

Getting and giving fillsGetting and giving fills

- Ask for “Word before”, “Word after” or - Ask for “Word before”, “Word after” or “Words between” if you missed some“Words between” if you missed some

- Give only what was requested- Give only what was requested

- If check (word count) does not agree, - If check (word count) does not agree, ask for quick re-readask for quick re-read

- No need to read back messageNo need to read back message- if you got it, you got it (“Roger”)- if you got it, you got it (“Roger”)

-- If you didn’t, ask for fillsIf you didn’t, ask for fills

Second ExerciseSecond Exercise

1.1. Create a short message with Create a short message with header, address, text and signatureheader, address, text and signature

2.2. Instructor will pair up senders and Instructor will pair up senders and receiversreceivers

3.3. Sender calls the receiver and they Sender calls the receiver and they pass the messagepass the message

Deliver the messageDeliver the message

- By telephone, by runner or in person- By telephone, by runner or in person(esp. if confirmation or reply needed)(esp. if confirmation or reply needed)

- By mail (if not time-sensitive)- By mail (if not time-sensitive)- E-mail is less desirableE-mail is less desirable

(you can’t tell whether recipient got it)(you can’t tell whether recipient got it)

Or relay to a ham near its destinationOr relay to a ham near its destination

Traffic “Don’t’s”Traffic “Don’t’s”

Do not edit or “fix” approved textDo not edit or “fix” approved text

Do not create your own disaster trafficDo not create your own disaster traffic

Avoid confidential message contentAvoid confidential message content

- No death notifications- No death notifications

- No names of shelter occupants- No names of shelter occupants

Amateur transmissions are not secureAmateur transmissions are not secure

Don’t spread rumors or talk to press Don’t spread rumors or talk to press

Building your messaging skillsBuilding your messaging skillsPractice! Practice! Practice!Practice! Practice! Practice!Listen to traffic nets and copy messagesListen to traffic nets and copy messagesCopy callsigns in DX or contest pile-upsCopy callsigns in DX or contest pile-upsKeep your own net check-in logKeep your own net check-in logShorten news articles & other textShorten news articles & other textBecome a Net Control operatorBecome a Net Control operator

(helps reduce saying unneeded words)(helps reduce saying unneeded words)Monitor LAFD & Air Traffic Control freqsMonitor LAFD & Air Traffic Control freqsEnter radio contests (a great skill-builder!)Enter radio contests (a great skill-builder!)

ResourcesResources

ARRL:ARRL:Operating Manual. Chapter 5Operating Manual. Chapter 5Public Service Communications ManualPublic Service Communications ManualARES ManualARES ManualARRL.ORG Web siteARRL.ORG Web site

EMCOMM.ORG Web siteEMCOMM.ORG Web siteEmcomm Monthly (free e-subscription)Emcomm Monthly (free e-subscription)