Proposed Search And Rescue Member Resource Database April 3, 1995 "SEARCHER REGISTRY" A System to Use Compute Databases and Barcodes During Registration Bob Manson Lions Bay Search And Rescue The SAR Technology Advisory Committee in the British Columbia PEP (Provincial Emergency Program) South Coast Region is endeavoring to create a standardized structure for a SAR Team Member Resource Database for use by the different teams in the region in order to facilitate registration during mutual aid tasks. The system consists of a computerized database for each team with each member carrying a barcoded ID card to interface with the database. Since Lions Bay Search And Rescue was one of the only teams participating that already had a computerized database in use, it was decided to adopt that system as the foundation for the proposed regional system and to build upon it, in hopes of creating something that will eventually be adopted regionally. This report was prepared in order to get feedback from other SAR teams, so that with their input, we can make changes to the layout and create such a standardized database for use between neighboring teams. PURPOSE To make registration, and utilization of team personnel resources during a large scale mutual aid operation: 1. Easier - No lengthy specialized training would be required to operate the registration software. Based on a MS Windows program, the system is designed to be very easy to learn and operate. 2. Quicker - For those already in a database, only the quick pass of a barcode reader is necessary to check in and out, and to supply a complete profile of the searcher's skills and important information to the search manager. No long line-ups as searchers checked-in. 3. More effective & reliable - Skills are evaluated before, & by those who can make a critical assessment of the searcher's skills, the showing-of- hands in an effort to determine a group's skill level is avoided and there is less chance of errors in information gathering during the task. All relevant information, including next-of-kin would already be on file. 4. Safer - By being so simple, better track can be kept of personnel. Search managers could know instantly who has checked IN and OUT and when, and what resources are immediately available. ...by utilizing a computerized database for each team and incorporating bar-coded ID cards for each team member. While the complete barcode system was introduced at SAREX '94, a limited working prototype of the system was used in mid January of this year during a large-scale, multi-team body/evidence search in the Lower Mainland. During that task participants were registered via computer manually as barcoded labels were not in place with all the teams participating. As each signed-in, their time was automatically recorded as well as some basic information. At the end of the day, the click of a button produced a report that detailed the IN and OUT times and the number of hours contributed by each participant, the number of participants and work hours by team, and a list of those, if any, who had not signed-out at that point. All of this information can be stored for later analysis by the search manager planning for a subsequent day's operations, or for post search evaluation and reports,as well as statistical analysis. (Not to mention tracking down those who may have failed to sign out.) DATABASE Like many teams, LBSAR has had a team resources database in effect for some time. The usefulness of this was demonstrated at the HiTechSAR '93 Exercise. Our database, as it existed then, was a simple text database where comments were entered on various training and skills categories. Since then it has grown to encompass more areas and reflect more specialized skills. When the existing database was adopted to be used as the foundation for a regional system, several new categories were added to reflect the requirements unique to other regional teams. This was done in an effort to standardize the system. The layout of the proposed database appears at the end of this report. The categories within the database may seem somewhat spartan, this was done deliberately so that the system wouldn't grow into a monster requiring constant updating, and containing reams of data to be waded through by a search manager. D-Base IV was selected as the format for the database files themselves as virtually all database software currently available can, at the very least, import and export databases in this format. This negates the necessity of teams having to purchase specialized software to participate in the system. While the primary function of the system is to aid in registration during a task, the database can also be used for the in-house day-to-day tracking of a team's member skills and qualifications, to generate updated phone callout lists and, when linked to an attendance database, to generate mailing labels at the touch of a button. For the system to work on a regional basis, there would be one database for each team, containing a file on each member of that team. Ideally, each team would be responsible for maintaining their team's database according to agreed-upon criteria and ratings systems, as they are familiar with the individual team member's skills, training and competence. This would prevent reliance on searchers evaluating themselves at the time of registering for a large scale search with the usual show-of- hands. The medium for exchanging the database information would be the current BBS library shared by the different teams in the Region. It is proposed that each team would regularly post their updated database in the BBS Resource Library where a SAR Manager from each team can periodically download all the files to ensure that they have the current database for each neighboring team well before any mutual aid operation began. With this done, a search manager in any team would already have all the necessary information on other team's resources before the call went out for mutual aid. Security of the files while on the BBS is a subject that needs yet to be addressed. Skills Rating Most skills listed in the database are evaluated with a one character code. So far the codes include: blank = none Y = Course Taken, certified S = Self sufficient: course may not be offered in this subject but member is capable. I = Instructor: capable of teaching other team members Also, specialized codes where applicable. Most of the Skill categories are PEP related or recognized courses and levels of certification. This was done due to the necessity of standardization and the relative inconsistency of subjectively judging a "self taught" individual. Standardization in rating member's skills is required so that a certain rating in one area for a member in one team has the same meaning to the SAR Manager of another team. It has also been proposed to use a 1-5 rating scale to rate proficiency. Debate exists over whether the information should be that detailed. The concern expressed so far focuses on whether it is really beneficial to the search manager deciding to allocate resources during an actual search- "either they have those skills or not". Perhaps such a detailed rating is best utilized within the individual teams to keep track of their level of experience once the skill is acquired. There is much room for discussion on the subjects of skills evaluation and their rating in the database. Trail and Area Familiarity Although trail and area familiarity could be incorporated into the database, doing so may prove to be somewhat impractical. All of our team members are certainly expected to be familiar with the trails in our area. However our team has been called upon to participate in tasks from Pemberton to the Sunshine Coast to Mt. Baker, and to attempt to keep a record of all the trails in that huge area would be a staggering task. It is now left as a check box to be checked when the searcher registers for that particular task and reflects area familiarity with the area of the current operation. BARCODED LABELS In adopting the next stage of the system, a printed Barcode label is attached to the back of each team member's PEP card. A barcode reader attached to the registration computer can then be used to scan the barcode, inputting a number that causes the computer to access a certain database and within it, the appropriate file. The information within that file is then brought to the screen so the searcher can verify that it is accurate before he/she is logged-IN. Currently the 3 of 9 barcode is used, with the ID number and members name printed underneath in plain text in case the barcode reader is non-functional and the ID number needs to be manually entered. The ID numbering system consists of several characters identifying the team and the last two digits indicating a member number, for a combined maximum number of 10 characters per ID. Barcode label example: ||||||||||||||||||||| LBSAR01 - Bob Manson IMPLEMENTATION During a typical task involving a large scale search, in which mutual aid brings together searchers from different teams, a large group of personnel begin arriving at the staging area. As usual, registration needs to be done to know who is on-scene and what their abilities are. With the use of a laptop computer and a connected barcode reader, each searcher is checked-in with the swipe of their PEP ID card. This process takes only two seconds. By doing so, the search manager is provided with up-to-the-minute information on what personnel resources are available. (Non-team affiliated volunteers would still have to have information manually entered.) Registration can be done from more than one location with the use of modems and phone lines between stations. By exchanging data, even the remote stations would have all the latest registration information and personnel can check-in at one location and out at another. In assigning resources, the Search Manager can access the file of available, unassigned personnel. With a list of skills displayed he/she can pick the personnel with the best skills for a certain assignment. By using a mouse, the names of the selected searchers can be dragged and dropped onto a team assignment icon. The computer could then pass relevant information to other software running on the same computer or network. The following is a brief overview of how the "Searcher Registry" would fit into a system involving other software used in SAR management, automatically exchanging and cross referencing information to create a very clear picture of a search team's status: "Searcher Registry" - Can tell who is on a team and what skills and training they have. "Maximizer" - Radio Log or "Radio Logger" - Radio Log Reports from teams in the field are recorded in a computer data file; can be called-up and reviewed. "SAR Tracker" Mapping software, shows the current location and progress of the teams in the field by taking its information from the radio log. In summary: - Searchers arrive at base and are checked-in with barcoded ID Cards - Search manager assesses resources from the database and assigns personnel - teams reporting-in on radio are logged in the Radio Log which feeds their location to mapping software which graphically displays their location on a digitized map. - when searchers arrive back at base, they check-out with another swipe of their card. - Information for compiling reports is readily available for post-task evaluation. And of course, all of the facilities of computers would be available: Fax Modems to send data or faxes to remote stations, printers to output team assignments, disk storage of all data for later use. CONCLUSION There are many advantages to such a system: ease, speed, efficiency, safety. For such a system to work between different teams, there must obviously be standardization. Other teams may find that other skills need to be listed, and that other bits of information be recorded. For such a system to work in an integrated environment, these other additions must appear in each team's database. That is my purpose in posting this report, in hopes that feedback can help such a system to evolve into a truly useful and valued SAR tool. ============================================================================= Your input is greatly appreciated in the development of this system. Please address any comments or criticisms to: SARINFO@MINDLINK.BC.CA Attn: Bob Manson All correspondence will be posted so that all interested parties will have a chance to hear your comments. Bob Manson PO Box 368 Training Officer Lions Bay, BC V0N 2E0 Lions Bay Search And Rescue For the SAR Technology Advisory Committee ============================================================================= DATABASE LAYOUT LIONS BAY SEARCH AND RESCUE Apr.95 FIELD * SIZE ----------------------------------------------------------------------------- ID 10 Code identifying team & member number. LAST NAME 15 FIRST NAME 10 ADDRESS 30 ADDRESS2 30 (PO Box etc.) CITY/PROV. 20 POSTAL CODE 7 HOME PHONE 8 OTHER PHONE 15 WORK PHONE 20 PAGER 8 CEL 8 DATE OF BIRTH 10 NEXT OF KIN 50 DATE JOINED 10 GROUP 1 Sub group of the team, ie Cliff Rescue STATUS 25 Team Officer, MIT, Inactive FIRST AID 25 FA EXPIRY DATE 10 CPR 1 Ticket level BP 1 Able to take Blood Pressure O2 1 Cert. for oxygen administration IV 1 Cert. for IV administration RADIO 15 Cert. Land, Marine, Ham -w/license # BASIC SAR 1 PEP Cert. GROUND SEARCH TL 1 (TL = Team Leader) ROPE RESCUE 1 PEP Cert. ROPE RESCUE TL 1 PEP Cert. SEARCH MGT. 1 PEP Cert. ICS 1 Incident Command trained MAP & COMPASS 1 TRACKING 1 PEP Recognised HELICOPTER 1 Hover exits. AIR SPOTTER 1 WILDERNESS SURVIVAL 1 CLIMB ROCK 1 CLIMB ICE 1 AVALANCHE 1 Avalanche basic assessment & rescue AVAL. FORECAST 10 Cert. for Avalanche prediction & evaluation. CREVASSE RESCUE 1 BACKCOUNTRY SKI 1 GUIDE 5 Cert. Mountain Guide SWT I 1 Swift Water Rescue Technician Level 1 SWT II 1 level 2 SURF ZONE 1 Surf zone rescue and safety. DIVER 1 SCUBA Diver. B=Basic OW,A=Adv.,M=Dive Master SMALL BOAT HANDLING 1 Power boat handling: Power Squadron trained. GPS 1 Field use of GPS unit URBAN RESCUE 1 Collapsed structure SAR DOG HANDLER 1 PEP/RCMP Cert. SAR dog. COMPUTER OP 15 MAXIMIZER, RADIO LOG, BBS SPARE5 1 (Spares for future additions) SPARE4 1 SPARE3 1 SPARE2 1 SPARE1 1 AD'L SKILLS 150 Items not covered above. military bkgrnd. etc. LANGUAGES 30 Languages spoken besides English. OWN VEHICLE 1 OWN 4x4 1 OWN SNOWMOBILE 10 Size and power; w/toboggan. OWN BC SKIS 1 OWN SNOWSHOES 1 OWN ICE AXE 1 OWN HELMET 1 OWN CRAMPONS 1 OWN BEACON 5 Old, New or Dual Frequency OWN GPS 1 EQPT3 1 Spares for future additions EQPT2 1 EQPT1 1 UPDATED 10 Date this record was last updated LOCAL KNOWLEDGE 1 Used during registration on an actual task. IN 5 " " " " " " " OUT 5 " " " " " " " ----------------------------------------------------------------------------- * Not necessarily the actual field name. * * *