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Buried in Paper, Springfield, IL Fire Department Turns to Handheld PCs
Written by Frank Yacano  [author's bio]  [read 22551 times]
Edited by Derek

   

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Can’t find the right inspection program? Consider building your own

The handheld PC is not just for computer geeks — it’s also a valuable tool that fire departments and other public safety agencies can use for collecting and managing information. The ability to carry thousands of inspection records — the equivalent of dozens of file cabinets — in a gadget that fits in the palm of your hand is not only convenient, it allows new possibilities for analyzing data that are virtually impossible with paper records.

Fire departments likely have questions about to make a successful transition from traditional paper files to handheld PCs and electronic records. What units should we buy? Will people actually use them? How can we use the data? The biggest puzzle is finding a software application that fits the requirements of the municipality. The specifics of local regulations create requirements for collecting and managing data that cannot be met by off-the-shelf programs. Few departments can afford an expensive programming effort traditionally required for a customized solution. However, non-traditional alternatives can be surprisingly effective, while keeping within a tight municipal budget.

Thousands of Inspections Annually

One organization making the switch is the Springfield, Illinois Fire Department, which is moving to handhelds for its fire safety inspections. The City of Springfield has about 6,000 commercial buildings and 2000 multi-family dwellings (3 units or more) which are inspected annually for violations of fire safety codes or city ordinances. If violations are found, the building or residential unit must be re-inspected within 30 days.

Captain Michael Putnam is leading the Fire Department’s transition to computerized inspections. The new approach uses a Compaq iPAQ handheld running an inspection program Putnam developed himself with a software tool called SYWARE Visual CE. An inspector in the department’s Fire Safety Division, Putnam has inspected over 300 buildings and performed over 800 total inspections since spring of 2002 to show the effectiveness of the technology. Starting January 1, 2003, the city’s eight Fire Safety Inspectors have begun using handheld PCs running Putnam’s application for all new fire safety inspections in the city.

The process has proven faster and easier than traditional paper-based forms, allowing inspectors to work more efficiently. Once standard information such as building address, owner and phone number has been tapped in, it simply has to be verified rather than reentered for future inspections. This saves time for inspectors and eliminates errors that can occur when reentering data or trying to decipher illegible handwriting.

But the new system is about more than just convenience — it also adds a new dimension for managing and analyzing information. For example, with all inspection details on his iPAQ, Putnam doesn’t have to call the office to have someone look up a file or make a return trip himself. All fire safety inspections for the past ten years are stored in 24 four-drawer file cabinets at department headquarters. Until now, inspectors or clerical staff had to manually search for inspection reports or to learn whether an inspection had been done at a particular location. Sifting through paper records to find needed information could take hours. It was even worse if documents were mis-filed.

The iPAQ can also store an Excel spreadsheet containing all code violations of the BOCA Fire Prevention Code, along with explanations. If a business owner or landlord has a question, the inspector can immediately access a description of the violation and explain what it means, rather than going out to the car for the manual. Another advantage is flexible, immediate access to inspection details based on a wide variety of search criteria — by date, address, type of business, type of violation and any other relevant categories. As a result, he is now able to obtain information that was previously impossible or highly impractical because of the time required to hunt through paper files.

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