Buried in Paper, Fire Department Turns to Pocket PCs

The handheld computer 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 unworkable with paper records.

Fire departments likely have questions about how to make a successful transition from traditional paper files to handheld computers and electronic records. What units should we buy? Will people actually use them? How can we use the data? The biggest puzzle is in 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 the 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 6000 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 reinspected within 30 days.

Captain Michael Putnam is leading the Fire Department's transition to computerized inspections. The new approach uses a Compaq iPAQ Pocket PC running an inspection program that Putnam developed himself with a software tool called Syware Visual CE (www.syware.com/prodlib/win_ce/vce/vce.htm). 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 Pocket PCs and Putnam's application for all new fire safety inspections in the city (Fig. 1).

Fig. 1. Who says application development has to be an expensive production? Screen from a program created by Captain Michael Putnam of the Springfield, IL Fire Department and now being used for fire safety inspections throughout the city.

The process has proven faster and easier than when traditional paper-based forms were used, allowing inspectors to work more efficiently. Once standard information such as building address, owner, and phone number has been tapped in, it will only need 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.