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“ORIGINATING AND SENDING THIRD PARTY TRAFFIC”

(Introduction)

(Parts 1, 2 and 3 training sessions included)

In order to fulfill our mission, ARES/RACES leadership and members alike should be constantly planning, training, and practicing tactical and message traffic communications. This is accomplished in meetings, classrooms, by home study methods and training nets. These skills are then practiced and tested on regular local and regional nets daily and during special drills and exercises.

Before we discuss “How to write messages”, let us first review some basics:

1. As a general rule, ACRONYMS and ABBREVIATIONS should not be used in RADIOGRAM texts. These words are probably not familiar to members of the general public.
2. All message texts should be composed is such a manner that they CANNOT BE INTERPRETED IN ANY OTHER WAY except what is intended.

This is what separates communicators from mere radio operators!
3. Always keep in mind that it is NOT necessary for traffic handlers along the route understand a message’s content. If you mail a postcard to a friend, you do not expect a postal worker to read, understand, or even care about your message. If a postal worker happens to read it, I doubt very strongly that they will contact you and say, “This doesn’t make sense. Is that really what you wanted to say?” All that matters is that the addressee receives and understands the message. Sadly, we all have heard traffic handlers discuss and make comments about messages that they were relaying. Good traffic handlers receive and forward and deliver messages word for word and letter for letter.

This also is what separates communicators from mere radio operators!

WHAT MESSAGE FORM IS GOOD, BETTER, or BEST?

Now let’s look at the message form issue. This subject has been being discussed over and over by a lot of folks as of late. A RADIOGRAM is not a form. It is a universal format. An experienced operator does not need a special form because the format is indelibly inscribed in his or her brain! I normally use a plain lined legal pad to receive traffic.

This format it is not unique to amateur radio. Contrary to what many think it is not an ARRL / NTS method of handling message traffic. The RADIOGRAM format is the direct descendant from the Western Union telegram, world-wide cablegrams, commercial maritime and aeronautical radiograms, and is used by military and naval services around the world. It has outlasted many federal administrations. It served well through two world wars. In the U.S. it has survived Civil Defense, the Office of Emergency Preparedness, the Federal Disaster Assistance Administration, and will probably outlast the Federal Emergency Management Agency, the Department of Homeland Security, and whatever else is next. Who knows? The reason it has lasted so long is because no one has been able to develop a simpler, more reliable and accurate method of handling message traffic when it must be relayed through multiple stations, often under adverse conditions and sometimes changing mode along the way. RADIOGRAMS are like lead pencils, as long as there is some intelligence on one end they always work. They may not always be the fastest, but when all else fails they will get a message delivered.

The RADIOGRAM format serves a specific purpose. To expedite message traffic through multiple stations, possibly changing modes along the way without error while providing a method of tracking a message forward or backward.

Think of it like this: When you or I mail a letter, we format an envelope with our return address in the upper left hand corner and a complete name and address of the recipient in the lower right quadrant. This is not our format, but it is an international standardized format. Try reversing the two sometime and see what happens. We then take it to the post office and designate a precedence. (EXPRESS, PRIORITY, FIRST CLASS, BOOK RATE, etc.) We then can send the letter via certified or registered mail. We also can request delivery confirmation or return receipt requested (handling instructions). These services are all done on U.S.P.S. forms not ours.

On the other hand, SPEED MEMO type forms such as the ICS 213 work well for intra-office or even inter-agency messages; they were not designed, nor intended for, relaying radio message traffic that may need to pass though multiple stations. Part of the problem is, as amateur radio Emergency Communications ARES/RACES members and leaders; we have not presented the case for the lowly RADIOGRAM to emergency management and other officials. In fact, most amateurs, even many who profess to be Emergency Communications operators, do not realize its importance.

I agree that it is too late to attempt to change message format in the middle of an emergency, just because that’s what the ham operator wants to use. The time to learn, practice and promote the purpose and use of the RADIOGRAM format is ongoing and long before an incident occurs!

What this all boils down to is education and good public relations. We must present our case to public officials. They are not going to come to us. Hams like to show off all their fancy hardware (or ask for $$$ to buy more), but they never seem to do much to promote or demonstrate their training and/or ability to handle message traffic.

It is not a question of us telling them how to do their job. As Emergency Communications operators we are specialized service providers, and as with most service providers the customer is required to fill out some form and/or comply with some basic guidelines. Would any of us go to a medical laboratory for testing and expect them allow us to use our own form or tell them how to provide the needed tests? Sure, we are service providers and “we do it for free!” When a private citizen or an agency official has a message they want sent and delivered. We can do it best using our hardware, methods and networks.

Anyone is welcome to hand a message to a traffic operator or counter person on any form they wish including plain paper. As long as the message has a name, address, and telephone number (if known), a message text, and a signature. Plus handling instructions, AND A PRECEDENCE. We will do the rest. It will be properly formatted and sent. That’s OUR job!

Well, there you have it. I doubt that what I have said this evening will put these issues to rest once and for all, but I hope it has helped.

THE BOTTOM LINE IS THIS: LEADERSHIP + PLANNING + TRAINING + TESTS and DRILLS = EFFECTIVE EMERGENCY COMMUNICATIONS PREPAREDNESS

Let’s look at a RADIOGRAM:

It is the simplest way to accurately transfer a message through multiple relay stations. It’s inexpensive and easy to learn and use. There are four simple parts to it:

The PREAMBLE provides a record of, and a method to track, a message. It consists of:

1. Message Number.

2. Precedence EMERGENCY, Priority, Welfare, Routine.

3. Handling Instructions. (optional)

4. Station of Origin.

5. Check. (word count to ensure accuracy)

6. Place of Origin. (so message can be tracked)

7. Time. (optional)

8. Date.

The Address and Telephone number so it can be delivered.

The TEXT (A short message)

The Signature (Who originated the message)

HOW SIMPLE CAN IT BE? THE RADIOGRAM IS IMPOSSIBLE TO BE MADE ANY SIMPLER! (And it still does the job.)

You might ask why should I check into a net when I don’t have any traffic?”
1. It just may be that there is actually some traffic for your area.
2. It is possible that you may be needed as a relay. 3. It will prevent you from missing an important announcement. 4. It promotes the team concept and helps make a network more effective. 5. It shows others that you care. 6. It gives knowledge of current band conditions.
7. It provides a regular radio and antenna check.
8. It will help keep your net operating discipline and skills in proper tune.
9. It demonstrates your commitment to “service to the public”.
10. It is rewarding and enjoyable.

“There is something for everyone to do in Emergency Communications!” The only disqualifying factors are when someone is unwilling to learn and/or follow standard operating procedures, is unwilling to be a team player, is disruptive to the group, or causes other problems that can not be resolved.

If you wanna play in the game, you must first join the team!

“Originating and sending Third Party Traffic”

(Part one)

Special care is required when preparing written third party message traffic for sending over the National Traffic System networks or other nets involved in handling traffic. What is third party traffic?
The generally accepted definition is written or voice traffic between the control operator of one amateur station, the first party, and the control operator of another amateur station, the second party on behalf of another person the third party. Usually it amounts to short written noncommercial messages between people who are not necessarily amateur radio operators.

The objective of properly handling traffic is to cause written messages to transit the amateur system, word for word, character for character, and be able to be handled without alteration via any of the common modes of transmission currently in use such as CW, SSB, VHF, UHF or PACTOR. It is important to reproduce the message at the far end of the system exactly as it was initially sent, regardless of mode transition en route.

The main source for any volume of such traffic is usually either of two occurrences.
   1.  An unplanned event, which forces people and governments to use the Amateur radio traffic networks due to failure or overload of normal regular commercial facilities or,
   2. A planned event, such as a convention, fair or other public gathering that encourages use of the amateur traffic networks more or less as a novelty. In either case, the average person will need help in composing their messages so they can be properly and expeditiously handled by the traffic network operators. This will be especially true with Health & Welfare traffic coming from disaster shelters during times of emergency.

There are several things that must be considered when taking message traffic from the general public:

(1.) The average sender has no idea about putting his message into the standard format which we require to be used, in order for the generated traffic to be capable of being properly relayed through the system. They will need assistance.
(2.) The word count of the message text must be kept under control to avoid network overloading. Improper or illegal content or symbols that cannot be transmitted must be kept out of the text. The message must be composed so as to convey the desired meaning without unnecessary wordage, and to minimize the possibility of being misunderstood by the recipient.
(3.)  Addressing must be properly done in order for the message to be delivered at its ultimate destination.
     (a.) All messages must be sent to a person or organization by NAME.
     (b.) The address must also contain a PHYSICAL LOCATION where the addressee can be found in order to deliver the message. Street number and name, rural delivery route, post office box, hotel/motel name and room (if known) are some common ways of providing this information.
     (c.) The address must also contain the DESTINATION City, State and zip code.

(d.) If at all possible, the address should include a full ten-digit TELEPHONE number.
(4.) Messages must be SIGNED properly with a name so the recipient will know who sent it. The sender should also furnish LOCAL CONTACT INFORMATION so they can be reached if there is an answer to their message or if some problem occurs with delivering it. This information should be written on the back of the message blank for future reference if needed.

Appropriate message numbering, precedence, handling codes, Station of Origin’s call-sign, check, originating point , filing time if used and date must then be properly appended as a PREAMBLE along the top edge of the message half-sheet. This is required in order to route the message correctly through the system from origin to destination. The entire message should be carefully checked over in regard to legibility and completeness at this time. These tasks are best left to someone who is trained and knows how to do them.

At this point the message is ready to be handed to the amateur operator for transmission. The written message copy is now the document of record for the message, and after the operator notes on it the time sent, frequency or net, and the call-sign of the station it was sent to, it should be filed in the Originating Station’s “Sent” file. The FCC no longer requires copies of amateur messages to be retained, but it is a good idea to keep them on file for at least a year anyway, “just in case” and also for legal reasons.

Only by careful attention to all these details will good service be provided for the public. Messages that are properly originated have a far better chance of making it through the National Traffic System or other types of traffic nets to destination than those which are not.

“ORIGINATING AND SENDING THIRD PARTY TRAFFIC”

(Part two)

The primary objective of methods and protocols is to facilitate transmission of a properly formatted written formal message from point A to point B so that it arrives exactly as written on the original copy, group for group, character for character, space for space. Messages filed in the NTS and other traffic net’s must be capable of being transmitted by any mode without message alteration being required. Voice and CW nets must be ran with methods and protocols to operate effectively and uniformly so that message traffic may be exchanged with efficiency. Stations operating in the NTS and other traffic nets have the responsibility to promptly relay messages along, deliver messages in a timely fashion, or service undeliverable messages back to its originator. Stations should honor this responsibility. Stations operating in the NTS and other traffic net’s interface directly with the public and their served agencies representing all of Amateur Radio. The methods and protocols of the NTS MPG are intended to facilitate achieving these objectives.

Recent observations indicate these objectives are not being met at any acceptable level in the National Traffic System today. There is sufficient evidence that many problems exist in the relaying process from station-to-station, net-to-net, and area-to-area all across the country. These problems are not related to any of the current modes or methods used in relaying third party messages. The newer digital modes appear to have problems as well as the more traditional CW and SSB or VHF-FM voice modes. Part of the problem stems from lack of training or some other lack of understanding among many of the newer ham’s on the air today. Those who engage in third party written message handling in the Amateur Service need to understand that a certain amount of COMMITMENT is required whether it is done for the enjoyment of it or as a part of emergency preparedness planning and training. There is an indication that the shortcomings have been recognized by the ARRL as is evidenced by the recent emphasis on the ARECC training that is now being offered.

Some of the problems that have been noted in the traffic relaying processes are:

1. Altered texts. The message text does not arrive at destination exactly as it was sent at origination. It appears the message “content” is being relayed, rather than exactly what was to be sent in some instances. Omissions in Preambles, Addresses, Text and Signatures are occurring.
2. Additions of “Handling Extra” codes to message preamble during relaying, Changed points of origin, “additions” (such as telephone numbers) to address information, parts of addresses deleted en route during relaying.
3. Some names and unusual words are relayed inaccurately such as “Cathy vs. Kathy.
4. Message checks do not agree with the number of word groups in the text.

Some of these problems could be due to carelessness or lack of attention to detail during relay work; some could be due to lack of training. Message handling information certainly is not hard to find. There are numerous publications by the ARRL and many others available that adequately describe how to do the work.
There seems to be instances where messages are copied and relayed on without any proper verification that what was transmitted was actually correctly received. Misuse of the correct way of “signing” for a message correctly and completely received appears to be a factor. Apparently, the word “ROGER” on voice mode, or “QSL” and “R” on CW is being used when in fact the message has not been properly and completely received and copied down. Perhaps not enough emphasis is being placed on the need to stop the sending operator and get repeats, verification or fills before completing the relay work.

Voice modes have unique relaying problems that do not exist in the CW or digital modes where character by character or file transfer is used. Because of this fact, considerable extra care must be taken to ensure sufficient accuracy is maintained. Unfortunately, the English language has many words that sound the same but are spelled differently and or have different meanings. (Example: “Four” vs. “for”) Some names are troublesome also. (Examples: “Cathy” vs. “Kathy” or “Sara” vs. “Sarah”, “John” vs. “Jon”).

HF and sometimes VHF-FM can distort the sound of certain words enough to cause them to be copied incorrectly. (Example: “Fifty” vs. “Sixty”).
Plural versus Singular can be easily misunderstood. (Example: “Meeting” vs. “Meetings” or “Slide” vs. “Slides”).

Some state abbreviations can be miscopied or misused: (Example: “MA” is sometimes relayed as “Maine”) All operators need to learn the standard accepted abbreviations for all 50 states and use them.

Careful message origination can reduce the potential for errors, but that is beyond the control of relay operators. They must relay accurately what they receive no matter how strong the temptation is to “correct” perceived errors. Message texts must be protected from alteration at all costs. This is one place where little things DO matter.

If the message text is already messed up, don’t make things worse by trying to fix it without proper verification from the operator who sent it to you or better yet from the originating station if possible.

Proper use of phonetics can aid message relaying in voice modes. However, care must be taken to use the standard ITU phonetic code words, not some cute variation that you dreamed up. The meaning might be different to the receiving operator. Learn and use the standard ITU Phonetic Code, always.

Some messages that you relay may not make sense to you. Resist the urge to edit or change a message text in any way. Whatever it is the message conveys may make perfect sense to the sender and recipient. As a relay operator, your only job is to see that it gets through unaltered and intact. Remember: word for word, group for group, and character for character. That and only that is your objective.

If a problem prevents prompt relaying beyond your station for an unacceptable period of time, service the originating station and request instructions. You might be requested to continue to attempt relay, or cancel the message. However, NEVER throw a message away without direct permission to do so from the sender. Either relay or hold it and service it.

NEVER add “Handling Extra” codes in message preambles. If using a canned message form in your computer to handle messages digitally, make sure this is not happening to messages that do not carry “HX” codes from origination. Adding (or subtracting) “HX” codes are NOT optional with relaying stations. Never add any information to message addresses. Relay only what the sender puts on the message.

Never shorten or omit items in a message address. Pass it on exactly as you receive it, even if the addressee is known to you. There could be some need for all that information in the actual delivery process, which you as a relaying operator may be unaware of.

Keep accurate records of your message relaying work. File the copies of all messages you handle with proper servicing information recorded on them. Information such as date, time, frequency, call sign of station received from, and date, time, frequency, call sign of station sent to should be written on the message copy. Then you will be able to properly respond to any inquiry as to your disposition of any message that you handle, should the occasion arise. Note particularly if the message carries an “HXD” handling extra code and respond promptly with the appropriate service message to the originating station. It is a good idea to keep copies of all messages handled through your station on file for a year, just in case.

Diligence and great care in relaying third party written messages is required of all participants in the National Traffic System and other traffic net’s. If due regard is not paid to this requirement, all the effort of the other amateur operators involved in the process is diminished or wasted. Be a helpful part of the process, instead of part of the problem.

“Originating and sending third party traffic”

(Part three)

Handling third party written message traffic is a well-established activity in the Amateur Radio Service, and has been around about as long as the hobby itself has. It is one of the reasons we exist. Amateurs are always helping out when commercial communications fail; sometimes we are the only service that can. The rules for this activity are well spelled out in a number of available publications.

In the doing of that, here are some things to think about:
(1.) If you check into any of the statewide nets, you may sometimes be called upon to handle a third party written message. Do you know how to do it properly?
(2.) Message handling work takes a certain amount of commitment on the part of all amateur operators who engage in it. If it is to be done at all it is important that it is done correctly.

Consider the following scenario:

You are checked into one of the statewide evening nets, and Robin comes on with a piece of formal traffic for your town. The Net control asks you if you can handle it. It would be kind of silly to decline, wouldn’t it? So you take it on, and the NCS sends you and Robin off frequency to handle the traffic.
You tune to the assigned frequency, and give Robin a call. You get to call Robin, because you will be the one receiving the message. Robin comes on, and her signal has gone down a little, but you can still hear her pretty well. You tell her to go ahead with the message.
You copy the message down, the band is not in the best shape tonight, but you think you’ve got everything OK, even though you had to ask for a couple of repeats along the way.

Now think about it:

Are you sure you have the entire message exactly correct? Don’t say Roger or send the signal QSL on CW unless you are ABSOLUTELY SURE you have the entire message OK. If there is ANY doubt about ANY part of it, fix it RIGHT NOW, before you let Robin get away. Otherwise, there will always be a nagging doubt.
Now that you have this message copied out, what are you going to do with it? How are you going to deliver it to the addressee? How you handle this step in the process probably has more impact on the public’s and served agencies perception of the Amateur Radio Service than anything else you can do.
Look at the message content. Is it of a routine nature, or does it look like it might be something someone would want to know about right away? Is there a local telephone number on the message? This is a judgment call. If the message is of a routine nature, and the hour is late, say after 830 or 9 PM, probably the best thing will be to wait until the following day, and then try to phone it. If the message looks like it might be of an urgent nature, a phone call late in the evening might be OK. You just don’t want to get someone out of bed in the middle of the night and scare them over nothing. So think about it before you make that call.

Let’s say you elect to deliver the message by phone the following day, but the number comes up no good. What to do? You might look in the local directory to see if there is a newer listing by name, and try that. If still no go, your only recourse is to attempt delivery by mail.

ONCE YOU ACCEPT A MESSAGE FOR DELIVERY YOU ARE OBLIGATED TO MAKE AT LEAST SOME ATTEMPT TO DELIVER IT!

The message should have some sort of a mailing address on it. If it does not, is there enough address so you could hand-carry it to the addressee someplace? If there is no way to physically send or give the message to the addressee, all you can do is file it undelivered and originate a return service message. Now you get to send one to the originating station. Give a good reason for non-delivery, what ever it is. Bad address, bad phone number, moved no forwarding address, deceased or what ever the case may be.
NEVER throw a message away unless the ORIGINATOR cancels the message or otherwise instructs you to do so. It might be a good idea to keep a copy on file for a year or so anyway just in case.

ANY message involving a third party could have considerable positive or negative impact on how the Amateur Radio Service is perceived by those who send and receive that message, depending on how YOU handled it. It will have even more of an impact on messages of a more important nature, such as welfare inquiries and the like.

What it boils down to is simply this. If you are going to engage in handling message traffic, resolve to LEARN HOW to do it and how DO IT RIGHT, and then COMMIT YOUR EFFORTS to always doing it so. A little practice now and then will help too.
The Amateur Service will be the better for it, and so will you.