D-44-07

• This is Philadelphia Fire Department Directive #44A, issued in January 2007.
• The subject is Computer Information Storage, detailing standardize computer filing systems for field computers so all users can input and access files easily.

Definitions:

• Computer desktop: The on-screen work area with windows, icons, menus, and dialog boxes.
• Icons: Small images representing objects for user manipulation, allow quick access to the computer's files.
• Folders: Icons resembling paper folders, containing documents and/or other folders; folder names indicate stored information.
• Shortcuts: Links to any accessible item, marked by a small arrow on the bottom left corner that directs to the icon's specific location.
• Local Disk (C:): Used for local storage and may be cleared during computer issues, necessitating important data storage on the D: drive.
• Data Drive (D:): Stores information for local computer use; shortcut icons direct the computer to this drive.
• Accessible only via the local computer (except by the network administrator), contains station and company-specific information.
• Home on ‘File Server’ (H:): The user's personal drive that can be accessed from any department computer after logging in.
• Public on ‘File Server’ (P:): Contains network information accessible to anyone on the network.
• DC on ‘File Server’ (Q:): Used by division chiefs to provide field activity and staffing data to headquarters, is only accessible to division chiefs, deputy commissioners, and the Commissioner.
• OPS and DIRS on ‘File Server’ (T:): Contains copies of Operational Procedures, Directives, EMS Procedures, Apparatus Manuals, General Memorandums, Chief Staff Notes, Infection Control Information and IFSTA Supplements in Adobe Reader format.

Responsibility:

• Each member must exercise appropriate control following their rank when implementing this directive.

General Information:

• Every field computer has standard desktop icons for easy access to local data.
• Listed icons must be used; officers and members can add icons as needed, but only the company captain can add icons for all users.
• Main icon/folder headings are mandatory, as are the specific subfolders within the main folders; the company captain can add desktop icons or subfolders.

FORMS (Main folder):

• OVERTIME (Secondary folder): Contains requests for overtime or compensatory time.
• Includes a folder for each platoon (Plt. A, Plt. B, etc.), each with a blank overtime report saved as a read-only file.
• Overtime reports are saved in platoon folders, titled "OT" with the date (OT3-14); retention is until a paid report is returned from fiscal.
• AOR (Secondary folder): Contains information on Acting Out of Rank.
• Includes a folder for each platoon (Plt. A, Plt. B, etc.) with a blank AOR report saved as read-only.
• AOR reports are saved in platoon folders, titled "AOR" with the date (AOR3-14); retention is until a paid report is returned from fiscal.
• DAMAGED EQUIPMENT IN STOREROOM (Secondary folder): Contains a blank read-only form version. Completed quarterly reports are also saved under DES and the month and year (DES0405).
• ACCIDENT REPORTS (Secondary folder): Contains forms for accidents involving apparatus.
• A subfolder labeled with the accident number is created for each accident, storing all related forms.
• INJURY REPORTS (Secondary folder): Contains forms for injuries involving members.
• A subfolder labeled with the injury number is created for each injury, storing all related forms.
• FIRE REPORTS (Secondary folder): Contains a read-only version of each fire report type.
• A subfolder contains Fire Reports of consequence and templates of frequently dispatched addresses.
• SICK REPORTS (Secondary folder): Contains a folder for each platoon.
• Each platoon's folder contains a blank, read-only Sick Report form and completed Sick Reports are saved in the member’s assigned platoon folder.
• CHECKLISTS (Secondary folder): Contains a blank copy of each required checklist.
• BLANK FORMS (Secondary folder): Stores all forms not listed above.
• COMPLETED FORMS (Secondary folder): Stores forms not in sections 1-7 to reduce clutter and allow personnel access to completed forms.

STATION / COMPANY (Main Folder):

• DAILY ACTIVITIES (Secondary folder): Contains a Word document for each day including routine station activities like cleaning, documents to complete, and apparatus maintenance.
• PERSONNEL (Secondary folder): Contains company personnel information such as rosters, signature sheets, emergency contacts, and locker assignments.
• SCHEDULES (Secondary folder): Contains all company schedules like housework, apparatus maintenance, and spring cleaning.
• REPORTS / MEMOS (Secondary folder): Contains reports and memos for the station/company, including annual run totals and energy conservation efforts.

APPARATUS (Main Folder):

• ANNUAL APPARATUS REPORT (Secondary folder): Contains a copy of the Annual Apparatus Report.
• A new form is saved as AAR and the year (AAR2006) annually. The form is accessed and filled when the apparatus is down, then updated upon its return.
• APPARATUS REPAIRS (Secondary folder): Contains a form listing needed apparatus repairs and their completion dates.

FIRE PREVENTION (Main Folder):

• FIRE PREVENTION PROGRAMS (Secondary subject folder): Contains a folder for each Fire Prevention program, like Spring 2005, Fall 2005, etc.
• BLOCK CHECKS (Secondary folder): Contains block check information.
• A read-only copy of the Weekly Block Check Progress Report is in a subfolder. Completed Progress Reports are saved by the date finished (04-23), with a subfolder for Fire Inspection Referrals.
• MONTHLY FIRE PREVENTION ACTIVITY REPORTS (Secondary folder): Contains a subfolder with a read-only copy of this report. Completed monthly reports are saved in this file.
• Complete reports titled FPR and the month (FPR05). A new subfolder is created yearly for the previous year's completed forms (FPR2006).
• SCHOOL FIRE DRILLS (Secondary folder): Contains a list of local schools with names, addresses, phone numbers and contact names.
• A subfolder contains copies of completed fire drills for each year.
• VITAL BUILDING INFORMATION (Secondary folder): Stores completed Vital Building Information (VBI) forms.
• HERO THRILL SHOW INFORMATION (Secondary folder): Stores all Hero Thrill Show information, including contact details, result memos, etc.

DATA BACKUP:

• Data Drive (D:) information is backed up at the end of each tour using a re-writable CD drive.
• Instructions for backing up with the CD drive are in the Public Server (P:) in the Management Information Folder.