Toronto Fire Services Standard Operating Guideline PDF

STANDARD OPERATING GUIDELINE MEMO BOOKS Date Issued: October 1, 2020 Rescinds: N/A Section: Incident and Emergency Operations File Code: G-MEMO PURPOSE As an Emergency Services Professional, you are expected to document each call in a professional manner and in a manner that provides the reader a c...

STANDARD OPERATING GUIDELINE MEMO BOOKS Date Issued: October 1, 2020 Rescinds: N/A Section: Incident and Emergency Operations File Code: G-MEMO PURPOSE As an Emergency Services Professional, you are expected to document each call in a professional manner and in a manner that provides the reader a clear picture of the events and actions on this call. Your credibility will be based on the notes you keep and how well you and others can interpret them. RESPONSIBILITY All Officers shall ensure this guideline is followed by the employees under their command. Memo Books should be completed as close in time to the incident as possible while the details are still fresh in the mind of the Officer and all those who attended. The notes and documentation are your only account of what happened and what you did. These documents substantiate any evidence you may need to present to the court You may be called upon years after the event to testify so it’s important that your notes are clear. Each individual should be responsible for ensuring that their documentation reflects their personal recollection of the call. Although the Company Officer may complete the response report, crew members should keep personal notes should they be called to account at a later date Each District Chief shall on a regular basis review each Company Officer's memo book. GUIDELINES 1. General 1.1. Notes shall include the following information: a) Notes must contain all pertinent details of your involvement in the incident from start to finish b) Answer the questions Who, What, Where, When, Why and How c) Must include ALL notes, even those written on pieces of paper (original documents to be saved as well) 2. Effective documentation must be concise. Your notes should brief but with enough detail to understand them at a later date. Don’t sacrifice understanding for length. If required notes are extensive, they may be File Code: G-EMIR Page 1 of 4  STANDARD OPERATING GUIDELINE documented in another form and this form to be referenced in your notebook 3. Details documented are to be factual and not assumptions or interpretations. Use short sentences and phrases and use quotation marks for direct quotes. Keep notes in chronological order. If you need to add something at a later date, write it under the new date, referring to the old date and explanation why. 4. Effective Documentation 4.1. Effective Documentation - Memo Books a) Effective means of documenting information collected during and after calls b) Widely accepted through the court system c) Compact and easily carried d) Widely used by Police, Fire and EMS e) Initial set of notes reflecting your actions and events f) Should be completed after the call or as soon as reasonably practicable g) Any other reports (Incident Observations Forms) should flow from these notations h) Accepted as a means of refreshing your memory in court i) Also substantiates what you are testifying about j) Much higher credibility k) Keep personal opinions out of the paperwork 5. Memo Books Contents 5.1. The following information shall be included in your memo book: a) Same type of information as witness statement b) Only document the information that you have first-hand knowledge of c) Incident history d) Actions on arrival e) Victim information f) Anything unusual you noticed and what you did about it (referred to Police/EMS/Prevention and name if available) g) Any statements made that may be relevant should be noted in quotes and the person making them should be identified h) Building observations; I. Was the building secure? II. Was the building damaged beyond fire related damage? III. Were the building fire protection systems working? IV. Were smoke alarms sounding when you entered the home/apartment? 5.2. Suppression activities: a) Document YOUR specific activities during the call b) Any issues that hindered suppression? c) Did you deviate from SOG’s or best practice? File Code: G-EMIR Page 2 of 4  STANDARD OPERATING GUIDELINE d) Be specific about victim/patient information (location/position) e) Any observations on what may have caused or contributed to the fire (alterations to building that would aid in the spread of fire, multiple ignition points, fuels in areas they would not normally be found etc.) 5.3. Medical Responses: a) Location, position and condition of patient b) Brief description of injuries or complaints c) Description of treatment rendered and effect if any (ie dressing applied/bleeding controlled) d) Never “assume” a person is impaired by drugs or alcohol e) Never document that a person is “drunk” f) If patient admits to drinking or drugs, document statement g) Description of scene if relevant and location of items relevant to call (weapons, significant blood stains/splatters, medication bottles etc) h) Diagram of scene with details significant to the call i) In cases of “obvious death” state why…..rigor mortis, decapitation, severe charring etc j) If you are denied entry to a scene or access to a patient, document by whom, the circumstances and efforts you made to overcome this 5.4. An Incident Observation Forms (IOF) should be completed: a) If a crime has been committed b) Anytime there will be OFMEM involvement c) Impending prosecution as a result of the fire d) Any altercation where you feel a complaint could be generated e) Mass casualty event 5.5. IOF serve many purposes; a) Allow you to refresh your memory in court b) Provide a first-hand account of the scene on your arrival c) Helps explain changes made to the scene based on your actions d) Helps investigators paint a picture of events and actions: 6. Memo Books Best Practices 6.1. All entries in your memo book: a) At the start of every shift document date, station and vehicle b) All entries should be made in black pen c) Separate each call by address d) Do not leave any empty spaces between e) Do not tear any pages from the book. f) Each page is numbered and must remain in sequential order g) Provide as much detail as you need File Code: G-EMIR Page 3 of 4  STANDARD OPERATING GUIDELINE 6.2. A properly maintained notebook; a) Records details (dates, times, measurements, words spoken) b) Tracks evidence and exhibits c) Allows for preparation of accurate and complete notes d) Helps determine facts, causes and prevention e) Aids memory and recall of details f) If you make a mistake or need to correct something, draw a single line through the words and initial them. g) Write as much detail as you may need to recall the events years down the road h) Spelling and grammar count! i) Any notes submitted or used by you in a court or inquest will need to be copied and provided as disclosure j) When writing a report or statement, you have no knowledge of how that report will be used or who will see it. 7. Memo Book Storage It is the responsibility of each Officer to safely secure their memo books. When off duty the memo book should remain at their station and secured. When the memo book is completed and signed off by the supervisor it will be stored with the Toronto Fire Services. ATTACHMENT(S) N/A RELATED SOGS G-FFOF — Incident Observations Form (IOF) G-EMIR — Emergency Incident Reports TN 602 — Note Taking File Code: G-EMIR Page 4 of 4