Utah Department of Administrative Services

Division of Archives & Records Service

Valley Emergency Communications Center (Utah)

9643--Enhanced 911 dispatch system
9644--Computer aided dispatch system

AGENCY: Valley Emergency Communications Center (Utah)

SERIES: 9643
TITLE: Enhanced 911 dispatch system
DATES: 1991-
ARRANGEMENT: Chronological

DESCRIPTION: This automated system documents all emergency 911 calls received by the Valley Emergency Communication Center. This system captures information obtained from 911 emergency calls. This system is linked with U.S._West Communications and when a call is received the system automatically recognizes the phone number identifying customers name and address. This system also contains a grid system providing location information on addresses and indicates appropriate agency to respond to call. This information may be copied to the Computer aided dispatch system. This system includes date and time call received, telephone number, position number receiving call, amount of time it took to answer call, time taken to transfer, total time with call, class service, name of customer, house number, street direction, street name, city, and location data.

RETENTION

Retain 30 days after which the computer files can be updated by over writing the information or erasing the disk.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 30 days and then delete provided questionable actions are transferred to a longer storage medium.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 15.

PRIMARY DESIGNATION

Private


AGENCY: Valley Emergency Communications Center (Utah)

SERIES: 9644
TITLE: Computer aided dispatch system
DATES: 1989-
ARRANGEMENT: Chronological

DESCRIPTION: This computer system documents dispatching services provided by the Valley Communication System Center to six police departments and ten fire departments within Salt Lake County. The information contained within the system is captured from three sources: 911 calls (20 percent), regular business calls (45 percent), and officer initiated calls (35 percent). The process begins with a phone taker receiving the call and determining its routing. Salt Lake County Sheriff's Office and South Salt Lake City calls are transferred to their respective dispatch offices. These calls are only documented through the 911 system. If the call is a 911 call the phone taker types a command which copies the information from the 911 system and routes the call to the appropriate dispatcher. Duplicate calls are received, but not transferred. This information is not saved in the CAD system, but is only documented on the 911 system. Other business calls are received by phone takers and callers questioned to obtain information which is typed into the computer (name and address, telephone number, and type of incident) and then the call is routed to the appropriate dispatcher. The dispatcher questions the caller to obtain all necessary details and that information is added to system. The dispatcher then checks all available units for appropriate agency and dispatches by radio needed units. This information is typed into the system and the status of all dispatched units and arrival times are also recorded. If call is an emergency situation, the dispatcher has a set of key questions that the caller is asked to determine level of response needed and provides pre-arrival instructions. The dispatcher remains on the line until the units arrival and records all pertinent data. Dispatchers regularly receive calls from officers in the field indicating their location and status (unavailable, responding to crime in progress, requesting backup). This information is added to the system to provide the most current information on the availability of units in the field and to allow for an appropriate response to the specific needs of the units. This automated system contains all dispatch information since 1989. Each police department and fire department involved in this communication's network has a computer to search data collected through this system and to print regular administrative reports. The system's daily backup only contains information for the current week. The complete system is backed up weekly. Reports are only produced on a as need basis. No regular report is created. The system includes date and time of call received, type of call, telephone number of caller, location of call, name of caller, location identification, call taker identification code, dispatcher code, narrative of incident, unit dispatched, time dispatched, status, and time of arrival, a unit history indicating units available, unavailable, times and location.

RETENTION

Retain 30 days provided questionable actions are preserved on longer term storage until no longer needed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 30 days and then delete provided questionable actions are transferred to a longer storage medium.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 15.

PRIMARY DESIGNATION

Private