DRUMRIGHT — The Drumright Fire Department was recently approved for a transition to a new records management system or RMS, in an effort to improve reporting capabilities, equipment tracking, and overall department operations, according to Fire Chief Brett Lunsford.
Lunsford said the RMS serves as the central database for nearly every aspect of the department’s daily procedural operations.
“That’s how we do all of our reporting,” Lunsford said. “Our emergency calls — like fires and medical calls — it’s also where we keep our truck checks, fleet management, permitting, and inspections.”
The department has utilized some form of records management software for many years, according to Lunsford, but the previous system was eventually sold to another company that later discontinued support for the software.
The department initially transitioned to the company that acquired the former system, however after roughly two years of using the software, Lunsford said the platform was not meeting their needs.
“It’s just not working out,” Lunsford said. “It’s a little too complicated.”
After testing several alternatives, the department selected a system called Red Alert, which firefighters reportedly found easier to use and more effective for their reporting needs. The new system will operate under an annual contract and is expected to cost approximately $5,000 per year — roughly $250 more annually than the previous service.
“If it’s being used better and able to be used properly, then it’s worth it,” Lunsford said.
The system goes beyond even that storing training records, equipment inventories and maintenance logs as well as tracking information such as hydrant inspections, occupancies throughout town, and property owner contact information connected to inspections and permits.
“If something’s broke down, we can report it in there,” said Lunsford. “It keeps log of all of that.”
He went on to say in addition to record keeping, the RMS also provides analytics that allow the department to monitor response performance and operational trends.
“I can tell you what the busiest time of day is, the busiest month. It keeps up with our run times, turnout times and how long it takes us to get from the station to wherever we’re going,” explained Lunsford.
Despite the slight increase in cost, department officials believe the upgraded system will provide long-term benefits by streamlining operations, improving record management, and helping ensure response standards continue to be met.