User:PetesGuide/Radiotelephony message handling

Although a good deal of two-way radio communications can be done with extemporaneous speech, this has several limitations. First, it only works reliably when all parties that need to exchange information are on the same radio frequency at the same time. Second, absent the use of full-time audio recording, there is no permanent record of the communications that can be easily accessed with respect to a particular conversation.

The use of formal messages overcomes both of these problems by allowing the exact content of written messages to be transferred by radio operators who may or may not be parties to the messages, and this can happen asynchronously, without all parties composing and acting on the messages needing to be using the same communications channel at the same time. When required, these messages are archived with the organization, becoming Record Communication.

Record communications is defined as information that can be retrieved either in the original form or in exact duplication, and is placed into a recorded medium for a period of time for future official reference and use. This includes videos, photographs, telegrams, radiograms, other written communications, data communications, and facsimiles.

The procedures have been developed nearly continuously since the advent of the first wireless communications systems in WWI, and got their biggest boost in terms of formal procedures during commercial service between the world wars, and then during military service in WWII. By necessity, the military procedures were based on the commercial procedures, as it was often necessary to send military and government communications over commercial services such as Marconi and RCA.

Message delivery speed
To understand how to properly talk on a two-way radio, it is first necessary to understand when and why you should use voice as opposed to other means of communication. Not all communications are appropriate for voice channels, for reasons that include: The speed values in the table below are based on a 10-word telegram, as stated in FM 24-5. With the decline and now near total absence of commercial voice radiotelephony message services, the only active and publicly published message handling procedures (at least for the English language) are those of the U.S. military and the ARRL NTS message system.
 * accuracy of transmission
 * accuracy and completeness of long-term records
 * Ability to redirect the message to other people or other delivery methods

The format for communicating such messages over radio is called a radiogram. The basic format of the radiogram and the concept of record communication goes back to the earliest days of wired and wireless telegraphy, and one of its key tenants is that such messages can be transferred over a sequence of different communications channels without losing fidelity. For instance, the author of a message need not know which method will be used when composing it, leaving the method of delivery up to the communications personnel. The message might be transmitted over the first leg of its journey as a radiogram transmitted via voice radio circuits, then be sent to the next station using Morse code (still as a radiogram), sent via radioteletype (abbreviated RATT in the military; RTTY in Amateur radio) for the next leg (still a radiogram), then read by a radio operator at that station to a commercial wire service (now it's a telegram) for delivery to the recipient as a letter (a telegram inside a postal envelope). Transmitting an incoming message over a network facility other than that by which it was received is called "refiling".

The most well-developed form of the radiogram still in use, which has written procedures for traversing all such transmission methods, is the U.S military's 16-line message format. This format is also used by Amateur radio operators in the Military Auxiliary Radio System, and by the U.S. Department of State. Amateur radio operators participating in the American Radio Relay League's National Traffic System use a different message format, the ARRL Radiogram and matching NTS procedures.

Record keeping requirements
Although most two-way radio stations are no longer legally required to keep records of all radio transmissions, there are situations in which logging operations and retaining their records is either advisable or required by law.

Record retention guidelines

 * All formal messages should be kept for a period of two years. (based on broadcaster requirement in §73.1820)
 * Record communications and logs involving communications incident to a disaster (including search and rescue operations) or regarding an FCC investigation must be retained until authorized for destruction by the FCC.
 * If the log relates to a complaint of which the licensee has received notice, relevant records must be maintained (even if there are not normally a requirement to keep such logs) until the matter has been fully resolved or the applicable statute of limitations has run.
 * Because of the complaint requirement, it is a good idea to keep a station log whenever there are unusual operating conditions or events.

Types of logs
From CAP R100-3
 * Operating Log: The operating log records the times, channels (identified with frequency designators), and the message and subject of messages sent or received. Technical notations about the station may also be included, such as changes of radio, antennas, backup power availability, etc.
 * See DA Form xxxx for an example of an operating log
 * Message Log: The Message Log is a more detailed listing of messages received, sent, and waiting to be sent. It should record the local message number, and the sending station’s message number, Date-Time-Group of the message, received from, time received, receiving operator, sent to, time, and sending operator.
 * fields for TX #, RX #, MSG DTG, RX From, RX Time, TX To TX Time
 * See DA Form 4180 Message Number Sheet for an example of an outgoing message log
 * See DA Form 4012 Terminating Message Number Sheet for an example of an incoming message log.
 * NCS Log: The NCS Operating log should constitute a complete and continuous record of all transmitted and received messages, and information concerning the radio net. If kept by hand, the log will be written legibly in ink, by the operator or an assistant under the supervision of the operator.
 * Operator's Number Sheet (read FM 24-5 for more details)
 * See DA Form 4180 Message Number Sheet for an example
 * See DA Form 4016 Telecommunications Center Originating Message Register for an example
 * See DA Form 4012 Terminating Message Number Sheet
 * Station log. In conjunction with the number sheet and the file of transmitted and received messages forms a complete record of events and operating conditions which occur during a radio day at a station. See Master Station Log, DD 1753 for an example form. It should also include:
 * opening and closing of stations
 * causes of delays in traffic
 * Frequency adjustments and changes
 * Unusual occurrences such as procedure violations, circuit/equipment problems, backlogs, personnel shortages, etc. (See DA Form 4215 Duty Officer's Record of Communication Center Operations for an example)
 * Communication Status Log: records which stations, and by which means, your station can communicate with (see DA Form 2150-R for an example)
 * a list of operators on duty (see DA Form 3940, Unit Assignment for an example)

Break-in procedure
Stations needing to interrupt other communications in-progress shall use the most appropriate of the below procedure words, followed by their call sign:

International priority signals
The use of these emergency signals is governed by international radio regulations that have the force of law in most countries, and were originally defined in the International Code of Signals and the International Convention for the Safety of Life at Sea, so the rules for their use emanate from that document.

Precedence procedure words
If the need for the break-in is to pass message traffic and is not a condition covered by MAYDAY, PAN-PAN, or SÉCURITÉ, then one of the following signals should be used:

Order of priority of communications
The priority levels described below are derived from Article 44 of the ITU Radio Regulations, Chapter VIII, and were codified as early as the International Telecommunication Convention, Atlantic City, 1947 (but probably much earlier).

Message processing
Add content based on Message Processing section of FM 24-17. see also CAP message form.

16-Line Message Format
A 16-line message appears like this when recorded on a typewriter or computer text file: CALLED_STATION THIS IS CALLING_STATION MESSAGE NUMBER 051 ROUTINE TIME 221855Z APR 2015 FROM ORIGINATION PLAIN LANGUAGE ADDRESS TO ADDRESSEE RI AND PLAD INFORMATION ADDRESSEE 2 RI AND PLAD GROUP NO COUNT BREAK UNCLASSIFIED THIS IS A TEST MESSAGE BREAK OVER Method of sending: (FM 24-5) Should there be a need to convert a radiogram transmitted by voice to another communications method, the procedures are described in these publicly accessible documents:
 * 1) Receipt or R method, in which both the transmitting and receiving stations normally may use their transmitters in order to effect delivery of messages, and in which the transmitting station usually requires and obtains a receipt for each message thus transmitted. This is the normal method.
 * 2) Broadcast or F (Fox) method in which several stations are addressed, but are not permitted to receipt to the transmitting station for the messages thus received. (is this "DO NOT ANSWER"?)
 * 3) Intercept or I method in which, by prearrangement, messages intended for a silent station are exchanged between two regularly operating stations.
 * 4) Executive (IX) method, which is used for messages which require the execute sign to indicate the instant of execution.
 * ACP-124 (messages relayed by telegraphy)
 * ACP-125 defines the format of messages relayed by voice
 * ACP-126 defines the format of messages relayed by radio teletype
 * ACP-127 defines the format of messages relayed by automated tape

Full instructions for composing 16-line format messages can be found in:
 * Send a message in 16 Line Format
 * DA PAM 25-7 Joint User Handbook for Message Text Formats (JUH-MTF). 01 Jul 1989
 * AR 105-31 Message Preparation
 * FM 101-5-2 U.S. Army Report and Message Formats

Research documents for message handling procedures
Tools needed Forms Needed Research documents
 * CAP R100-1, paragraph 7.6. contains requirements for station logs
 * CAP R100-3
 * Received stamp—The received stamp indicates in permanent type the message center designation; in movable type, the month, date, and year; it also provides for time entry by clock operated stamp.
 * Serial number stamp—This is an automatic numbering stamp.
 * W. D., S. C. Form No. 159 Number sheet (has space for 100 messages)
 * W. D., S. C. Form No. 160 Delivery lists (has space for seven messages)
 * W. D., S. C. Form No. 158 Route delivery list (has space for 19 messages)
 * Message Envelope M-40
 * Receipt form
 * Unit journal page 290 of FM 24-5 used by signal units of orgs smaller than a division.
 * Signal communications established to each location chart
 * The signal comms by location chart and Form No. 159 may be combined into a message center log.
 * From FM 24-5
 * Form No. 158: Route delivery list (space for 19 messages)
 * Form No. 159: Number sheet (space for 100 messages)
 * Form No. 160: Delivery lists (space for 7 messages)
 * Message Envelope M-40
 * Receipt form
 * Unit journal (page 290) used by signal units of orgs smaller than a division
 * Signal communications established to each location chart
 * The signal comms by location chart and Form No. 159 may be combined into a message center log
 * From FM 24-17 1977 version
 * DA Form 4215 Duty Officer's Record of Communication Center Operations
 * DA Form 3940, Unit Assignment
 * DA Form 4180 Message Number Sheet
 * DA Form 4011 Telecommunications Center Delivery List
 * DA Form 4010 Message Distribution Register
 * DD Form 173 Joint Message Form
 * DA Form 4004 Message Book (formerly DA Form 11-170, Message Book M-210-B)
 * DA Form 4016 Telecommunications Center Originating Message Register
 * DA Form 4012 Terminating Message Number Sheet
 * DA Form 3921 Communications Center Service Message
 * DA Form 2655 Message Action Request
 * DA Form 1392 Data Message Form
 * DA Form 3940 Unit Assignment (all personnel shift assignments)
 * DA Form 2150-R Communication Status Log
 * DA Form 4012 Terminating Message Number Sheet
 * Message Center Log=4180 and 2150-R combined?
 * FM 24-5 (message center procedures)
 * FM 24-9 Combined United States-British Radiotelephone (R/T) Procedure
 * FM 24-16 Communications-Electronics Operations, Orders, Records, and Reports
 * FM 24-17 Tactical Communications Center Operations
 * TM 11-450 (training specifications for signal specialists)
 * FM 24-56 (operating regulations)
 * FM 101-5 or orders, records, and reports
 * FM 11-5 for orders, records, and reports
 * TM 11-490-2 Army Communications Facilities Telecommunications Center Operating Procedures
 * AR 105-10 Communications Economy and Discipline
 * AR 105-15 signal communications command
 * AR 105-22 Telecommunications Requirements Planning, Developing, and Processing.
 * AR 105-31 Message Preparation
 * AR 105-34 Reduction and Control of Telecommunications Traffic in an Emergency (MINIMIZE)
 * AR 310-50 Authorized Abbreviations and Brevity Codes
 * AR 340-18-1 The Army Functional Files System: General Provisions

another list
Messages are handled (received, transmitted, and delivered) by a Message center, the operations of which have variously been defined in:
 * FM 24-1 Tactical Communications Doctrine
 * FM 24-5 (message center procedures)
 * FM 24-6 Radio Operator's Manual (radiotelegraph only?)
 * FM 24-8 Combined Teletypewriter (Teleprinter) Procedure
 * FM 24-9 Combined United States-British Radiotelephone (R/T) Procedure (CCBP 3-2?)
 * FM 24-10 Joint Army and Navy Radio Procedure
 * FM 24-10 Combined Radiotelegraph (WT) Procedure
 * FM 24-11 Combined Operating Signals
 * FM 24-12 (Army Extract of Combined Operating Signals (from FM 24-11)
 * FM 24-13 Air Extract of Combined Operating Signals (from FM 24-11)
 * FM 24-16 Communications-Electronics Operations, Orders, Records, and Reports
 * FM 24-17 Tactical Communications Center Operations
 * FM 24-18 Radio Communication http://www.90thidpg.us/Research/Original/TableauNr2/Resources/FM_24-18_Radio_Communication.pdf
 * TM 11-450 (training specifications for signal specialists)
 * TM 11-459 morse code training
 * FM 24-56 (operating regulations)
 * TM 11-454 The Radio Operator
 * TM 11-455 Radio Fundamentals
 * FM 101-5 and FM 11-5 for orders, records, and reports
 * TM 11-490-2 Army Communications Facilities Telecommunications Center Operating Procedures
 * AR 105-10 Communications Economy and Discipline
 * AR 105-15 signal communications command
 * AR 105-22 Telecommunications Requirements Planning, Developing, and Processing.
 * AR 105-31 Message Preparation
 * AR 105-34 Reduction and Control of Telecommunications Traffic in an Emergency (MINIMIZE)
 * AR 310-50 Authorized Abbreviations and Brevity Codes
 * AR 340-18-1 The Army Functional Files System: General Provisions

Military block printing
When writing anything on paper related to communications, you should use the specific hand lettering form known as military block printing. This form originated during or before World War II, but is still published in U.S. Government publications in the 21st Century.

These letter forms must be used on all message forms and station logs, to ensure that all radio operators can easily read all record communications. Even if you think all the other radio operators you work with can read your handwriting, these forms must be used so that anyone inside or outside the organization can read the communications records during After-Action Reviews.

The graphics used to teach hand lettering have changed over the years, and include at least these variations.

Message precedence
Without any indication of precedence, messages are handled in whatever order the net control station specifies. Any station that needs to have a message sent ahead of other messages will use one of the precedence procedure words (FLASH, IMMEDIATE, or PRIORITY), both as a break-in procedure (interrupting the current voice communications), and in the header of the message, so that it will be delivered quickly by every radio operator that handles the message. Each of these prowords has a defined time period in which the message must be handled.

Message-handling procedure words
Below is a partial list of the message-handling procedure words from ACP 125(G), focusing on those used to establish and end message communications.

Message box files
When handling messages at a communications center, it is imperative that proper filing systems for both incoming and outgoing messages is used. Two separate, and differently designed filing boxes are needed:
 * Received
 * 24-slot file (one for each hour) for received messages. Such as the Fellowes 25041 Literature Organizer.
 * Outgoing
 * Live file—The live file consists of a duplicate copy of each outgoing message which has been sent for transmission but for which a receipt has not yet been obtained.
 * Dead file—The dead file consists of the duplicate copies of all receipted outgoing messages; completed receipt forms; and the receipted duplicate clear text copies of all incoming messages received by means other than special messenger. The dead file is disposed of daily or oftener as directed by the unit communication officer. It is turned over to the communications unit supervisor at frequent intervals so that messages may be included in the unit journal.
 * Multiple-slots for the original of completed outgoing messages. One for each destination messages are to be delivered to, plus a file marked "From miscellaneous" and another file marked "To miscellaneous".
 * Detailed procedures and instructions for the routine operation of message centers, and information as to the authority of commanders to depart from prescribed procedures, are given in FM 24-5 (or FM 24-17, when published). See paragraph 67 for a discussion of signal centers.

Temp section
CAPR 100-1, paragraph 7.6. contains requirements for station logs:"7.6.1. For stations that maintain logs, the logs will show hours of operation, frequency designators or channels used, local message number and the message number from the sending station, time, stations with which communications were held, and the name of the operator on duty. Logs must use channel designators and not identify actual frequencies. The log shall be kept in an orderly manner and in such detail that required data is readily available.""7.6.2. As appropriate to the mission and requirements for interagency coordination, time entries may be recorded using either UTC time or local time (24 hour clock at the Incident Command Post location).""7.6.3. Logs must constitute a true and accurate record of communications activity. Written logs shall be maintained in ink. Logs kept on computer should be printed for storage, or backed up in a safe location for the required retention period. WMIRS radio logs comply with the requirements of this paragraph. Authorized mission personnel who have justification may correct invalid or incorrect entries."CAPF 110 Air/Ground or Point to Point Log

https://books.google.com/books?id=uld2GArSYBIC&pg=PA34&lpg=PA34&dq=%22DA+FORM+2150-R%22&source=bl&ots=__sZUme9d0&sig=E7Oxvrcnuo72nJuMY5-wHty49SY&hl=en&sa=X&ved=0ahUKEwjk07yt9aXZAhXM0J8KHStBDu8Q6AEIMjAB#v=onepage&q=%22DA%20FORM%202150-R%22&f=false