Training Session Three. Handling written message traffic
By AL7N, STM Alaska
Last session, we discussed the Signature of a formal written message
and it's importance,
We also went through the Preamble of a formal written message, what it is
for and discussed the eight items contained therein. The Preamble is the
last part added to the originator's tendered written copy, but it is the
FIRST part of the four parts of the message to be transmitted.
We discussed the "format" of written messages, which is the ORDER in which
the parts of a written message are always put down on paper, transmitted by
the sending operator and recorded by the receiving operator:
that ORDER is always: Preamble, Address, Text, Signature.
You of course may also e-mail me for detailed explanation on any item we have
discussed previously in any session.
my e-mail address is: al7n@arrl.net.
In This session we will further discuss origination of messages and
Getting the copy in proper format (order) on paper,
Tendered written traffic from the message originator, once the Preamble line has been
appended by the Station of Origin, becomes the "copy of record".
Once transmitted on a traffic circuit by the Station of Origin (defined as the first amateur
station to put the message on a traffic circuit) and properly
serviced, this original copy must be retained in the "sent" file of the Station of Origin.
(By the term "serviced" we mean the annotation the transmitting radio operator places on
the original tendered message copy that indicates to whom it was sent (callsign), the time
and frequency on which it was transmitted).
This "servicing" is important because if any question comes up as to the disposition
of the message later on, such as delivery failure, or serious garbling, the "copy of record"
on file at the station of origin may need to be referred to in order to resolve it.
Although no longer required by FCC, It is a good idea to retain the original copies of any
third party messages handled by your station for at least a year, just in case anything
comes up.
No task is complete until the paperwork is done.
Now we will discuss Counting the check
The words or groups in the text part of the message that is tendered for transmission must
be accurately counted in order to come up with the "check" number that is inserted in the
message Preamble by the Station of Origin. (Note that "groups" includes whole words,
"mixed" number/letter groups, and "all-number" groups).
Nothing in the Address or Signature of the message is counted in the check.
An accurate word or group count at the outset is important, because this is what
subsequent operators handling the message on it's way to delivery will be using in order
to help make sure their copy is complete and correct.
If an "ARL" standardized message text is to be used in the text, make sure you
prefix the "check" number in the Preamble line with the alpha group "A R L"(as in Alfa
Lima Romeo).
(Refer to ARRL Operating Aid FSD-3 for a list of the standardized ARL text messages.
This operating aid is listed in the resource material Linda AD4BL has been sending out.)
There are twenty six standard message texts on this list for Relief Emergency use, and
twenty two more for "routine" use.
Note that the "numbers" that label the ARL standard text messages are always spelled out
in full when these are used in messages.
Example: the ARL twenty Six message text has the numbers twenty and six spelled out.
Never use numerals to designate an ARL text in a message.)
Caution should be exercised if there is any possibility that the distant delivering
amateur station may not have the proper "decoding" information for any "ARL"
standardized text used in any third party message. If there is any doubt at all about this,
consider having the originator just use plain English in the clear and not use any of the
"ARL" texts.
That will avoid delivery of a message that would possibly not be understood by the
recipient.
Once the "check" is counted and inserted in the Preamble, and the remainder of the
Preamble items are complete with all necessary items included, be sure to
recheck the the message for a proper and complete address and telephone number if one
is known. The text must be in plain English and be written so the recipient cannot
mis-understand it's meaning, and the message must be properly signed by the originator.
The message is now ready to be listed as traffic to be sent by the originating station,
and transmitted at the proper time during a net according to instructions by the Net
Control station..
The Receiving operator will count the words and groups in the text
of their copy and compare it with the check number in the Preamble to make sure
that a word or group has not been left out or has been duplicated.
This is double check very important...Remember, our objective in handling third party
written traffic is to reproduce the message text at the delivery end "word for word" and
"character for character" exactly as the originator wrote it, regardless of
any mode changes enroute from origin to delivery. Anything else just will
not do.
If anything is wrong with the word count and comparison to the "check", it is important
for the receiving operator to resolve it with the transmitting operator before "signing" for
the message as being received completely and correctly in it's entirety.
(Outside reading assignment before next session: ARRL web site, Public Service, NTS,
Refer to The PSCM, M&PG's Appendix "B", Specifically read Chapter 2 titled "Sending
messages on Voice").
This material should also be available in the list of resources Linda AD4BL has sent to
you.
Chapter 2 of the Appendix "B" to the Methods & Practices Guidelines explains
everything to a great degree of detail. It explains about the use of "prowords" which are
words and statements that are spoken by the transmitting operator but not copied down by
the receiving operator as part of the message proper. The purpose of prowords is to help
clarify the transmission of the various parts of the message.
Please go to the ARRL web site and do the assigned reading in Appendix B Chapter 2
and bring any questions you may have to the next training session, or e-mail me at
al7n@arrl.net
with any questions you may have and I will furnish answers.
Some additional tips:
When transmitting a message in voice mode to a distant operator, it is a good idea to
underline each word in the text on your original copy as you dictate it so as to avoid
omitting or duplicating words. This will also help you "slow down" your dictation speed
which in turn will assist the distant operator in making accurate copy.
If the message is of Priority or higher precedence, consider having the distant operator
"read the text back" to you. While it is being read back, Underline each word/group on
your copy a second time to ensure the copy is correct.
Be extremely careful of words that sound the same but may have different spelling or
meaning...
Some examples: The figure 2, two, too, and to. Some names should be
confirmed as to correct spelling..Example: "CATHY" vs "KATHY"and "JOHN" vs
"JON".
The words "FIFTY" and "SIXTY" also sound a lot alike... Make sure you get it right.
Use Phonetics sparingly, but use them if you must, to get the meaning across crystal
clear. Always use standard ITU phonetic words, not some cute variation you dream up
on the spot...That could result in unnecessary confusion to a receiving operator.
Once the message has been transmitted by the originating station and properly serviced
bythe transmitting operator on the original tendered hard copy, be sure it gets filed where
it can be recovered in case any question as to it's disposition comes up at a later
time....Such as during an "after action" session "post-operation" in a disaster recovery
scenario, actual incident or drill.
This concludes the third session in Written traffic handling training.
Questions on any material covered in this or previous sessions may be directed to
Ed AL7N at
al7n@arrl.net
Next time we will get into proper copying of formal written messages by the
receiving operator, how to quickly count the "check" on your received copy, and how to
properly acknowledge that the message has been received and copied completely and
correctly in it's entirety.
It would now be a good idea to practice writing out some written message traffic.
Address it to someone you know, put down the proper address details, write
a simple text of ten words or so, and sign it properly, then append the preamble
line at the top of the copy according to the things we have discussed in this and previous
sessions.
Soon we will want to actually send some of these over the air so we can all get
some transmitting and receiving/copying practice.
Ed AL7N
STM Alaska