Getting the Best Fire RMS? Start With These Questions
For fire departments throughout the country, the right records management system (RMS) software can save teams countless hours on paperwork, ensure their members are up-to-date on training, and help the department at large fulfill its duty to the community.
However, with so many options on the market, finding a platform that aligns with your department’s specific needs can be a bit overwhelming.
The key to making the right choice lies in asking the right questions. Therefore, as you search for the right fire RMS software for your department, you’ll need to evaluate the aspects listed below when speaking with vendors to ensure you make an informed choice.
Selecting the best fire RMS software for your department involves much more than simply making a wish list of features and finding something that checks most of those boxes. You’ll need to dig deep into your department’s needs and goals, and that means you’ll need to ask prospective vendors some tough questions.
Key Question: How well does the platform handle reporting needs like the transition from NFIRS to NERIS, term retention, retirement, pay-per-call, & customizable reports? You don’t want a basic system that casts a wide and shallow net; you need a platform that offers customized and detailed insights tailored to your needs to improve your department’s operations and outcomes. Look for software that delivers detailed, user-friendly reports customized to your needs without the hassle of manual intervention.
Key Question: What measures are in place to prevent vendor lock-in when it comes to accessing and/or transferring our data? When you switch vendors, you’ll need to transfer years—if not decades—of historical data to your new platform. And if your vendor controls how and when you can access that data, you could be left in a bind. Read the data ownership clauses carefully and ensure they protect your department’s interests. Because while switching vendors might be inevitable, losing access to your data should never be.
Key Question: Can the RMS software manage scheduling, training, fire prevention, pre-planning, & incident response effectively? Time is everything in the field of emergency response. Quality fire RMS software will offer tools to make your team more efficient and organized. And when you have fully staffed shifts where everyone is up-to-date on their training, your firefighters can focus on what they do best: saving lives.
Key Question: Does it support real-time data sharing across devices? Imagine arriving at a scene with delayed or missing information. It’s a risk no fire department should have to face. Real-time data sharing ensures everyone is aligned, reducing errors and improving response times. It also supports better collaboration among teams, whether on-site or at the station.
Key Question: Can it enhance occupancy records directly within the platform? Ask your vendor if you can remotely update your occupancy records from your mobile device or laptop. By doing so, you’ll decrease the risk of outdated occupancy information by removing barriers to record updates and allowing firefighters to input new data while in the field.
Key Question: Will I need additional vendors for incident response and live mapping data? Find out which vendors offer built-in features or seamless integration with essential tools. You want a cohesive platform that has everything your firefighters need in one place.
Key Question: Is the platform flexible enough to be customized to our department’s needs? Off-the-shelf options can be limiting, while a fully customizable platform allows you to tailor the system to your unique requirements. For instance, you can add department-specific fields or integrate the platform with apps you are already using.
Key Question: How user-friendly is it, & what kind of support can we expect? Ask about the user-friendliness of the product and schedule a demo. Invite rank-and-file members of your department to attend and gather their feedback. You should also ask about support (is it offshore vs. US-based), including after-hours customer support, training resources, and updates.
Key Question: How do you ensure a seamless, loss-free data migration, and will we have access to dedicated, one-on-one support during the transition? Loss-free data migration preserves your department’s critical data without any disruption or risk of losing important records. With dedicated, one-on-one US-based support, you’ll have a direct line to experts who understand your needs and can guide your team through every step of the transition, ensuring a smooth and efficient switch to your new RMS.
Asking the right questions is the first step in finding the fire RMS that will actually work for your team. By focusing on the features that matter most to your department, you’ll have the tools needed to run your department smoothly and get the job done right.
