Standard Operating Procedure Ottawa Fire Service Classification # SOP PR 04.2-2008 Prevention Fire Investigation Major Case File Management Subject Authority Policy Fire Chief Ottawa Fire Services (OFS) is committed to the standardization and thorough documentation of Major Case Files. Purpose To provide OFS personnel with standard procedures to follow when a Major Case File is created. The major case file management system will ensure all documentation is collected by OFS for events that are deemed necessary to track by the OFS Fire Management Team. Scope All OFS personnel Procedure Rules: The major case file management system will combine all documentation from all divisions and units of OFS in a standard manner and will be housed in a central location for use by OFS officials. (e.g. major fires, significant loss situations, significant public events, high media profile cases, target occurrence or building occurrence as directed by OFS officials). The file management system will be put to use on major cases moving forward and will also be used for some historical cases from the past. ACTIONS Section I: Major Case File Management OFS shall initiate a Major Case File for all cases that require an Ontario Fire Marshal investigation. There may also be other situations that arise where the OFS will deem it appropriate to establish a major case file as needed and determined by OFS officials. The Fire Management Team (FMT) shall initiate all Major Case Files. OFS staff shall be advised that a Major Case File has been initiated via a General Order Part 2 (GO 2) by Division Chief of Prevention. The Major Case File shall be classified and filed according to the procedure below within the following Divisions and Unit Documentation Responsibility for OFS and City of Ottawa: Date: June 4, 2008 Last Revision: Page 1 of 6 SOP PR 04.2-2008 Major Case File Management
Standard Operating Procedure Ottawa Fire Service A. Divisions for Ottawa Fire Services (OFS) for Major Case Documentation and Reporting 1.0 Prevention 2.0 Suppression 3.0 Training 4.0 Communications 5.0 Safety Division 6.0 Special Operations 7.0 Performance Management 8.0 Operations (Senior/Chief Officers for Rural and Urban Areas) 9.0 Ontario Fire Marshal Section 10.0 Other Services and External Agencies (Public Works and Services Section, Planning, Transit and the Environment Section, Community and Protective Services, Corporate Services, Ottawa Police Services) Section II: Ottawa Fire Service and City of Ottawa Divisions Each division of the OFS and applicable City of Ottawa divisions and units will be subdivided into separate sections to keep all documentation systematic in approach. Each division is responsible for submitting their documentation within 20-calendar days form when a Major Case File is created and notification is sent out. Notification of a Major Case File shall be sent out by a GO 2 to all of the Divisions listed below by the Chief of the Prevention Division. All documentation is to be sent to the Prevention Division by e-mail or sent to Major Case Files, care of the Prevention Division, 1445 Carling Avenue, Ottawa, Ontario, K1Z 7L9. B. Divisions for Ottawa Fire Services for Major Case Documentation and Reporting 1.0 Prevention (Division Chief) 1.1 Provide any applicable historical data concerning event. 1.2 Provide latest building/dwelling drawings on record. 1.3 Provide history of address from FDM / RMS System. 1.4 Provide copies of any applicable Standing Operating Procedures (SOPs). 1.5 Provide OFS Fire Investigation Report (with photographs). 1.6 Provide Platoon Chief - Fire and Special Occurrence Report. 1.7 Provide report on fire risk for location or event. 1.8 Provide details of prevention methods used at premises and latest inspection of the premises (i.e. fire extinguishers, smoke detectors, heat detectors, etc). Date: June 4, 2008 Last Revision: Page 2 of 6 SOP PR 04.2-2008 Major Case File Management
Standard Operating Procedure Ottawa Fire Service 2.0 Suppression (Platoon Chief) 2.1 Provide any applicable historical data concerning event. 2.2 Provide copies of any applicable SOPs. 2.3 Provide report on status for OFS personnel on duty in Rural or Urban stations for date in question (Appropriate Sector Chief to provide Rural information). 2.4 Provide report status of apparatus (vehicles) in service for date in question. 2.5 Provide report on weather for date in question. 2.6 Provide report on other events or situations that required OFS attention on date in question. 2.7 Provide report on location of incident from local fire halls. 2.8 Provide list of personnel and apparatus used for incident. 2.9 Provide report on ground staffing. 2.10 Provide report on fire fighter effectiveness. 2.11 Provide report on command and control effectiveness. 2.12 Provide report on equipment availability and reliability. 2.13 Provide report on water availability and reliability. 2.14 Provide witness statements. 2.15 Provide casualty report. 3.0 Training (Division Chief) 3.1 Provide any applicable historical training data concerning event. 3.2 Provide copies of any applicable SOPs. 3.3 Provide list of personnel training records for each member involved at scene. 3.4 Provide driver abstract. 3.5 Provide driver training record. 3.6 Provide training record from FDM/RMS from training unit. 3.7 Provide training lesson plan, log book for training done at station. 3.8 Provide certification levels of instructors. (NFPA 1, NFPA 2) 3.9 Provide Health Call Report. 4.0 Communication (Division Chief) 4.1 Provide any applicable historical data concerning event. 4.2 Provide copies of any applicable SOPs. 4.3 Provide full chronological dispatch (CAD) log. 4.4 Provide voice, phone and radio recordings (CD/DVD) 4.5 Provide transcript of call event or section of call event. 4.6 Provide paging log of pager activation. 4.7 Provide notification spreadsheet. 4.8 Provide 911 printout of event or situation. Date: June 4, 2008 Last Revision: Page 3 of 6 SOP PR 04.2-2008 Major Case File Management
Standard Operating Procedure Ottawa Fire Service 5.0 Safety Division (Division Chief) 5.1 Provide any applicable historical data concerning event. 5.2 Provide copies of any applicable SOPs. 5.3 Provide Health and Safety Report (Critical Injury Situations only). 5.4 Provide report for Ministry of Labor. 5.5 Provide report on personal and protective equipment. (Pre and Post Situation report) 5.6 Provide exposure and communicable disease report. 5.7 Provide approved on-scene Safety Officer Report, photograph log and photographs. 5.8 Provide vehicle accident report. 5.9 Provide risk management report. 5.10 Provide report on respiratory equipment. 5.11 Provide report on maintenance of equipment. 6.0 Special Operations (Chief) 6.1 Provide any applicable historical data concerning event. 6.2 Provide copies of any applicable SOPs. 6.3 Water Rescue Team. 6.4 Extrication Team. 6.5 Tech Rescue Team. 6.6 Hazmat Team. 6.7 Provincial CBRNE Team. 6.8 Special Operations Programs. 6.9 Special Operations Projects. 7.0 Performance Management (Manager) 7.1 Provide any applicable historical data concerning event. 7.2 Provide copies of any applicable SOPs. 7.3 Provide comparative statistics. 7.4 Compile all media coverage. 7.5 Include closed FDM-RMS Incident Reports. 7.6 Compile all Council Inquiries and Responses for filing. 8.0 Operations (Senior/Chief Officers for Rural and Urban Operations) 8.1 Provide any applicable historical data concerning event. 8.2 Provide copies of any applicable SOPs. 8.3 Provide any applicable reports, news articles, and interviews etc. given by senior OFS Officials concerning the event in question. 8.4 Provide documents and other special reports made by senior OFS officials. Date: June 4, 2008 Last Revision: Page 4 of 6 SOP PR 04.2-2008 Major Case File Management
Standard Operating Procedure Ottawa Fire Service 9.0 Ontario Fire Marshal (OFM) Section (Deputy Chief) 9.1 Receive OFM Phase 1 Report. 9.2 Receive OFM Phase 2 Report. 9.3 Receive OFM Phase 3 Report. 10.0 Other Services and External Agencies (Public Works and Services Section, Planning, Transit and the Environment Section, Community and Protective Services, Corporate Services, Ottawa Police Services) 10.1 Public Works and Services 10.2 Planning 10.3 Transit and Environnent 10.4 Community and Protective Services 10.5 Corporate Operations 10.6 Ottawa Police Services Responsibilities The Division Chief of Prevention shall: Send out a GO2 stating that a major case file had been opened and that all information from each division is to be submitted to the Prevention Office. Organize the gathering of information within the Prevention Division. Submit the information gathered to the Fire Protection Engineer, Prevention Division, 1445 Carling Avenue, Ottawa Ontario, and K1Z 7L9 within 20-calendar days of notification of a Major Case File request. The Platoon Chief of Suppression shall: Organize the gathering of information within the Suppression Division. Submit the information gathered to the Fire Protection Engineer, Prevention Division, 1445 Carling Avenue, Ottawa Ontario, and K1Z 7L9 within 20-calendar days of notification of a Major Case File request. The Division Chief of Training shall: Organize the gathering of information within the Training Division. Submit the information gathered to the Fire Protection Engineer, Prevention Division, 1445 Carling Avenue, Ottawa Ontario, and K1Z 7L9 within 20-calendar days of notification of a Major Case File request. The Division Chief of Communications shall: Organize the gathering of information within the Communication Division. Submit the information gathered to the Fire Protection Engineer, Prevention Division, 1445 Carling Avenue, Ottawa Ontario, and K1Z 7L9 within 20-calendar days of notification of a Major Case File request. Date: June 4, 2008 Last Revision: Page 5 of 6 SOP PR 04.2-2008 Major Case File Management
Standard Operating Procedure Ottawa Fire Service The Division Chief of Safety shall: Organize the gathering of information within the Safety Division. Submit the information gathered to the Fire Protection Engineer, Prevention Division, 1445 Carling Avenue, Ottawa Ontario, and K1Z 7L9 within 20-calendar days of notification of a Major Case File request. The Chief of Special Operations shall: Organize the gathering of information within the Special Operations Division. Submit the information gathered to the Fire Protection Engineer, Prevention Division, 1445 Carling Avenue, Ottawa Ontario, and K1Z 7L9 within 20-calendar days of notification of a Major Case File request. The Manager of Performance Management shall: Organize the gathering of information within the Performance Management Division. Submit the information gathered to the Fire Protection Engineer, Prevention Division, 1445 Carling Avenue, Ottawa Ontario, and K1Z 7L9 within 20-calendar days of notification of a Major Case File request. The Senior/Chief Officers for Rural and Urban Operations shall: Organize the gathering of information within the Rural and Urban Operations Division. Submit the information gathered to the Fire Protection Engineer, Prevention Division, 1445 Carling Avenue, Ottawa Ontario, and K1Z 7L9 within 20-calendar days of notification of a Major Case File request. References and Related Areas Of Interest Appendix A, Documentation Checklist (See Attached Appendix) All Information related to the Major Case File (Original signed by Fire Chief Larabie) R. Larabie Fire Chief, Ottawa Fire Services Branch Community and Protective Services City of Ottawa It is understood that this procedure may not address all circumstances. Conditions may exist that require some type of deviation by the Incident Commander. Decisions should always be based on experience, the safety of the public and the safety of Ottawa Fire Services personnel. Date: June 4, 2008 Last Revision: Page 6 of 6 SOP PR 04.2-2008 Major Case File Management
APPENDIX A Documentation Check-list Checklist by Division and Unit for Documentation (Each Division will provide all applicable information available for each Major Case) DEPARTMENT ITEM SUBMITTED Prevention 1.1 Provide any applicable historical data concerning event. 1.2 Provide latest building/dwelling drawings on record. 1.3 Provide history of address from FDM / RMS System. 1.4 Provide copies of any applicable SOPs. 1.5 Provide OFS Fire Investigation Report (with photographs). 1.6 Provide Platoon Chief Fire and Special Occurrence Report. 1.7 Provide report on Fire Risk for location or event. 1.8 Provide details of prevention methods used at premises and latest inspection of the premises (i.e. fire extinguishers, smoke detectors, heat detectors etc.).
DEPARTMENT ITEM SUBMITTED Suppression 2.1 Provide any applicable historical data concerning event. 2.2 Provide copies of any applicable SOPs 2.3 Provide report on status for OFS personnel on duty in Rural or Urban stations for date in question (Appropriate Sector Chief to provide Rural Information). 2.4 Provide report status of apparatus (vehicles) in service for date in question. 2.5 Provide report on weather for date in question. 2.6 Provide report on other events or situations that required OFS attention on date in question. 2.7 Provide report on location of incident from local fire halls. 2.8 Provide list of personnel and apparatus used for incident. 2.9 Provide report on ground staffing. 2.10 Provide report on fire fighter effectiveness. 2.11 Provide report on command and control effectiveness. 2.12 Provide report on equipment availability and reliability. 2.13 Provide report on water availability and reliability. 2.14 Provide witness statements 2.15 Provide Casualty report.
DEPARTMENT ITEM SUBMITTED Training 3.1 Provide any applicable historical training data concerning event. 3.2 Provide copies of any applicable SOPs. 3.3 Provide list of personnel training records for each member involved at scene. 3.4 Provide driver abstract. 3.5 Provide driver training record. 3.6 Provide training record from RMS from training unit. 3.7 Provide training lesson plan, log book for training done at station. 3.8 Provide certification levels of instructors (NFPA 1, NFPA 2). 3.9 Provide Health Call Report.
DEPARTMENT ITEM SUBMITTED Communications 4.1 Provide any applicable historical data. 4.2 Provide copies of any applicable SOPs. 4.3 Provide full chronological dispatch (CAD) log. 4.4 Provide voice, phone and radio recordings (CD/DVD). 4.5 Provide transcript of call event or section of call event. 4.6 Provide paging log of pager activation. 4.7 Provide notification spreadsheet. 4.8 Provide 911 printout of event or situation.
DEPARTMENT ITEM SUBMITTED Safety 5.1 Provide any applicable historical data concerning event. 5.2 Provide copies of any applicable SOPs. 5.3 Provide Health and Safety Report. 5.4 Provide Report for Ministry of Labour (Critical Injuries Only). 5.5 Provide Report on Personal and Protective Equipment (pre and post situation report). 5.6 Provide Exposure and Communicable Disease Report. 5.7 Provide on-scene Safety Officer Report. (with photographs). 5.8 Provide Vehicle Accident Report. 5.9 Provide Risk Management Report. 5.10 Provide report on respiratory equipment. 5.11 Provide report on maintenance of equipment.
DEPARTMENT ITEM Special Operations SUBMITTED 6.1 Provide any applicable historical data concerning the event. 6.2 Provide copies of any applicable SOPs. 6.3 Water Rescue Team. 6.4 Extrication Team 6.5 Tech Rescue Team. 6.6 Hazmat Team. 6.7 Provincial CBRNE Team. 6.8 Special Operations Programs. 6.9 Special Operations Projects.
DEPARTMENT ITEM Performance Management 7.1 Provide any applicable historical data concerning the event. 7.2 Provide copies of any applicable SOPs. 7.3 Provide comparative statistics. 7.4 Compile all media coverage. 7.5 Include closed FDM-RMS Reports. 7.6 Compile all Council inquiries and responses for filing. SUBMITTED
DEPARTMENT ITEM OFS Senior/Chief Officers Section 8.1 Provide any applicable historical data concerning the event. 8.2 Provide copies of any applicable SOPs. 8.3 Provide any applicable reports, news articles, and interviews etc. given by senior OFS Officials concerning the event in question. 8.4 Provide documents and other special reports made by senior OFS officials. SUBMITTED
DEPARTMENT ITEM Ottawa Fire Marshal (OFM) Section 9.1 Receive OFM Phase 1 Report. 9.2 Receive OFM Phase 2 Report. 9.3 Receive OFM Phase 3 Report. SUBMITTED
DEPARTMENT ITEM Other Services and External Agencies 10.1 Public Works and Services 10.2 Planning 10.3 Transit and Environment 10.4 Community and Protective Services 10.5 Corporate Operations 10.6 Ottawa Police Services SUBMITTED
SIGN OFF SHEET- STANDING OPERATING PROCEDURE Ottawa Fire Services SOP #: PR 04.2-2008 Major Case Fire Management A Platoon B Platoon Print Name Signature Print Name Signature C Platoon D Platoon Print Name Signature Print Name Signature (Please sign after reading above noted SOP)