📄️ Records Overview
Records is Resgrid's records management system. It replaces the older Logs module and grows well beyond it: typed operational records (run, training, work, meeting …), NERIS incident reporting for US fire departments, department-designed forms, fire-prevention records (occupancies, inspections, hydrants, permits, community risk reduction), restricted investigation cases, quality review, analytics, legal holds and public-records disclosure — all with immutable revision history and audit trails.
📄️ Dashboard & Work Queue
Records dashboard
📄️ Authoring Records
This page covers the day-to-day work of writing, finishing and correcting records: run reports after a call, training records, work and meeting records, unit activity, and any department-designed form. NERIS incident reports have their own page — see NERIS incident reports.
📄️ NERIS Incident Reports
NERIS (National Emergency Response Information System) is the US national fire-incident reporting standard that replaced NFIRS on 2026-01-31. Resgrid keeps one authoritative incident report per call, starts it from the dispatched call so most facts are prefilled with their source recorded, validates it against the pinned NERIS contract, and (when enabled) submits it to NERIS and tracks the destination's answer.
📄️ Definitions & Templates
A definition describes a form your department fills out: its sections and fields, the rules that show or require fields, how records are numbered, who reviews or approves, how long records are kept, and which apps may author them. Publishing freezes a version; every record pins the version it was written on.
📄️ Occupancies & Pre-plans
An occupancy is a building, site or property your department may respond to: its identity and location, structure, fire-protection systems and utilities, hazards, tactical notes, emergency contacts, and the history of inspections, permits and incidents at that address. It is the "property master" that inspections, permits, hydrants, investigations and CRR activities hang off — and, once you switch ownership, the home of your pre-plans.
📄️ Inspections
Fire and life-safety inspections of occupancies: programs that define what is inspected and how often, code sets the inspection is checked against, the inspection itself with a checklist, and the violations that come out of it with correction windows, notices and re-inspections.
📄️ Hydrants & Water Sources
Track every hydrant and water source in your district: location, owner, main size, flow tests with the NFPA 291 flow class, maintenance history and in/out-of-service status — shown on a colour-coded map and available to the apps and dispatch.
📄️ Permits & Plan Review
Operational permits (open burning, fireworks, hot work, tents, hazmat storage, special events …) and construction plan review, tracked per occupancy with applicant details, state transitions, conditions, fees and expiry.
📄️ Community Risk Reduction
Record the outreach and prevention work your department does — smoke-alarm installs, school visits, station tours, public education, car-seat checks, senior fall-prevention visits — so it counts toward accreditation, grant reporting and the community-risk dashboard.
📄️ Investigations
Fire and arson investigations, cause-and-origin work and any other case that needs restricted, need-to-know access. A case is visible only to its members, every read is written to an access audit, evidence items carry an append-only chain of custody, and findings must be approved by someone other than their author before they can be recommended as an amendment to the incident report.
📄️ Analytics
Dashboards computed on demand over finalized records. A group-scoped viewer sees only the records they can open; department administrators see the whole department. Every dashboard takes a date range and an optional station group.
📄️ Quality Review
An optional post-finalization QA/QI process: rubrics define scoring criteria, a deterministic sample of finalized records is drawn per rubric and period, reviewers score each record 0–4 per criterion, and trends are charted by author, unit, definition and criterion. Reviews never change the record — a reviewer can only recommend an amendment, which flows through the normal amendment path.
📄️ Saved Reports & Exports
Three ways to get data out of Records, for three audiences:
📄️ Deployments & Connectors
Deployments track the external resource orders your department fills — a strike team sent on a wildland assignment through IROC, a crew loaned under EMAC, a Canadian request through CIFFC — from the order through mobilization, release and close-out. The ordering system stays authoritative: the order document is stored as an immutable, checksummed snapshot and nothing is ever written back.
📄️ Legal Holds & Records Requests
Two compliance workflows that most departments meet sooner or later: preserving records for litigation, an investigation or a records request, and producing records in response to a public-records (FOIA / state sunshine law) request with the right redactions and a statutory clock.
📄️ Records Settings
Records → Manage → Settings (department administrators). Changes apply prospectively and are audited.
📄️ Accountability
Records → Reports → Accountability answers the officer's question "who owes me a report?"