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Fire Incident Setup (NFIRS): Department Fields Management

Purpose Statement

The Department Fields Management feature allows administrators to configure and maintain critical identifying information for fire incident reporting, including Federal Department ID (FDID) numbers and response zones. This centralized management ensures accurate incident documentation, proper jurisdictional tracking, and compliance with national reporting standards like NFIRS (National Fire Incident Reporting System).

Background Information

FDID numbers are federally assigned identifiers that uniquely identify fire departments in national reporting systems. Response zones represent geographic or operational areas within a department's jurisdiction. Proper configuration of these fields is essential before beginning incident documentation, as they directly impact reporting accuracy and compliance. This feature is typically configured during initial system setup and updated as department boundaries or organizational structures change. Multiple FDIDs can be managed within the system, which is particularly useful for departments that operate across multiple jurisdictions or maintain separate identifiers for different operational units.

Required Permissions

To manage department fields, users must have administrative access to Fire Incident Setup configurations. Based on the FirstDue permissions structure, the following permission is required:

  • Fire Incident Setup -Allows users to add, edit, delete, and configure items in Fire Incident Setup Section
     

Video


 

Directions

1. From the Incident Documentation module navigate to the Fire Incident Setup and select the Department fields management.

 
From the Incident Documentation module navigate to the Fire Incident Setup and select the Department fields management.
 
2. From the FDID section you are able to add or edit any existing FDID's.
  1. Actions column allows to to disable or delete existing FDID's.
  2. Default column allows you to set which FDID will be your default.
From the FDID section you are able to add or edit any existing FDID's.
 
3. Select on + Add New FDID to begin adding a new FDID.

 
4. Enter the FDID number then give it a name.
Enter an FDID and Name to create the new FDID.
 

List of Response Zones

1. From the List of Response Zones you are able to add/remove or edit any existing zones.
 

 
2. To create a new zone select on the + Add New Response Zone.

 
3. Enter a name for the new zone.
Enter a name for the new zone.
 
4. To remove a zone select on the x next to the zone.
To remove a zone select on the x next to the zone.
 
5. Once you have completed creating / editing Zones or FDID's select Save.
Once you have completed creating or editing Zones or FDID's select Save.
 

Best Practices

Do's:

  • Verify FDID numbers with your state fire marshal's office before entering them to ensure accuracy and compliance with national reporting standards
  • Set a primary FDID as default to streamline incident documentation workflows and reduce data entry errors
  • Use clear, descriptive names for response zones that match your department's operational terminology and geographic boundaries
  • Review and update response zones when department boundaries change or operational areas are reorganized
  • Maintain at least one active FDID at all times to ensure uninterrupted incident reporting capabilities
  • Document any changes to FDIDs or response zones in your department's records management system for audit trail purposes

Don'ts:

  • Don't delete FDIDs that are associated with historical incident records, as this may corrupt existing data or create reporting gaps
  • Don't create duplicate response zones with similar names, as this can cause confusion during incident documentation
  • Don't forget to save changes after editing or adding FDIDs or response zones, as unsaved work will be lost
  • Don't set multiple FDIDs as default simultaneously, as the system requires a single default selection
  • Don't use abbreviations or codes in response zone names that are unclear to all personnel who document incidents

Tips & Recommendations:

  • Consider organizing response zones by station areas, battalion districts, or mutual aid regions depending on your department's operational structure
  • When managing multiple FDIDs (such as for departments covering multiple jurisdictions), use naming conventions that clearly identify the geographic area or operational unit
  • Periodically audit your FDIDs and response zones to ensure they remain current with any organizational or jurisdictional changes
  • If you need to remove an FDID with historical data, use the "Disable" option instead of "Delete" to preserve data integrity while preventing future use
  • Coordinate FDID and response zone changes with your data manager or NFIRS coordinator to maintain reporting consistency

Troubleshooting & FAQs

Q: What happens to existing incident records if I delete an FDID? 
A: Deleting an FDID that's associated with historical incidents may cause data integrity issues or reporting gaps. Instead, use the "Disable" option to prevent the FDID from being used in future incidents while preserving its association with past records.

Q: How do I know what my department's official FDID number is? 
A: Contact your state fire marshal's office or NFIRS coordinator to obtain your department's official FDID number. This federally assigned identifier is unique to your department and required for national reporting compliance.

Q: Can I have multiple FDIDs set as default? 
A: No, the system allows only one FDID to be designated as default. The default FDID will automatically populate in new incident reports to streamline documentation workflows.

Q: Why can't I see the Save button after making changes? 
A: Ensure you've scrolled to the bottom of the page or section where the Save button is typically located. Some screen resolutions or browser zoom levels may require scrolling to access the Save button. Always confirm your changes have been saved before navigating away from the page.

Q: What's the difference between disabling and deleting an FDID? 
A: Disabling an FDID removes it from active use in new incidents while maintaining its association with historical records. Deleting permanently removes the FDID from the system, which should only be done if the FDID has never been used in incident documentation.

Q: How should I name response zones for optimal clarity? 
A: Use naming conventions that align with your department's operational terminology, such as "Station 1 Response Area," "Battalion 3 District," or "Mutual Aid Zone North." Avoid abbreviations that may be unclear to all personnel who document incidents. Consider including geographic identifiers or boundaries in the name when helpful.