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Introduction................................................................................................................1
Chapter 1 .......................................................................................................................2
Staff Responsibilities .................................................................................................2
1 Security officer ..............................................................................................2
2 ICT officer .....................................................................................................2
3 Radio room supervisor (if appointed)............................................................3
4 Radio operators..............................................................................................4
4.2 Administration ...............................................................................................5
4.3 Occupational Health and Safety ....................................................................6
4.4 Security ..........................................................................................................6
4.5 General...........................................................................................................6
Chapter 2 .......................................................................................................................7
Expected conduct of UN radio operators...................................................................7
Arriving on duty.........................................................................................................7
Handover....................................................................................................................8
While on duty.............................................................................................................8
Vehicle tracking.....................................................................................................8
Voice logs ..............................................................................................................8
Radio checks..........................................................................................................9
Other duties............................................................................................................9
Chapter 3 .....................................................................................................................10
Emergency calling procedures.................................................................................10
Emergency voice call...........................................................................................10
Collecting emergency information ......................................................................11
Imposing Radio Silence.......................................................................................12
Lifting Radio Silence...........................................................................................12
Break procedure...................................................................................................12
Emergency beacon call........................................................................................13
Emergency telephone call....................................................................................15
Chapter 4 .....................................................................................................................16
Vehicle tracking .......................................................................................................16
Introduction .........................................................................................................16
Equipment and staff requirements .......................................................................16
Tracking requirements .........................................................................................16
Planning the Mission ...........................................................................................17
Responsibilities/Requirements ............................................................................17
Radio procedures .................................................................................................18
While on the road ................................................................................................19
Arrival at Final Destination .................................................................................20
Instructions for radio rooms ................................................................................20
Missing radio checks and security incidents .......................................................21
Satamatics satellite tracking system ....................................................................21
Chapter 5 .....................................................................................................................23
Radio checks ............................................................................................................23
Radio serviceability checks .................................................................................24
Daily sub-office radio checks ..............................................................................25
Staff security radio checks...................................................................................25
Major Incident Radio Check................................................................................28
Staff Accounting Procedures ...............................................................................29
Chapter 6 .....................................................................................................................30
Terrorist threat .........................................................................................................30
Radio room responsibilities .................................................................................30
Chapter 7 .....................................................................................................................31
Evacuation of the radio room...................................................................................31
Chapter 8 .....................................................................................................................32
Medevac...................................................................................................................32
Chapter 9 .....................................................................................................................33
Malicious call/ misuse of the radio/ interference to network...................................33
Malicious calls .....................................................................................................33
Misuse of the Radio .................................................................................................33
Interference to Network ...........................................................................................34
Chapter 10 ..... 35
Annex A
Annex B
Annex C
Annex D
Annex E
Annex F
Annex G
Document owner:
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Standard Operating Procedures
Introduction
Security of all United Nations staff members continues to be our main priority.
By nature of their missions, UN staff members are often working in hazardous
conditions and areas.
To minimise the security risks, the UN has implemented a Minimum Operating
Security Standards (MOSS) as defined by UNSECOORD/UNDSS.
As part of the security system, UN radio rooms are to provide the services required
under MOSS.
The aim of the Standard Operating Procedures (SOP) is to assist all radio operators
in:
performing their daily duty
and to provide a quick response in case of emergency.
This document outlines the standard operating procedures for radio room staff.
The radio room SOP is to be made readily available to the radio operator on duty.
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Standard Operating Procedures
Chapter 1
Staff Responsibilities
1
Security Officer
Throughout this document, the title of security officer(s) should be understood as
staff designated as Security Officer(s) or the security focal point.
1.1
1.2
In the unlikely event that the Security Officer is unable to be contacted during
an emergency, the radio room will then report directly to the Emergency
Coordinator & DRD/RD and inform the radio room supervisor (if appointed)
and the ICT Officer.
2
ICT officer
Reporting directly to his immediate supervisor or the DRD/RD, the ICT Officer
responsibilities include but are not limited to:
2.1
2.2
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3
Radio room supervisor
Reporting directly to his immediate supervisor or the ICT Officer, the radio room
supervisor has responsibility for, but not limited to, the following tasks:
3.1
Directly supervise radio room staff in all matters related to the operation of
the radio room.
3.2
Ensure radio room personnel maintain successful radio contact with all users,
stations and vehicles operating on United Nations radio networks or networks
under their control.
3.3
3.4
Ensure that all network users are complying with UN standard radio
procedures and maintaining discipline on relevant networks.
3.5
Ensure an exact log for all communication is recorded and dispatched without
delay to the receiving Officer/Unit.
3.6
3.7
Ensure radio room personnel are familiar with the correct operation of all
office equipment(s).
3.8
3.9
3.10
Assist the ICT Officer in the installation and arrangement of equipment and
fixtures when required.
3.11
3.12
3.13
Inform the ICT Officer on the MOSS status of the UN radio rooms and assist
with the recommendations on upgrades for MOSS compliancy when required.
3.14
3.15
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4
Radio operators
Within delegated authority and under the general supervision of the radio room
supervisor if appointed, otherwise the ICT Officer, the radio operator has the
responsibility for, but not limited to, the following tasks:
4.1
Radio
4.1.1 Maintain radio contact with all radio users, stations and vehicles operating on
the United Nations inter-agency radio network(s) under their responsibility.
See Chapter 5 for further details.
4.1.2 Ensure efficient communications and information flow for all units and
agencies.
4.1.3 Maintain strict confidentiality of all relevant messages sent and received
through the radio room communications systems.
4.1.4 In case of an emergency immediately inform the Security Officer and radio
room supervisor.
4.1.5 Ensure all network users are complying with standard radio procedures and
that call signs and radio discipline are strictly maintained.
4.1.6 Immediately advise the radio room supervisor or ICT Officer on faults in the
telecommunication networks and undertake all necessary actions to provide a
prompt re-establishment of service.
4.1.7 Assist the ICT officer in the installation and arrangement of equipment and
fixtures where needed.
4.1.8 Conduct daily contact with UNDSS Security Officer / deputy or individual
UN agency Security Officers, to confirm any changes in UN staff movements
within their area of responsibility prior to staff radio checks being conducted.
Annex A contains an example of the sheet.
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4.2
Administration
4.2.1 Liaise with other UN inter-agency radio rooms and maintain contact
information databases such as callsigns, selcalls, email and telephone
numbers.
4.2.2 Continually check and update contact information of staff and visitors
working within own agency.
4.2.3 Maintain voice logs for all radio transmissions transmitted and received over
UN radio networks. Annex B contains an example of the sheet.
4.2.4 Conduct a complete and informative handover to incoming shift radio
operator before departing the radio room.
4.2.5 Inform the radio room supervisor or the ICT Officer on the MOSS status of
the UN radio rooms and assist with the recommendations on upgrades for
MOSS compliancy where needed.
4.2.6 Provide the radio room supervisor or the ICT Officer weekly radio room
status reports.
4.2.7 Perform other related duties as required by radio room supervisor / ICT
Officer
4.2.8 Ensure the telephone and fax log book is completed after all international and
mobile phone/fax calls are made indicating private or official call, length of
call and to whom. Annex C contains an example of the sheet.
4.2.9 Maintain the cleanliness and general tidiness of the radio room.
4.2.10 Ensure all radio room stationery is in stock.
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4.3
4.4
Security
General
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Chapter 2
Expected conduct of UN radio operators
The primary responsibility of the radio room is safety and security for all UN staff.
All radio operators need to bear this in mind and act accordingly. It is essential all
users perceive this service as professional, and one which can be relied upon.
Operational related communications are secondary.
Radio operators should therefore:
Be firm but polite at all times.
Arrive on duty groomed as expected for UN staff.
Maintain an organized and clean workspace.
Always remain vigilant.
Not leave the workplace without a replacement.
Not engage in discussions of a confidential nature with users but direct them
to speak to the ICT Officer or in their absence, the agency Security Officer.
Arriving on duty
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Handover
Ensure you brief your colleague on all vehicles you have tracked during your
shift and make certain all the messages received will be followed up by the
relieving radio operator.
Both radio operators shall sign the voice and handover logs. The radio
operator who is completing the shift is to sign off first, with the relieving radio
operator to sign on as taking over the shift. After signing on into both logs, the
relieving radio operator on shift will be responsible from that point onwards.
Report any irregularities to radio room supervisor or ICT Officer.
Ensure you handover the radio room to your colleague clean, tidy and
organized.
Ensure all relevant information from your shift is passed on in the handover. If
there are any unsettled or unclear issues make sure you clarify all information
related to this and address them promptly.
It is your responsibility to ensure a full handover of events during your shift is
provided to the relieving radio operator.
While on duty
Vehicle tracking
All vehicle tracking is to be conducted according to procedures detailed in
Chapter 4 of this manual.
All contact with vehicles is to be logged onto the vehicle tracking sheet.
All closed vehicle tracking movements are to be placed in the relevant
folder.
Radio rooms with white boards erected on the walls can use one board for
vehicle tracking, Allowing for instant tracking updates. This is in addition to
the use of vehicle tracking sheets (and Satamatics if available).
Voice logs
All messages transmitted or received by radio or phone should be logged
before being dispatched.
All outgoing mobile and satphone calls should be logged on an appropriate
sheet for cost accounting purposes.
An example of radio room voice logs is shown in Annex B.
Telephone and Fax Log
An example of the telephone and fax log is shown in Annex C.
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Radio checks
With regard to the countries current security phases, radio checks are to be
conducted with all staff and radio contact made with other radio rooms. See
Chapter 5 for detailed instructions.
Provide statistics on radio checks and forward to radio room supervisor,
Security Officer and/or ICT Officer.
Other duties
Ensure all messages which are received are relayed immediately to
addressees, by preference in hardcopy or email.
Check the radio room email (Lotus Notes) at least once per hour.
The radio operator will assume responsibilities of switchboard operator as
required.
Update the contact list database with information received from all UN
partners.
Administrative tasks: vehicle and radio check statistics. (As detailed by radio
room supervisor or ICT Officer).
Report any irregularities to the radio room supervisor or ICT Officer and log it
in the handover log with all information available (disturbances on the
network, non compliance on procedures, selcall, callsigns etc).
Ensure enough copies of vehicle tracking sheets, voice log sheets, phone log
sheets etc, are available for the next days operations.
The radio room is a security service and all radio operators are required to remain
vigilant and awake at all times.
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Standard Operating Procedures
Chapter 3
Emergency calling procedures
Emergency calls are made when There is a grave and imminent danger to life,
and can have several reasons to be transmitted. Emergency calls may be made over
any of the communication means employed within the UN such as, HF radio, VHF
radio and telephone (land line, mobile or satellite).
Reasons for an emergency call to be initiated are:
False alarm (accidental or to produce interference).
Serious traffic accident.
Robbery.
Attack.
Abduction.
These calls can be either a voice call requesting immediate assistance or a preprogrammed sequence in the radio equipment initiated by the user (panic button).
Emergency voice call
When an emergency voice call is received via HF or VHF radio, it has absolute
priority over all other transmissions. It is to be treated seriously and all essential
actions taken with this in mind.
Radio operators may have just the one opportunity to record the information
transmitted by the caller. The caller may have suffered personal injury and become
unconscious or have had the radio taken away from them. Therefore, all details of the
initial emergency call must be as accurate as possible.
Three important pieces of information a radio operator will need to receive are:
WHO
(Your call sign)
WHERE
(Your location)
WHAT
(Nature of emergency)
Commonly referred as WWW Who are you; Where are you and What is the
problem.
An emergency call is to be spoken using the following procedure:
EMERGENCY, EMERGENCY, EMERGENCY
Kilo Foxtrot Base this is Kilo Foxtrot Eight Three Three EMERGENCY over
The radio operators initial response to the emergency call would be to ask the caller
for their location and emergency information.
Example:
Kilo Foxtrot Eight Three Three this is Kilo Foxtrot Base what is your location and
what is the nature of your emergency over.
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Similar to the emergency voice call, the following procedure is to be followed Immediately the beacon and radio identification has been received inform the
Security Officer or the security focal point of the parent agency of the
emergency and pass on the relevant information.
Ensure to record full written details of the emergency call including the time
the emergency call was transmitted. Continue to record all details until the
completion of the incident.
Immediately impose radio silence on the channel, and/or clear the channel of
other users, informing them to use the secondary channel to pass
administrative traffic.
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Chapter 4
Vehicle tracking
Introduction
Vehicle tracking procedures are to be carried out with all UN vehicles traveling
outside cities, and/or towns, in any given country or region.
Vehicle tracking allows the whereabouts, safety and/or security of vehicles and their
passengers to be known at all times by responsible authorities via the radio rooms.
Equipment and staff requirements
Each vehicle is to have an operational HF and VHF radio installed, which
forms part of the MOSS requirement and security phase for any particular
area.
Drivers and preferably also passengers are to have a good knowledge of radio
procedures, callsigns and selcall procedures, monitoring frequencies and
calling channels/frequencies for respective areas.
Updated contact details, extracts from radio manuals and a tracking point map
(if applicable) should be made available in hardcopy in each vehicle.
When driving the vehicles, it is not the drivers responsibility to operate the
radio. The passenger is to assume the responsibility of making contact with
the tracking radio room otherwise the driver has to stop the vehicle to carry
out any radio checks.
Tracking requirements
All UN vehicles traveling outside the perimeters of the city/town/area are
tracked to the destination location (with approved security clearances).
The radio room performing the tracking for a certain vehicle is called the
Tracking base, which is usually the departure location.
The tracking base is to inform the destination radio room of the vehicle
departure time.
For long trips (with multiple departure points), if a departure point does not
have a radio room, the initial tracking base is to maintain the responsibility of
tracking the vehicle until responsibilities have been handed over to the
destination radio room.
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Radio procedures
Vehicle tracking communication can be established and conducted by means of HF,
VHF, satellite or mobile phone.
Emergency and tracking communications have immediate and full priority on VHF or
HF channels.
When a convoy (or vehicle) leaves base, the convoy leader calls the tracking base to
confirm the convoy is departing.
Example:
November Foxtrot Mobile 3621 is the callsign of the lead vehicle in a convoy of
several vehicles enroute from BF Base to W2.
NBF Base, NBF Base this is November Foxtrot Mobile 3621 over.
November Foxtrot Mobile 3621 this is NBF Base go ahead over.
This is November Foxtrot Mobile 3621, tracking data for mobile 3621. Now
leaving BF Base enroute to W2 over.
November Foxtrot Mobile 3621 this is NBF Base roger, call within the next 30
minutes. NBF Base out.
As seen above, only the lead vehicle call sign is used. There is no need to broadcast
how many vehicles and passengers are traveling in a convoy. By restricting the use
of callsigns we not only disguise the nature of the convoy, but also how many
vehicles/passengers are traveling.
Remember, the radio room holds all relevant information regarding the convoy.
When referring to a particular location, unless otherwise adapted, use the letter
assigned to it, as used in the VHF/HF callsign structure.
Example:
"Kilo for Khartoum
Mike for Malakal
India for Kosti
Oscar for Obeid
Zulu for Damazine
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If the convoy leader should forget to call in, the tracking radio room will
initiate a radio check to confirm operations normal, no more than 10
minutes after the tracking report is due.
At any given relevant points (Whiskey/X-Ray/Yankee/Zulu points) on the
road, the convoy leader will call the tracking base, passing the same
information as above. The convoy leader closes the call by confirming from
where the next call will be made.
If, for any reason, the trip is interrupted (site visit, lunch, etc.) for more
than 10 minutes, the convoy leader should inform the tracking base both
when they depart the vehicle and when they continues the trip.
If there is an incident (roadblock, traffic jam, major accident, security
problems), the convoy leader passes on the relevant information to the
tracking base immediately.
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Chapter 5
Radio checks
Radio checks are necessary for a number of reasons. It is a procedure used to test
equipment; when the security phase requires that staff conduct radio checks, be it
monthly or daily and; to ensure that staff are comfortable with the use of a radio.
Radio checks according to MOSS:
Phase
Daily VHF
Daily HF
Weekly VHF
0
I
II
III
IV
A - All offices
B - All staff having handheld radio
C - Phase 3 essential staff with handheld radio
D - All international and selected national staff
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Standard Operating Procedures
Monthly HF
Monthly VHF
There are four major types of radio checks performed by the radio room.
Radio serviceability checks
Signal Strength Report
Readability Report
1 - Unreadable
2 - Weak signal
2 - Barely readable
3 - Fair signal
5 Very strong
5 - Perfectly readable
Examples:
Bravo Foxtrot 8 9 3 this is Bravo Foxtrot Base, RADIO CHECK, over.
Bravo Foxtrot Base this is Bravo Foxtrot 8 9 3 you are strength 5, readability 4 Over.
This is Bravo Foxtrot Base, you are strength 4, readability 5, out.
India Foxtrot Mobile 3 6 0 1, this is Bravo Sierra Base, RADIO CHECK, over.
Bravo Sierra Base this is India Foxtrot Mobile 8 9 0 1, you are strength 4, readability
5, over.
This is Bravo Foxtrot Base, you are strength 4, readability 3, out.
Note: The term loud and clear is acceptable for a report when the signal strength
is 5 and readability is 5.
Example:
Bravo Foxtrot Base this is Bravo Foxtrot 8 9 3 RADIO CHECK, over.
Bravo Foxtrot 8 9 3 this is Bravo Foxtrot Base, you are loud and clear, out.
If radio users are unsure of the numbering system for signal strength/readability
reports, then consideration should be given to using the following three plain
language radio check reports
Loud And Clear (5 x 5)
= Good communications
= Fair communications
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Due to large numbers of UN staff employed in various locations, the timings in which
radio checks are conducted may be split into various categories of staff.
For example in Khartoum every Wednesday as follows:
Weekly Radio Check Timing
Unit
Time of Radio Check
Management
09:00
Finance/Admin
09:20
Procurement/ HR
09:30
Projects Unit
09:40
Logistics/Fleet/Workshop
10:00
UNHAS
10:35
Programme
Resources & Finance Analysis
11:00
Darfur
CETA
Security
12:00
Warehouse
12:30
Drivers
13:00
ICT
14:00
UNJLC
14:30
The UN radio room conducting the security radio check should prepare a current list
of the staff expected or known to be present in their area at least 30 minutes prior to
the commencement of the radio check.
The following procedures are to be followed:
The radio room will call each agency specific staff member individually by
order of callsigns. No more than two calls are made to each callsign if no
reply is received.
At the end of the radio check, a general call is made for staff that were late
or not called and they are invited to contact the radio room to carry out a
check.
Due to possible large numbers of UN staff members in the area, the radio
check should be quick. Every 5 minutes or as required in the circumstances,
the radio operator should consider pausing the radio check to allow use of
the channel/frequency for possible urgent messages to be transmitted.
Staff who fail to answer the radio check will not be called individually by
other means (telephone, mobile phone or satellite phone) except if
specifically requested by Security Officer / UNDSS (Phase V areas may
dictate this request).
In some circumstances, another acceptable method of conducting the daily
staff security radio check is where staff members may call the radio room
by telephone at the completion of the scheduled radio check. This may be
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As the staff security radio check is compulsory during UN Security Phases III,
IV and V, staff who frequently fail to respond could face disciplinary action.
The practice of individuals using someone elses radio for radio checks will not be
tolerated. Network controller programmed radios display the callsign of the
transmitting radio, enabling the radio operator or network controller to compare
the users callsign with that transmitted by the radio.
Radio operators conducing radio checks are encouraged to report any abuse
mentioned above and inform the radio room supervisor and/or Security Officer.
All users should be made aware of the above guidelines and the unsafe practices
associated with using someone elses radio.
The primary reason radios are issued, is for the individuals safety and security.
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Chapter 6
Terrorist threat
All UN staff should be familiar with the correct procedures required when receiving a
terrorist threat.
Follow the general guide lines outlined below:
Stay calm.
Listen carefully and do not interrupt the caller.
Do not hang up.
Try to obtain as much information as possible.
Ask the caller questions from the checklist.
Be attentive to all background noise and to the voice of the caller.
Note the time of the call.
After the call immediately advise the Security Officer and/or the emergency
coordinator. Unless instructed by appropriate authority DO NOT transmit a general
broadcast about the incident.
Radio room responsibilities
If the radio room receives, either directly or from a staff member, information about a
terrorist threat:
The Security Officer should be informed immediately.
DO NOT discuss this information by radio as it will be listened to by other
staff and could generate panic.
The Security Officer and/or radio room is also responsible to distribute to all
staff, the telephone terrorist threat checklist and advise them to keep a copy of
it next to their telephone.
Annex E contains an example of the terrorist threat checklist.
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Chapter 7
Evacuation of the radio room
In certain circumstances, evacuation of the building and/or the radio room could be
required by the Security Officer.
Always remember you and your colleagues safety is the highest priority, if you
are required to evacuate immediately, DO SO, do not stay behind to inform other
stations you are closing this can always be done from outside the building or
from a vehicle using satphones or HF radio but MUST be done as soon as you
have reached an area of safety.
Depending on the time available for the evacuation, some or all of the following steps
should be followed (sorted by priority):
Inform, by HF radio, DSS Khartoum Radio Room, (KS Base, selcall 261911)
and WFP Khartoum Radio Room (KF Base, selcall 260611 between 0700 &
1900 only) or by satphone (DSS + 870 763091280; WFP +870 764143130),
explaining the reason for evacuating the radio room.
Request one of the above radio rooms to inform other stations and act on your
behalf until the situation returns to normal.
Ensure vehicle tracking and other relevant information is handed over
properly.
Ensure you take with you:
1. The latest updated contact list including staff and sub-office telephone and
sat phone numbers.
2. The vehicle tracking log and selcall of the vehicles which are currently
tracked by the radio room.
3. A sat phone with charged battery, charger and accessories.
4. A VHF handheld, and if available, some spare handheld radios and
batteries.
5. Remember to take a pen and paper for recording information.
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Chapter 8
Medevac
A MEDEVAC is an emergency operation to provide a MEDical EVACuation.
Depending on the situation, the Security Officer will rely on any UN agency or host
government for immediate assistance.
The procedure itself is the responsibility of the UN/WFP Security Officer or the
emergency coordinator. However; the radio room is usually the first point of contact
to receive the initial request for a MEDEVAC.
In order to provide the best help available try to obtain the following information:
Who is calling?
What is the exact location of the people to be evacuated? (eg: GPS
coordinates)
How many people are injured?
What kind of injuries?
Is their medical situation stable?
Why are they injured (accident, malicious act, mine etc)?
What is the quickest means to reach the location (vehicle, plane or
helicopter)?
Is the location safe from further incident?
What callsign(s) (or name(s)) of the staff(s) injured?
In addition to the MEDEVAC what additional help is required?
Do you know how to re-establish contact in case of a communications break
down?
Report all details immediately to the UN/WFP Security Officer.
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Chapter 9
Malicious call/ misuse of the radio/ interference to network
Malicious calls
A malicious call constitutes an individual or group expressing hateful, spiteful and
cruel comments directed to an organisation or singles out an individual within an
organisation.
If a malicious call is received by phone or radio, it is to be logged in the
telecommunications abuse incident log. Annex G contains an example of the
sheet.
Record all information (caller ID, frequency/channel, and wording of
message).
If repeated, inform the radio room supervisor, ICT Officer and Security
Officer and record all details in an incident report.
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Interference to Network
Certain weather conditions and man made electrical interference can cause
disruption to radio networks. There are not too many remedies to these disruptions.
Radio room actions could be:
Shift users to another channel/frequency which may be clear of the
interference.
Attempt to discover and remove the source of interference if it could be man
made.
Inform the radio room supervisor and ICT Officer and log the incident in the
handover log.
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Chapter 10 - Annexes
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Annex A
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Annex B
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Annex C
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Annex D
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Annex E
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Annex F
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Annex G
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