From Paper to Digital: Building Modular Tools for Real Response Challenges

One of the cool things that's happened within the Rapid Response Group is our growing arsenal of co-developed digital tools. We've taken problems that are commonly encountered on responses and have built tools to make these problems easier to solve. And, like the incident command system, all of our tools are modular and scalable.

The Sign-In Sheet Problem

For instance, a common early task on an incident is to get a sign-in sheet going. The sign-in sheet is necessary and ubiquitous; it feeds the 207, the 205a, the 209, and helps logistics order meals, finance to truth invoices, and so forth. The downsides to the traditional sign-in sheet is obvious to anyone who's had to actually use them. You can't read half the names, you have to transcribe them manually, the papers get lost or wet, etc.

The Digital Solution

One of the many tools we've built is a digital sign-in form. Instead of a paper 211p, we print and post a few QR codes around entrances and gathering points, and now sign-in is as simple as pointing your phone at a code and filling out a quick form.

Modular and Scalable

That data is important and people need to have it, but those people change based on the size of the incident. Scalability is important. So, at the most basic level, the sign-ins are displayed on a data table right in the common operating picture. Easy to find and reference everyone on a site, their name, affiliation, phone number, etc.

This approach reflects our broader philosophy: identify real problems in the field, build practical digital solutions, and make them work reliably under pressure. Every tool we develop is tested in actual response situations, refined based on feedback from multiple member companies, and designed to integrate seamlessly with existing ICS processes.

The Cooperative Advantage

What makes this work is the cooperative structure. When seven independent response companies all use and refine the same tools, we get more real-world testing and faster problem-solving than any single organization could achieve. The digital sign-in system is just one example—we've built similar solutions for equipment tracking, resource requests, safety briefings, and more.

Each tool follows the same principles: simple to use in the field, automatically integrated into the command structure, and scalable from small incidents to major disasters. That's how we turn the frustrations of traditional paper-based systems into digital advantages that make response faster, safer, and more effective.

About the Author:
Connor Barnes is the owner of Leading Edge, specializing in advanced technology solutions and UAS operations for emergency response. Leading Edge is a founding member of the Rapid Response Group cooperative.

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