Emergency Communication Field of the Invention
The present invention relates broadly to a method and system for communicating with a group of people in an emergency, for example, with staff of a business. Background to the Invention
Disaster recovery is becoming an increasingly important part of modern business. A disaster or emergency, such as a fire or terrorist activity, can prevent the operation of business for extended periods of time. Minimising the effect of any disaster is a key objective of any disaster recovery plan. In the event of an emergency it is important to communicate rapidly with those who may be affected by the emergency, and to inform them of the emergency. Those who may be affected by an emergency must be accounted for as efficiently as possible. Communications with those affected by the emergency need to be re-established. However, in many cases the communications infrastructure normally used is not fully operational due to the emergency. The operation of the communications infrastructure may be disrupted for an extended period, hindering the normal operations of a business affected by the emergency. An alternate method and system of communications is therefore sometimes required.
Summary of the Invention In a first aspect of the invention there is an emergency communications method including the steps of: in the event of an emergency, broadcasting a message to members of a group likely to be affected by the emergency so as to seek a response from each of the members, said broadcast being effected using contact information retrieved from a database; receiving and processing the contacted member responses; and informing the contacted member respondents of information relevant to the emergency.
Preferably, the method further includes the step of using contact information retrieved from the database to control communications directed to contacted member respondents.
The step of broadcasting a message preferably includes transmitting the message by telephone, facsimile machine, pager, electronic mail, Short Messaging Service or otherwise through a telephony or data network.
The message preferably includes a request to respond by calling a telephone number. The telephone number is preferably specified in the message. Where the message includes a request to respond by calling a telephone number, the step of informing the contacted member respondents of information relevant to the emergency preferably includes the step of causing a recorded message to be played to members who respond to the request by calling the telephone number.
The message may include a request to respond by sending an electronic mail to an electronic mail address. The electronic mail address is preferably specified in the message. Where the message includes a request to respond by sending an electronic mail, the step of informing the contacted member respondents of information relevant to the emergency preferably includes the step of causing an electronic mail to be sent to members who respond to the request by sending an electronic mail to the electronic mail address.
The message may include a request to respond by sending a Short Messaging Service message to a telephone number. The telephone number is preferably specified in the message. Where the message includes a request to respond by sending a Short Messaging Service message, the step of informing the contacted member respondents of information relevant to the emergency preferably includes the step of causing a Short Messaging Service message to be sent to members who respond to the request by sending a Short Messaging Service message to the telephone number.
The message may include a request to respond by interacting with a resource on a data network. The resource is preferably specified in the message. Where the message includes a request to respond by interacting with a resource on a data network, the step of informing the contacted member respondents of information relevant to the emergency preferably includes the step of causing the information to be made available to the contacted member respondents at the resource on the data network.
Preferably the step of receiving and processing the contacted member responses includes generating a report, the report including a summary of the number and nature of contacted member responses. The report is preferably regenerated at pre-determined intervals from the time of broadcasting the message, and may be sent to predetermined members immediately after it is generated. It may be sent to the predetermined members by telephone, email, pager or facsimile machine, or by making it available on a data network.
The step of processing the contacted member responses preferably includes the step of updating the database with any relevant information contained in or accompanying the responses.
In a second aspect of the invention there is a system for emergency communications, the system including: a database containing contact information for members of a group likely to be affected by an emergency; broadcasting means in communication with the database and being configured for sending a message to the members using the contact information in the database, so as to seek a response from each of the contacted members; message processing means for receiving and processing the contacted member responses; and information transmission means for informing the contacted member respondents of information relevant to the emergency.
Preferably the computer program system includes a redirection means for using contact information retrieved from the database to control communications directed to members of the group.
Preferably the broadcasting means includes means for contacting members of the group by telephone, facsimile machine, pager, electronic mail, Short Messaging Service or otherwise through a telephony or data network.
The information transmission means preferably includes means for contacting member respondents by telephone, facsimile machine, pager, electronic mail, Short Messaging Service or otherwise through a telephony or data network.
Preferably the message processing means includes means for receiving contacted member responses transmitted by telephone, facsimile machine, pager, electronic mail, Short Messaging Service or though interaction with a resource on a data network. The message processing means also preferably includes means for generating a report, the report including a summary of the number and nature of contacted member responses. The message processing means may also include means for generating the report at pre- determined intervals from the sending of the message. It preferably also includes means for sending the report to predetermined members immediately after its generation.
The message processing means preferably includes means for updating the database with relevant contact information within or accompanying the contacted member responses.
Preferably the emergency communications system is based on a computer program.
Brief Description of the Drawings
In order to achieve a better understanding of the nature of the present invention a preferred embodiment of an emergency communication method and system for emergency communications will now be described, by way of example only, with reference to the accompanying drawings in which:
Figure 1 is a flow diagram schematically illustrating the process by which the system is activated in the event of an emergency.
Figure 2 is a flow diagram schematically illustrating the process by which members of a group are able to respond to broadcast messages. Figure 3 is a flow diagram schematically illustrating the process by which members of a group are able to update their status details.
Figure 4 is a flow diagram schematically illustrating the process by which members of a group are able to update their contact details.
Figure 5 is a flow diagram schematically illustrating the process by which members of a group are able to contact other members of the group.
Detailed Description of the Preferred Embodiment
In the preferred embodiment of the present invention, the method of the present invention is executed using a computer program system. The preferred embodiment will now be described in the context of a fire at a business premises.
A person who notices the fire or who is generally responsible in cases of fire (eg. a fire warden) may activate the computer program system of the preferred embodiment by calling a predetermined telephone number. This will commence an activation process as shown in Figure 1. The computer program system of the present invention may be replicated at a number of sites for purposes of redundancy. The redundant sites may be close to telephone exchanges, in remote locations, or located overseas. If the computer program system is replicated, the person who notices the fire or is responsible in cases of fire may choose between different predetermined telephone numbers, each number corresponding to a copy of the computer program system.
The person who calls the predetermined telephone number will be given the option to record a broadcast message. This message will be broadcast to all members of staff using broadcasting means in the form of a computer program operating in conjunction with a Short Messaging Service (SMS) gateway. The computer program system queries a database containing staff member contact information to determine the mobile telephone numbers of the members of staff. The message will at least contain a request for all staff to call into the computer program system. The telephone number that must be called may be specified in the broadcast message. The status of the emergency is recorded in the computer program system as "active". Staff will receive the broadcast message as an SMS message on their mobile telephone, regardless of whether or not they are on the business premises. The message will ask them to 'check in' by dialling a number, the number preferably being specified in the message. The contacted member responses are received and processed by a message processing means comprising an interactive voice response (IVR) system and a computer program.
The receiving and processing of contacted member responses is shown in Figure 2. Staff call the number specified in the SMS message, and are greeted with a prompt requiring them to identify themselves by entering their office extension number. Once validated, the staff member responding to the initial broadcast message is informed of information relevant to the emergency. This takes place by way of a broadcast voice message, which is played to the staff member once they call into the computer system and are validated. The computer program and IVR system that play the message together form an information transmission means for informing staff of information relevant to the emergency. Once the staff member is provided with information relevant to the emergency, they are able to enter or update their status. The process by which a staff member can update their status is represented in Figure 3. Staff are able to set their status as available or unavailable, or alternatively ask for management to contact them. These staff details are added to the database containing the staff member contact information. Staff members are also able to update their contact details, a process represented in
Figure 4. Using their telephone handset, staff members may enter fixed-line or mobile telephone numbers at which they may be contacted during the period of the emergency. This information is used to update the database containing the staff member contact information. The message processing part of the computer program system is not only responsible for enabling staff to update their contact and status details, it also processes the staff responses to generate reports which summarise the number and nature of contacted staff responses. For example, the report may indicate that of the 100 staff in the database, 30 have responded, with 25 of them being available, 4 being unavailable and 1 requiring management to contact him or her. These reports are generated every 15 minutes from the start of the emergency and sent to those responsible for managing the emergency (for example, the business managers or fire wardens) by SMS.
As members of staff respond to the broadcast message, confirm their status and optionally update their contact details, customers of the business may be attempting to contact members of staff. To facilitate continued communication between clients and the members of staff, and amongst the members of staff, the computer program system includes a redirection means in the form of a software program which uses the contact
information in the database to redirect messages to members of staff if the fire rendered the PABX of the business inoperable. Accordingly, a customer or colleague who wishes to contact a member of staff can call the office telephone number of the member of staff. The redirection means of the present invention will re-direct the call to the member of staff using the contact details in the database. In this manner the operation of the business continues without the staff needing to aggregate in a temporary office.
The process by which members of staff can contact other members of staff is schematically illustrated in Figure 5. Referring first to Figure 2, members of staff that call into the computer program system are presented with a main menu. One option of the main menu is to outdial to another staff member. Referring now to Figure 5, the person calling into the computer program system is prompted to enter the extension of the staff member they wish to contact. If the extension is a valid one (ie it corresponds to a member of staff) and the member of staff has already called into the system and indicated that they are available, the computer program retrieves from the database the contact details of the member of staff. For example, the member of staff may be at home, in which case the home telephone number of the member of staff may be retrieved from the database. The call is then redirected to the home telephone number of the member of staff. In this manner staff may be contacted by using their office telephone extension number, in a way which is transparent to the person calling the staff member. Customers of the business can thereby seamlessly interact with members of staff in the normal manner, without knowing any of the emergency contact details for the members of staff.
Now that the preferred embodiment of the present invention has been described in some detail it will be apparent to those skilled in the art that at least the preferred embodiments of the emergency communications method and system for emergency communications have the following advantages:
1. The methods and system enables members of a group to be contacted immediately upon the happening of an emergency event and the process of contacting members of the group is automated, using a database of member contact information;
2. Reports of group member responses are able to be generated automatically, ensuring that an accurate and up-to-date overall view of the status of the group can be maintained;
3. The dissemination of information relating to the emergency can be controlled, and people unconnected with the organisation are not contacted and given information about the emergency. Only those people who are able to verify themselves are provided with information about the emergency; and
4. Communications directed to members of the organisation are more likely to reach their intended recipient, as communications to members are redirected using up-to- date contact information retrieved from a database.
It should be apparent to those skilled in the relevant art that the invention described herein is susceptible to variations and modifications other than those specifically described. For example, while communication with the staff in the preferred embodiment is by SMS and telephone, any communication channel may be used including a network resource like an Internet website. Messages may be broadcast by facsimile, SMS, fixed-line telephone, mobile telephone, pager etc., or any combination of communication channels. The contacted member responses may also be made through any communication channel. All such variations and modifications are to be considered within the scope of the present invention the nature of which is to be determined from the foregoing description.