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1 Handbook of Emergencies ; The Emergency Preparedness and Response Section UNHCR Headquarters , Geneva , February, 2007 Ratings: (0)|Views: 240|Likes: 0 Published by davidxy Handbook of Emergencies- UNHCR ; The Emergency Preparedness and Response Section UNHCR Headquarters ; United Nations High Commissioner for Refugees, Geneva Third Edition February, 2007 See More 492 24 Communications

493 4 C o m m u CONTENTS Paragraph Page Introduction 1 494Communications management 2-8 494Telecommunications 9-11 495 Telecommunications 9 495 Telecommunications infrastructure 10 495 Types of telecommunications 11495UNHCR telecommunications network 12-49 496-501 Field preparations 12 496 accommodation 17 496 Radio equipment 20 497 High frequency (HF) radio networks 21 497 Very high frequency (VHF) radio networks 30 498 Radio call-signs 37 499 Field-Headquarters telecommunications 41 500 Data security in UNHCR operations 42 500 Privacy and security for email 44 501 Photocopying and printing 45 501 Security and passwords 46 501 2 n i c a t i o n s

Emergency response kits 47 501 Global Service Desk - operating hours 48 501AnnexesAnnex 1: Common communications equipment and terminology 502Annex 2: Message 503Annex 3: Phonetic alphabet 504Annex 4: Radio communications and procedures for UNHCR 505

494 Introduction 1. In emergency operations, proper tel-ecommunications will greatly increasethe overall control, coordination, and effectiveness. The establishment of infor-mation systems and telecommunications links between emergency managers, implementing partners, logis-tics/transport staff, and technical experts will enhance the capacity of the international relief system response.Effective communications require appro- priate equipment, infrastructure, and goodmanagement. Communications management 2. With improved means of communica-tions, even from very remote locations,the proper management of communica-tions has assumed great importance. The

structure and of communicationsshould that of the management of the operation, with communications beingchannelled in a properly structured man-ner. At each level reports and information re-ceived should be analysed and consoli-dated before being passed to the nextlevel. Raw information should not be routinelytransmitted simultaneously through sev-eral levels of the management structure by copying reports widely, in addition todirecting them to the person responsiblefor action. Distribution of informationshould be restricted to those who needit for the exercise of their functions and communications in general should be restricted to that which is necessary.3. Originators of communications shouldalways ask themselves what the purposeof the message is, who will be receiving it,and whether the information contained is and appropriate for the purpose. 4. Under the pressures of an emergencythere is sometimes a tendency to exchangeincomplete information. If the information is for the purpose of the message, and if the matter cannot wait,then acknowledgement of gaps may savetime and trouble. For example, furtherinformation being obtained but mean-while please react on points5. The most appropriate means of trans-mission for the message should be con-sidered in view of cost, urgency and bulk.For example, avoid using the telephoneor fax when the message could be passed by electronic mail (email). Similarly,large amounts of data, unless very urgent,should be sent via pouch or mail ratherthan by email.6. Using or developing standard formscan assist communications management,as they can act as a checklist for informa-tion usually transmitted in that form ofcommunication (sitreps are an obviousexample see the annex to chapter 8 onimplementing arrangements.)7. An effective referencing system must be used this is a major factor in ensuringgood communications. Correct number-ing and/or referencing will greatly helpidentify earlier communications. It willalso provide a means to systematicallytrack actions required and help maintainorderly and disciplined communication.See chapter 20 on administration for more information on a system. Annex 2describes the UNHCR system which is used by the Telecommunications Unit. Use separate messages for clearly sepa-rate subjects. 8. The immediate requirement for com-

munications may be by telephone,email and fax. However, regular pouch, courier or mail services should be estab-lished as soon as possible. A checklist forcommunication needs, which should be considered when setting up an is

495 4 C o m m u n i c a t i o n s contained in chapter 20 on administration.In addition, the Checklist for the Emer-gency Administrator contains guidance,forms and information for setting up dif-ferent types of communications. Telecommunications Telecommunications 9. Effective telecommunications requiresstaff and equipment dedicated to that task.When planning telecommunications re-quirements, Emergency Preparedness andResponse Section (EPRS), the Regional Telecommunications and the Tel ecommunications Unit at Headquarters should be involved as early as possible.These can help to identify experienced UNHCR telecommunications staff that could be deployed to the operation. Emer-gency staff can include telecoms technicians, operators and from UNH 2

-CRs standby arrangements. If necessarythese resources can be used to supplement UNHCR Telecom staff. Telecommunications infrastructure 10. The existing telecommunications in-frastructure of the country may not support UNHCRs requirements, because the infrastructure may be either inadequate ordamaged. Certain security situations canalso result in the telecommunications fa-cilities being closed down or drasticallyreduced (in which case cellular telephonenetworks would also be unavailable). Types of telecommunications 11. The following are the principal meansof telecommunication currently available for use by UNHCR: i. Telephone. Telephones can be con-nected through standard landlines orcellular networks for communica-tions within the country, and throughinternational or satellite connections (VSAT, INMARSAT, Thuraya, Irid -ium, etc. ) for communications withother countries. ii. Fax. Facsimile (fax) operates overstandard telephone lines, or satellite (VSAT, INMARSAT) connec -tions. Fax facilities are available toand from most countries, howeverit is more expensive and less easilyrelayed than email. iii. Email . Email also operates overstandard telephone lines or satelliteconnections. In the initial phase ofan operation, email can be obtainedthrough portable satellite data ter-minals, or using local phone lines ifavailable, and later the SITA networkor VSAT satellite system can be usedif there is a suitable connection point. iv. Radio . Radio is mostly used forvoice communication. Installation by technicians is required. In an emergency it is almost alwaysnecessary to set up radio networksto ensure communications between UNHCR and between UNHCR and other agencies. The radio net-work will also provide an emergency back-up for communications with Headquarters in the event of landlinecommunications being cut. Mobile radios (handheld or installed in ve-hicles) enable staff in the immediateregion to maintain contact with one

another and with the v. Transportable satellite servicesterminals. From Thuraya to Iridium, Inmarsat mini M or Bgan, a wide va -riety of transportable satellite servicesterminals can be deployed in emergencies depending on the coverage area and the service required to the operation needs. vi. VSAT (or V ery S mall A perture T erminal a slight misnomer as thesmallest dish size is 1.8-2.4 me-tres in diameter). VSAT provide awide range of services in a privatededicated network. Telephone, fax,electronic data services the Internetand email communication servicescan all be provided using this type

496 of equipment. Installing VSAT is a substantial technical and undertaking and an analysis of thesite and network required to supportthe operation must be carried out by technicians. UNHCR telecommunications network Field preparations 12. The need for a UNHCR telecommuni -cations network should be discussed at thehighest appropriate level in the concerned ministry dealing with UNHCR matters(for example, the Ministry of Home Af -fairs). The advice of the technically competent authorities should be sought (for example the Ministry of Communications or post and telecommunications service). Note that Section IX of the Convention on the Privileges and Immunities of the United Nations provides that the UNshould enjoy for its communica -tions, treatment not less favourable thanthat accorded to diplomatic missions inthe country.13. Contact EPRS, the Telecommunications Unit at Headquarters or the RegionalTelecommunications as soon as the need for a telecommunications network isknown. Give the proposed number and

location of and distances between them, so they can advise on the type ofequipment needed. Permission to oper-ate a radio station and frequency clear-ance must be obtained in most countriesthere is a standard government applicationform. 14. In most cases HF and VHF frequency licences or permissions to operate have already been granted to the United NationsDevelopment Programme (UNDP) and/orother UN organizations. The Telecom -munications Unit or the Regional Telecommunications will assist you in completing the government applicationform.15. It is also necessary to obtain permis-sion to operate satellite communicationsinstallations. The competent authority will need to know information about operating frequencies and characteristicsof the equipment. This information canagain be obtained through the Regional Telecommunications or the Tel ecommunications Unit at Headquarters. 16. As telecommunications are oftenregarded with suspicion, especially withsystems outside the control of the statesuch as satellite phones and VSAT, contact your Regional Telecoms to seek for advice on licensing before negotiating any agreement with the host country which could have technical or implications to UNHCR or our implementing partners in the operation. accommodation 17. The physical requirements for tel-ecommunications equipment should be kept in mind when choosing ac -commodation (see chapter 23 on administration). For example, a radio antennawill require space either on the roof ofthe building or in an open area at groundlevel, and a room for the operating equip-ment very close to the antenna. For op-timum results, the cable connecting theradio equipment with its antenna should be as short as possible, and not more than50 metres.18. Satellite equipment installations andVSAT in particular, require a clear anduninterrupted view towards the horizon inthe direction of the equator (i.e. towardsthe southern horizon in the northern hemi-sphere,

and towards the northern horizonin the southern hemisphere). The angle ofelevation of the satellite terminal antennaabove the horizon will depend on the latitude of the the highest angle to aim to a geo stationary satellite would be onthe equator.19. In the case of a VSAT installed on a building (on a roof for example), the building must be strong enough to bearthe weight. If it is installed at ground

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