5.1. Communication Protocols and Procedures

The Maine Emergency Management Agency has multiple strategies and procedures for maintaining effective communication throughout all emergency phases, utilizing the Primary, Alternate, Contingency, and Emergency (PACE) framework. This ensures redundant and resilient capabilities across the state.

The SEOC is equipped with multiple redundant communications networks that may be deployed when an emergency occurs. When primary communications systems (e.g., cellular or landline communications) fail, the following emergency communications systems may be utilized:

Trigger for transitions to redundant communications: Failure or degradation of the primary, alternate, contingency, or emergency systems. The MEMA Director or their designee will make the decision to transition.

5.2. Primary Communications

Primary communications are the preferred methods for routine and initial emergency operations. They are the systems first used for information flow between the SEOC, first responders, and state, county, and federal partners. These systems are highly effective but are vulnerable to power outages, network congestion, or widespread infrastructure damage.

• Telephones
  • The Maine Emergency Management Agency Voice over Internet Protocol (VOIP) and analog telephone system, along with smart cellular phones for all staff, are the primary voice communication methods.
  • Maine Emergency Management Agency provides Government Emergency Telecommunications Service (GETS) for the Governor, commissioners, and directors for priority calling.
  • State and federal NAWAS dedicated special phones connect critical public safety points at major dispatch facilities to a dedicated no dial phone network to enable information to be passed in an expedient nature. The federal NAWAS is similar to the state, except that it encompasses the entire country and federal resources. Maine Emergency Management Agency maintains the ability to patch the state and federal NAWAS lines together on command.
• Radio Systems
  • The state-wide radio system serves as a primary network for communication among the Maine Emergency Management Agency, County Emergency Management Agencies (EMAs), the Department of Agriculture, Conservation, and Forestry (DACF), Department of Public Safety (DPS), and local fire and law enforcement.
  • The consoles in the Maine Emergency Management Agency communications room are the redundant back-up for DPS dispatch, ensuring continuous operations.
• Computer Systems
  • WebEOC is the primary system for recording situational information and resource requests, providing a common operating picture for all SEOC staff.
  • Maine Emergency Management Agency's network, in conjunction with the Office of Information Technology (OIT), facilitates the use of databases, informational cameras, and situational awareness software. Systems include:
    • Satellite weather terminal furnishes live weather imagery 24/7.
    • Point of Entry for the Emergency Alert System (EAS) and Integrated Public Alert and Warning System (IPAWS).
    • Secure communications room.
    • Cache of VOIP/analog phones supporting staff and loss of VOIP service.
    • POLYCOM video conference system.

5.3. Alternate Communications

Alternate communication methods are used when primary systems are degraded or unavailable.

• Satellite Phones
  • Satellite phones for the Duty Officer, MEMA Communications Center, MEMA Director, and Governor serve as a critical alternate voice communication method when cellular and VOIP services are unavailable.
• Dedicated Radio Systems
  • Dedicated radio systems for communication with Maine Department of Transportation (DOT), Central Maine Power (CMP), Maine National Guard (MENG), and FEMA Region I provide a secure and reliable alternative to the statewide radio system for specific partners.
• Amateur Radio
  • MEMA maintains amateur radios that provide access to the HAM repeater network, which connects the entire state and serves as a vital backup for inter-agency communications. This system is not dependent on traditional cellular or internet infrastructure.
  • The Automatic Position Reporting System computer links a computer, radio and mapping software together to provide real-time weather reports and position/movements of the volunteer amateur radio partners.

5.4. Contingency Communications

Contingency communications are employed when both primary and alternate systems have failed.

• High-Frequency FEMA National Radio System
  • The FNARS system enables HF connectivity to the FEMA Region 1 Regional Response Coordination Center in Maynard, MA. This system provides voice and data traffic, serving as a robust communications link with federal partners when all other local and state systems are down.
• Packet Radio
  • This system, used by amateur radio partners, allows messages to be sent between sites without using a landline, providing a critical data transfer capability when standard internet and phone lines are inoperable.

5.5. Emergency Communications

Emergency Communications are the simplest, most fundamental ways to convey critical, life-saving information when all other technological means fail.

• Direct Physical Contact: This method involves the use of foot patrols or vehicles to deliver critical information and messages directly between locations. This is used in dire circumstances where all electronic and radio systems are non-functional.
• Visual Signals: In situations where direct contact is impossible, visual signals may be used to convey critical information over short distances. This method has a limited capacity for information but can confirm the status of a specific location or person.

EOP NAVIGATION

EOP Update Home Page
Section 1: Introduction
Section 2: Foundational Elements
Section 3: Concept of Operations
Section 4: Responsibilities
Section 5: Emergency Communications Systems
Section 6: Admin, Finance, and Logistics
Section 7: Maintenance and Distribution
Section 8: References
Section 9: Acronym Reference List

Annex A: Risk Register
Annex B: SEOC Procedures
Annex C: Incidents/Hazards
Annex D: Coordination/Administrative
Annex E: Continuity of Operations
Annex F: Evacuation
Annex G: Mass Fatality
Annex H: Distribution Management