When I first started in the fire service, we relied on systems that at the time felt cutting-edge. Big beige desktop computers, clunky software that took forever to load, and a filing cabinet full of paper forms. If we needed a map, someone pulled out a laminated book with coffee stains on it. Back then, this was just “how it’s done.”
Fast-forward a couple of decades, and I’m still shocked at how many departments are running their operations on technology that hasn’t meaningfully changed since the late ’90s. I’ve seen RMS platforms that look like Windows 95, dispatch systems that freeze if you click the wrong button, and inspection databases that require three separate log-ins.
Here’s the truth: these outdated systems aren’t just slow and frustrating they’re actively holding us back from doing our jobs. And in emergency services, delays, errors, and missing information can cost lives.
The Problem with Old Systems
The first problem is speed or rather, the lack of it. In a profession where seconds matter, I’ve watched crews wait for a report to load or for a dispatcher to confirm an address. I’ve seen inspection records take minutes to open, forcing fire prevention officers to sit in their trucks, staring at a spinning wheel.
Then there’s accuracy. Old systems tend to rely on manual data entry, often with no validation rules. That means typos slip through. Addresses get entered wrong. Equipment IDs don’t match. Once those errors are in the system, they spread into reports, into inspections, and sometimes into emergency response itself.
And perhaps the biggest issue: lack of information access. In the 1990s, you could almost forgive a system for not giving you a hydrant location or a building pre-plan in real time. Today, it’s inexcusable. If you can track a pizza delivery on your phone, you should be able to see the nearest hydrants, the location of a Knox Box, and the last inspection violations for a building before you even arrive on scene.
The Hidden Costs of Doing Nothing
I hear the same reasoning all the time: “We’ve been using this system for 20 years it still works.” But “still works” is not the same as “works well,” and certainly not the same as “keeps us safe and efficient.”
Outdated systems have costs you don’t see on a budget line:
- Lost time: Ten seconds here, thirty seconds there it adds up. Multiply those delays across hundreds of calls and reports a year, and you’re talking hours of wasted operational time every month.
- Staff frustration: Clunky technology wears on morale. People start avoiding certain tasks or making shortcuts because “the system is too slow.”
- Missed compliance: Older systems often can’t adapt to new reporting requirements like NERIS. That means you risk inaccurate submissions, compliance penalties, or worse being unprepared for inspections.
- Increased risk: Lack of instant, accurate data during a response can lead to wrong decisions on scene.
And let’s not forget the opportunity cost every dollar you spend propping up old systems is a dollar you’re not investing in tools that could make your department faster, safer, and more informed.
What Modern Technology Looks Like
The contrast with modern RMS platforms couldn’t be sharper.
Today’s best systems like EPR FireWorks are cloud-based, so you can access them anywhere: in the station, on the truck, even from your phone in the field. Data updates instantly, meaning if prevention finds a hazard in the morning, suppression sees it during an afternoon call. Hydrant locations, inspection notes, equipment status they’re all there, tied together in a single, unified platform.
Modern tech is also NERIS-ready. That means you’re not scrambling to meet new federal standards you’re already there. Reports are customizable and easy to run, so you can get exactly the information you need without fighting with spreadsheets. Integration with Esri mapping means you’re looking at live, accurate location data, not outdated paper maps.
And speed? A well-designed modern system is nearly instant. The moment a dispatcher sends a call, your crews see all the relevant details without waiting for a page to load.
The Cultural Shift
Upgrading your tech isn’t just a software change it’s a mindset change. The fire service has always valued tradition, and for good reason. But there’s a difference between respecting tradition and clinging to outdated tools. Our goal has always been to protect people and property. If new technology helps us do that better, then it’s not a threat to our traditions it’s an evolution of them.
I’ve watched departments make the leap, and the difference is night and day. Reports get filed in minutes, not hours. Crews have more confidence on scene because they have the right information at the right time. Communication between suppression, prevention, and EMS is seamless. And maybe most importantly people actually like using the system.
An Action Plan for Assessing Your Technology
If you suspect your department might be stuck in the ’90s, here’s a simple framework to start assessing where you stand:
- Inventory Your Systems
Make a list of every major system you use RMS, dispatch, inspections, training, scheduling, ePCR and note when each was last upgraded. - Measure Performance
Time how long it takes to complete common tasks: pulling up a pre-plan, entering a new inspection, running a report. Anything that takes more than a few seconds is a red flag. - Evaluate Compatibility
Check if your systems meet current compliance standards like NERIS V1, NFIRS, or NEMSIS. If they don’t, find out how much it would cost to get them there. - Get Staff Feedback
Ask the people who actually use the systems where the pain points are. You’ll get honest answers and probably more than you expected. - Calculate the True Cost
Don’t just look at license fees. Factor in the cost of wasted time, compliance risks, and workarounds. - Explore Modern Solutions
Research unified platforms like EPR FireWorks that can replace multiple old systems with one integrated solution.
Why I Finally Made the Change
I’ll be honest when I first started pushing for a technology upgrade, I met resistance. Some folks didn’t want to learn something new. Others were convinced the old system was “good enough.”
But after our first month on a modern platform, the change in the station was obvious. We weren’t wasting time double-entering data. Our inspectors could update records from the field. Dispatchers sent out calls with more details than ever before. Crews rolled up on scene already knowing hydrant locations, floor layouts, and hazards.
We weren’t just faster we were safer. And that’s why I’ll never go back.
In emergency services, we ask our people to give 100% every shift. The least we can do is give them the tools to match. If your department is still running 1990s technology, it’s time to take a hard look at what that’s costing you not just in dollars, but in safety, efficiency, and peace of mind. The technology exists to make your job easier, faster, and better. The question is: are you ready to make the change?
