8 Questions You Should Ask When Buying New Fire RMS Software

The transition from the National Fire Incident Reporting System (NFIRS) to the National Emergency Response Information System (NERIS) represents a significant shift in fire incident data collection and standardization. NERIS establishes a more comprehensive and flexible data framework, enabling fire departments to capture a wider range of incident details. Software solutions built to align with NERIS will offer fire agencies enhanced analytics, improved data entry processes, and more actionable insights to support decision-making.

This transition is also an opportunity for fire departments to purchase or upgrade software to integrate more efficiently with NERIS and optimize their operations. However, it’s critical to evaluate solutions that can adapt to your department’s workflows, rather than forcing your team to adjust to rigid software constraints. Here are eight key questions to ask when considering and comparing different fire RMS platforms.

1. How does it handle reporting and compliance?

Fire service agencies must meet reporting and compliance regulations for inspections, ISO ratings, and accreditations. They also report data to NFIRS/NERIS to contribute to national fire incident data collection and analysis.

RMS software should streamline fire department reporting by automatically identifying, analyzing, and organizing data from other systems with minimal manual input.

This significantly reduces the time spent manually inputting compliance information into spreadsheets or forms, lowering administrative burdens and boosting productivity.

2. Can it scale as our department grows?

Growing communities, evolving fire risks, and shifting priorities all impact a fire department’s software needs. As a result, you want a fire RMS software that can keep up.

Scalable, cloud-based solutions evolve alongside your department, adjusting capacity, features, and users as needed. The right software should grow with your department’s needs—not force you to adapt to its limitations.

In contrast, on-premises technology solutions may require costly upgrades or infrastructure changes to accommodate growth, making them less flexible over time.

3. What kind of training and support is included?

Ensuring users understand how to use the software effectively is key to maximizing its value. Look for solutions that offer training resources such as onboarding sessions, tutorials, knowledge hubs, and ongoing education. This helps fire departments get the most out of their technology investment.

Departments should also choose fire software platforms with dedicated customer success teams that help configure the system for agency-specific needs. These teams ensure that the software is optimized for efficiency and department goals.

Finally, fire departments should look for solutions that provide extended support hours, ensuring assistance is available when needed.

4. Does it support pre-incident planning and situational awareness?

Pre-incident planning is crucial for identifying hazards, understanding building layouts, and ensuring a prepared response. Effective planning can help minimize fire and water damage, optimize resource deployment, and prevent injuries and loss of life.

Software solutions for fire response should include comprehensive pre-incident planning features and access to critical external data. ImageTrend Visual Pre Plans provide smart mapping tools to help firefighters safely navigate buildings and access information on sites with hazardous materials. These plans can also be shared with other emergency agencies on the scene.

5. How does it help with fire crew staffing and resource allocation?

Managing shift schedules requires real-time visibility into personnel availability, shift trades, and time-off requests. Without the right tools, fire departments risk miscommunications and being understaffed during critical situations.

A modern scheduling platform can streamline this process. ImageTrend Slate allows fire departments to configure schedules, manage time-off requests, and provide personnel with a mobile app for real-time scheduling updates. By automating scheduling complexities, this solution can help departments maintain proper staffing levels and improve workforce coordination.

6. How does it improve data-driven decision-making?

Having robust dashboards and features is great—but do they enable actionable insights? Fire RMS software should provide real-time or near-real-time analytics and reporting tools that allow leadership to make informed decisions.

These tools can assist with resource and equipment allocation, managing emerging fire threats, and improving emergency response. Departments should also have the ability to configure reports to highlight relevant data, uncovering meaningful opportunities for efficiency and improvement.

7. Can the software support your department’s Community Risk Reduction (CRR) efforts?

Fire departments play a key role in Community Risk Reduction (CRR) initiatives by identifying and mitigating public safety hazards. The right fire department software should include features that facilitate monitoring, documentation, and reporting on progress and improvements.

For example, ImageTrend Community Health helps fire departments collect key data, measure program impact, and gain support through intuitive reporting and actionable insights. These reports empower CRR programs to demonstrate effectiveness, optimize resources, and engage community leaders and stakeholders.

8. Does the fire software integrate with our existing tools and workflows?

A fire department’s tech stack might include tools for computer-aided dispatch, personnel management, scheduling, and reporting. Choosing an incompatible system could require manual workarounds instead of automated integration, increasing inefficiency.

Beyond technical integration, ensure the software is flexible enough to adapt to your fire department’s workflows to minimize disruptions, simplify routine tasks, and reduce errors. This helps personnel focus on critical responsibilities rather than navigating unnecessary complexities.

Find the Right Platform for Your Department

Fire RMS software isn’t a one-size-fits-all solution. The best fire RMS software adapts to your department’s workflows—not the other way around. Selecting a platform that aligns with your needs enhances efficiency and empowers fire agencies to better protect their communities.

Need a fire software solution that checks all the boxes? Learn more about the ImageTrend Platform and how it can support your department’s operations and goals.