You Fight Fires.
We'll Handle the Paperwork.
Your department needs records. Your volunteers don't want to keep them. Our Record Specialist does it for you — just send a text, snap a photo, or forward an email. We turn it into complete, NERIS-compliant records.
Had a grass fire on Hwy 136 yesterday afternoon. 3 trucks, 8 guys, about 2 hours
[ photo of handwritten run sheet ]
Got it. Call logged, apparatus assigned, personnel marked. You're all set.
Sound Familiar?
You know your department needs good records. But getting volunteers to sit down at a computer after a 2 AM call? Good luck.
"We'll get to it later"
Calls stack up. Training goes unlogged. By the time someone sits down to enter records, half the details are forgotten.
"Nobody wants to do it"
Your members volunteer to fight fires, not to type reports. You can't blame them — but the records still need to exist.
"It's all on the chief"
One person ends up doing all the paperwork. That's not sustainable — and when they step down, the records stop.
How It Works
Three steps. No software to learn. No forms to fill out.
Send It However You Want
Text, email, photo of a handwritten log, voicemail — whatever is easiest for you. After a call, after training, whenever.
We Document Everything
Your Record Specialist enters the data into ARK Fire RMS — complete incident reports, training records, certifications, personnel updates. Done right, done fast.
Your Records Stay Current
Log in anytime to see your complete, up-to-date records. Run reports, check compliance, pull stats for your board — it's all there.
What Your Record Specialist Handles
Everything that needs to be documented — we take care of it.
Incident Reports
Full NERIS-compliant call documentation
Training Records
Hours, attendance, topics, state tax points
Certifications
Track expirations, upload cert photos
Personnel Records
Roster updates, contact info, roles
NERIS Reporting
Federal compliance handled for you
Maintenance Logs
Apparatus maintenance and truck checks
Good Records Aren't Optional Anymore
NERIS compliance
Federal reporting requirements are here. Departments that can't report risk losing grant eligibility.
ISO ratings
Your community's insurance rates depend on documented training hours and response data. No records = higher premiums for everyone.
Grant applications
AFG, FEMA, and state grants require documented response data and training records. We keep yours ready to go.
State tax points
Your volunteers earn tax credits for their service. We make sure every qualifying hour is documented.
The Cost of Not Having Records
Grant applications denied for lack of documentation
Higher ISO ratings = higher insurance for your community
Volunteers miss out on state tax point credits
Liability exposure when incidents aren't documented
No data to justify budget requests to your board
Simple Pricing
A fraction of what a part-time secretary would cost — and your records are always up to date.
Record Specialist
We manage your records for you
Add to your ARK Fire RMS subscription. Price based on record volume.
- Dedicated Record Specialist — a real person, not a bot
- Send info via text, email, photo, or phone call
- Calls, training, certs, personnel, maintenance
- NERIS reporting handled for you
- Fast turnaround — most records entered within 48 hours
- You still get full access to view and run reports
Compared to a part-time secretary: $5,000-10,000/year
Already using ARK Fire RMS? Add Record Specialist to your existing plan.
Common Questions
Who is the Record Specialist?
A real person who knows the fire service and knows ARK Fire RMS inside and out. You'll have a direct line to them — no ticket systems, no waiting.
How fast do records get entered?
Most records are entered within 48 hours of receiving the information. If you have something urgent — like an incident report needed for mutual aid or insurance — just let us know and we'll prioritize it.
Can we still enter our own records too?
Absolutely. You have full access to ARK Fire RMS. Some departments handle their own training logs but send us call reports — whatever works for you.
What if we want to switch to self-service later?
No problem. Your data stays in ARK Fire RMS either way. Downgrade anytime — all your records are already there.
Is our data secure?
Yes. ARK Fire RMS uses the same cloud infrastructure as major tech companies — encrypted at rest and in transit, daily backups, SOC 2 compliant. Your Record Specialist accesses your data through the same secure system your members use.
What if we have more than 10 calls a month?
The $75/month plan covers up to 10 calls per month, which works for most volunteer departments. If your call volume is higher, we'll work out a custom plan that fits. Contact us and we'll figure it out together.
Stop Letting Records Fall Behind
Your department deserves complete records without the hassle. Let us handle it.