270 R.I. Code R. 270-RICR-20-00-1.3

Current through December 3, 2024

Section 270-RICR-20-00-1.3 - Database Management

A. Municipality/State Titles and Responsibilities:

1. Municipal Coordinator/ MSAG Liaison and GIS Liaison - Each municipality shall designate an individual to serve as its municipal coordinator, MSAG liaison and GIS liaison for all issues involving the development and maintenance of address information for the RI E 9-1-1 ALI, MSAG, GIS, and selective routing (transfer) databases. The municipal coordinator may assign an individual to handle all issues involving the development and maintenance of address information for RI E 9-1-1 ALI, MSAG, GIS, and selective routing (transfer) databases and the municipal MSAG. If the municipality has not assigned a person designated as its municipal coordinator, MSAG liaison and GIS liaison, the chief elected official (holding the highest elected office) becomes the municipal coordinator, MSAG liaison and GIS liaison by default. If there is any change in the municipal coordinator, MSAG liaison and GIS liaison, it is the responsibility of each municipality to notify the State of Rhode Island Enhanced 9-1-1 Uniform Emergency System of the change by the close of the following business day. The municipal coordinator, MSAG liaison and GIS liaison shall inform Rhode Island E 9-1-1 of any GIS updates, changes or deletions as they become known to the municipal coordinator.

2. State of Rhode Island Database Manager - This person is responsible for the coordination of all ALI, GIS, MSAG, and similar data between the PSAP(s), Service Provider, telecommunication services providers, and municipalities, and for updates to the RI E 9-1-1 databases.

B. Master Street Address Guide (MSAGs)-Use, Maintenance, Updates, and Verification.

1. Each municipality shall provide RI E 9-1-1 with accurate road names, number ranges, and emergency service zones (ESZ) for the purpose of creating the ALI wireless and wireline and GIS MSAGs (Master Street Address Guide). The ESN (emergency service number) information from the MSAG shall be used to route 9-1-1 calls to the state PSAP and to transfer the 9-1-1 calls to the correct secondary PSAP for dispatch.

2. Municipal MSAG Maintenance - After the ALI wireline and wireless and GIS MSAGs are created, each municipality shall continue to verify the accuracy of the information contained in the MSAGs and to advise the State of Rhode Island Database Manager, on an as-occurred basis, of any changes in road names, the establishment of new roads, changes in address numbers used on existing roads, closing and abandonment of roads, changes in police, fire, emergency medical service or other appropriate agencies, jurisdiction over any address, annexations and other changes in municipal boundaries, incorporation of new communities or any other matter that will affect the routing of "9-1-1" calls to the proper primary and/or secondary PSAP.

3. Timeframe for Updating the MSAG by the Database Provider - The Database Provider shall update the enhanced 9-1-1 MSAG by the end of the next business day from the date and time it receives an authorized request via the MSAG update form from the State of Rhode Island Database Manager.

4. Timeframe for Updating the GIS and Wireless MSAGs by the State of Rhode Island Database Manager - The State of Rhode Island Database Manager shall update the GIS and Wireless MSAGs within 24 hours (normal business day) from the date and time he/she receives a request from an authorized source.

C. MSAG Update Notification by the Database Provider

1. On a daily basis (normal business day), the Database Provider shall provide to RI E 9-1-1 all MSAG changes in a format that is mutually agreed upon by the Database Provider and RI E 9-1-1 Uniform Emergency Telephone System.

2. The Database Provider shall provide to the telephone common carriers a mechanized process whereby the telephone common carriers can download an electronic copy of the MSAG in its entirety and a file that contains only the previous normal business day's changes.

D. MSAG Yearly Re-verification

1. The Database Provider shall provide a year-end (as close in date to December 31 as possible) copy of each municipality's MSAG to the State of Rhode Island Database Manager by January 21 following the just-concluded calendar year. The State of Rhode Island Database Manager shall then provide each municipal coordinator, MSAG liaison and GIS liaison its respective municipal MSAG with instructions for correction.

2. The municipal coordinator, MSAG liaison and GIS liaison shall:

a. If the MSAG is 100% accurate, place the official municipal seal on the MSAG, sign and note that it is correct, or electronically note that it is correct, and in either format forward it to the State of Rhode Island Database Manager within 30 days of receipt.

b. If the MSAG needs corrections make the necessary corrections (additions, changes, and deletions) to the MSAG within 30 days of receipt and return it to the State of Rhode Island Database Manager.

3. The State of Rhode Island Database Manager shall forward certified and corrected MSAGs to the Database Provider. Once all appropriate corrections have been received and processed by the Database Provider for each respective municipality requiring corrections, it shall make available a copy of the corrected and processed MSAG and send it to the State of Rhode Island Database Manager for forwarding to the respective municipality. Rhode Island E 9-1-1 shall have the ability to view and edit the contents of the MSAG database on a daily basis.

E. Emergency Service Number (ESN) Database Maintenance

1. Each municipality is responsible for identifying primary and secondary PSAP locations as well as the unique combinations of police, fire and emergency medical agencies or any other appropriate agencies responsible for providing emergency service in the Enhanced 9-1-1 serving area. The Database Provider shall assign an Emergency Service Number (ESN) for each unique combination of responding agencies upon approval of RI E 9-1-1 and shall notify the State of Rhode Island Database Manager of the assigned ESNs, of any changes of an ESN, or of any new ESNs. The municipalities will associate these ESNs with street address ranges or other mutually agreed upon routing of enhanced 9-1-1 calls to the primary and secondary PSAPs responsible for handling of calls from each telephone in the Enhanced 9-1-1 serving area.

F. Use of RI E 9-1-1 ALI and MSAG Databases

1. The data in the RI E 9-1-1 ALI and MSAG databases can only be used on a call-by-call basis for the purposes of handling 9-1-1 emergency calls, disaster notification or evacuation, in accordance with R.I. Gen. Laws § 39-21.1-4, or as authorized by RI E 9-1-1 to the extent permitted by R.I. Gen. Laws § 39-21.1-4. The data may reside on a database that may be owned and maintained by a third party, which would be the Database Provider. The Database Provider shall restrict access to such databases in conformity with these Rules and Regulations.

a. Database Requirements - The RI E 9-1-1 databases shall be constructed to be redundant and fault tolerant and shall include safeguards to insure the security of the data.

b. Data Exchange - Data exchange between the Database Provider and all other telecommunication services providers shall follow the industry standard as required by RI E 9-1-1. Any deviations from this standard must be submitted in writing and agreed to by RI E 9-1-1.

G. Known and Potential Problems That May Cause ANI and ALI Errors and/or System Failures

1. The Service Provider, and all other telecommunication services providers operating in Rhode Island, shall notify the State of Rhode Island Enhanced 9-1-1 Uniform Emergency Telephone System in writing of all known and/or potential service problems, including interface and service order processing problems, which cause or may cause incorrect ANI and/or ALI information to display at the PSAP.

H. Multiple Addresses for Single Telephone Numbers

1. To the extent such services are offered, each telephone common carrier shall provide to the State of Rhode Island Database Manager a list of all multiple locations served by a single telephone number in digital format. The list shall include the telephone number and each locatable address for all locations including the main listing (the address in ALI). Each telephone common carrier shall notify the State of Rhode Island Database Manager of any additions to, deletions from, or changes in the subscriber records of any party having off-premise exchange (OPX) service within three (3) business days of any change in such service by such subscribing party.

I. ALI Data Records

1. Every telephone common carrier operating in the State of Rhode Island shall provide ALI data and service updates to the RI E 9-1-1 Database Provider, in conformance with Section F of this Part Two. Alternative methods to update the ALI database between the telephone common carrier and the Database Provider are permitted, subject to agreement between the RI E 9-1-1 Database Provider and the telephone common carrier and with concurrence by RI E 9-1-1.

2. Periodic reconciliation by the Database Provider of the RI E 9-1-1 database with the originating telephone common carrier's database shall be as required by RI E 9-1-1. All ALI information shall be provided to RI E 9-1-1 by the telephone common carriers at no cost to RI E 9-1-1.

3. The Database Provider shall confirm receipt of data transactions from the telephone common carriers to the Database Provider. The confirmation shall include the error code(s) if update was not successful, and statistical data of the total number of records received, processed, accepted and rejected.

J. Reports to Ensure Error Correction and Quality of Performance

1. The Database Provider shall provide to the State of Rhode Island Database Manager audit trail data that provides the following respective reports in a digital format compatible with the management information system of RI E 9-1-1:

a. Total TN Report

(1) Description - Tally of TN's by municipality, grouped by class of service and telephone common carrier, with individual reports for each common carrier and/or a total combined report.

(2) Frequency - Monthly

(3) Distributed - E-mail or File Transfer Protocol

b. ESN Report

(1) Description - Tally of TN's by ESN, sorted by municipality

(2) Frequency - Monthly

(3) Distributed - E-mail or File Transfer Protocol

c. Service Order Fallout Report

(1) Description - Statistical Report (with totals) of service order fallout by error code, for each class of service, with individual reports for each telephone common carrier and a combined Rhode Island total. The total service orders processed shall be on each report.

(2) Frequency - Monthly

(3) Distributed - E-mail or File Transfer Protocol

d. Service Order Update Report

(1) Description - Statistical Report (with totals) of service order updates - insert / change / delete / unlocks / migrates- sorted by municipality and class of service, with individual reports for each telephone common carrier.

(2) Frequency - Monthly

(3) Distributed - E-mail or File Transfer Protocol

e. MSAG Update Report

(1) Description - MSAG changes for Rhode Island

(2) Frequency - Daily

(3) Distributed - E-mail or File Transfer Protocol

f. Initial TN Extract

(1) Description - Extract of all TN's. No sort required. All telephone common carriers.

(2) Frequency - One time and as often as needed for quality compares

(3) Distributed - E-mail or File Transfer Protocol

g. Initial MSAG Extract

(1) Description - Extract of all Rhode Island MSAG records

(2) Frequency - Annually and as often as needed for quality compares

(3) Distributed - E-mail or File Transfer Protocol

h. Change File (aka Service Order File for Rhode Island)

(1) Description - Update of all TN changes that passed ALI edits, both service order and maintenance, for all telephone common carriers

(2) Frequency - Daily

(3) Distributed - E-mail or File Transfer Protocol

i. Error File (aka Service Order Error File for Rhode Island)

(1) Description - All service orders for all telephone common carriers that did not pass the ALI edits and are placed into an error bucket.

(2) Frequency - Daily

(3) Distributed - E-mail or File Transfer Protocol

j. Reverse ALI Reports

(1) Description - Detail of all manual dip queries, including date/time, position, customer TN, customer name and address

(2) Frequency - Monthly

(3) Distributed - E-mail or File Transfer Protocol

k. NRF Summary Report

(1) Description - Summary by day of all NRD, sorted by PSAP

(2) Frequency - Monthly

(3) Distributed - E-mail or File Transfer Protocol

l. NRD Detailed Report

(1) Description - Daily printout from 9-1-1 system of all NRF, sorted and counted by TN

(2) Frequency - Daily

(3) Distributed - E-mail or File Transfer Protocol

2. Reports of a Monthly frequency shall be provided to RI E 9-1-1 by the end of the seventh business day following the end of the previous calendar month. Reports of a Daily frequency shall be provided by the end of the next business day following the close of the previous business day.

K. Service Order Processing and ALI Database Updating

1. Every telephone common carrier shall provide their initial load of ALI records and daily service orders to the database provider at no charge to RI E 9-1-1 within 24 hours (normal business day). This 24 hour time period is the time between the date and time the telephone common carrier supplies telephone service to a customer (the customer has the ability to dial 9-1-1) and the date and time the file was sent to the Database Provider (the Database Provider may also be the Service Provider).

L. ALI Discrepancy Procedure

1. Generally, RI E 9-1-1 call takers (telecommunicators), supervisors and managers, telecommunication services providers, Database Provider, and Service Provider shall use RI E 9-1-1 's discrepancy system for processing ALI discrepancies.

2. ALI Discrepancy Reporting

a. Each 9-1-1 call taker (telecommunicator) shall fill out an ALI discrepancy report when a call is found to have erroneous database information. The ALI discrepancy report shall be forwarded to the State of Rhode Island Database Manager for approval and sent to the appropriate telephone common carrier for correction, if necessary.

b. The telephone common carrier shall correct the ALI information within 24 hours of receipt of error (the corrected service order errors may be included within the telephone common carrier's next daily service order update file as long as it meets the 24-hour requirement).

c. The telephone common carrier shall close out the ALI discrepancies in the RI E 9-1-1 discrepancy system. It shall identify the status of each error with the appropriate codes and narrative prior to the time the Database Provider receives and processes its corrected ALI record.

d. The State of Rhode Island Database Manager shall note in the RI E 9-1-1 discrepancy system and forward any discovered MSAG discrepancies to the MSAG Liaison for correction, if necessary.

3. ALI Discrepancy Tracking

a. Discrepancies Found or Known by Local Municipalities - If a 9-1-1 call is dispatched based upon incorrect ALI information, the responding agency (unit) shall notify the PSAP supervisor of the error within four hours of the completion of the dispatch, and the PSAP supervisor shall enter an ALI discrepancy into the RI E 9-1-1 discrepancy system for resolution.

M. PBX, Centrex & Other Telephone Systems of Similar Functionality

1. Every telephone common carrier offering Private Branch Exchange (PBX), Centrex, or other telephone services of similar functionality shall inform its existing customers and prospective customers of the limitations of such systems in providing caller location information to RI E 9-1-1.

N. Payphones

1. Each provider of public or private coin or coin-less telephone service shall provide access to RI E 9-1-1. Every payphone shall display instructions on how to use it to dial "9-1-1" for emergencies, indicating that a 9-1-1 call is free (no coin needed and no charge for 9-1-1 call). Maintaining the instructions for emergency "9-1-1" use is the responsibility of the entity or person that owns and/or operates the payphone.

2. Each provider of public or private coin or coin-less telephone service shall provide to the Database Provider the following information for each payphone: name of entity providing such service, telephone number of the payphone, customer name, street number and address, municipality in which the payphone is located, and information of the location of the payphone if (a) within a building (such as floor, room, suite, etc.) or (b) if within a public place or large open area (such as another landmark, directional reference, approximate distance and/or orientation from another recognizable object or land feature, etc.).

O. COCOT(s)

1. Customer-owned coin-operated telephone (COCOT) providers in the State of Rhode Island shall convert each public or private coin or coin-less telephone to "dial-tone first" capability to allow 9-1-1 calls to be made without first inserting a coin or paying any other charges. Each owner shall provide telephone service to RI E 9-1-1 with display instructions on how to use the service, indicating that a 9-1-1 call is free (no coin-needed and no charge for 9-1-1 call).

2. Each provider of customer-owned coin-operated telephones in the State of Rhode Island shall provide to the Database Provider the following information: the entity providing the telephone, the customer name, street address, municipality in which the telephone is located, the telephone number, and information of the location of the telephone if (a) within a building (floor, room number, suite, etc.) or (b) if within a public place or large open area (such as another landmark, directional reference, approximate distance and/or orientation from another recognizable object or land feature, etc.).

P. Data Security

1. Caller information provided during a 9-1-1 call shall be used only for the purpose of processing an emergency call and other authorized statutory purposes.

2. RI E 9-1-1 shall establish personnel security clearance standards for PSAPs to protect the confidentiality of ANI, ALI, and GIS data. The physical layout of all PSAPs shall insure that no unauthorized individual is able to view ANI/ALI or GIS information.

Q. The Company Identifier

1. The telecommunications services provider shall use the company identifier system (service provider company abbreviation) of the National Emergency Number Association (NENA). This abbreviation shall be used to identify the telecommunication services providers. Data in this field shall be stored in the ALI database and be available for display at the PSAP.

R. Support to RI E 9-1-1 by Database Provider

1. The Database Provider shall, in conjunction with RI E 9-1-1, establish a process for the identification and resolution of ALI, MSAG, and related database content, reporting, and management issues. The process shall provide a mechanism for the escalation of issues to progressively higher levels of authority, as necessary, with corresponding timeframes for resolution. In addition, the process shall provide for the identification of appropriate subject matter experts of the Database Provider, who shall be available on a 24x7x365 basis, as required under circumstances enumerated in the process.

270 R.I. Code R. 270-RICR-20-00-1.3