No Time to Wait: Preparing for Extreme Weather Starts with Better Contact Data

Many agencies begin with a blank slate, relying solely on public opt-ins to build their contact list. This slows down adoption and limits your reach in the early stages. Instead, start with the data you already have. When launching or refreshing your alert system, bring in any data sources you can access – especially E911 records, utility databases, GIS files, and other public safety contact lists. These sources are built through years of coordination between telecom providers, local governments, GIS professionals, and emergency services.  

Although some agencies hesitate to share E911 data, it remains one of the most accurate and complete tools for quickly identifying and contacting people in your area. Using it alongside other available datasets gives you a strong foundation. It helps ensure that you’re not just relying on voluntary sign-ups and that critical messages can reach the widest possible audience from day one. 

Don’t wait for opt-ins alone. Combine (where permitted) commercial, national, residential, and business datasets, your agency’s existing lists (e.g., utilities, licensing, property records), and E911/911 data with ongoing public enrollment via your public enrollment portal. This layered pyramid approach gives you high initial coverage and keeps growing every week through active outreach and self-service sign-ups. 

Use all available data to build your emergency alert database, including E911, utility, GIS, and civic information. A strong start leads to better coverage, faster delivery, and more informed communities. 

Make sure imported records are address-validated and geocoded so you can target specific neighborhoods, polygons, or evacuation zones – not entire ZIP codes. 

Partner with large employers, business associations, and property managers to distribute the sign-up link to employees and tenants. Include QR codes on lobby posters and visitor check-in kiosks.

Once your base data is in place, focus on growing and maintaining your database through community engagement. Agencies across the country use proven tactics that combine visibility, education, and easy access. 

• Conduct an all-call to test your system, validate your data, and show residents how alerts will be delivered. This gives the public a firsthand experience and builds trust in the system.  
• Create a clear, user-friendly landing page that explains what the alerts are for, how they work, and why signing up matters. Add the public enrollment portal link to this page and make sure its accessible from your city/county homepage, EMA pages, and all department footers.
• Use local websites, including police and fire departments, to promote the sign-up page. Leverage social media to share success stories and show how the alert system has worked in real situations.  
• Partner with local media outlets to run press releases or news segments that reinforce the importance of registration.
• Set up a sign-up table at town halls, festivals, farmers' markets, or other public events. Distribute flyers or business cards with QR codes for easy mobile sign-up.  
• Engage schools, churches, civic groups, and large employers to share the sign-up link and promote public awareness.
• Include inserts in water/utility bills.
• Letters home via schools for family preparedness.
• Place signage in government offices, malls, large apartment communities, post offices, and grocery stores.
• Ensure all public safety personnel can explain the service and direct residents to the public enrollment portal link. 

Use E911/911 and commercial data only as permitted by your jurisdiction and agreements. Maintain clear opt-out processes, honor do-not-contact lists, and state that data is used solely for public safety communications. Transparency builds public trust. 

No one can control when the next emergency will strike, but you can control how well your community is prepared to respond. A strong emergency alerting system begins with a strong contact database. Review what you have, use the data at your fingertips, and implement outreach strategies that bring more people into the system.

Deliver across voice, SMS, email, mobile app, and IPAWS to maximize reach and confirm delivery in real time. When the next flood, fire, or evacuation order arrives, your ability to reach people quickly could make all the difference.  

You don’t have to wait for the next storm to test your readiness. Start with a data health check today, and let CodeRED help you reach every resident, business, and visitor, when it matters most.