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    FIRE DEPARTMENT - Record Retention Schedule

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    rmb185
    This document provides a record retention schedule for the Fire Department. It outlines various record series within different sub-departments of the Fire Department like Emergency Medical Services, Fire Commissioner Office, Fire Fighting Division, etc. For each record series, it specifies the retention period in terms of number of years that the records need to be maintained, whether the records are confidential/vital, and retention codes that define how the retention period is calculated. The retention periods range from 1 year to permanent retention depending on the type of records.

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    © All Rights Reserved
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    FIRE DEPARTMENT - Record Retention Schedule

    Uploaded by

    rmb185
    22 views10 pages
    This document provides a record retention schedule for the Fire Department. It outlines various record series within different sub-departments of the Fire Department like Emergency Medical Services, Fire Commissioner Office, Fire Fighting Division, etc. For each record series, it specifies the retention period in terms of number of years that the records need to be maintained, whether the records are confidential/vital, and retention codes that define how the retention period is calculated. The retention periods range from 1 year to permanent retention depending on the type of records.

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    Fire

    Original Title

    Fire

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    This document provides a record retention schedule for the Fire Department. It outlines various record series within different sub-departments of the Fire Department like Emergency Medical Services, Fire Commissioner Office, Fire Fighting Division, etc. For each record series, it specifies the retention period in terms of number of years that the records need to be maintained, whether the records are confidential/vital, and retention codes that define how the retention period is calculated. The retention periods range from 1 year to permanent retention depending on the type of records.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    22 views10 pages

    FIRE DEPARTMENT - Record Retention Schedule

    Uploaded by

    rmb185
    This document provides a record retention schedule for the Fire Department. It outlines various record series within different sub-departments of the Fire Department like Emergency Medical Services, Fire Commissioner Office, Fire Fighting Division, etc. For each record series, it specifies the retention period in terms of number of years that the records need to be maintained, whether the records are confidential/vital, and retention codes that define how the retention period is calculated. The retention periods range from 1 year to permanent retention depending on the type of records.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 10

    FIRE DEPARTMENT - Record Retention Schedule

    NOTE: The retention requirements stated in this schedule apply to all records described in the series,
    regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

    Sub-Department
    /FR/

    Fire Department
    Series ID

    Series Title
    Series Description

    FR-XX-

    FIRE DEPARTMENT

    Confidential

    Vital

    Total Retention
    Requirement

    (continued from previous page)

    CR+7

    FR-XX-0008-

    EMERGENCY MEDICAL SERVICE REPORTS

    (continued from previous page)

    Records maintained by Emergency Medical Services Ambulance staff transporting patients to the
    hospital.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    PRM=Permanent

    REF=Reference

    SEP=Separation (Employee)

    Page 1
    Report Date: September 18, 2013

    FIRE DEPARTMENT - Record Retention Schedule


    NOTE: The retention requirements stated in this schedule apply to all records described in the series,
    regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

    Sub-Department
    /FR/AA/

    Administrative Analysis
    Series ID

    Series Title
    Series Description

    FR-AA-

    FIRE DEPARTMENT - ADMINISTRATIVE ANALYSIS

    Confidential

    Vital

    Total Retention
    Requirement

    (continued from previous page)

    SUP

    FR-AA-0001-

    FIRE ALARM RESEARCH DATA - HOLD ON SITE

    (continued from previous page)

    Statistical data including forms and reports that are accumulated on Fire Alarms for research and
    planning by the Unit. Include weekly, monthly, quarterly and year-end computer printout reports.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    PRM=Permanent

    REF=Reference

    SEP=Separation (Employee)

    Page 2
    Report Date: September 18, 2013

    FIRE DEPARTMENT - Record Retention Schedule


    NOTE: The retention requirements stated in this schedule apply to all records described in the series,
    regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

    Sub-Department
    /FR/FC/

    Fire Commissioner Office


    Series ID

    Series Title
    Series Description

    FR-FC-

    FIRE DEPARTMENT - FIRE COMMISSIONER OFFICE

    Confidential

    Vital

    Total Retention
    Requirement

    (continued from previous page)

    CLO+6

    FR-FC-0001-

    HERO AWARD PAYMENTS

    (continued from previous page)

    Records include forms, papers and materials pertaining to the record of payments made to widows or
    families.
    Note: File is considered closed upon completed action is taken on payment.
    CR+10

    FR-FC-0002-

    HERO SCHOLARSHIP FUND

    (continued from previous page)

    Records include forms, papers and materials pertaining to correspondence with Council, other
    executives and persons with authority to grant or reject scholarship.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    PRM=Permanent

    REF=Reference

    SEP=Separation (Employee)

    Page 3
    Report Date: September 18, 2013

    FIRE DEPARTMENT - Record Retention Schedule


    NOTE: The retention requirements stated in this schedule apply to all records described in the series,
    regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

    Sub-Department
    /FR/FF/

    Fire Fighting Division


    Series ID

    Series Title
    Series Description

    FR-FF-

    FIRE DEPARTMENT - FIRE FIGHTING DIVISION

    Confidential

    Vital

    Total Retention
    Requirement

    (continued from previous page)

    CY+1

    FR-FF-0001-

    APPARATUS MAINTENANCE AND REPAIR - HOLD ON SITE

    (continued from previous page)

    Forms and other related documents used to record the maintenance and repair of vehicles in the
    company.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    PRM=Permanent

    REF=Reference

    SEP=Separation (Employee)

    Page 4
    Report Date: September 18, 2013

    FIRE DEPARTMENT - Record Retention Schedule


    NOTE: The retention requirements stated in this schedule apply to all records described in the series,
    regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

    Sub-Department
    /FR/FM/

    Fire Marshal
    Series ID

    Series Title
    Series Description

    FR-FM-

    FIRE DEPARTMENT - FIRE MARSHAL

    Confidential

    Vital

    Total Retention
    Requirement

    (continued from previous page)

    CY+4

    FR-FM-0002-

    FIRE ALARM REPORTS

    (continued from previous page)

    Reports and related documents used to record information pertaining to fire alarms.

    FR-FM-0003-

    INVESTIGATIONS AND INSPECTIONS

    (continued from previous page)

    Files concern specific information on fires, e.g., origins, complaints, compliance with Fire Code and
    deaths. Also include special preliminary and final reports of investigations, inspections, suspect files,
    etc.

    PRM

    Note: Retention designated as permanent by Chief of Fire Code Unit.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    PRM=Permanent

    REF=Reference

    SEP=Separation (Employee)

    Page 5
    Report Date: September 18, 2013

    FIRE DEPARTMENT - Record Retention Schedule


    NOTE: The retention requirements stated in this schedule apply to all records described in the series,
    regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

    Sub-Department
    /FR/FP/

    Fire Prevention Division


    Series ID

    Series Title
    Series Description

    FR-FP-

    FIRE DEPARTMENT - FIRE PREVENTION

    Confidential

    Vital

    Total Retention
    Requirement

    (continued from previous page)

    REF

    FR-FP-0001-

    FILM NEGATIVES

    (continued from previous page)

    Negatives of photos of Fire Prevention, Fire Fighting, Fire Marshal Investigations and Fire Vehicle
    Accidents.
    Forward to Fire Museum for Evaluation.
    REF

    FR-FP-0002-

    FIRE PREVENTION PROGRAM FILES - HOLD ON SITE

    (continued from previous page)

    Files consisting of correspondence, work papers, instructions and project outlines, displays, films
    exhibits, speeches, news releases, as well as special program material for Fire Prevention promotions,
    e.g., Fire Prevention Week.
    Note: Review annually and dispose of material no longer needed for planning and/or publicity.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    PRM=Permanent

    REF=Reference

    SEP=Separation (Employee)

    Page 6
    Report Date: September 18, 2013

    FIRE DEPARTMENT - Record Retention Schedule


    NOTE: The retention requirements stated in this schedule apply to all records described in the series,
    regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

    Sub-Department
    /FR/OEP/

    Office of Emergency Preparedness


    Series ID

    Series Title
    Series Description

    FR-EP-

    FIRE DEPARTMENT - OFFICE OF EMERGENCY PREPAREDNESS

    Confidential

    Vital

    Total Retention
    Requirement

    (continued from previous page)

    CR+2

    FR-EP-0001-

    APPLICATIONS - HOLD ON SITE

    (continued from previous page)

    Copies of applications for enrollment in architects' and engineers' professional development program
    and training course applications along with other related information.

    FR-EP-0002-

    LOCATOR FILE - HOLD ON SITE

    (continued from previous page)

    Card files listing locations of sirens and radio equipment maintained by the Office of Emergency
    Preparedness along with related documents.

    FR-EP-0003-

    MASTER SHELTER FILE - HOLD ON SITE

    (continued from previous page)

    Documents listing the geographical location of the shelters maintained by the Office of Emergency
    Preparedness.

    FR-EP-0004-

    ORIENTATION AND TRAINING - HOLD ON SITE

    (continued from previous page)

    Specific orientation and training instruction material prepared for the Office of Emergency
    Preparedness Program. Include any training instructions prepared for both individuals and groups.

    FR-EP-0005-

    PROJECT APPLICATION FOR MATCHING FUNDS - EVENT DATE REQUIRED

    (continued from previous page)

    EVENT IS AUDIT.
    Copies of documents, data and related information submitted to the Department of the Army for
    matching funds for specific projects.

    FR-EP-0006-

    SHELTER INSPECTION - HOLD ON SITE

    (continued from previous page)

    Documents, data and reports related to the inspection of shelters. Includes the condition and amount
    of material and supplies located at the various shelters maintained.

    FR-EP-0007-

    SHELTER SURVEYS - HOLD ON SITE

    (continued from previous page)

    Detailed data and information gathered by the Federal Government periodically to determine the
    physical adequacy of shelters maintained.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS

    CR=Created (Opened)

    CY=Calendar Year

    SUP

    SUP

    SUP

    ACT+6

    CY+2

    SUP

    FY=Fiscal Year

    PRM=Permanent

    REF=Reference

    SEP=Separation (Employee)

    Page 7
    Report Date: September 18, 2013

    FIRE DEPARTMENT - Record Retention Schedule


    NOTE: The retention requirements stated in this schedule apply to all records described in the series,
    regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

    Sub-Department
    /FR/RP/

    Research and Planning


    Series ID

    Series Title
    Series Description

    FR-RP-

    FIRE DEPARTMENT - RESEARCH AND PLANNING

    Confidential

    Vital

    Total Retention
    Requirement

    (continued from previous page)

    CY+6

    FR-RP-0001-

    ACCIDENT TO APPARATUS CASE FOLDER

    (continued from previous page)

    Forms and related documents used to record information on accidents involving Fire Department
    vehicles.

    FR-RP-0002-

    ACCIDENT TO APPARATUS EXPERIENCE - HOLD ON SITE

    (continued from previous page)

    Records, data and information on the frequency of apparatus of the fleet involved in accidents.

    FR-RP-0003-

    APPARATUS MOVEMENT CONTROL - HOLD ON SITE

    (continued from previous page)

    Chart designed and created as mechanical means for housing the various color control cards that
    identify each piece of fire apparatus.

    FR-RP-0004-

    APPARATUS RECORDS AND HISTORY - EVENT DATE REQUIRED - HOLD


    ON SITE

    (continued from previous page)

    CY+2

    SUP

    ACT

    EVENT IS REMOVAL OF VEHICLE FROM SERVICE.


    Records of individual vehicles and apparatus showing complete operational history, performance data,
    basic specifications and periodic test results.
    Retain records for life of vehicle.
    CY+1

    FR-RP-0005-

    FIRE ALARMS RECEIVED AND DISPATCHED - HOLD ON SITE

    (continued from previous page)

    Include detailed logging of pertinent information required by this unit in fulfilling its function. Also
    include logs, tapes and other material used in receiving messages and dispatching equipment by
    radio.

    FR-RP-0006-

    FIRE COMMUNICATIONS EQUIPMENT TESTS - HOLD ON SITE

    (continued from previous page)

    Include forms necessary for the effective control of the testing of communication equipment.

    FR-RP-0007-

    FIRE ALARM BOX ASSIGNMENT COMMUNICATION - RECEIPTS - HOLD ON


    SITE

    (continued from previous page)

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    CY+1

    PRM=Permanent

    CY+2

    REF=Reference

    SEP=Separation (Employee)

    Page 8
    Report Date: September 18, 2013

    FIRE DEPARTMENT - Record Retention Schedule


    NOTE: The retention requirements stated in this schedule apply to all records described in the series,
    regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

    Sub-Department
    /FR/RP/

    Research and Planning


    Series ID

    Series Title
    Series Description

    Confidential

    Vital

    Total Retention
    Requirement

    (continued from previous page)

    Documents used to verify notification of responsible Fire Department Units (Engine and Ladder
    Companies) when there is a change in location of fire boxes or First Alarm Box Assignments.
    CY+2

    FR-RP-0008-

    INJURY RECORDS - HOLD ON SITE

    (continued from previous page)

    Copies of reports relating to injuries to City Employees.

    FR-RP-0009-

    RECRUIT TRAINING - EVENT DATE REQUIRED - HOLD ON SITE

    (continued from previous page)

    EVENT IS GRADUATION OF CLASS.


    Copies of records that include forms, papers and related material pertaining to the in-school training of
    recruits.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    PRM=Permanent

    ACT+0/3

    REF=Reference

    SEP=Separation (Employee)

    Page 9
    Report Date: September 18, 2013

    FIRE DEPARTMENT - Record Retention Schedule


    NOTE: The retention requirements stated in this schedule apply to all records described in the series,
    regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

    Sub-Department
    /FR/WH/

    Warehouse
    Series ID

    Series Title
    Series Description

    FR-WH-

    FIRE DEPARTMENT - WAREHOUSE

    Confidential

    Vital

    Total Retention
    Requirement

    (continued from previous page)

    CLO+1

    FR-WH-0001-

    HOSE RECORD - HOLD ON SITE

    (continued from previous page)

    Pertinent information on each hose line purchased and issued to a Fire Company. Includes test results
    and repairs for the life of the equipment.
    Note: File is closed when hose is condemned.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    PRM=Permanent

    REF=Reference

    SEP=Separation (Employee)

    Page 10
    Report Date: September 18, 2013

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