Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FIRE ADMINISTRATION
Fire /
Admin. FR-001 ISO Insurance Ratings 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: When
Superseded
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-002 Public Records Requests / Subpoenas
Duces Tecum - FIRE only 2 years Mag,
Ppr
Yes: After
QC'd & OD
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-003 Annual Reports / Fire Incident Statistics P Mag,
Mfr, OD,
Ppr
S/I No Retained for historical and administrative value; GC §34090
Fire /
Admin. FR-004
FEMA Reimbursements / OES
Reimbursements / Strike Team
Reimbursements
Reimbursed
+ 10 years Mag,
Ppr
Department Preference; Meets auditing
standards; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
expenditure report or final payment of grantee or
subgrantee; 2 CFR 200.333; 24 CFR 91.105(h),
92.505, 570.490, & 570.502(a),29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090; GC
§8546.7
Human
Resources FR-005 Respiratory Fit Tests for Breathing
Apparatus (all departments)
Send to
Human
Resources
Mag,
Ppr
Human Resources maintains all in the employee
medical file; GC §34090.7
Fire /
Admin. FR-006 Emergency Plans / Disaster Preparedness
Manuals, etc.
Superseded -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Superseded Department Preference; GC §34090
Fire /
Admin. FR-007
HIPAA Policies and Procedures (Health
Insurance Portability and Accountability Act)
/ Lexipol
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S Yes: After 1
year 24 CFR 164.530(j)
EMERGENCY MEDICAL SERVICES
Fire / EMS FR-008 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years Yes Mag,
Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / EMS FR-009
Emergency Medical Database / e-PCR
Database / Electronic Patient Care Report
Database (Fire House)
Minimum 20
years Yes Mag
Department preference when e-PCRs are stored
in the database (20 years for retention of
Juveniles and Pregnant Adults); GC §34090,
34090 et seq. CCP §340.5, GC §34090; H&S
§§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR
9444, 22 CCR 70751(c) & 71551(c); 22 CCR
70751(c), 71551(c), 73543(a), 74731(a),
75055(a), 75343(a), 77143(a), W&I 14124.1;
CMS Pub. 100-4, Chapter 1, Section 110.3
Fire / EMS FR-010 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance 3 years Mag,
Ppr
Statute of Limitations for health providers is 3
years; 13 CCR 1100.7, CCP §340.5, GC §34090,
34090 et seq.
Fire / EMS FR-011 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD 24 CFR 164.530(j)
Fire / EMS FR-012 Paramedic Continuing Education Rosters and Certificates 4 years
Mag,
Mfr, OD,
Ppr
S Yes: After QC
& OD
Department preference; Paramedic Continuing
Education is required for 4 years by DPH; 8 CCR
§3204(d)(1) et seq., 8 CCR §3203 et seq., 29
CFR 1627.3(b)(ii), LC §6429(c); GC §§12946,
12960, 34090
Fire / EMS FR-013
Patient Care Reports / PCRs / Paramedic
Release Forms (EMS transportation) /
Consent Form with Assignment of Benefits:
ADULTS
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference; adults required for 7
years; minors until 1 year after age 18, but not
less than 7 years; 10 years is recommended by
AHIMA for "healthcare providers"; Statute of
Limitations for health providers is 3 years; CCP
§340.5, GC §34090; H&S §§1797.98(e) 123145;
42 CFR 482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR 70751(c),
71551(c), 73543(a), 74731(a), 75055(a),
75343(a), 77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / EMS FR-014
Patient Care Reports / PCRs / Paramedic
Release Forms (EMS transportation) /
Consent Form with Assignment of Benefits:
JUVENILES or PREGNANT ADULTS
Juvenile 19
years old -
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference; adults required for 7
years; minors until 1 year after age 18, but not
less than 7 years; 10 years is recommended by
AHIMA for "healthcare providers"; Statute of
Limitations for health providers is 3 years; CCP
§340.5, GC §34090; H&S §§1797.98(e) 123145;
42 CFR 482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR 70751(c),
71551(c), 73543(a), 74731(a), 75055(a),
75343(a), 77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
Fire / EMS FR-015 Subpoenas (Personal Appearance - EMS
Personnel)
When No
Longer
Required
Mag,
Ppr
Court or District Attorney's record (not a City
record)
FIRE PREVENTION
Fire / Fire
Prevention FR-016
Annual Fire Inspections / Business
Inspection Files / Citations / Notice of
Violations - Approvals, Inspections, Fires,
Modification / Alternative Methods or
Materials
Life of
Structure -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department preference for Citations / Notice of
Violations; other records are required for the Life
of the Structure or Activity, or Minimum 5 years
for Approvals, Inspections, Fires, Modification /
Alternative Methods or Materials; CFC §§ 104.6
– 104.6.4; GC §34090
Fire / Fire
Prevention FR-017
Development Review / Plan Review / Fire
Sprinkerl Plans (Final Approved Plans) -
Commercial, Industrial, MutliFamily
Dwellings, Places of Public
Accommodation
Life of
Structure
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC § 34090 et seq.
Develop.
Services /
Building
FR-018
Development Review / Plan Review / Fire
Sprinkerl Plans - Single Family Residential
and Appurtenances
When No
Longer
Required
Mag,
Ppr Department Preference; GC § 34090 et seq.
Fire / Fire
Prevention FR-019
Fire Code Permits / Special Event Permits
(assembly permits, candle permits, tent
permits, fire hydrant use, open flame, etc.)
Expiration +
2 years
Yes:
Before
Event
Mag,
Ppr GC §34090 et seq.
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Fire / Fire
Prevention FR-020 Fire Prevention Programs (Fire Prevention Week, etc.)
Minimum 2
years
Mag,
Ppr Department Preference; GC § 34090 et seq.
Fire / Fire
Prevention FR-021 Pre-Fire Plans When
Superseded
Mag,
Ppr GC §34090 et seq.
OPERATIONS / SUPPRESSION
Fire /
Operations FR-022 Apparatus & Equipment Checks / Daily
Equipment Checks 2 years Yes Mag GC §34090 et seq.
Fire /
Operations FR-023 Apparatus & Equipment Testing (Ladders, Hoses, etc.)
Life of
Equipment Yes Mag
Department Preference to be in compliance with
NFPA Standards for in-service automotive fire
apparatus ; NFPA 1911.4.7.3 & Annex C.5; GC
§34090
Fire /
Operations FR-024 Image Trend Incident RMS Database / Fire Investigation Database Indefinite Yes Mag Data is interrelated; GC §34090 et seq.
Fire /
Operations FR-025
Training Database / TargetSolutions / Vector
Solutions / Apparatus & Equipment Records
& Testing / Daily Safety Checks / Daily Work
Reports / Vehicle Inspections / Daily
Equipment Checks
Indefinite -
Minimum 5
years
Yes Mag Data is interrelated; GC §34090 et seq.
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: