RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
ADMINISTRATIVE AND MISCELLANEOUS RECORDS
1. Correspondence
Chron Files;
General/Public;
Reports;
Citizen Complaints;
Subject Files;
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
CU+2 - CU+2 2 years On City Wide, Correspondence
2. Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to HR, and kept for the retention period of a Harassment
Complaint.
If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence
3. Emergency Medical Services Reports CL+6 - CL+6 Minimum 7 years
Adults – assuming this was PCRs
4. Equipment/vehicle Files:
Owners manuals;
Service/ maintenance information;
Purchase information; and
Correspondence & backup data
CU+3 - CU+3
n/a Copies or Not City Records
5. Events CU+2 - CU+2 n/a
6. Field reports, non-fire, non-arson CU+2 - CU+2 n/a Goes into database
7. Fire Code (Uniform) S + 2 - S+2 n/a Adopted by Resolution RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
8. HIPPA Forms CU+6 - CU+6 Minimum
7 years
Adults – included in PCRs
9. History Files (Departmental):
Selected historical records, including:
Maps & drawings;
Photographs;
Reports & studies;
Articles & news-clippings;
Publications;
Newsletters; and
Press releases
CU+2 - CU+2
P On City-wide CW-028 (If historically significant)
10. Homicide Investigations - Evidence Arson P - P Indefinite FR-024
11. Hydrant System P - P n/a Copies
12. Incident Report CL + 3 - CL+3 Indefinite FR-024
13. Inspections; Fire Prevention CL+3 - CL+3 Minimum
5 years
FR-016
14. Insurance
Liability/Property
P - P n/a
15. Inventory, Equipment & Supplies CU+2 - CU+2 When No Longer
Required
City-wide, CW-013
16. Investigations, Evidence (Crimes punishable by
death, life with or without parole, embezzlement of
public money)
Other Crimes
P
CL+6
-
-
P
CL+6
Indefinite FR-024
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
17. Journals, Fire Station CU + 2 - CU + 2 When No
Longer
Required
City-wide, CW-013
19. Logs (Field, non-fire, non-arson) CU+2 - CU+2 When No Longer
Required
City-wide, CW-013
20. Logs, Fire Equipment/Gear CU+2 - CU+2 When No
Longer
Required
City-wide, CW-013
21. Organizations Files - Civic Organizations:
Reports & studies;
Publications; and
Backup data
CU+2 - CU+2
n/a Copies or Not City Records
22. Organizations Files - Federal, State, County, Local Government Agencies and Indian Tribes:
Reports & studies;
Publications; and
Backup data
CU+2 - CU+2
n/a Copies or Not City Records
23. Organizations Files - Professional Organizations:
Reports & studies;
Publications; and
Backup data
CU+2 - CU+2
n/a Copies or Not City Records
24. Permits CU+2 - CU+2 Expiration
+ 2 years
FR=019
25. Permits, Uniform Fire Code CL+2 - CL+2 Expiration
+ 2 years
FR=019
26. Petty Cash Receipts/Requisitions CU+2 - CU+2 n/a Finance keeps originals
27. Plan Checks CU+2 - CU+2 n/a Goes to Building
28. Plans (Technical) P - P Life of
Structure
Development Review / Plan Review / Fire Sprinkler Plans (Final Approved Plans) - Commercial, Industrial,
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
Multifamily Dwellings, Places of Public Accommodation
29. Records Management - Destroyed Records Lists &
Approvals
P - P n/a copies
30. Records Management - Retention Schedules S+2 - S+2 n/a copies
31. Request for Proposals CU+2 - CU+2 2 years On City-wide, CW-004
32. Revenue Collection
Receipt books
CU+2 - CU+2 n/a copies
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
33. Riverside County
Board of Supervisors
Flood Control
Health Department/AQMD
Planning
S+2 - S+2 n/a
34. Underground Storage Tanks P - P n/a Fire is not the lead agency regulating USTs
BIDS AND AGREEMENTS
35. Agreements, Contracts & Leases
Executed documents
Amendments
Attached exhibits
CL+1 9 CL+10 Completion
+ 10 years City-Wide, CW-002 & CW-003
36. Bids/Proposals Files (Unsuccessful Bidders)
Unaccepted bids/proposals received on any
building, structure, or other public work
CL+2 - CL+2 2 years
City-wide, CW-004
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
LEGAL RECORDS
37. Appeals CU+3 - CU+3 n/a
38. Claims (Copies) CL+6 - CL+6 n/a
39. General Orders, Policies/Procedures S+2 - S+2 n/a
40. Legal/City Attorney (Copy)
General
Opinions
P
P
-
-
P
P
n/a
41. Legislation CU+2 - CU+2 n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
42. Litigation Files (Copies) P -
P
n/a
43. Petitions CU+2 - CU+2 n/a
NOTICE RECORDS
44. Advertising (Legal) CU+2 - CU+2 2 years City Wide
45. Public Hearings and Notices:
Proof of publication;
Mailing lists;
Certified mail receipts
CU+2 - CU+2 2 years City Wide
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
PERSONNEL RELATED
46. Exposure
Background data
Material safety data sheets
Biological monitoring results
Analyses using exposure or medical records.
T+30
CU+1
*
T+30
-
-
-
-
T+30
CU+1
*
T+30
n/a
n/a
30 years
n/a
HR keeps originals
HR keeps originals
City-Wide, CW-030
HR keeps originals
47. Staff Meeting Minutes
Action items
CU+2 - CU+2 2 years City Wide, CW-009
48. Timesheets A+3 - A+3 n/a Payroll keeps originals
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If Different
COMMENTS
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential
49. Training Conference Minutes CU+2 - CU+2 n/a
50. Training Folders
Certifications
Designations
Continuing Education
CU+2 - CU+2 Indefinite
-
Minimum
5 years
FR-025
51. Travel Reimbursement CU+2 - CU+2 n/a Finance keeps originals \\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Fire Department Records Retention Schedule (06.17.15).doc