City of Piedmont
Records Retention Schedules and UFIRST™ Index
13-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
FIRE DEPARTMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 13-01-00 Fire Administration
13-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
13-01-02 New World Fire RMS Software Used for incidents, inspection tracking and resident contact information.
Fire ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
13-01-03 Veoci Used EOC team coordination and other activities.
Hosted system by Alameda County.
Fire ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
13-01-04 TeleStaff Creates rosters for personnel and used to create timesheets for Finance.
Fire ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
13-01-05 Policies & Procedures Includes interoffice procedures and directives from the Fire Chief. Maintained in Lexipol.
Fire P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent, no citation
given.
13-01-06 Mutual Aid Assignments Used to submit forms for reimbursement from the State for strike team activities.
Fire CY+4 GC 34090; 2 year minimum requirement
CIV 337; Statute of limitations of 4 years
13-01-07 Ride Alongs Includes a waiver form for ride alongs. Fire CY+3 CIV 340.8; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCR 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.
13-01-08 Daily Logs Logs of staff duty, training, calls and other activities.
Paper format.
Fire CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for fire logs
13-02-00 Fire Prevention
13-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
13-02-02 Stream Line Inspections Software system for managing business and annual inspections and wildland inspections (AB 38).
Fire ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
13-02-03 Fire Investigations Scanned and maintained in New World as of 2014.
Paper maintained after scanning.
Non-Arson
Arson with Great Bodily Harm
Arson with Homicide
Fire
AC+3
AC+6
P
CIV 338; 3 year statute of limitations for action
PC 800; 6 year statute of limitations after commission of the offense
PC 799; No statutes of limitations on actions for murder.
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 3/3/2025 City of Piedmont
Records Retention Schedules and UFIRST™ Index
13-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
FIRE DEPARTMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 13-02-04 Business Inspections Stored in SLI electronically since 2021. Physical files may still exist.
Fire AC+5 UFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
13-02-05 Annual Inspections Stored in SLI electronically since 2021. Includes inspection documents for schools, hotels & motels, multifamily (R2), apartments, vegetation / brush inspections and other types of business as required by law and/or
fire code.
Fire AC+5 IFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
13-02-06 Special Permits Stored in SLI electronically since 2021. Includes Christmas tree lots, parades, temporary tents and other temporary use permits related to Fire.
Fire AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
13-03-00 Fire Suppression & Equipment
13-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
13-03-02 Personal Protective Equipment Inspections Annual tests Fire CY+5 GC 34090; 2 year minimum requirement CIV 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.
CIV 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
8 CIV 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.
Department Preference: Possibility of defending an
equitable indemnity claim up to 5 years
13-03-03 SCBA Fit & Flow Test Annual tests for both person and unit. Fire P 8 CCR 3203; IIPP training, at least 1 year State of California Guidelines; 2 years after superseded for training materials.
Individual training information maintained by employee
is retained for termination/separation plus 2 years, per State of California Guidelines
Department Preference: Permanent for long term
potential medical issues and varying retention periods of the citations.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 3/3/2025 City of Piedmont
Records Retention Schedules and UFIRST™ Index
13-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
FIRE DEPARTMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 13-03-04 Hose Testing Records Fire CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs.
Department Preference: Maintain testing records for the current year plus 5 years to track history of equipment. 13-03-05 Ladder Testing Fire CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs.
Department Preference: Maintain testing records for the current year plus 5 years to track history of equipment. 13-03-06 Fresh Air Compressor / SCBA Fill Station
Inspections
Inspection by an outside company with resulting
certificate of compliance.
Fire AC+5 GC 34090; 2 year minimum requirement
CIV 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.
CIV 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
State of California Guidelines; Current year plus 2 years for equipment and gear logs.
Department Preference: Possibility of defending an
equitable indemnity claim up to 5 years
13-03-07 Daily Vehicle Inspection Log Inspection of vehicles by drivers prior to driving.
Required by the DOT. Includes safety equipment, liquid
levels, tire condition, appearance, operations, lights and other aspects.
Fire CY+2 GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years plus the current year.
13-04-00 Emergency Medical Services
13-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
13-04-02 ESO Electronic Health Record System Includes refusal of care and the patient care report.
Produced and maintained digitally in ESO software
system as of 2009. Physical files maintained prior to
2009.
Fire C AC+7 * GC 34090; 2 year minimum requirement
CIV 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.
CIV 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
22 CCR 70751; 7 years for patient records for adults, * 2 years after 18th birthday for unemancipated minors.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 3/3/2025 City of Piedmont
Records Retention Schedules and UFIRST™ Index
13-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
FIRE DEPARTMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 13-04-03 Narcotic Administration Log Log of administration of narcotics and distribution of remaining narcotics.
Fire AC+5 GC 34090; 2 year minimum requirement
CIV 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.
Department Preference: Possibility of defending an
equitable indemnity claim up to 5 years
13-04-04 Paramedic Check Sheets Forms used by paramedics to document equipment checks, narcotics inventories, order supplies.
Fire AC+5 GC 34090; 2 year minimum requirement
CIV 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.
CIV 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
Department Preference: Possibility of defending an
equitable indemnity claim up to 5 years
13-04-05 EMT-I/EMT-Basic Certification & Paramedic
License Cards
Certification records and continued education records to validate requirements. Maintained in personnel file.
Fire C AS+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
termination/separation for certifications and
designations
13-04-06 Billing Records Stored electronically by the billing vendor (Wittman) for ambulance transport. Copies of reimbursement checks
to individuals are maintained, but check provided by the billing vendor. Other records from the previous provider are maintained in paper.
Fire CY+4 GC 34090; 2 year minimum requirement
CIV 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after audit
13-05-00 Training
13-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
13-05-02 Target Solutions For tracking training. Fire ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
13-05-03 Training Materials & Schedules Includes initial academy classes and other training classes.
Fire AS+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 3/3/2025 City of Piedmont
Records Retention Schedules and UFIRST™ Index
13-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
FIRE DEPARTMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 13-05-04 Task Books Internal higher class task books Fire CY+7 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
13-05-05 Probationary sign-off books Internal skill signoff books for probationary firefighters Fire CY+2 GC 34090; 2 year minimum requirement CIV 335.1; 2 years for action on injuries caused by
neglect.
13-06-00 Community Risk Reduction
13-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.
City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
13-06-02 Disaster Preparedness/Emergency Operations
(EOC)
Includes maps and emergency planning. Veoci system. Fire V S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for emergency management and mutual aid strategic
plans.
13-06-03 Emergency Operations Activations Includes reimbursements for emergency response and recovery, FEMA, OES, strike team and other
emergency activities.
AC+4 CIV 337; Statute of limitations of 4 years
CIV 338; 3 years for action
CIV 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.
CIV 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
13-06-04 Community Outreach Includes flyers and communications with residents. Fire CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
13-06-05 Community Training & Exercise Includes sign in sheets, feedback and other records. Fire CY+2 GC 34090; 2 year minimum requirement CIV 335.1; 2 years for action on injuries caused by
neglect.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved. REV: 3/3/2025