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HomeMy WebLinkAbout02-003 - Resolutions RESOLUTION NO. FD 02-003 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CITY OF RANCHO CUCAMONGA FIRE PROTECTION DISTRICT,APPROVING RECORDS RETENTION SCHEDULES WHEREAS, it has been determined that the Fire Protection District records listed in the attached records retention schedules be retained for the designated periods of time based on their administrative, fiscal, legal and historical values; and WHEREAS, staff from the Fire Protection District responsible for each record series has reviewed and approved the recommended retention schedule; and WHEREAS, the City Attorneys Office has determined that the records retention schedule is legally compliant; NOW, THEREFORE, the Board of Directors of the City of Rancho Cucamonga Fire Protection District does hereby resolve as follows: SECTION 1 : That the records retention schedules included in Exhibit"A"attached hereto and made a part hereof are approved. SECTION 2: That the District Secretary shall certify to the adoption of this resolution, and thenceforth and thereafter the same shall be in full force and effect. please see the following page for formal adoption,certification and signatures Resolution No. FD 02-003 Page 2 of 1 1 PASSED, APPROVED, AND ADOPTED this 19`h day of June 2002. AYES: Alexander, Biane, Curatalo, Dutton, Williams NOES: None ABSENT: None ABSTAINED: None William J. Alexande resident ATTEST: )6ZjttU QL, aL"� Deb a J. Adams, 66cretary I, DEBRA J. ADAMS, SECRETARY of the Rancho Cucamonga Fire Protection District, do hereby certify that the foregoing Resolution was duly passed,approved,and adopted by the Board of Directors of the Rancho Cucamonga Fire Protection District, at a regular meeting of said Board held on the 19"'dayof June 2002. Executed this 20`h day of June 2002 at Rancho Cucamonga, California. Debra J. Adams, Secretary Resolution No. FD 02-003 Page 3 of 11 EXHIBIT `A' Records Retention Schedules for the following Fire District Divisions Emergency Preparedness Fire Department (Admin) Fire Safety Division Retention Schedule DATE: 06/04/2002 City of Rancho Cucamonga Sorted By: Record Title Number TIME: 10:03:25 Records Management Division Department Name EMERGENCY PREPAREDNESS 4125 RETENTION in months Office original Record Title Code Name Media Destruction Code Active Code Record Total Vital of Method Archive or Security Code Center Record Record Copy class 1020.1 General Correspondence P 24 Current Year 0 24 N Fire Shred N 0 Definition: Incoming and outgoing general correspondence and inter-office memos, filed chronologically. Does not include project-specific correspondence, which is filed with the project file. Citation: GC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) 2010.1 Emergency planning P 0 Supersede 0 0 Y Fire Recycle N O Definition: multi-hazard functional plan (disaster plan) mandated by the State to be updated every three years. (NOTE: Plan must be retained for at least 2 years after the date of creation.) Citation: GC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) 2010.2 Eme rgenCy Reporting P 60 Audit 60 120 Y Fir. Shred N O Definition: Reports of State and/or Federally declared emergencies, filed numerically by the FEMA-assigned reference number. (NOTE: If no audit is performed within five years after final reimbursement is received, file is to be transferred to the Records Center for five years, then destroyed.) Citation: GC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) Citation: A/0 No legal statute applicable, OR staff opts to retain records longer than the minimum established by statute. (Length of retention based on administrative value of the records.) 2010.3 CERT Applications P 24 Current Year 0 24 N Fire Shred N OCD N Definition: Applications submitted by potential CERT (Community Emergency Response Team) volunteers. O C Citation: GC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other O3 than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) Z 2010.4 Disaster Service Worker p 120 Current Year 120 240 Y Fire Shred N 0 O 9 T Definition: Includes applications of volunteer disaster workers and participation rosters of CERT training. (NOTE: Copies ig of the participation rosters are sent to FEMA.) A O � O p W page: 1 Retention Schedule DATE: 06/04/2002 City of Rancho Cucamonga Sorted By: Record Title Number TIME: 10:03:25 v 70 0 N Records Management Division Cc N i0 O_ Department Name EMERGENCY PREPAREDNESS 4125 Cs C O O RETENTION in monthD s Office ^ Record Title Code Name Media original Event Record Vital of De6truction Z Code jActiv. Total Method Archive or Security O Code Center Record Record Copy CI... Citation: GC 34090 T Sets forth authorization for City Council and City Attorney to approve destruction of city records other O than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) N Citation: A/D O O No legal statute applicable, OR staff opts to retain records longer than the minimum established by (a statute. (Length of retention based on administrative value of the records.) 2010.5 Disaster Training Records P 24, Current Year 36 60 Y Fire Shred N 0 Definition: Records of disaster training provided to City employees. Citation: OC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text Of GC 34090 for exceptions.) Citation: A/D No legal statute applicable, OR staff opts to retain records longer than the minimum established by statute. (Length of retention based on administrative value of the records.) 2010.9 Policies 4 Procedures P 60 Supersede 0 60 Y Fire Sean/Recyc Y O Definition: Includes all policies and procedures related to, and administered by, the Emergency Preparedness division. Citation: 11 canon Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) Citation: A/D No legal statute applicable, OR staff opts to retain records longer than the minimum established by statute. )Length of retention based on administrative value of the records.) 2011.0 Hazardous Matl'e Cost Recovery P 60 Audit 60 120 Y Fire Shred N O Definition: Documents and statement. )work orders) for localized incidents involving hazardous materials, and which are not eligible for State or Federal reimbursement. Citation: GC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text of GC 34090 for exception..) Citation: A/D No legal statute applicable, OR staff opts to retain records longer than the minimum established by statute. (Length of retention based on administrative value of the records.) Page: 2 Retention Schedule DATE: 06/04/2002 City of Rancho Cucamonga Sorted By: Record Title Number TIME: 10:05:02 Records Management Division Department Name FIRE DEPARTMENT 5020 ecord Title Code Name Media RETENTION in months Office Original Restruction Sven[ Record Vital of DArchive or Security Code Active Code Canter Total Record Record Method Copy Class 10021.1 Fixed Assets P 24 Active/Curren 48 72 Y Fire Recycle N O t Definition: Records detailing the history of equipment and fixed assets which the Fire District is responsible for. (NOTE: The 6-year retention begins when the equipment is no longer in service or is disposed of.) Citation: GC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) Citation: A/D No legal statute applicable, OR staff opts to retain records longer than the minimum established by statute. (Length of retention based on administrative value of the records.) - 1020.1 General Correspondence P 24 Current Year 0 24 N Fire Shred N O Definition: General, chronological Correspondence, not specific to any particular project or other specified record series. Citation: GC 34090 Sets forth authorization for City Council and City Attorney t0 approve destruction of city records other than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) 13020.3 Fire Station Construction P 24 Exp/Compl/Tar 24 48 Y Fire Scan/Recyc Y 0 m Definition: Records detailing construction of the City's fire stations. (NOTE: Some records are retained by RDA also.) Citation: GC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) Citation: H & S 19850 "The building department of every city or county shall maintain an official copy, which may be on microfilm 70 or other type of photographic copy, Of the plans for every building, during the life of the building...." N H (Exceptions listed in subsections a, b and c.) 0 C Citation: A/D No legal statute applicable, OR staff opts to retain records longer than the minimum established by 0 7 statute. (Length of retention based on administrative valve of the records.) Z 13021.3 Fire Investigations - Type A P 60 Active/Curren 0 PRM N Fire scan Y 0 O t (Q 01 Definition: Fire Investigation Reports for fires that resulted in death OR which the Fire Chief has deemed "historical." P O O N O G3 Page: 1 Retention Schedule DATE: 06/04/2002 City of Rancho Cucamonga Sorted By: Record Title Number TIME: 10:05:02 v 70 O N Records Management Division Co N N O Department Name FIRE DEPARTMENT 5020 V O O RETENTION in months Office Record Title Code Name Media original J Z Event Record Vital of Destruction Cotle Active Total Method Archive or Security 0 Code Canter Record Record Copy clae T Citation: PC799 "Prosecution for an offense punishable by death or by imprisonment in the state prison for life or for life O without the possibility of parole, or for the embezzlement ofublic mons N p y, may be commenced at any time. This section shall apply in any case in which the defendant was a minor at the time of the commission of 0 the offense and the prosecuting attorney could have petitioned the court for a fitness hearing pursuant to GJ Section 707 Of the Welfare and Institutions Code." 13021.5 Fire Investigations - Type B P 60 Active/Curren 60 120 N Fire Shred N 0 t Definition: Fire Investigation Reports of structure fires with one of the following occupancies: Multi-family residential, Commercial or Industrial. Citation CCP 336 Sete forth a 3-year statute of limitations within which a legal action may be brought against a defendant. Citation: PC800 "Except as provided in Section 799, prosecution for an offense punishable by imprisonment in the state prison for eight years or more shall be commenced within six years after commission of the offense." Citation: A/D No legal statute applicable, OR staff opts to retain records longer than the minimum established by statute. (Length of retention based on administrative value of the records.) 13021.6 Fire Investigations - Type C P 72 Active/Curren 0 72 N Fire Shred N O t Definition: All Fire Investigation Reports for all fires not covered under Titles 13021.3 or 13021.5. Citation: CCP 338 Sets forth a 3-year statute of limitations within which a legal action may be brought against a defendant. Citation: PC800 "Except as provided in Section 799, prosecution for an offense punishable by imprisonment in the state prison for eight years or more shall be commenced within six years after commission of the offense." Citation: A/D No legal statute applicable, OR staff opts to retain records longer than the minimum established by statute. (Length of retention based on administrative value of the records.) 13030.4 Paremedic Reports (OIA) - P 24 Current Year 216 240 Y Shred N 0 Definition: Paramedic CIA reports which affect one or more patients under the age of 18. Page: 2 Retention Schedule DATE: 06/04/2002 City of Rancho Cucamonga Sorted By: Record Title Number TIME: 10:05:03 Records Management Division Department Name FIRE DEPARTMENT 5020 RETENTION in monthe Office Destruction original Record Title Code Name Media Method on Event Record JVit'l of Archive or Security Code Active Total Method Code Center Record Record Copy Cl... Citation: 22 CCR 97530.9 "(3) Patient records shall be preserved safely for a minimum of seven years following discharge of the patient, except that the records of unemancipated minors shall be kept at least ane year after such minor has reached the age of 18 years and, in any case, not less than seven years." 13030.5 Paramedic Reports (01A) - Adult P 24 Current Year 60 84 Y Shred N 0 Definition: Paramedic OIA reports which affect only adults, 18 years of age or older. Citation: 22 CCR 97530.9 "(3) Patient records shall be preserved safely for a minimum of seven years following discharge of the patient, except that the records of unemancipated minors shall be kept at least one year after such minor has reached the age of 18 years and, in any case, not less than seven years." 2050.2 Dept'l Budget Working Papers P 24 Current Year 0 24 N Fire Recycle N 0 Definition: Departmental budget papers including initial budget requests, on-going expense records, copies of requisitions, purchase orders, invoices and packing slips. Used for reference only (originals on file in Finance and/or Purchasing) . Citation: GC 34090 - Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) Citation: A/D No legal statute applicable, OR staff opts to retain records longer than the minimum established by statute. (Length of retention based on administrative value of the records.) 5090.3 Personnel Recruitment P 24 Active/Curren 12 36 N Shred N 0 t Definition: Records pertaining to recruitment for specific job classifications within the Fire District. Include. job announcements, employment applications of candidates, test and interview material., rating sheet.. N O C_ O 7 Z � O 0 T m 0 00 0 O tJ O O W Page: 3 Retention Schedule DATE: 06/04/2002 City of Rancho Cucamonga Sorted Ey: Record Title Number TIME: 10:05:03 v A Records Management Division c0 CD o 0 N O Department Name FIRE DEPARTMENT 5020 C_ O O RETENTION in months ReCOrd Title Code Name Media Office Destruction Original J Z Event Record Vital of O Cotle Active Total Method Archive or Security Code Center Record Record Copy class Citation: 29 CFR 1627.3 (b) I1) T (b) I1I Every employer ... shall, except as provided... keep them for a period of 1 year from the date of p the personnel action to which any records relate: (i) Job applications, resume., or any other form of N employment inquiry... (ii) Promotion, demotion, transfer, selection for training, layoff, recall, or discharge of an employee, 0 9 y (iii) Job orders submitted by the employer to an employment agency or labor Cl) organization for recruitment of personnel for job opening., (iv) Test papers completed by applicants or candidates for any position which disclose the results of any employer-administered aptitude or other employment test considered by the employer in connection with any personnel action, (v) The results of any physical examination where such examination is considered by the employer in connection with any personnel action, (vi) My advertisements or notices to the public or to employees relating to job openings, promotions, training programs, or opportunities for overtime work. 6060.3 Equipment Maintenance P 24 Active/Curren 0 24 N Fire Recycle N 0 t Definition: Records of preventative maintenance, smog and opacity inspections, unscheduled repairs and dielectrical certifications. (NOTE: Retention begins when equipment is retired from the City fleet.) Citation: GC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text of GC 3409n fnr_ a __ _e ) _ 7040.5 Daily Activity Logs P 24 Current Year 0 24 Y Recycle N O Definition: Lag created by Fire Captains at each Fire Station, detailing all activity and calls for service for a particular day. Citation: GC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text Of GC 34090 for exception..) Page: 4 Retention Schedule DA'1'36: Ub/11/LUU2 Sorted By: Record Title Number TIME: 08:16:37 City of Rancho Cucamonga Records Management Division Department Name FIRE SAFETY DIVISION 5025 RETENTION in months Office Original IR ecord Title Code Name media DestructionSecurity Event Record Total vital of Method Archive or Class Code Active Cade Center Recortl Record Copy Class 13020.4 Fireworks P 24 Current Year 0 24 N Fire Shred N 0 Definition: Records of permit application, permit, insurance certificate, Bite plan and fireworks inventory. Citation: GC 34090 Sete forth authorization for City Council and City Attorney to approve destruction of city records other than theme listed an exception@. (Refer to text of OC 34090 for @xeeption@.) 13021.4 Construction Plane P 6 Upon Approval 0 6 N Fire Scan Y 0 Definition: The Fire District's copies of construction plans for new businesses or remodeling of existing businesses, including fire sprinkler systema, and water plans. (NOTE: These are also retained by the Building and Safety Division.) Citation: GC 34090 Sets forth authorization for City Council and City Attorney to approve destruction of city records other than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) Citation: A/D No legal statute applicable, OR staff opts to retain records longer than the minimum established by statute. (Length of retention based on administrative value of the records.) 13025.1 Material Safety Data Sheets P 360 Current Year 0 360 Y Fixe Recycle N O Definition: Material Safety Data Sheets submitted to the Fire Safety division for developments within the City. Citation: 29 CFR 1910.1020 (d) Preservation of records. (1) Unless a specified occupational safety and health standard provides a different period of time, each employer shall assure the preservation and retention of records as follows: (i) Employee medical records. The medical record for each employee shall be preserved and maintained for a least the duration of employment plus thirty (30) years, except that the following types of records need not be retained for any specified period:.... (ii) (B) Material safety data sheets....need not be retained for any specified period as long as some record of the identity (chemical name if known) of the substance 0) w or agent, where it was used, and when it was used is retained for at least thirty (30) years ... \1\ 0 Material safety data sheets must be kept for those chemicals currently in use that are effected by the C Hazard Communication Standard in accordance with 29 CFR 1910.1200 (g) . O 13030.2 Business occupancies P 36 Active/Curren 0 36 N Fire Shred N O 7— t t ❑ 0 � T Definition: Records of business occupancy inspections performed by Fire Inspectors. May include copies of permits, N inspection reports and tenant improvement plans. O O O N O W Page: 1 Retention Schedule DATE: Ub/ii/LUU2 City of Rancho Cucamonga Sorted By: Record Title Number TIME: 08:16:37 70 ❑ m Records Management Division i0 0 (0 O Department Name FIRE SAFETY DIVISION 5025 c Record Title Code Name Media RETENTION in monthe Office Destruction Original O :3Code Active Fent Record Total Vital of Method Archive or Security — Z Code Center Record Record Copy Class — O T Citation: UFC 103.3.6 � 103.3.4 Records. The fire prevention bureau shall retain for not lees than three years a record of each O inspection made showing the findings and disposition of each inspection made. N O O W Page: 2