HomeMy WebLinkAboutFD 2026-004 - Resolution RESOLUTION NO. FD 2026-004
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO
CUCAMONGA FIRE PROTECTION DISTRICT, ADOPTING UPDATED
RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION OF
CERTAIN CITY RECORDS, AND RESCINDING PREVIOUS RECORDS
RETENTION SCHEDULES
WHEREAS, the objective of a records management program and retention schedule is to
control costs, increase space availability, streamline information and consistent record keeping
systems, and improve productivity by providing records and information in a timely manner to
individuals requiring them; and
WHEREAS, California Health & Safety Code Section 13868 and Government Code
Section 60200 provide that the legislative body of a fire protection district may authorize at any
time the destruction or disposition of any duplicate record, paper, or document, the original or a
permanent photographic record of which is in the files of any officer or department of the district;
and
WHEREAS, California Government Code Section 60201 provides that District records
which have served their purpose, which are not expressly required by law to be filed and
preserved, and which will not adversely affect any interest of the district or public may be
destroyed;
WHEREAS,the District has a procedure to maintain a list of the types of records destroyed
or disposed of that reasonably identifies the information contained in the records in each category;
WHEREAS, the City Attorney has reviewed and approves the Records Retention
Schedule as evidenced by his signature on this Resolution, in accordance with the provisions of
California Government Code Section 60201; and
WHEREAS, the District previously adopted Resolution No. 2025-020 adopting records
retention schedules.
NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA
FIRE PROTECTION DISTRICT DOES FIND AND RESOLVE AS FOLLOWS:
Section 1. The facts set forth in the Recitals, above in this resolution, are true and
correct.
Section 2. Resolution No. FD2025-020 and all previous resolutions adopting District
records retention schedules are hereby rescinded and replaced with the Fire District Records
Retention Schedules adopted herein.
Section 3. The Board of Directors hereby adopts as its District Records Retention
Schedules, the District Records Retention Schedules set forth in Exhibit "A" attached hereto and
incorporated by reference herein. The Board of Directors hereby finds that the destruction or
disposition of records in Exhibit A that have exceeded the retention periods set forth therein, and
are no longer required for any District purpose, will not adversely affect any interest of the District
Resolution No. FD 2026-004--Page 1 of 3
or the public.
Section 4. The records of the Rancho Cucamonga Fire Protection District, as set forth in
the Fire District Records Retention Schedules, Exhibit A, and that are no longer required for any
District purpose, are hereby authorized to be destroyed as provided by California Health &Safety
Code Section 13868, and Government Code Section 60200, et seq., and in accordance with the
provisions of said Schedule and District policies and procedures, without further action by the
District's Board of Directors.
Section 5. Updates are hereby authorized to be made to the Records Retention
Schedules, without any further action by the District's Board of Directors, with the consent of the
City Clerk Services Director, City Manager and City Attorney.
Section 6. The term "records" as used herein shall include records, documents,
instructions, books, microforms, electronic files, magnetic tape, optical media, instruments,
writings, and/or paper regardless of media, as defined by the California Public Records Act and
as those terms are used in Health & Safety Code Section 13868 and Government Code Section
60200, et seq.
Section 7. The Clerk of the Board of Directors shall certify to the passage and adoption
of this resolution and enter it into the book of original resolutions.
Section 8. This resolution shall become effective immediately upon its passage and
adoption.
Resolution No. FD 2026-004— Page 2 of 3
PASSED, APPROVED AND ADOPTED this 6th day of May 2026.
L ne B. Kennedy, Vice- esident
ATTEST:
o' o
�0i vy, Secret ry
I, Kim Sevy, 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 6th day of May 2026.
AYES: Hutchison, Kennedy, Scott, Stickler
NOES: None
ABSENT: Michael
ABSTAINED: None
Executed this 7th day of May 2026, at Rancho Cucamonga, California.
Clerk
APPROVED AS TO FORM:
Nicholas R. Ghirelli, City Attorney
Richards, Watson & Gershon
Resolution No. FD 2026-004— Page 3 of 3
HOW TO USE RETENTION SCHEDULES
01995-2026 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved
Do not duplicate or distribute without prior written permission
A legend explaining the information presented in the retention schedule; please read this for an explanation
of every column.
The specified retention period applies regardless of the media of the record: If a record is stored on paper
and electronic format (a computer file on a hard drive), all electronic and paper records should be
destroyed (or deleted I erased) after the specified period of time has elapsed and authorization to
destroy has been obtained.
Copies or duplicates of records should never be retained longer than the prescribed period for the official
(original) record, and drafts and copies should be destroyed as soon as they are no longer required.
The term "records" shall include all records as defined by the California Public Records Act.
STRUCTURE: DISTRICT-WIDE. DEPARTMENTS& DIVISIONS
The District-wide retention schedule includes those records all departments have in common (e-mails,
letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department
retention schedule, unless that department is the Office of Record.
Each department has a separate retention schedule that describes the records that are unique to their
department, or for which they are the Office of Record. The department retention schedules may be
organized by Division within that Department. If a record is not listed in your department retention schedule,
refer to the District-wide retention schedule, or look in the index to the schedules (provided after approval.)
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal
Government records, and will provide the District with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage—paper and electronic
• Eliminate duplication of effort within the District
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS fPaoer or Electronic Records):
Destruction or deletion of an official (original) record that has exceeded its retention period (and has
SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion.
• If there is a minimum retention ("Minimum 2 years"), the destruction I deletion must be
authorized before it is destroyed, as it is an official (original) record.
Copies, drafts, notes and non-records (or originals that do NOT have SUBSTANTIVE CONTENT) do
NOT require authorization, and can be destroyed "When No Langer Required."
• if there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be
authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT
Substantive.
On every page of the schedules (near the top,just under the column headings) are important instructions,
including instructions regarding holds on destroying records. "Litigation, complaints, claims, public
records act requests, audits and/or investigations suspend normal retention periods (retention
resumes after seftlement or resolution)."
RECORDS RETENTION SCHEDULE LEGEND
C1995-2025 Gladwell Govemmenlal Services,Inc,(909)337.351E-all rights reserved
Do not duplicate or distribute without pdorwrillen permission
0FR(Office of Record): The department that keeps the Official(original or"record copy")record for its retention period,then authorizes destruction.
Usually,it is the department that originates the record. The official(original)record may be the paper I hard copy version of the record;however the electronic
record maybe the official(original)record. Seethe"Destroy Paper after Imaged&QC'd"below for the Legal Requirements for the electronic record to be the
official(original)record.
Records Description: The record series(a group of like records).
Non-Record: Documents,studies,books and pamphlets produced by outside agencies,preliminary drafts not retained in the ordinary course of business.
RetentionlDisposition: Active(guideline): How long the file remains in the immediate office area
Inactive(guideline): How long the file is in off-site storage,stored electronically in accordance with law(see below)
Total Retention: The total number ofyears the record is retained
For file folders containing documents with different retention timeframes,use the document with the longest retention time.
P=Permanent
Indefinite=No fixed or specified retention period;used for databases,because the data fields are interrelated and certain data may require minimum
retention.
Vital? =Those records that are needed for basic operations in the event of a disaster.
Media Options(guideline)terms used in State law: Mag=Electronic Computer Magnetic Media(Hard drives,Networks,USB Drives,Cloud,etc.)
Mfr=Microforms(aperture cards,microfilm,microfiche,or jackets)
Ppr=Paper,Mylar,Linen,"Hard Copy
OD=Optical Disk or other Unalterable Media which does not allow changes
Scan I Import(guideline): "S"indicates the record should be scanned into the document imaging system;
"I"indicates the record should be electronically imported into the document imaging system;
"M"indicates the record was microfilmed
Destroy Paper after Imaged&QC'd(quality checked)!Trustworthy Electronic Record: "Yes"means the electronic record may serve as the OFFICIAL
record(and the paper version may be destroyed,or the record may be electronically generated and never exist in paper format)IF(these are the legal
requirements for the electronic record to serve as the official(original)record)the electronic record is also placed on Unalterable Media,Immutable
Cloud Media,Optical Disk(OD),DVD-R,CD-R,Blue-ray-R,or WORM,or microfilmed)which is stored in a safe&separate location.
Employees are required to Quality Check("QC'd")both the images and the indexes,and ensure the electronic record_contains all significant details from
the original and be an adequate substitute for the original document for all purposes;other legal mandates may apply.
Legend for legal citations(§: Section) B&P: Business&Professions Code(CA) CBC: California Building Code
CC: Civil Cade(CA) CCP: Code of Civil Procedure(CA) CCR: California Code of Regulations(CA)
CFC: California Fire Code CFR: Code of Federal Regulations(US) EC: Elections Code(CA)
EVC: Evidence Code(CA) FA: Food&Agriculture Code FC: Family Code(CA)
FTB: Franchise Tax Board(CA) GC; Government Code(CA) H&S: Health&Safety Code(CA)
HUD: Housing&Urban Develop.(US) LC: Labor Code(CA) Ops.Cal.Atty.Gen..: Attorney General Opinions(CA)
PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue&Taxation Code(CA)
UFC: Uniform Fire Code USC: United States Code(US) VC: Vehicle Code(CA)
W&I: Welfare&Institutions Code(CA)
Ver23.0 RECORDS RETENTION SCHEDULE: FIRE PageFR-1
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops/Suppression)
Destroy
Office of Image:
Total Media I-Import Paper
Record Retention No, Retards Description Retention Vital? Options M=Mfr after Comments 1 Reference
(OFR) S=Scan Imaged&
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 bZ rile folder.
HOLDS:Litigation.complaints,claims,public records act requests,audits and/orinvestigations suspend normal retention periods retention resumes after settlement or completion).
FIRE 1 ADMINISTRATION
Billings-Fire Alarm Permits,Fire Inspections, When No Mag, Yes:
Finance FR-002 Fire Permits Longer Mfr,OD, S 1 I After OC CFC§40" 104,7;GC§60201
Ppr &OD
Human Career File: Equipment Assignments(Turnouts, Shred Upon Mag, Yes:
Resources FR-001 etc.) Separation Mfr,OD, S 1 I After QC City 1 District Preference(copies); GC§60200
or Transfer Ppr &OD
Copies-
Fire District Board Agendas,Audio l Video When No Mag, Yes:
City Clerk FR-003 Recordings,Minutes,Resolutions,Notices Longer Mfr,OD, S i I After QC City Clerk keeps originals;GC§§60200 Required Ppr &flD
Fire 1 Mag, Yes:After Department Preference(rated every 10 years);
Admin. FR-0o4 ISO Insurance Ratings 15 years Mfr,O D, S 11 QC&OD GC§60201
r,
Fire 1 When No Mag, Yes: Considered a preliminary draft 1 copy(the Fire
FR-005 Monthly Statistical Reports 1 Run Statistics Longer Mfr,OD, S l I After QC
Admin. database is the original);GC§60201 et seq.
Required Ppr &OD
Copies-
When No Mag, Yes: Originals Maintained by City Clerk or County
City Clerk FR-006 Mutual Aid Agreements,Joint Power Authorities Mfr,OD, S!I After QC
Longer Ppr &OD Clerk of the Board Permanently;GC§34090.7
Required
Fire 1 Programs 1 Projects(e.g.Explorer,CPR Program, Minimum 2 Mag, Yes:
FR-007 Mfr,OD, S l 1 After QC Department Preference;GC§60201 et seq.
Admin. Fire Service Day,etc.) years Ppr &OD
Fire 1 Requests for Fire Incident Reports!Fire Mag, Yes;
Admin, FR-008 Investigation Reports 2 years Mfr,OD, Sit After QC GC§60201
Ppr &OD
Fire! Mag, Yes:
Admin, FR-009 Ride-A-Long Waivers 2 years Mfr,OD, Sit After QC GC§60201
Ppr &OD
RANCHO CUCAMONGA FIRE PROTECTION DIST.=995-2019 Gladwell Governmental Services,Inc(909)337-3516 all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:8/20/2025
Ver23.0 RECORDS RETENTION SCHEDULE: FIRE Page FR-2
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops I Suppression)
Image: Destroy
Office of Total Media 1=1mport Paper
Record Retention No. Records description Retention Vital? Options M=Mfr after Comments i Reference
(OFR) S=Scan Imaged&
if the record is not listed here,refer to the Retention forCi -ode Standards
Retentions be in when the act is completed,and imply a(u!l file folder e. .last document+2 yeafs,since destruction is normal!y performed by file folder.
HOLDS.Liti ation,complaints.claims,public records act requests,audits and/orinvesti ations suspend normal retention periods retention resumes after settlement or completion).
Fire! Maa. Yes:
Admin. FR-009.5 Spark of Love Applications 2 years Mfr,OD 5-1-1 After C GC 660201
&OD
Fire 1 Standard Operating Procedures 1 Policy 1 Superseded Mag, Yes:
Admin. FR-010 Procedure Manual +2 years Mfr,OD, S 11 After QC Department preference;GC§60201
Ppr &OD
Fire i Subpoenas(Personal Appearance-Fire Mag, Yes:
Admin,
FR-011 Personnel) 2 years Mfr,OD, S 11 After QC GC§60201
Ppr &O❑
Fire Indefinite- Mag, Yes: Data is interrelated;Meets municipal
Admin. FR-012 Telestaf€Database Minimum 7 Yes Mfr,OD, Sit After QC government auditing standards;May include
ears Ppr &OD Employee Reimbursement;GC§60201(d)(12)
Department preference;Ethics Training is
years;Calif.Labor Division is required to keep
! their OSHA records 7 years;
Training COURSE Records 1 EMS Continuing Indefinite- Mag, Yes; EEOClFLSAlADEA(Age)requires 3 years for
Fire! FR-013 Education Training Minimum 5 Mfr,OD, 811 After QC promotion,demotion,transfer,selection,or
Admin. years Ppr &OD discharge;State Law requires 2-3 years for
(Attendance Rosters,Outlines!Materials) personnel actions; 8 CCR§3203 et seq„29
CFR 1627.3(b)(1),LC§6429(c);GC§§12946,
60201,53235.2(b),53237.2(b)
Indefinite- Mag, Yes: Data is interrelated;LC 651198.5, GC
Fire 1 Training Database 1 Log(Target Solutions 1 Minimum
Admin. FR 014 Vector Solutions) Separation Mfr,OD, S 11 After QC §§12946,12980,60201,53235.2(b),
+5 ears r Ppr &OD 53237.2(b);53238.3(b)
RANCHO CUCAMONGA FIRE PROTECTION DIST.01995-2019 Gladwell Governmental Services,Inc(9C9)337-3516 al rights reserved
DO not duplicate or distribute without prior written permission
Adopted:8/20/2025
Ver23.0 RECORDS RETENTION SCHEDULE: FIRE PageFR-3
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops 1 Suppression)
Image: Destroy
Office of Paper
O
Record Retention No. Records Description Total Vital? Media ]=import after Comments I Reference
(OFR) Retention ptions M=Mfr Imaged&
S=Scan
(fthe record is not listed here,refer to the Retention forCi -Wide Standards
Retentions be in when the act is completed.andimply a full fife folder e. .fast document+2 years),since destruction is normallyperformed b rite folder.
HOLDS:Lis ation,complaints,claims,public records act requests,audits and/or investi ations suspend normal retention pefiods retention resumes after settlement or completion),
Training EMPLOYEE RECORDS(If Records are
Created-filed by Employee Name)
Required Information by Employee for all LC§61198.5,6401.9(f),6429(c):8 CCR§3203
Emolovee Troinin for Separation+5 years: Magma, Yes:
FR-013.5 Employee Name Mfr,OD S 1 I After QC
Fire! Separation+ et se 29 CFR 1627.3 b ii GC 12946
'
Admin, 5 dears 12960,60201.53235.2(b),53237.2(b):
Training Provider's Name &OD 53238.3(b)
Date
Duration(length)
Core Competencies/Skills
Certifications I Qualification Documents
Underground Storage Tanks-ALL-City 1
Fire 1 Privately owned) Mag, Yes: Department Preference(required for the life of
FR-015 P Mfr,OD, 51 I After QC the tank); 23 CCR 2712(b),H&S §25284.2(i);
Admin. Location,Soil Remediation,Monitoring Well Ppr &OD GC§60201 et.seq.
Records
RANCHO CUCAMONGA FIRE PROTECTION DIST.01995-2019 Gladwell Govemmenlal Services,Inc(909)337-3516 all rights reserved
❑o not duplicate or distribute without prior written permission
Adopted;B120/2025
Ver23.0 RECORDS RETENTION SCHEDULE: FIRE Page FR-4
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops 1 Suppression)
Image: Destroy
Office of Media I=Import Paper
Options M
Record Retention No. Records Description Total Vital? after Comments l Reference
S�Sca
(OFR) Retention $carn Imaged&
If the record is not listed here,refer to the Retention for City-Wide Standards
Retentions be in when the act is completed,and imply a full file folder e. .fast document+2 years),since destruction is normal!v performed by file folder.
HOLDS:Lift ation,complaints.claims,public records act requests,audits and/or investigations suspend normal retention periods retention resumes after settlement or completion).
FIRE ICOMMUNITY AFFAIRS
Fire! Minimum 2 Mag, Yes:
Community FR-016 Community Outreach years Mfr,OD, S 1 I After QC Department Preference;GC§60201
Affairs Ppr &OD
Fire! public Information f Education(when produced Minimum 2 Mag, Yes:
Community FR-017 Mfr,OD, S 1 I After QG Department Preference;GC§60201
Affairs internally) years Ppr &OD
Con sisteni with employee personnel files
(Courts treat volunteers as employees);
Volunteer Applications!Agreements- Mag' Yes' EEOCIFLSAlADEA(Age)requires 3 years for
Lead Dept. FR-018 Unsuccessful 3 years Mfr,O[], $!I After QC promotion,demotion,transfer,selection,or
Ppr &OD discharge;29 CFR 1602,31 and 1627,3(4)(1),8
CCR§3204(d)(1)at seq.,GC§§12960,60201
Courts treat volunteers as employees;
EEOClFLSA1ADEA(Age)requires 3 years for
Volunteer Applications!Agreements(includes Inactive 1 Mag, Yes; promotion,demotion,transfer,selection,or
Lead Dept. FR-019 emergency contact information) -Successful Separation+ Mfr,OD, Sit After QC discharge;State Law requires 2-3 years;29
Applicants 3 years Ppr & OD CFR 1602,31 and 1627.3(b)(1),8 CCR
§3204(d)(1)et seq.,GC§§12960,60201;29
USC 1113
Fire! 7MtraO'D
Yes:
Community FR-020 Volunteer Historical Lists I Extractions from Minimum 10 , S 1 I After qC Department Preference;GC§60201
Affairs Volunteer Database years &OD
RANCHO CUCAMONGA FIRE PROTECTION DIST.®1995.2019 Gladwell Governmental Services,Inc(909)337-3516 all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:8/2 012 0 2 5
Ver23.0 RECORDS RETENTION SCHEDULE: FIRE PageFR-5
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal,Station Ops 1 Suppression)
Destroy
Office of Image:Total Media I=Import Paper
Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments I Reference
{OFR} Imaged&
S=Scan
If the record is not listed here,refer to the Retention for City-Wide Standards
Retentions begin when the act is completed,andimpiv a full file folder e. .last document+2 years),since destruction is normal! erfo edby file folder.
HOLDS.,Litigation,complaints,claims.p ublic records act requests,audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion).
FIRE I COMMUNITY RISK
Life of the
Fire Construction Documents(Submittals, Structure or
Fire 1 Approved Plans,Drawings,Applications, Activity,or Mag, Yes:
Community FR-021 Minimum 5 Mfr,OD, Sit After QC CFC§4D,fi-104.7 et seq.;H&S§19850
Risk Alternate Means 1 Methods,!Similar Documents
Necessary for Ongoing Fire Code Compliance years, Ppr &OD
Whichever i
Longer
Life of the
Fire Inspections-Business Inspection Files! Structure or
Fire! Activity,or Mag, Yes:
Occupancy Inspections(Approvals,Inspections,
Community FR-022 Fires,Modification I Alternative Methods! Minimum 5 Mfr,00, 511 After QC CFC§104.6 104.7;GC§60201
Risk Materials} years, Ppr &OD
Whichever is
Longer
Life of the
Structure or
Fire 1 Fire Inspections-Citations I Notice of Activity,or Yes: Mag, Yes:
Community FR-023 p Minimum 5 Before Mfr,OD, S I f After QC Department Preference;CFC§§T04&104.7;
Risk Violations years, Event Ppr &OD GC§60201 et seq.
Whichever i
Lon er
Fire 1 Approved Fire Suppression,Fire Sprinkler,Fire Mag, Yes: Department preference(Building keeps
Community FR-024 Alarm,Private Fire Underground,I High-Piled P Mfr,OD, Sit After QC original);CFC_ 104.7 484,E et seq.;GC
Risk Combustible Storage Plans. Ppr &OD §§60201,H&S§19850:CBC§§J.8.4.3 1
107.5
Fire 1 ......... -1
Mag, Yes:
Community FR-025 Juvenile Fire Setter Program 15 years Mfr,OD, Sit After QC Department Preference;GC§60201 et seq.
Risk Ppr &OD
RANCHO CUCAMONGA FIRE PROTECTION DIST.01 99 5-2 01 9 Gladwell Governmental Services.Inc(909)337.3516 all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:8/20/2025
Ver 23.0 RECORDS RETENTION SCHEDULE: FIRE Page FR-6
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops i Suppression)
Image: es troy
Office of Total Media I=Import Paper
Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments l Reference
(OFR) SWScan Imaged&
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 fife folder e. .last document*2 years),since destruction is normal! erformed b file folder.
MOLDS:Lltl anon.complaints,claims,public records act requests,audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).
Copies-
Building FR-026 New Construction Plan Review When No Mfr OD, S!I Afiee QC Building keeps originals;GG§§34090.7,
Longer Ppr &OD 60201
Re used
Fire! Public information!Education(when produced Minimum 2 Mag, Yes;
Community FR-027 Mfr,OD, S!I After QC Department Preference;GC§60201
Risk internally) years Ppr &OD
Fire I I Mag, Yes:
Weed Abatement I Vegetation Abatement/Brush Minimum 2
Community FR-028 I Mfr,OD, S i I After QC Department Preference;GC§60201
Risk Clearance years For &DD
FIRE/EMERGENCY MANAGEMENT
Fire i Community I Business Emergency Response Minimum 2 Mag, Yes:
Emergency FR-029 Mfr,OD, S i I After QC Department Preference;GC§60201
Manage. Training years Ppr &OD
Fire 1 Drone(Unmanned Aerial Vehicle)Recordings When No Does NOT record regular and ongoing
Emergency FR-029.5 that are NOT evidence i Does NOT record regular Longer Mag operations;For recordings that are evidence,
Manage, I ongoing operations Required see Fire Investigations(FR-042 or FR-043);
GC§§60201,53160
Fire I Emergency Management Programs(Ready RC, Minimum 2 Mag, Yes:
Emergency FR-030 Mitigation,Preparedness,etc,) years Mfr,OD, S i I After QC Department Preference;GC§60201
Manage. Ppr &OD
Fire I Emergency Response 1 Recovery 1 FEMA I OES Mag, Yes:
Emergency FR-031 Reimbursement Claims/Strike Team 10 years Yes(alt) Mfr,OD, $11 After QC Department Preference;GC§60201
Manage. Reimbursements Ppr &OD
—]
inimum 2
Fire! M Mag, Yes:
Emergency FR-032 EOC Activations,After Incident Reports years Yes(all) Mfr,OD, S 1 I After QC Department Preference;GC§60201
Manage. Ppr &OA
RANCHO CUCAMONGA FIRE PROTECTION DIST.01995-2019 Gladwell Govemmental services,Inc(909)337-3616 all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:8/20/2025
Ver23.0 RECORDS RETENTION SCHEDULE: FIRE PageFR-7
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal,Station Ops 1 Suppression)
Office of Image: Destroy
TotalRecor Media ]=Import Paper
(OFR) Retention No. Records Description Retention Vital,?
Options M=Mfr after Comments I Reference
{OFR} S=Stan lmaged&
It the record is not listed here,refer,to the Retention for Ci -]Mde Standards
Retentions begin when the act is completed,andimply a full file folder(e.g.last document+2 years),since destruction is normally performed by rite to or.
HOLDS,Litigation,complaints.claims,public records act requests,audits an"rinvestigations suspend normal retention periods retention resumes a.R rsettlement or completion),
FIRE I EMERGENCY RESPONSE i EMERGENCY MEDICAL.SERVICES
Fire I Department Preference-required for 3 years;
Emergency Controlled Substance Logs,Inventories 1 Medic Mag, Yes: 21 CFR§1304.04,1310.04;22 CCR 70263 and
FR-033 3 years Yes Mfr,OD, S 11 After QC
Response/ Monthly Inventory Logs P &OD 71233;FA§32003(e),B and P 4081;GC
Ppr EMS �§602131
Fire t
Emergency Indefinite- Mag, Yes: Data is interrelated;Minors until 1 year after
Response l FR-034 Emergency Medical PCR Database Minimum 20 Yes Mfr,OD, S 1 I After QC age 18,but not less than 7 years;10 years(see
EMS years Ppr &OD Patient Care Reports)GG§60201
Fire! Final Ma Yes
Emergency FR-035 EMS Complaints 1 CQI(Continuous Quality Disposition+ Mfr, g, S!I After ; Statute of Limitations for health providers is 3
QC
Response/ Improvement)/Quality Assurance 3 years Ppr &OD years;CCP§340.5,GC§60201 et seq.
EMS
Fire I
Emergency HIPAA Policies I Procedures(Health Insurance Superseded Mag, Yes:
Response! FR-036 Portability 1 Accountability Act) +6 years Mrr,OD, S 1 I After QC 45 CFR 164.5300)
EMS Ppr &OD
Fire I Department preference; 4 years is required by
Emergency Paramedic Continuing Education Rosters l Separation+ Mag, Yes: DPH8 CCR§3204(d)(1)et seq., 8 CCR§3203
Response/ FR-037 Certiftcates 4 years Mfr,OD, S 1 I After QC et seq.,22 CCR 100395. 29 CFR
EMS Ppr &OD 1627.3(b)(1)(4),LC§6429(c);GC 5§12946,
12960,60201
RANCHO CUCAMONGA FIRE PROTECTION DIST.at995-2019 Gladwell Govemmentat Services,inc(909)337-3516all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:8/20/2025
Ver23.0 RECORDS RETENTION SCHEDULE: FIRE PageFR-8
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal,Station Ops 1 Suppression)
Image: estroy
Office of Total Media I=Import Paper
Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments I Reference
(OFR) S=Scan Imaged&
If the record is not fisted here,refer to the Retention for City-Wide Standards
Retentions be in when the act is completed,and imply a full file folder e. ,last document+2 years),since destruction is normallyperformed by file folder.
HOLDS:Litigation,complaints,claims, ublic records act re uests,audits and/arinvesti ations suspend normal retention pariods retention resumes after settlement or compfetiort.
Department Preference:adults required for 10
years for Medi-Cal patients,7 years for non
Medi-Cal adults;minors until 1 year after age of
majority,but not less than 10 years for Medi-
Patient Care Reports!PC Rs 1 Paramedic Cal patients,7 years for non-Medi-Cat minors;
Fire 1 Release Forms(EMS transportation)I Consent Man. Yes: 10 years is recommended by ANIMA for
FR-036 Form with Assignment of Benefits: ADULTS Yes Mfr.Q❑ SO I After QG
Emergency 4t� ear�10 .'healthcare providers":Statute of Limitations for
�
Response/ (Includes a-PCR Database 1 Electronic Patient Years PH &OD health providers is 3 years;CC §340.5,H&S
EMS Care Report Database) §§1797.96e 123145;42 CFR 482.24(b);
9444,22 CCR 97530.9(3).70751(c)&
71551(c); G40)7
73543(a),74731(a),75055(a),75343(a),
77143(a),W&I 14124.1;CMS Pub.100-4,
Chapter 1,Section 110.3;GC§30490
Department Preference;adults required for 10
years;minors until 1 year after age 18,but not
Age of less than 10 years;10 years is recommended
Fire! Majority,
Patient Care Reports I PCRs!Paramedic by AHIMA for"healthcare providers";Statute of
Release Forms(EMS transportation)1 Consent Mag• Yes: Limitations for health providers is 3 years;CCP
Emergency FR-039 Form with Assignment of Benefits:JUVENILES Minimum 10 Yes Mfr,OD S 11 After QC §340.5,GC§60201;H&S§§1797.98e 123145;
Response! (Includes a-PCR Database 1 Electronic Patient years' IQ &OD 42 CFR 482,24(b);22 CCR 7117,11(c)&
EMS whichever is 71551 c;
Care Report Database} longer 73543(a),74731(a),75055(a),75343(a),
77143(a),W and 1 14124.1;CMS Pub.100-4,
Cha ter 1.Section 110.3
FIRE!EMERGENCY RESPONSE I FIRE MARSHAL
Fire!
Emergency Alarm Installation Waiver Forms; Smoke 1 r,O Yes:D, S!I After QC Department preference;CFC§§104.7—
Response/ FR 040 P Mf O Carbon Monoxide 104.7.4 GC§60201 et seq.
Fire Marshal Ppr &OD
RANCHO CUCAMONGA FIRE PROTECTION DIST.Diggs-2019 Gladwell Governmental Services,Inc(909)337-3516 all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:812012025
Ver23.0 RECORDS RETENTION SCHEDULE: FIRE PageFR-9
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal,Station Ops/Suppression)
Office of Image: estroy
Record Retention No. Records Description Total Media [=Import Paper
Retention vital? Options M=Mfr after Comments I Reference
(OFR) $=Sean Imaged&
If the record is not listed here,refer to the Retention for City-Wide Standards
Retentions begin when the act is completed,andimply a ruff file folder e. .last document+2 years).since destruction is normal!y perfonned b file folder.
HOLDS:Litie ation,complaints,claims,public records act requests,audits and/orinvesti ations suspend normal retention periods retention resumes after settlement or completion).
Indefinite-
Life of the
Data is interrelated;California Fire Code
Fire! Structure or Mag. Yes: requires 5 years or Life of the Structure or
Emergency FR-041 Fire Incident RMS Database Activity,or Yes Mfr,OD, S 1[ After QC Activity for Approvals,Inspections,Fires,
Response/ Minimum 5 Ppr &OD Modification/Alternative Methods or Materials;
Fire Marshal years, CFC§§104.7--104.7.4 GC§60201
Whichever i
—Longer
Fire 1
Emergency FR-042 Fire Investigations-Arson f Capital Crimes Only P MfMr,OD, S I I Aft a QC Department preference(Capital Crimes have
Response/ Ppr &OD no statute of limitations);GC§60201 et seq.
Fire Marshal
Fire 1
Emergency Fire Investigations-OTHER Than Arson 1 Gapital Minimum 5 Mag, Yes;
Response 1 FR-043 Crimes years Mfr,OD, S 1 I After QC Department preference;GC§60201 et seq.
Fire Marshal Ppr &OD
Fire! Approved Fire Suppression Fire Sprinkler,FireEmergency Mag Yes: Department preference(Building keeps
Response/ FR-044 Alarm,Private Fire Underground,I High-Piled P Mfr,OD, S 11 After QC original);CFC 104.7 et seq.;GC§§60200,
Fire Marshal Combustible Storage Plans Ppr &OD H&S§19850
Fire 1
Emergency life of the Mag, Yes:
Response/ FR-045 Fireflow Testing(CVWD does testing) Structure or 'Mfr,OD, S I I After QC Department preference;GC§60201
Fire Marshal Activity Ppr &OD
RANCHO CUCAMONGA FIRE PROTECTION DIST.c)1995-2019 Gtadwell Govemmentat Services,Inc(909)337-3516 all rights reserved
➢o not duplicate or distribute without prior written permission
Adopted:8/20/2025
Ver23.0 RECORDS RETENTION SCHEDULE: FIRE Page FR-10
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal,Station Ops 1 Suppression)
Image: es troy
Office of Total Media I=Import Paper
Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments 1 Reference
(OFR) S=Scan Imaged&
If the record is not listed here,refer to the Retention for City-Wide Standards
Retentions begin when the act is completed,and im ! a full fife folder(e.g.fast document h 2 years).since destruction is normal!y 2erformed by file folder.
MOLDS:Litigation,complaints,claims,public records act requests,audits and/or Invest! ations suspend normal retention periods retention resumes after settlement or com fefion.
Fire! Mag, Yes: Department Preference(City has"cradle io
Emergency FR-046 Hazardous Waste Manifests 1 Certificates of P Mfr,OD, S f I After QC grave"liability);40 CFR 262.40,8 CCR
Response/ Disposal Ppr &OD 3204(d)(1)(A),22 CCR 66262.40
Fire Marshal
i
Fire! When No
Emergency Mag, Yes:
FR-047 Response Planning Longer Mfr,OD, S f I After QC Preliminary drafts;GC§60201
ReResponse/MarshalRequired j Ppr &QD
Fire 1 Special Event Permits 1 Fire Code Permits!
Operating Permits f Explosives Permits ! Yes: I Mag, Yes:
Emergency FR-048 Fireworks Permits!Burn Permits(assembly Minimum 2 Before !Mir,OD, 811 After QC CFC§U4-.6 104.7;GC§60201
Response/ permits,candle permits,tent permits,open flame, years Event Ppr &OD
Fire Marshal etc.
FIRE 1 STATION OPERATIONS!SUPPRESSION
Mag, Yes:
Lead Dept. FR-049 AQMD Permits(Generators,etc.) 5 years Mfr,OD, S!I After QC 40 CFR 70.6;GC§60201
Ppr &OD
Fire!
Station Mag, Yes:
Operations 1 FR-050 Daily Evaluations 1 Rookie Tests 2 years Mfr,OD, S 1 I After QC GC§60201
Suppressio Ppr &OD
n
Fire!
Station Daily Vehicle Inspections 1 Daily Equipment Minimum 2 Mag, Yes:
Operations! FR-051 Checks f Safety Equipment Inspections years Mfr,OD, S 1 I After QC GC§60201
Suppressio Ppr &OD
n
RANCHO CUCAMONGA FIRE PROTECTION DIST.01 9 95-201 9 Gladwell Governmental Services,Inc(909)337-3516 all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:8/2012025
Ver 23.0 RECORDS RETENTION SCHEDULE: FIRE Page FR-11
(Community Affairs, Community Risk, Emerg. Mgt., Emerg Response, EMS, Fire Marshal, Station Ops 1 Suppression)
Office of Image: ea Paper
Total Media ]=Import
Record Retention No. Records Description Reteti Vital? Oti M=Mfr after Comments f Reference
non pons
(OFR) S=Scan Imaged&
If the record is not listed here,refer to the Retention for City-Wide Standards
Retentions fie in when the act is com lefed,and imply a full file folder e.g.last document+2 years),since destruction is normally performed by file folder.
HOLDS:Lftl ation,complaints,claims,public records act re uests,audits and/or investi atlons suspend normal retention eriods retention resumes after settlement or completion).
Fire! Fire Vehicle,Apparatus,1 Equipment History Disposal of Department Preference;If a motor carrier,
Station Files,Ladders,etc. Vehicle, ! Mag, Yes: required for 18 months after vehicle is sold;
Operations! FR-052 Apparatus, Mfr,OD, S I I After QC CH requires life of vehicle;OSHA requires 1
or year;8 CCR§3203(b)(1);49 CFR
Suppressio Certifications,Maintenance,Registrations,Safety Equipment+ Ppr &OD 396.21(b)(1);49 CFR 396.3(c);CCP§337 ei.
n Certifications,etc. 2 years Seq.,GC§60201
Generator Operation Logs 1 Inspections-Fixed 1 Mag, Yes:
Lead Dept, FR-053 3 years Mfr,OD, S 1 I After QC AQMD Rule 1470;GC§60201
Stationary Generators Ppr &OD
Lead Dept. FR-fl54 Generator Operation Logs 1 Inspections- $yearn MMag, S!I After : AQMD Rule 1470: Form 400—E-13a
Portable 1 Emergency Generators Ppr &OD instructions;GC§60201
Fire I
Station when Yes; Mag, Yes:
Operations 1 FR-055 Pre-plan Sheets Before Mfr,OD, S 1 t After QC Preliminary drafts;GC§60201 et seq.
Suppressio Superseded Event Ppr &OD
n
Fire!
Station Yes: Mag, Yes:
Operations! FR-056 Station Log Books 1 Red Books 1 Log Books Minimum 2 Before Mfr,OD, S 1 I After QC Department preference;GC§60201 et seq.
Suppressio years Event Ppr &OD
n
RANCHO CUCAMONGA FIRE PROTECTION DIST.01995-2019 Gladwell Governmental services,Inc(909)3373516 all rights reserved
Do not duplicate or distribute without prior written permission
Adopted:8120/2025