HomeMy WebLinkAbout14-050 - Resolutions RESOLUTION NO. FD 14-050
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO CUCAMONGA, CALIFORNIA, APPROVING THE
AMMENDED RECORDS RETENTION SCHEDULE FOR THE
FIRE PROTECTION DISTRICT
WHEREAS, it has been determined that the City records listed in Exhibit A, attached, 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 are responsible for each record series
and reviewed, approved and recommended the additions to the Retention Schedule for that
Department/Division-, and
WHEREAS, the City Attorney's Office has determined that each recommendation is
legally compliant;
NOW, THEREFORE, the City Council of the City of Rancho Cucamonga does hereby
resolve as follows:
SECTION 1: That the proposed addition to the records retention schedule
included in Exhibit"A"attached hereto and made a part here of are
approved.
SECTION 2: That the City Clerk shall certify to the adoption of this resolution,
and thenceforth and thereafter the same shall be in full force and
effect.
Resolution No. FD 14-050 — Page 1 of 24
PASSED, APPROVED, AND ADOPTED this 3rd day of December 2014.
AYES: Alexander, Kennedy, Michael, Spagnolo, Williams
NOES: None
ABSENT: None
ABSTAINED: None
V
De`�nni M ael, Preside
ATTEST:
a ice C. Reynolds, Sec tary
I, JANICE C. REYNOLDS, 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 31 day of December 2014.
Executed this 41 day of December 2014 at Rancho Cucamonga, California.
/]� f, A2, /
ice C. Reynolds, Secre ary
Resolution No. FD 14-050— Page 2 of 24
FIRE DISTRICT
UPDATED RECORDS RETENTION SCHEDULE
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr) M+MFR Copy
S=Scan
FIRE ADMIN. FR-001 EMS REPORTS/ R. 1 YEAR 9 YEARS 10 YEARS Y SHRED O
Adults PPR
DEFINITION: EMS reports which affect only adults, 18 years of age or older.
CITATION: Department Preference; law requires 7 years for clinics, health facilities, hospitals, adult day health care centers,
and in-home skilled nursing services and is actually based up "if the licensee ceases operations"; Statute of
Limitations for health providers in 3 years; 10 years is recommended by AHIMA for "health care providers",
California Healthcare Association recommends Acute Care Facilities retain adult records for 10 years following
discharge; Juvenile records are required until patient becomes 18 years old; statewide guidelines propose 3 years;
HIPAA provides privacy regulations for patient's health records; CCP §340.5, GC §34090; H&S § 123145
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record I=Import Method Or
Record Code Name or Mfr) M+MFR Copy
S=Scan
FIRE ADMIN. FR-002 EMS REPORTS/ MGR. 1 YEAR 20 YEARS 20 YEARS SHRED O
Under 18 or PPR
re nant
DEFINITION: EMS reports which affect one or more patients under the age of 18 or pregnant.
CITATION: Department Preference; law requires 7 years for clinics, health facilities, hospitals, adult day health care centers,
and in-home skilled nursing services and is actually based up "if the licensee ceases operations"; Statute of
Limitations for health providers in 3 years; 10 years is recommended by AHIMA for "health care providers",
California Healthcare Association recommends Acute Care Facilities retain adult records for 10 years following
discharge; Juvenile records are required until patient becomes 18 years old; and then has a 2-year statue for
personal injuries; statewide guidelines propose 3 years; HIPAA provides privacy regulations for patient's health
records: CCP §340.5 GC
Resolution No. FD 14-050 — Page 3 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Offsite,OD Retention Record I=Import Method Or
Record Code Name or Mir, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-003 FIRE INCIDENT MAG, WHEN NO DATABASE WHEN NO Y S/I DESTROY O
REPORTS MFR, LONGER IS ORIGINAL LONGER PAPER
OD, PPR NEEDED NEEDED AFTER
IMAGED
DEFINITION: All records of emergency response to incidents.
CITATION: The database is the original and can create reports on demand (Preliminary documents); GC §34090 et seq.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record FR-004 Code Name or Mfr, P) M+MFR Copy
S=Scan
STATE OF FR-004 FIRE INCIDENT MAG INDEFINITE INDEFINITE Y O
CALIFORNIA RMS DATABASE
DEFINITION: Original record of emergency response to incidents.
CITATION: Database in interrelated, GC §34090 et seq.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Orig( an I
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-005 FIRE INVEST- MAG, ACTIVE P P S/I Y O
IGA TION MFR., PLUS ONE
REPORTS/
EVIDENCE: OD, PPR YEAR
ARSON,
CAPITAL
CRIMES
DEFINITION: Fire Investigation Reports of structure fires that resulted in death or were caused by arson. Or which the Fire
Chief has deemed "historical".
CITATION: No Statute of Limitation on Capital Crimes; Arson sentences vary between 3 years to life, depending upon the
circumstances; CDF recommends Act + 10 years: California Fire Code requires 3 years; PC §§451 et seq., 799,
GC §34090, UFC §104.3.2, §104.3.4, GC §34090
Resolution No. FD 14-050 — Page 4 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site,OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-006 FIREINVEST- MAG, ACTIVE P P S/I Y O
IGA TION MFR., PLUS ONE
REPORTS/
EVIDENCE: OD, PPR YEAR
OTHER THAN
ARSON,
CAPITAL
CRIMES
DEFINITION: Fire Investigation Reports of structure fires with one of the following occupancies: Multi-family residential,
commercial or industrial.
CITATION: CDF recommends ACT + 10 years; California Fire Code requires 3 years; PC§§451 et seq., 799, GC §34090, UFC
§104.32, §104.3.4 GC
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site,OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-007 EOC Activations, MAG, MIN.2 YRS. MIN. 2 YRS O
After Incident PPR
Reports
DEFINITION: Documentation from Emergency Operation Center(EOC). Activations for disaster recovery purposes; to include
areas of improvement from after action reports.
CITATION: Department Preference; GC§34090 et seq.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record [=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-008 Fit Testing MAG, Separation + 2 30 years Separation O
(Breathing PPR years + 30 years
Apparatus
Clearance
DEFINITION: Qualification required for use of self-contained breathing apparatus and additional EMS respirators.
CITATION: Department Preference; Claims can be made for 30 years for employee's toxic substance exposure; 8
CCR§3204(d)(1) et seq., GC §§12946, 34090
Resolution No. FD 14-050 — Page 5 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record l=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-009 HIPPA Policies MAG, Inactive + 6 Inactive+ 6 S Scan and O
and Procedures PPR, years years destroy
(Health
Insurance ODS paper after 1
Portability and PPR year
Accountability
Act
DEFINITION: Definition—Policies and procedures In place to ensure patient confidentiality and the security of healthcare
information according to the Health Insurance Portability and Accountability Act
CITATION: Department Preference: GC 34090
Records Media Active Inactive Total Vital Image: Destruction Archive Original
Office Record Description/ Code (Offsite, OD Retention Record I=Import Method Or
Of Title Code Name or Mfr, P) M+MFR Copy
Record S=Scan
FIRE ADMIN. FR-010 ISO insurance MAG, 15 Years 15 Years S/1 Yes: When O
Ratings PPR, Inactive
OD,
PPR
DEFINITION: Documentation relating to the ISO evaluation process.
CITATION: Department Preference (rated every 10 years); GC§34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Offsite,OD Retention Record 1=Import Method Or
Record Code Name or Mfr,P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-012 Logs: Dairy MAG, Minimum 2 Minimum 2 N O
Staffing, PPR, Years Years
Gasoline
Facility, etc. _
DEFINITION: Database is original record of daily staffing and fuel tracking system.
CITATION: Preliminary documents; GC§34090 at seq.
Resolution No. FD 14-050 — Page 6 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Offsite, OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-013 OES/FEMA/ MAG, Current Fiscal Payment+ 5 Payment + 5 N O
Mutual Aide PPR, Year Years Years
Reimbursements
(Strike Team
Incidents
DEFINITION: Records of reimbursement requests and receipts for OES/FEMA/Mutual Aid use of Fire District resources and
overhead costs for emergencies during times of severe wildfire conditions and other emergencies.
CITATION: Department preference to meet auditing standards; GC §34090 at seq.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site,OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-014 Standard MAG, Current Superseded Superseded Yes: Sit No O
Operating MFR, + 2 years + 2 years Until
Procedures/Pollcy
and Procedure OD, Super-
Manual PPR seded
DEFINITION: Documents created to guide operating policies and procedures
CITATION: Department Preference; Statue of Limitations for Health Providers in 3 years; CCP §340.5, GC §34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-015 Statist/cal MAG, P P Database Y O
ReporVRun PPR Is Original
Statistics
DEFINITION: Documents created from incident reports to illustrate emergency response statistics.
CITATION: Considered a preliminary draft/copy (the JPC's database is the original); GC§34090 et seq.
Resolution No. FD 14-050— Page 7 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-016 U.G.Storage MAG, P 7 years Total No Y O
Tanks(Fire Dept. PPR
Owned)-UST
Monitoring and
Maintenance,
Release Detection
Systems,
Cathodic
Protection
Maintenance
Records
DEFINITION: Records related to the various monitoring systems, monitoring programs, and maintenance associated with the
Fire District's Underground Storage Tanks.
CITATION: Monitoring and Maintenance records are required on site for 3 years, 6 '/] years for cathodic protection
maintenance, 5 years for calibration and maintenance of release detection systems; 23 CCR 2712(b) H&S§
2528A(i)
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-017 Budget(Final) MAG, P P S Yes: Scan Y O
MFR,OD, and destroy
y
paper after 2
ears
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: Department Preference; GC §34090 et seq.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description) Code (Offsite,OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-018 Bum Permits PPR 1 to 3 years 1 to 3 years O
DEFINITION: Authorization for outdoor burning conducted in accordance with the Fire Code.
Resolution No. FD 14-050 — Page 8 of 24
CITATION: CDF recommends 1 year without a citation, 3 years with a citation; GC §34090.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record [=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FIRE ADMIN. FR-019 Employee MAG, 3 years 3 years O
Applications 6 PPR
Recruitment Files
DEFINITION: Records pertaining to recruitment for specific job classifications within the FR District. Includes job
announcements, employment applications of candidates, test and interview materials, rating sheets.
CITATION: Department Preference; EEOC/FLSA/ADEA (Age) requires 1-3 years; State Law requires 2-3 years; 29 CFR 1602 et
seq. & 1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), CCR§11040.7(c), GC §§12946, 34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
CITY CLERK FR-020 Fire District MAG, 1 year 1 year Y S Scan/Recycle O
Board-Agendas 8 PPR,OD, after 1 year
Agenda Packets PPR
DEFINITION: Original full agenda packet for FR District Board and Sub-Committees
CITATION: GC §34090 et seq.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record l=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
CITY CLERK FR-021 Fire District— MAG, P P Y S NO Y O
MINUTES PPR,OD,
PPR
DEFINITION: Original Minutes of meetings for FR District Board and Sub-Committees
CITATION: GC §34090 et seq.
Resolution No. FD 14-050 — Page 9 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site,OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
CITY CLERK FR-022 Fire District MAG, P P Y S NO Y O
Resolutions PPR,OD,
PPR
DEFINITION: The Original Resolutions adopted by the FR Board.
CITATION: GC §34090 et seq.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
CITY CLERK FR-023 Recordings or Tape 5 years 5 years Y Recycle N C
Meetings-Audio (Mag)
Recordings/Tapes
or CD's
DEFINITION: Audio tapes of FR Board meetings used for transcription purposes only to create the official written minutes of
the meetings. (Considered a duplicate record)
CITATION: Department Preference; State law only requires for 30 days; GC §54953.5(b)
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/Admin. FR-024 Grants MAG, 2 years 2 years O
(UNSUCCESSFUL PPR
Applications,
Cortes ondence
DEFINITION: Original grant applications and subsequent correspondence.
CITATION: GC §34090
Resolution No. FD 14-050 — Page 10 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/Admin. FR-025 Grants MAG, 2years After funding After O
Reimbursable PPR agency audit, if funding
Claims/ required—
Subventions MINIMUM 5 agency
(SUCCESSFUL YEARS audit, if
Reports, other required -
Records required minimum 5
to pass the
funding agency's years
audit,if required)
DEFINITION: Original Grant Records for grants administered by the FR Protection District.
CITATION: Meets auditing standard; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin.
Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or
subgrantee; statewide guidelines propose 4 years; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 FR 85.42,
91.105(h), 92.505, & 570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB
Circular A-133; GC
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/Admin. FR-026 Lawsuitsi MAG, Final 5 years When no Yes: S Yes: Scan O
Litigation PPR,OD, Resolution longer Until and destroy
PPR Resolu-
required — paper after 5
minimum 5 tion year
years after
resolution
DEFINITION: Lawsuits filed against the FR Protection District.
CITATION: Department Preference; Covers various statute of limitations; CCP §§337 et seq; GC §§911.2, 945, 34090,
34090.6; PC §832.5
Resolution No. FD 14-050 — Page 11 of 24
Office Record Records Media Active InactiveTotal Vital Image: Destruction Archive Original
Of Title Description/, Code (Off-Site, OD Retention Record 1=Import Me thod Or l
Record Code Name Or MFR, P) M+MFR Copy
S=Scan
Fire/Admin. FR-027 Public Education MAG, When no When no O
PPR longer required longer
- Minimum 2 required-
years minimum 2
ears
DEFINITION: Logs created to track public education programs and pre4post-test evaluations.
CITATION: Department Preference; GC
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description) Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/Admin. FR-028 volunteer MAG, Active + 2 Active+ 2 O
Records PPR Years Minimum years
Minimum
DEFINITION: Records pertaining to volunteer recruitment, applications and activity logs.
CITATION: Active until volunteer leaves/terminates. GC §6254, CCC §1798
Office Record Records Media Active Inactive Total vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record InImport Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/Admin. FR-029 Juvenile Fire MAG, 1 year 15 years 15 years Shred when 0-
Setter PPR,OD
Intervention Case inactive
Records
(including intake
Forms,
Participation
Release forms,
case summaries,
homework
assignments,etc)
DEFINITION: Records of juvenile fire setter intervention assessment interviews and disposition of contract with juvenile and
guardian.
CITATION: CDF recommends Act+ 10 years (up to juvenile's 1811 birthday); California Fire Code requires 3 years; PC §§451
et seq., 799, GC §34090, UFC §104.3.2, §104.3.4, GC §34090
Resolution No. FD 14-050 - Page 12 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Dept.that FR-030 Correspondence. MAG, 2 years 2 years Shred
Authors Document ROUTINE(e.g. PPR
Or receives the Administrative,
Chronological,
Authority's Original General Files,
Document Letters, Memos,
Misc. Reports,
Press Releases,
Public Records
Requests,
Reading File,
Wor*lng File,etc.
DEFINITION: Routine Correspondence
CITATION: GC §34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
City Clerk FR-031 Mutual Aid Mag, Copies— C
Agreements,Joint Mfr, OD, When no
Power Authorities
Ppr longer
required
DEFINITION: Duplicate documents of agreements. Original maintained by City Clerk.
CITATION: GC§34090.7
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/Batalion FR-032 Apparatus 6 Mag, Ppr 3 years 3 years Y
ChiefslOperations equipment
Records&
Testing: Hose
Records, Ladder
Testing,etc.
DEFINITION: Yearly reports kept on opacity testing,smog testing, pump testing, ground and aerial ladder testing, and all
service maintenance reports.
Resolution No. FD 14-050 — Page 13 of 24
CITATION: Department Preference; Statute of Limitations for Health Providers is 3 years; OSHA requires 1 year; State
requires 2 years; Statewide guidelines proposes 2 years; 8 Cal Code Reg. §3203(b)(1), CCP§340.5 GC §34090
Office Record Records Media Active Inactive I Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FirelBatalion FR-033 Station Log Mag, P P S/I No
Chiefs/Operations Books(rntFires
—kept at Fire Mfr, OD,
Stations) Ppr
DEFINITION: Logs created by Fire Captains at each fire station, detailing all activity and calls for service for a particular day.
CITATION: Retained for historical and administrative value; GC §34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FirelBatalion FR-034 Target Mag, Ppr 3 years 3 years
Chiefs/Operations Hazards/Pre-
Incident Planning
DEFINITION: Plans and supporting documents intended to direct responder operations during emergency Incidents at high
value facilities.
CITATION: Department Preference; GC §34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Offsite, OD Retention Record 1=Import
Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FirelBatalion FR-035 Material Data Safety Mag, 30 years 30 Years I S Yes (when
Chiefs/Operations Sheet Ppr, Mfr, inactive)
(MSDSychemtcal OD
Use Report Form(or
records of the
chemical/substancel
agent, where 8
when It was used.
DEFINITION: Material Safety Data Sheets submitted to the FR Safety division for developments within the city
CITATION: Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the
chemicallsubstancelagent, where & when it was used is maintained for 30 years: Applies to qualified employers;
8 CCR 3204(d)(1)(A) et seq. (b)(2)
Resolution No. FD 14-050 — Page 14 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site,OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/Batalion FR-036 Vehicle Safety Ppr 2 years 2 years
Chiefs/Operations ChecksiDally
Vehicle
Inspections/Dally
E ul ment Checks
DEFINITION: Daily forms are completed by the Engineer each day and forwarded to the Fire Shop.
CITATION: GC §34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site,OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Lead Dept. FR-037 Agreements(ALL Mag, Expiration + Expiration + Yes: S/1 Yes: 10
NON" Ppr, Mfr, 10 years 10 years Before Years after
INFRASTRUCTURE) OD Comp- Agreement
Agreement includes p" g
all contractural letion expires
obligations
(SpecficationsiScope
of Work,Insurance
Certificates,etc.)
Examples of Non.
Infrastructure:
Consultants,
Franchises,
Landscaping,
Painting,Paving,
Slurry Seals, Tree
Trimming, Leases,
Personnel,
Professional
_ Services,etc.
DEFINITION: Agreements (ALL NON-INFRASTRUCTURE)Agreement Includes all contractual obligations (Specifications/Scope
of Work, Insurance Certificates, etc.) Examples of Non-Infrastructure: Consultants, Franchises, Landscaping,
Painting, Paving, Slurry Seals, Tree Trimming, Leases, Personnel, Professional Services, etc.
CITATION: Covers E & O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards
= 4 years, Wrongful Death= Comp. +5 years, Developers=comp. +10 years; Statewide guidelines propose
termination + 5 years; CCP §§336(a), 337 et. Seq., GC §34090
Resolution No. FD 14-050 — Page 15 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Lead Dept. FR-038 Agreements Mag, Completion P P Yes S
(INFRASTRUCTURE Ppr, Mfr,
orlmaged OD
Contracts)
Agreement includes
all contractural
obligations(e.g.
Amendments, Scope
or Work or
Successful
Proposal) Eramp/es
oflnfrastructure:
Architects,
Buildings, etc.
DEFINITION: Agreements (INFRASTRUCTURE or Imaged Contracts)Agreement includes all contractural obligations (e.g.
Amendments, Scope of Work or Successful Proposal) Examples of Infrastructure: Architects, Buildings,etc.
CITATION: Department Preference; All infrastructure, JPA's & mutual aid contracts should be permanent for emergency
preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by
law; CCP §§337.337.1(a), 337.15, 343; GC §§34090, Contractor has retention requirements in 48 CFR 4.703
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/COPA FR-039 Correspondence Mag, Ppr 5 years 5 years
with Regulatory
A enc/es
DEFINITION: Any correspondence to or from a Local, State or Federal Regulatory Agency (such as County of San Bernardino
Fire Dept., ICEMA, Southern California Air Quality Management District, OSHA, etc.).
CITATION: Department Preference; GC §34090.
Resolution No. FD 14-050 — Page 16 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/CUPA FR-040 emergency Mag, When When S/l Yes: After
Response Plans/ Ppr, OD Superseded Superseded Superseded
Disaster Minimum 2 Minimum 2
Preparedness
Manuals etc. years years
DEFINITION: Plans, policies and procedures required by Federal and State Agencies; to include Local Hazard Mitigation,
Emergency Operations Plans and Continuity of Government Plans
CITATION: Department Preference; (Plans are revised every 3 years); GC §34090 et seq.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
FireICUPA FR-041 Hazardous Materials Mag, Ppr 5 years 5 years after
removal of
hazardous
materials
DEFINITION: Those chemicals or substances which in certain quantities pose a physical or health hazard to persons or the
environment.
CITATION: Department Preference; GC§34090 at seq.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/CUPA FR-042 Industry Files Mag, Ppr 5 years 5 years
(Includes original
Maps and Plans, Haz
Mat Res onsas I r
DEFINITION: Plans, policies and procedures required by Federal and State Agencies; to include Local Hazard Mitigation,
Emergency Operations Plans and Continuity of Government Plans
CITATION: Department Preference; GC§34090 at seq.
Resolution No. FD 14-050— Page 17 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/COPA FR-043 Notice of Violation Mag, 5 years 5 years from Yes S/I Yes:
(Except UST Ppr, Mfr, date of After QC
Violations resulting
In a release-see OD Notice of Complaint Is
Site Mitigation) Violation resolved
DEFINITION: A written report of corrections needed in order to be in full compliance with the applicable codes and standards.
CITATION: Department Preference; GC §34090 at seq.
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Offsite, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/CUPA FR-044 Site Mitigation Mag, P P Y S/I No
(Contaminated Soil, Ppr, Mfr,
UST Violations OD
resulting in a
release, Site
Assessment and
Remedial Action
Records, etc)
DEFINITION: Contaminated Soil, UST Violations resulting in a release, Site Assessment and Remedial Action Records, etc.
CITATION: Department Preference; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et
seq., GC §§12946.34090
Office Record Records Media Active Inactive Total Vital Image: 1 Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Building& FR-045 Sprinkler Plans Mag, P P Y S/1 No
Safety Fire Ppr, Mfr,
Construction OD
Services I :[- I
DEFINITION: Drawings and supporting documentation for the purpose of designing and installing water-based fire protection
systems.
Resolution No. FD 14-050 — Page 18 of 24
CITATION: Department Preference; GC §34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/COPA FR-046 oil Well Locations, Mag, P P Y S/I No
Oil well Ppr, Mfr,
Abandonments OD
DEFINITION: Locations where equipment is or was previously installed for the purpose of extracting oil and gas products from
the ground. Abandonments are locations that are no longer in use.
CITATION: Department Preference; GC §34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/CUPA FR-047 Underground Mag, P P Y S/I No
Storage Tanks(UST) Ppr, Mfr,
Regulatory Records OD
b address
DEFINITION: Documentation pertaining to underground storage tanks and the applicable regulations.
CITATION: Department preference; UST owners are required to keep Monitoring and Maintenance records on site for 3
years, 61/2 years for cathodic protection maintenance, 5 years for calibration & maintenance of release detection
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Slte, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/ FR-048 Abatement, Mag, Ppr 3 years 3 years Yes, until
Prevention Residential(Brush& Resolutio
Inspections)
n
DEFINITION: Removal and maintenance of weeds, brush (chaparral), and other combustible vegetation in accordance with the
provisions of the Fire and Municipal Codes.
CITATION: Department preference to match fire code violations and allow the removal and puring of these records in the
event the address fil is too large; unsigned documents are maintained in the MRMS system and signed (final)
hardcopies are in the file; Public Works performs abatement and would attach liens if required; GC §34090.
Resolution No. FD 14-050 — Page 19 of 24
Office Records Media Active Inactive Total Vital Image: Destruction Archive Original
Record Description/ Code (Off-Site,OD Retention Record 1=Import Method Or
Of Title Code Name or Mfr, P) M+MFR Copy
Record S=Scan
Fire/ FR-049 AddressFlles/Fire Mag, Life of the Life of Yes (all) S/I P Y
Prevention Prevention Flies- Mfr, OD, Building Building
Commercial,Tenant Ppr
Improvements Apartments,
Condos,Residential(Plan
Checks,Hazmat Business
Plans,violations,Flame
Retardance Certificates,
Sprinkler Plans,Statement
of Intended Use,Floor Plan
Drawings,etc.)
DEFINITION: See Records Description
CITATION: For disaster preparedness; GC §34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/ FR-050 citationsiNotices or Mag, 3 years 3 years S/I Yes: After
Prevention violations Mfr, OD, Q/C
P r
DEFINITION: A written report of corrections needed in order to be in full compliance with the applicable codes and standards.
Citations include monetary fines.
CITATION: California Fire Code required 3 years; Allows for the removal and purging of these records in the event address
file is too large; CFC §104.3.2; GC §34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Resolution No. FD 14-050 — Page 20 of 24
Fire/ FR-051 Fire code Mag, Ppr Date of the Date of Until
Prevention Permits/Special Event+4 the Event Event is
Event Permits
(assembly permits, years +4 years Complete
candle permits, tent d or
permits, fire hydrant permit
use, open flame,
pyrotechnic permits, expires
etc.
DEFINITION: See Description Above
CITATION: Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4
years; GC §34090, CCP §§337.343
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record I■Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/ FR-052 Fireworks Permits Mag, Ppr Date of the Date of Yes;
Prevention Event+ 5 the Event Until
years +5 years event is
conclude
d
DEFINITION: Records of permit application, permit, insurance certificate, site plan and fireworks Inventory.
CITATION: GC§34090; CFC §§104.6-104.6.4
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Offsite, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire FR-053 Cucamonga valley Mag, Ppr Test Date+ 5 Test Date Yes: Until
Construction Water District years + 5 years event is
Services Fireflow resting concluded
DEFINITION: Testing done by CVWD to determine the quantity and pressure of the water available in the water district's
delivery system for fire fighting purposes.
CITATION: Department Preference to allow the removal and purging of these records in the event the address file is too
large; Fire Code requires 2 years; GC §34090: UFC §10-2-5.7
Resolution No. FD 14-050 — Page 21 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire FR-054 Pun Checks Mag, Ppr Copies 2 years C
Construction minimum
Services
DEFINITION: Review by District personnel, District contracted personnel, or Fire Construction Services to determine whether
submitted plans are in compliance with the applicable codes and standards.
CITATION: Department Preference; GC §34090.7
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/ FR-055 Smoke Alarm and Mag, Ppr Life of the Life of
Prevention Carbon Monoxide Alarm + 10 the Alarm
Alarm Installation
Waiver Forms years + 10
ears
DEFINITION: Records of signed waiver forms when residential smoke alarm is provided and/or installed.
CITATION: Manufacturer states that Smoke Alarm has 10-year lifespan.
Office Record Records Media Active Inactive Total vital Image: Destruction I Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/ FR-056 career File: Mag, Separation + Separation + Separation Sill Yes: When
Training Department-level Mfr, OD, 5 years 7 years + 7 years Active
Employee Training
File(Includes all Ppr
certificates-DMV DL
_170,etc.
DEFINITION: Records of employee's training, Including certificates of completion and certifications
CITATION: Department preference (HR Is OFR); State & Federal laws require 2-3 years; OSHA requires 5 years for safety
records; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29
CFR 1602.31 & 1627.3(b)(ii), 29 CFR 1904.33, 29 CCF 1904.44; LC §6429(c), 8 CCR§3203 et seq., 8 CCR §3203 et
seq., 8 CCR §3204d)(1) et seq., 8 CCR 14300.33(a); GC §§12946, 34090
Resolution No. FD 14-050 — Page 22 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Offsite,OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/ FR-057 Career File: Mag, Ppr Separation Separation
Training Equipment
Assignments
Turnouts,etc.
DEFINITION: Records of employee's training, including certificates of completion and certifications.
CITATION: CHP requires life of vehicle; OSHA requires 1 year; 8 Ca. Code Reg. 3203(b)(1) ; GC K34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record ]=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/ FR-058 Equipment and Mag, Ppr Life of Life of
Training Vehicle Maintenance Equipment Equipment
History or Vehicle + or Vehicle
2 years + 2 years
DEFINITION: Records of preventative maintenance, smog and opacity inspections, unscheduled repairs and dielectrical
certification.
CITATION: CHP requires life of vehicle; OSHA requires 1 year; 8 Ca. Code Reg. §3203(b)(1); GC §34090
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Offsite, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/ FR-059 Unpaid Fire Mag, Ppr Date of the Date of the
Finance inspection and Fire NPD NPD
Permit Fees (Invoice) + 3 (Invoice) +
ears 3 years
DEFINITION: Fees assessed in accordance with the Fire District's fee resolution for required inspections and permits which
have not been paid in accordance with the District's terms of remittance.
CITATION: Department Preference (sends copies to Cashiering); GC §34090.7.
Resolution No. FD 14-050 — Page 23 of 24
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Off-Site, OD Retention Record I=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/ FR-060 accounts Mag, Ppr Copies— Copies—
Finance Payable/Invoices When No When No
Longer Longer
RE uired I RE uired
DEFINITION: Original Invoice maintained in Finance.
CITATION: GC §34090.7
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Offsite, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Fire/ FR-061 Timesheets Mag, Ppr Copies-1 Copies-1
Finance year year
DEFINITION: Original document maintained in Finance.
CITATION: GC §34090.7
Office Record Records Media Active Inactive Total Vital Image: Destruction Archive Original
Of Title Description/ Code (Offsite, OD Retention Record 1=Import Method Or
Record Code Name or Mfr, P) M+MFR Copy
S=Scan
Human FR-062 Grievances and Mag, Ppr Copies- Copies-
Resources Informal Complaints When no When no
longer longer
required I required
DEFINITION: Original document maintained in Human Resources.
CITATION: GC §34090.7
Resolution No. FD 14-050 - Page 24 of 24
