Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 26 Fire Department Records

 

ACTIVITY REPORT (Item 26-1)

This is a daily and monthly activity report per work shift per officer. It is used to compile annual reports and for planning and budgeting purposes. It usually includes date and fire number; may also show officer's name, shift, vehicle number, case number, and total hours on and off duty.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

BICYCLE REGISTRATIONS (Item 26-2)

These are records relating to the required licensing of all bicycles sold. All cycle dealers are required "to license or arrange to have licensed at time of purchase" all cycles and "to keep records on all cycles sold and to furnish, within thirty days of sale; their respective city or county police department with the name and address of retailer; year and make of cycle; a general description of cycle; frame number; name and address of purchaser" (UCA 11-21-1 (1997)). Bicycle registration may be handled by either the fire or police department.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 12/97)

BURNING PERMITS (Item 26-25)

These are permits issued under Utah Code 11-7-1(2)(a), 65A-8-211(2)(a), 65A-8-211(4)(a), and 65A-8-211(6)(a), and Rule R307-202 to authorize the burning of yard or agricultural waste. Burn permits often are separated into agriculture burns and non-agricultural burns (referred to as open burn permits).

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 7/2012)

BUSINESS INSPECTION RECORDS (Item 26-3)

These files document the fire inspection of all businesses and apartment buildings. They are used to determine compliance to fire codes for fire prevention purposes. They include correspondence, copy of business license, brief history of building, notices of violations, citations, inspection of reports, and various inspection forms.

RETENTION

Retain for 4 years after subsequent report and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

DISPATCH LOGS (Item 26-4)

This is a daily log maintained on all dispatch activity. It is used for budget and planning purposes and to document activities of the dispatch office. It includes names of personnel working, time, shift, and a summary of daily events.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

DISPATCH TAPE RECORDINGS (Item 26-5)

These are twenty-four hour tape recordings of incoming and outgoing telephone or radio calls made to and from the dispatch office. They are used to document the actions of dispatch personnel. The tapes are rotated on a regular basis. Portions of the tapes concerning questionable cases are transferred to cassette tape recordings.

RETENTION

Retain for 30 days and erase provided any questionable actions are transferred to cassette tape.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 12/97)

EMERGENCY MEDICAL EQUIPMENT MAINTENANCE RECORDS (Item 26-6)

These are maintenance records for all fire department emergency medical equipment. They are used to verify that fire equipment has had regular maintenance. They include copies of contracts, maintenance schedules, test protocols, equipment inventory, performance test records, repair records, parts used, and service reports.

RETENTION

Retain for 1 year after equipment is replaced and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

EMERGENCY SERVICES BILLINGS (Item 26-7)

These are billings for transporting patients treated by Emergency Medical Services (EMS) personnel. Patients are billed ambulance costs for transporting to hospital facilities. They include account number, incident number, service date and time, patient information, insurance information, next of kin information, information on responsible party, services provided and charges, signature authorizing insurance payments, and signature of patient or next of kin recognizing financial responsibility.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 12/97)

EQUIPMENT RUN LOGS (Item 26-8)

These logs record information on each run (fire, medical, public assistance) and each apparatus used (ladder, engine, rescue unit) in each station. It is used to compile annual statistical reports for projecting future service, budget needs and planning for future liability. These logs include time of occurence, address, run number, time in service, type of run, and equipment used.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

EVIDENCE LOG (Item 26-9)

This is a log that shows the chain of possession of all evidence gathered by the fire department. The log begins when evidence is gathered and ends when evidence is returned or destroyed. A copy of the log usually becomes part of the investigative file.

RETENTION

Retain for 4 years if not part of case file and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 12/97)

EXPOSURE REPORTS (Item 26-10)

This report is completed when a fire fighter is exposed to toxic fumes, smoke, or chemicals during the course of fire fighting. It is used to verify exposure in case of illness. It includes employee's name, position, station, address where injury occurred, occupancy type, date and time of exposure, incident number, description of exposure, duration of exposure, symptoms present, date and signature of employee, and date and signature of supervisor.

RETENTION

Retain for 30 years after termination of employment (29 CFR 1910.1020(d)(i) (1997)) and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 12/97)

FATAL FIRE INVESTIGATION CASE FILES (Item 26-11)

These case files document all investigations into fires causing fatalities. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake a complete investigation. See also Investigation case files.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 12/97)

FIRE RUN REPORTS (Item 26-12)

These reports document each dispatched fire run. They are used for budget planning, summary reports, and litigation. They include identification number, incident number, alarm time, arrival time, incident type, action taken, cause of fire, address, names of occupant and owner, telephone number, vehicles and crews responding, incident-related injuries or death information, name of officer in charge, and name and position of person completing report.

RETENTION

Retain for 6 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

HOSE TEST REPORTS (Item 26-13)

These reports record tests required annually by fire departments of all fire hoses. They are used to determine whether hoses are in good working condition. They include test date, date previously tested, apparatus number, hose diameter, conditions found, service date, defects corrected, and officer's signature in charge of test.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

HYDRANT MAINTENANCE CARD FILES (Item 26-14)

These card files (or other similar discrete media) document the maintenance of fire hydrants. They are used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include location, notations and dates of annual inspections indicating physical characteristics, operations, flow check, pressure and leakage.

RETENTION

Retain for 1 year after hydrant removed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

HYDRANT MAINTENANCE INVENTORIES (Item 26-15)

These inventories are regularly updated and reprinted to document the maintenance of fire hydrants. They are used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include location, notations and dates of annual inspections, indicating physical characteristics, operation, flow check, pressure, and leakage.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

INVESTIGATION CASE FILES (Item 26-16)

These case files document nonfatal fire investigations. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake investigation. See also Schedule 27, Item 11 "Fatal Fire Investigation Case Files."

RETENTION

Retain for 10 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 12/97)

INVESTIGATION REPORTS (Item 26-17)

These reports are completed daily and monthly on all fire investigations. They are used for investigative purposes and for identifying trends in arson incidents. They include date and time of investigations, fires investigated, cause of fire, whether arrests or convictions are made, time spent in court and/or special investigations, training received, flammable liquid and hazardous chemical incidents, tank inspections, consultations, and any special assignments completed.

RETENTION

Retain for 6 years and then destroy if annual report compiled. If annual report not compiled retain permanently.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 12/97)

PUMP TEST RECORDS (Item 26-18)

These files contain the results of tests conducted on pumping equipment. These annual tests are used to certify pumping capabilities and to check equipment for stability and endurance. They include apparatus number, date tested, station number, where tested, manufacturer's name and number, test results, time taken, and remarks.

RETENTION

Retain for 2 years after equipment replaced and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

QUESTIONABLE CASES DISPATCH RECORDINGS (Item 26-19)

These are audio cassette tapes containing portions of the dispatch activity recordings concerning questionable cases. Twenty-four hour tape recordings are made of all incoming and outgoing telephone and radio calls received by the office. Portions of tapes concerning questionable cases are transferred to audio cassette tapes.

RETENTION

Retain for 2 years after resolution of case and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

SUPERVISED FIRE DRILL REPORTS (Item 26-20)

These monthly report forms are completed on all supervised school and hospital fire drills. They are used to verify fire drills were held and to compile annual reports. They include drill number, date, school or hospital name, grade, fire fighters present, number of students involved, and signature of chief or supervisor.

RETENTION

Retain for 2 years or 1 year after annual report compiled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

TANK APPLICATIONS AND PERMIT RECORDS (Item 26-21)

These files contain applications received by the fire department and permits issued to individuals desiring to store flammable liquid or liquid petroleum. Permits are only issued after inspection and approval of tanks. They include an application form, permit, a sketch or diagram of location along with tank dimensions, and an inspection report.

RETENTION

Retain for 6 years after removal of tank and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

UNAPPROVED TANK APPLICATIONS (Item 26-22)

These are applications received by the fire department requesting a permit to store flammable liquid or liquid petroleum, but were denied after inspection. They include the application form and an inspection report indicating reasons for permit's denial.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

UTAH EMERGENCY MEDICAL SERVICES (EMS) INCIDENT REPORT (Item 26-23)

These report forms record both statistical and patient information on all Emergency Medical Services (EMS) calls received by the fire department. They serve as the medical chart for all persons treated by the department's paramedics. This report is required by law (UCA 26-8-5(5) (1997)) and a copy is submitted to the State Office of Emergency Medical Services for a compliance audit and is retained for 25 years.

RETENTION

Record copy: Retain for 10 years and then destroy.

Duplicate copies: Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 12/97)

UTAH FIRE INCIDENT REPORTING SYSTEM (UFIRS) FORMS (Item 26-24)

These report forms are completed for each fire and are submitted to the State Fire Marshal. The information is then submitted by the State Fire Marshal on computer tape to the Federal Emergency Management Agency (FEMA). The information is maintained permanently by FEMA.

RETENTION

Retain for 6 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)