IMT Instructions for Fire Incident Records Management

Federal interagency policy for organizing and maintaining fire incident
records has changed. IMTs can find complete information and a variety of
tools to manage fire incident records at the NIFC website
<http://www.nifc.gov/policies/records/index.html>. A summary of
requirements, guidance and tools follows:

**[Retention Guidance]{.underline}**

Found under ***"Agency Policy and Guidance"*** on the NIFC
website***,*** this one-page reference sheet shows what documents have
Permanent value and will be transferred to the National Archives.
Permanent documents are compiled at the close of the incident into the
"***Incident History File"*** (IHF).

# Incident History File

-   IMTs will create an ***Incident History File*** (IHF) to present to
    the host unit [at close of incident]{.underline}.

-   Planning Section gathers the *Permanent* records from the various
    sections/units where generated to assemble the IHF (see ***Retention
    Guidance*** to identify IHF contents).

-   Permanent maps should be [folded flat]{.underline} and boxed with
    the rest of the IHF.

-   File the IHF at the front of the first box of records or in a
    separate box(s) labeled as "*[Permanent Records, Incident History
    File]{.underline}*" when documentation is handed off to the host
    unit.

-   In event of multiple team transitions, incident records should
    remain at the ICP so the IHF can be assembled by the final IMT and
    handed off to the host unit at incident closeout.

# Graphic Examples for File Organization

-   IMTs can download ***Graphic Examples for File Organization*** from
    the IMT tools section on NIFC website.

-   Use these graphic examples (along with the ***Final Documentation
    Index***) as a guide for setting up documentation to minimize
    problems for incoming teams and to simplify post-incident use.

-   Distribute graphics or the *Final Documentation Index* to each
    section to help organize records.

# IMT Filing Labels

-   Filing labels that mirror the *Final Documentation Index* can be
    downloaded at the NIFC website.

-   Labels are color coded by functional unit. They can also be printed
    in black and white.

-   **Permanent** documents are marked "PERM IHF" for identification
    when the IHF is assembled.

-   **Sensitive/confidential** documents are marked "CONFIDENTIAL" and
    should be handed off to the appropriate unit official at close of
    incident.

-   Labels are available in two sizes. The 1/5 cut label fits the 1 ¾"
    plastic label tabs that come with most hanging file folders. The 1/3
    cut label fits non-hanging file folders and uses a 3 ½" plastic
    label tab. Specifications are shown below for ordering stock (other
    brands compatible with Avery will also work):

    -   1/5 cut -- Avery #5167/8167 mailing labels ½" x 1 ¾", 80/page in
        4 columns

    -   1/3 cut -- Avery \# 8366 filing labels 11/16" x 3 7/16", 30/page
        in 2 columns

-   Tips for use and formatting of labels:

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-   Download from NIFC site to computer file BEFORE printing labels.

-   Practice first on plain paper. Hold up to light against label stock.
    If misaligned, try adjusting top and left margins by going to
    **File, Page Setup, Margins.**

-   Inkjet ink runs if labels get wet. If wet conditions are
    anticipated, print out sets of labels on a laser printer
    pre-incident.

**[Organizing Documents in the Files]{.underline}**

-   File documents into standard (non-hanging) file folders and [label
    those file folders]{.underline}.

-   Place labeled file folders [inside]{.underline} labeled hanging
    files in plastic bins.

-   Stackable plastic storage bins that accommodate hanging files with a
    hinged, interlocking lid are recommended for incident records. These
    can be reused for other incidents.

-   **[DO NOT]{.underline}** leave any [empty]{.underline} pre-labeled
    folders in the documentation package when turned over to the host
    unit. Remove file folders if not used!

-   The host unit will be transferring the records to the Federal
    Records Center (FRC) when they have no further business need for
    them. This process makes it easier to repackage the records for
    transfer..

**[Final Documentation Index/Box Indexes]{.underline}**

-   Two types of indexes are available to IMTs on the NIFC website.

-   The ***Final Documentation Index*** can be used both to organize
    records on the incident and as the final index. When a document is
    present, it can be checked off. The box \# identifies the location
    of a record when there are multiple boxes. Place it in the front of
    Box #1.

-   The ***Box Indexes*** are intended to be photocopied on card stock.
    They slip inside the front of each plastic bin and the contents of
    each box can be easily seen. A *Box Index* has been created for the
    IHF and for each functional section. Contents can be checked off
    when present, or the indexes can be easily edited in Word format as
    needed..

**[Records Kit Contents]{.underline}**

-   Refer to the "Records Kit Contents" list available at the NIFC
    website to assemble a local pre-incident records kit or to acquire
    the needed supplies through Procurement on an incident.

-   Not all incidents will use all the file labels. Suggest pre-printing
    labels and use as needed.

**[Financial and Confidential Records]{.underline}**

-   Except for the ***Final Cost Summary***, [don't mix]{.underline}
    Finance Section records with other records. Host unit will transfer
    separately to FRC under General Records Schedule (GRS6/1a) when
    there is no further business need.

-   Sensitive/confidential records covered by privacy acts (including
    the Health Insurance Portability and Accountability Act -- HIPAA)
    **must be protected**. SS#s, TIN#s, personal information, phone
    numbers/addresses cannot be left in the documentation package. Hand
    off to the appropriate agency official at the host unit.

-   Original ***Patient Evaluation (PE)*** forms should be given to
    employee with instructions that it be given to their employer. The
    PE retained by the Medical Unit MUST be protected for duration of
    incident. [Post-Incident, additional copies of PE should be
    destroyed by Medical Unit or the incident agency]{.underline}. **[Do
    NOT leave in incident documentation package]{.underline}**.