Oregon Administrative Rules › Chapter 166 - SECRETARY OF STATE, ARCHIVES DIVISION › Division 150 - COUNTY AND SPECIAL DISTRICT RETENTION SCHEDULE › Section 166-150-0115 - Fire and Emergency Medical Services

Current through Register Vol. 63, No. 7, July 1, 2024
(1)
Activity Reports, Fire and Emergency
			 Medical Services (EMS)
Individual Shift, project, or other activity
			 reports or logs filed on a daily, weekly, monthly, or similar basis. Useful for
			 reference, performance monitoring, compiling annual reports, planning and
			 budgeting, and briefing subsequent shifts. Information usually includes name,
			 shift, date, description of activities, and various statistical categories for
			 tracking department emergency responses, training, public outreach,
			 inspections, maintenance, and other work. (Minimum retention: 2
			 years)
(2)
Ambulance Licensing
			 Records
Records documenting application by the agency to the Oregon
			 Health Division for licenses to operate ambulances. May also include records
			 related to applications submitted to the agency by private ambulance services
			 for operation in areas that have ordinances regulating ambulance services as
			 defined in ORS 823.220. Records often include
			 applications, licenses, affidavits of compliance, certificates of insurance,
			 bonds, and related documents. Information includes name and address, person, or
			 company, and a description of the ambulance, including make, year, registration
			 number, as well as related data. (Minimum retention: 2 years after denial,
			 revocation, or expiration)
(3)
Automobile Display Permits
Permits issued to allow the display of automobiles or any vehicles which carry
			 fuel inside public or commercial buildings. Permits usually include date of
			 display or expiration date, location, name, address, and telephone number of
			 person or organization requesting the permit, conditions related to the
			 display, comments, and other information. (Minimum retention: 2 years after
			 permit denied, revoked or expired)
(4)
Base Camp Expenditure Records
Series documents expenses incurred for operation of base camps. Used to monitor
			 costs of operations and for budget preparation. Contains base camp cost report,
			 unit operational cost report, base camp/food service report, recorder food
			 supplies and staples report, and related records. Includes date, unit, items
			 requested, quantity purchased, cost, and related information. (Minimum
			 retention: 4 years)
(5)
Burning Permits
Permits
			 issued to individuals for open air burning within the area serviced by the
			 agency fire department. Information may include name, phone number, address,
			 amount and location of burn, fire protection equipment and conditions required,
			 date, and signatures of permittee and issuing officer. (Minimum retention: 2
			 years after denial, revocation, or expiration)
(6)
Controlled Substance Inventory and
			 Tracking Records
Series documents the possession, storage, use and
			 tracking of controlled substances purchased by or surrendered to the
			 department, pursuant to  21
			 CFR 1304.04. Records may include but are not
			 limited to logs; inventory reports; sign-in, sign-out sheets; substance
			 administration data; and substance name, quantity, manufacturer, and expiration
			 dates. (Minimum retention: 3 years, or until superseded, whichever is
			 longer).
(7)
Emergency
			 Equipment Procurement Case Records
Series is used to record information
			 on the use of civil defense equipment from the federal government by the
			 county. Contains loan agreement, project application, procurement agreement,
			 transfer order, and transfer report. Includes date, type of equipment,
			 equipment numbers, location, reason for loan, maintenance information, and
			 related information. (Minimum retention: 3 years after equipment returned or
			 disposed of)
(8)
Emergency
			 Medical Incident Records
Records documenting services provided by the
			 agency fire and emergency medical services department to sick or injured
			 people. May include pre-hospital care reports, medical aid liability release
			 forms, and related documents. Information often includes name and address of
			 patient, location of incident, description of illness or injury, actions taken,
			 and related data. (Minimum retention: 10 years)
(9)
Explosives Storage and Use
			 Permits
Records documenting the issuance of permits authorizing the use
			 of explosives for construction and demolition projects, fireworks, theatrical
			 pyrotechnics, and other applications. Records may include permits,
			 applications, insurance verifications, and related documents. Information often
			 includes name and address of permittee, location of use, amount and type of
			 explosives used, conditions, and related data. (Minimum retention: 2 years
			 after permit denied, revoked, or expired)
(10)
Fire and Security Alarm System
			 Records
Records documenting the agency fire department role in issuing
			 permits, testing, and maintaining fire and security alarms that connect to an
			 agency alarm system. May include permits, applications, malfunction reports,
			 maintenance reports, and related documents. Permit information often includes
			 name and address of property owner, name and address of company installing the
			 system, permit number, alarm location, and date. Maintenance information often
			 includes date, malfunction (if any), tests conducted, corrective actions taken,
			 location of alarm, and related data. (Minimum retention:
(a) Permit records: 2 years after expiration
(b) Other records: 2
			 years)