DISPOSITION SCHEDULE F: FIRE DEPARTMENTS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.
The "retention" column indicates either 1) a limited period after which the records may be destroyed, or 2) the word "Permanent," indicating the records may not be destroyed and must be retained permanently.
Unless otherwise noted, please refer to the following citations for confidentiality restrictions:
(1) Federal Privacy Act of 1974 (Section 7 of Pub. L. 93-579 in Historical Note), 5 U. S. C., § 552a;
(2) Social Security Act, 42 U. S. C. §§ 408(a)(8) and 405(c)(2)(C)(viii)(I);
(3) Family Educational Rights and Privacy Act, 20 U. S. C. § 1232g;
(4) Standards for Privacy of Individually Identifiable Health Information (HIPAA), 45 CFR Section 160 through 164.
For citations (1) and (2), the primary records concerns are redaction of social security numbers and proper disposal of nonpermanent records containing them. The presence of a social security number does not, by itself, render an entire document confidential.
Series Series Title / Description and Confidentiality Status Retention
F.01. Auto Fires 5 years
Fire calls involving motor vehicles rather than structures. Not Confidential
F.02.a Bomb Threat Reports - Identified Until perpetrator reaches age 80*
Bomb threats in which the perpetrator is identified. Not Confidential
F.02.b Bomb Threat Reports - Anonymous 7 years
Bomb threats in which the perpetrator is not identified. Not Confidential
F.03. Complaints File with inspections
Complaints of fire hazards, made to Fire Department. Not Confidential
F.04. E-Bills (Firefighters Hired for Outside Jobs) 2 years
Bills for services of firefighters working temporarily for other employers. Not Confidential
F.05. Equipment Maintenance Records 2 years
Repairs and routine maintenance of departmental equipment, including ladders, vehicles, etc. Records should not be destroyed if a claim against the Department is pending or anticipated, and the records would be needed as evidence. Not Confidential
F.06. False Alarms 2 years
False alarm reports. Not Confidential
F.07. Fire Dispatch Records 6 years
Record of truck(s) dispatched in response to a reported fire. Not Confidential
F.08. Fire Prevention Files (also called Inspection Files) Life of building plus 6 years
Fire inspections on buildings within municipality. Not Confidential
F.09. Fire Prevention Permits Current year
Permits reissued each year for possession of explosives, flammables. Not Confidential
F.10. Forest Fire Reports 3 years
Report of a possible forest fire. Not Confidential
F.11. Form Letter to Owner of Building Where Fire Has Occurred - Obsolete 2 years
Letter sent to the owner of any building where a fire has occurred Not Confidential
F.12. General Notices Permanent
Notices issued to all firefighters by chief. Not Confidential
F.13. General Orders Permanent
Orders issued by the chief to be followed until canceled. Not Confidential
F.14. Investigation Files Permanent
Investigation of fires that have taken place within municipality. Confidential
(Title 16, Section 614)
F.15. Incident Reports 2 years
Answers to alarms. Not Confidential
F.16. Juvenile Fire-Starter Case Files Until former juvenile is 23 years old
Records of juveniles who have started fires, and of steps taken to prevent recurrence. Confidential
(Title 15, Chapter 507, Sub-Section 3308)
F.17. Manpower Reports 10 years
Report of all firefighters on duty and/or responding to calls. Not Confidential
F.18. Monthly Hazard Reports 2 years after expiration
Report of hazards discovered during monthly safety inspections. Not Confidential
F.19. Narrative Reports 6 years
Report on a fire, prepared by the officer in charge. Describes the actions taken and the cause, property owner, dollar loss etc. This is made available to the owner and insurance companies.
. Not Confidential
F.20. Official Reports Other Than Fire 1 year
Reports, such as theft from vehicle, created by Fire Department but not concerning a fire. Not Confidential
F.21. Run Sheets 6 years
Form completed each time a truck leaves the station. Includes ambulances when these are municipally operated. Not Confidential EXCEPT when medical record information would be disclosed (4)
F.22. Sprinkler Records Permanent
Records of sprinkler systems in buildings protected. Not Confidential
F.23. Statistics 1 year
Sent to chief. Not Confidential
F.24. Structure Fires Permanent
Permanent records of fires that have damaged or destroyed buildings. Not Confidential
F.25. Underground Storage Tanks 25 years after removal of tank
All records documenting location, construction, and condition of any underground storage tank (which would generally be used, or have been used, for fuel). Not Confidential
F.26. Woodstove Inspections Until stove is removed
Inspections of woodstoves to verify their safe installation. Not Confidential
*Until age 80 IF State Police Bureau of Identification confirms no contact with Criminal Justice System in last 5 years.
Page Updated October 26, 2005.
