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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Fire, Rescue & Emergency Services
5001 Engine Company Records

5001-01 DAILY JOURNALS

Series is created to document the daily activity in the station house. Log includes roll call information, briefings, visitors, drills, emergency runs, equipment checks, inspections, etc.
Record Copy? Yes
RETENTION: Permanent. Hold in engine company 2 years then transfer to SPARC.

5001-02 STATION HOUSE DAILY PLANNING RECORDS (RED BOOK)

Series is created to facilitate the flow of information between the various shifts. Series is used to ensure that communication between the shifts occurs. Records include entries about events, training, administrative matters, inspections, personnel, etc.
Record Copy? Yes
RETENTION: 2 years

5001-03 STATION HOUSE POLICY RECORDS

Series is used to document administrative assignments and the official policy of the engine company. Records include policies, procedures, assignments, responsibilities, inspection and other records that document the administrative functions of the company.
Record Copy? Yes
RETENTION: Until superseded

5001-04 ENGINE COMPANY PAYROLL ROSTERS

Series is used by the engine company and fire personnel to verify payroll. Series is primarily used by firefighters to ensure that vacation, overtime, and sick leave have been properly credited. Records are copies of the time sheets and payroll reports that are held at the company level.
Record Copy? No
Where? Payroll
RETENTION: 90 days

5001-05 EQUIPMENT INSPECTIONS

Series created to keep current inventories of equipment and supplies on Fire Bureau apparatus. Record contains lists of equipment that is to be carried on each type of apparatus. Series includes company hose records.
Record Copy? Yes
RETENTION: Until superseded

5001-06 MAINTENANCE RECORDS (500.36)

Series is use by the engine companies to request that maintenance or repair work be done on fire apparatus, facilities or equipment. Series is created to track history of problems and to document what work has been done or needs to be completed. Series is the station copy of the work order that includes reporting officer, work requested, status, work done, problem found, etc.
Record Copy? No
Where? Logistics Computer Databases
RETENTION: 1 year or retain as needed for continuing problems.

5001-07 HYDRANT RECORDS

Series is used to inform the engine companies of changes in the status of hydrants since the last inspection. Records include hydrant inventories, location maps, correspondence, new locations, address changes, service requests, problems, inspection results, etc.
Record Copy? No
Where? Logistics (5014-10)
RETENTION: Until superseded

5001-08 PRE-FIRE SURVEY RECORDS

Series used by fire crews for information in case of a fire in the building. Survey includes floor plan of building or area, indicates location and type of health hazards, hazardous materials, special hazards at the site, sprinkler connections, construction information, etc. Also includes business name and address, emergency contact information, date and engine number of crew and officer that generated the form. Series includes pre-fire river surveys and hazards location.
Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.
Record Copy? Yes
RETENTION: Until superseded

5001-09 COMMUNITY EMERGENCY SERVICES RECORDS

Series is used to document station activities and involvement in the local community and neighborhood. Records include contact with schools, community organizations, fire prevention, smoke detectors, battery change records, etc.
Record Copy? Yes
RETENTION: 2 years

5001-10 STATE FIRE REPORTS (DUPLICATE RECORDS)

Series used to monitor activities as an administrative aid. Series contains duplicate copies of State Fire Marshal reports.
Record Copy? No
Where? State Fire Marshal Reports (5009-02)
RETENTION: 2 years. Hold current plus one year.

5001-11 FIREBOAT WATER DISPLAY RECORDS

Series is used to notify boat crew of special activities to be carried out by the Fire Boats. Examples include greeting the Rose Festival fleet and the Christmas ships and other water displays. Record includes date of activity, information about the water display, location of the event, location for the boat to report, time the boat was on scene, contact information, information on how contact on scene is to be done, notification information, special instructions, approval signatures, date, etc.
Record Copy? Yes
RETENTION: 1 year

5001-12 MARINE DOCUMENTS (MARINE LOG)

Series is used to document the productivity and operation of marine vessels. Records include information about runs and water displays.
Record Copy? Yes
RETENTION: 2 years

5001-13 SHIPS DOCUMENTATION

Series used by US Coast Guard for information on the capability of each boat. Record is issues by the US Coast Guard and includes vessel certification, description of vessel, name of ship, communication license, certificate of enrollment and endorsements. Documentation is kept at Station #6, 3600 NW Front.
Record Copy? Yes
RETENTION: Permanent

5001-14 PILOT'S LOGS/TRIP LOGS

Series is used to document hours needed to sit for the pilot's license. Records include name, date, time, vessel, area, hours piloted, etc.
Record Copy? Yes
RETENTION: 10 years after license expires.

5001-15 FOREST PARK SURVEY RECORDS

Series is created to ensure that Forest Park Plan is followed and the park is surveyed on a regular basis. Record is a copy of the conditions found checklist that includes date and specific survey information about conditions found.
Record Copy? Yes
RETENTION: 1 year

5001-16 HAZARDOUS MATERIALS RECONNAISSANCE RECORDS

Series is used to survey a hazardous materials scene prior to responses taken at the scene. Record becomes part of the incident report if a hazard is found. Records include forms used to document the findings, conditions, site plans, recommendations, polaroids, videos, etc.
Note: Some records contained in these files may be exempt from disclosure under ORS 192.501 through 192.502. Consult your agency's legal counsel for assistance before releasing information.
Record Copy? Yes
RETENTION: 2 years for material not incorporated into Hazardous Materials Incident Record (5019-01).
 

Contact Information
Archives & Records
1800 SW 6th Ave, Suite 550
Portland, OR 97201
phone: 503-865-4100 (new)

 

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