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RETENTION: Until superseded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RETENTION: Until superseded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).
