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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Fire, Rescue & Emergency Services
5016 ADMINISTRATION

5016-01 GENERAL ORDERS

Series is used to notify sworn fire personnel of policies and procedures of the Fire Bureau. Records are the written general orders and include subject, procedure to be undertaken, policy that is to be put into effect, date effective, and the Chief's signature.
Record Copy? Yes
Where? Record copy kept by Chief responsible for General Orders
RETENTION: Permanent. Retain non-record copies until superseded.

5016-02 MEMORANDUMS/LETTERS OF INSTRUCTIONS (PINK SHEETS)

Series documents the broad general information releases that are of concern to fire personnel. Series is generally used for one time or short term policies and procedures. Examples of records include procedures about cold weather and policies and procedures that have not yet been included in the general orders (pre-general orders).
Record Copy? Yes
RETENTION: Retain as needed

5016-03 MUTUAL ASSISTANCE AGREEMENT RECORDS

Series is used to document mutual assistance and aid agreements. Records include copies of contracts, agreements, correspondence, working records, etc.
Record Copy? No
Where? Auditor's Office
RETENTION: Until superseded

5016-04 INSPECTION RECORDS

Series is created to inspect various Fire Bureau functions and to ensure that proper procedures are being followed. Series includes a copy of inspection form, comments, follow-up information, memos, scores, etc. inspections are usually done on an annual or semiannual basis. Examples include administrative and Deputy Chief inspections.
Record Copy? Yes
RETENTION: Until superseded

5016-05 HOLD HARMLESS AGREEMENTS AND RIDEALONG RECORDS

Series is used to document agreement between public and Fire Bureau to ensure that the public will accept responsibility for any accidents that may occur. Records also document scheduling of facilities and ridealongs. Records are forms, correspondence, calendars, etc. Examples of records include ridealong agreements and use of Fire Bureau facilities.
Record Copy? Yes
RETENTION: 6 years after expiration of agreement.

5016-06 COMMUNITY EMERGENCY SERVICE (CES) RECORDS

Series is used to document planning and implementation of Community Emergency Services. The concept of Community Emergency Services is similar to the Community Policing Program. Records include background information, working documents, action plans, correspondence, resource maps, etc.
Record Copy? Yes
RETENTION: Permanent - All policy documents; 5 years - all other records.

5016-07 MASTER LEASE RECORDS

Series is used to document payments made through the master lease program. Records include payment and source documentation used for the purchase of equipment through the master lease program.
Record Copy? No
Where? Office of Management & Finance
RETENTION: 3 years after expiration of lease.

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

 

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