Or. Admin. R. 166-150-0115 - Fire and Emergency Medical Services
(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)
(11)Fire
Investigation Records Records documenting investigations conducted by
the agency fire department. May include investigative reports, supplemental
reports, photographs, maps, drawings, correspondence, memoranda, laboratory
reports, notes, and other significant related records. (Minimum retention:
(a) Records documenting fires involving loss
of life: 75 years
(b) Other
records: 10 years)
(12)Fire Reports Reports
documenting each fire responded to by the agency fire department. These reports
are required by the State Fire Marshal. Subjects include cause, casualties, and
property loss. Information includes date, run number, location of fire, weather
conditions, owner's name and address, property damage, loss estimate, and other
data. Includes additional reports if injuries occurred. (Minimum retention: 10
years)
(13)Grass and Weed
Control Records Records documenting agency enforcement of regulations
designed to help prevent fires caused by overgrown grass, weeds, or shrubs. May
include complaints, inspection reports, notices, violations, contractor mowing
bills, receipts, and related records. Information includes name of property
owner, address of property, name of complainant, date and expiration of notice,
name of fire personnel inspecting property, date, time, and method of grass and
weed removal, charges, signature of contractor, and related data. (Minimum
retention: 3 years after last action or final payment)
(14)Hazardous Material Emergency
Incident Records Records documenting agency response to hazardous
material emergencies. Subjects usually pertain to spills and other accidental
releases. Includes reports, complaints, and similar documents. Information
often includes location, date and time, type of pollutant, extent of pollution,
cause, action taken, person reporting pollution, witnesses, related injuries,
name and address of responsible party and related data. (Minimum retention:
Permanent)
(15)Hazardous
Substance Employer Survey Summaries Records documenting the storage and
use of hazardous materials within the area served by the fire department.
Usually consists of summaries of employer surveys conducted by the State Fire
Marshal as well as related records generated by the agency. Information
includes employer name and location, emergency phone numbers and procedures,
location, type, and quantity of hazardous substances, and related data. State
employer surveys are updated each year. (Minimum retention: Until superseded or
obsolete)
(16)Inspection and
Occupancy Records Records documenting fire prevention inspections
performed periodically by the agency fire department. Inspections determine if
any violations of fire code are present in premises within the area served by
the department. Usually filed by address. Inspection records may include
reports, notices, citations, and related documents. Information often includes
occupancy name, location, person contacted, violations found, inspector's name,
number of days to correct violations, comments, and other data. Also may
include occupancy and pre-fire planning records such as floor plans, sketches,
reports, lists, and related documents. Information often includes address, name
of property owner, description and fire history of property, name of occupant,
potential hazards or exposures, regulated substances, fire escapes, water
supply, sprinklers, roof construction, and other data useful in fire fighting
situations. (Minimum retention: Retain current and previous inspection reports
or 10 years whichever is longer)
(17)Maps, Fire and Emergency Medical
Services Maps and related records maintained by the agency fire
department for address location reference and for tracking various trends such
as fire frequency and location, arson fires, and others. Includes lists, books,
and other methods of address location. Some maps may have historic value. For
appraisal assistance, contact the State Archives. (Minimum retention: Until
superseded, obsolete, or no longer needed)
(18)Public Education Program Records,
Fire and EMS Records related to the design and implementation of
educational and other outreach programs provided to the public by the agency
fire department. Often includes class descriptions, instructional materials,
course outlines, class enrollment and attendance records, reports, speeches,
and related records. (Minimum retention:
(a)
Class enrollment and attendance records: 2 years
(b) Other records: Until superseded or
obsolete)
(19)Public Education Publications, Fire
and EMS Publications created by the agency fire department and
distributed to the public as part of the department's public education program
or other outreach effort. Often used in conjunction with presentations.
Subjects may include CPR, electric wiring, fire prevention, fire safety for
children, Christmas fire safety, and others. (Minimum retention:
(a) Retain brochures, pamphlets, and
leaflets: until superseded or obsolete
(b) Retain one copy of all others:
Permanently)
(20)Regulated Substances Storage and
Use Records Records documenting the storage and use of regulated
substances such as gasoline, crude oil, fuel oil, and diesel oil. May include
applications, permits, inspection reports and related records for agency
regulation of above ground storage tanks as well as reports of substance
releases from underground storage tanks. Agencies that administer their own
underground storage tank program as described in ORS
466.730 may have additional
records such as underground storage tank applications, permits, inspection
reports, and related documents. SEE ALSO Inspection and Occupancy Records in
this section for regulated substance storage and use records related to
structures. (Minimum retention:
(a) Records
related to underground storage tanks: 25 years after tank removed
(b) Records related to above ground storage
tanks: 5 years)
(21)Search and Rescue Mission Case
Files Series records information about search and rescue missions
undertaken by the county. Records include Oregon search and rescue mission
report, criminal complaint (incident) report, mission roster, lost/missing
person report, equipment involved, description of events, and related
information. (Minimum retention: 3 years)
(22)Search and Rescue Unit Case
Records Series records administrative and general information about
individual search and rescue units. Contains monthly membership update,
membership roster, operational cost report, volunteer activity report,
volunteer's personal expense record, and related records. Information includes
unit number, personnel names and addresses, hours worked, activities, expenses
incurred, and related information. (Minimum retention: 6 years)
(23)Search Rosters Series tracks
movements of participants of search and rescue missions. Includes name, date,
location, time in and out, and related information. (Minimum retention: 3
years)
(24)State Fire Marshal
Exemption Records Records documenting partial or full agency exemption
from statutes, rules, and regulations administered by the State Fire Marshal.
Exemptions are granted if the agency enacts and enforces adequate regulations
to conform with state and national fire standards defined in ORS
476.030(4).
Certificates are renewed every two years. Usually includes applications,
supporting documentation, reports, exemption certificate, and related
documents. (Minimum retention: 2 years after denial, revocation, or
expiration)
(25)Youth Fire
Prevention and Intervention Records Series documents multi-disciplinary
prevention and intervention services provided to children who have a history of
or are at risk for setting fires. Community-based services are provided under
the guidance of the Office of State Fire Marshal. SEE ALSO County Juvenile
Department Records section. (Minimum retention:
(a) Until court ordered expunction (ORS
419A.262),
(b) If case is not expunged: 5 years after
last action, or youth reaches age of majority, whichever is longer).
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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