Or. Admin. R. 166-150-0145 - 9-1-1/Public Safety Answering Point Records
(1)Briefing Records Records
document internal communication between supervisors and shift workers or
between staff on different shifts to alert them to problems, issues, or
activities. Records may include but are not limited to briefing logs, teletype
messages, and bulletins from other agencies. (Minimum retention: 7
days)
(2)Data Management
System Records Records document the maintenance and update of current
information used to provide and direct incident response within a 9-1-1/public
safety answering point service area. Information may include but is not limited
to address data, response unit's assignments, response codes, responsible
person data, and related documentation. (Minimum retention: Until superseded or
obsolete)
(3)Dispatch
Incident Records Records document specific incidents when a call is
received by the 9-1-1/public safety answering point and subsequent response
activities. Information may include but is not limited to caller's name;
address, and telephone number; details of incident or complaint; call
taker/dispatcher name; which agency responded and when; and incident
disposition. Additional information received through an enhanced system is the
Automatic Number Identification and Automatic Location Identification (ANI/ALI)
which includes the telephone subscriber name, subscriber's telephone number,
and subscriber's telephone service location. (Minimum retention: 2
years)
(4)Enhanced 911
Service Plans Records document the planning, development, and
implementation of enhanced 9-1-1/public safety answering point systems. Plans
and any subsequent amendments are required to be submitted to the Oregon State
Police, Emergency Management Division for approval. The plan may be
periodically revised and updated. Records may include but are not limited to
preliminary and final plans, drafts and worksheets, correspondence, and other
records described in OAR 104-080-0020. (Minimum retention:
(a) Approved plans and amendments: 5 years
after superseded or obsolete
(b)
Preliminary plans, drafts, worksheets, and supporting materials: Until plan
approved by Oregon State Police, Emergency Management Division)
(5)Master Street Address
Guide (MSAG) Maintenance Forms Records document the 9-1-1/public safety
answering point's notification to the phone service provider about the addition
of new streets or revision to existing streets on the Master Street Address
Guide (MSAG). The MSAG is maintained by the phone service provider or its
independent contractor. Forms are usually maintained by the agency's MSAG
Coordinator. Information may include but is not limited to new or updated
address, customer, and responder information. (Minimum retention: 2
years)
(6)Master 24-Hour
Audio Files Files document recorded incoming emergency and non-emergency
calls; law enforcement, fire, and emergency medical services dispatches;
radioactivity; and 9-1-1/public safety answering point calls. Files are
maintained on a 24-hour basis. (Minimum retention: 7 months)
Note: Specific recordings of incidents may warrant longer retention for legal reasons
(7)Operational Logs Records
document chronological tracking of activities related to 9-1-1/public safety
answering point operations. Records may include but are not limited to radio
logs, telephone logs, tow logs, and criminal background check request logs.
(Minimum retention: 1 year)
(8)Premise Information Records
Records document information about specific premises or locations that
emergency responders need to know in advance of arrival at an incident site.
Information may include but is not limited to hazardous materials storage
locations, whether building plans were submitted to the fire department, unique
information about buildings such as utility shutoffs, and related
documentation. (Minimum retention: 2 years, or until renewed, superseded, or
expired, whichever is sooner)
(9)Quality Assurance Records
Records document the evaluation, analysis, and assessment about the performance
and quality of services provided by the 9-1-1/public safety answering point
system. Records may include but are not limited to system evaluations, system
performance reports, satisfaction surveys and questionnaires, quality
improvement reports and recommendations, quality assurance committee minutes,
and related documentation. (Minimum retention:
(a) Survey instruments: 2 years, or until
summary report completed, whichever is sooner
(b) Other records: 2 years)
(10) Statistical
Reports Records document the compilation of statistical data about the
actions and activities of the 9-1-1/public safety answering point system. Data
may be compiled on a daily, weekly, monthly, quarterly, and/or annual basis and
may be used for
analysis, evaluation, and budget development purposes. Information may include but is not limited to data about response times, number of calls received and dispatched, and responses by individual agency. (Minimum retention:
(a) Data instruments used
to compile statistics: Until statistical report completed
(b) Daily and weekly reports: Until compiled
into monthly reports
(c) Monthly
and quarterly reports: 1 year
(d)
Annual reports: 10 years)
(11)System Error/Malfunction
Records Records document 9-1-1/public safety answering point electronic
systems errors or malfunctions and subsequent corrective action. Records may
include but are not limited to enhanced system error reports, trouble logs,
work orders, correspondence, and related documentation. (Minimum retention: 2
years)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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