I. Purpose
To define policies for retention and disposal of District records, consistent with local, state and federal laws, rules, and accepted business practices.
II. Document retention by class:
A. Administrative documents – Such as books, including fire codes, policies and operations manuals, simple fire inspections, permits and station journals shall be kept for no less then seven years following the documents necessity of use or replacement by adoption of other documents.
B. Personnel documents – Shall be kept for a period of no less than seven years following the termination or retirement of the relevant employee. These documents include personnel files, payroll actions, evaluations, training, certifications and other reports.
1. Employee medical records shall be retained for no less then thirty years following the termination or retirement of the relevant employee.
C. Property documents – Pertaining to vehicles, inventory, equipment, supplies and related logs shall be retained for no less than three years.
1. Fixed asset records and inventories shall be kept in perpetuity.
D. General Reports – General incident reports and simple, closed, fire cause and origin investigations, evidence logs and weed abatement reports shall be retained for a period of not less then seven years.
E. Finance Records – Documents including audits, budgets and appropriation limits shall be retained for no less then ten years.
F. Legal Documents – All legal document, including resolutions, ordinances and property titles shall be retained in perpetude.
G. Investigative, evidence and documents related to litigation – Any investigation that supports the prosecution of a homicide shall be retained in perpetuity. Documents or evidence of crimes resulting in great bodily harm, destruction or damage to an inhabited structure/property shall be retained for seven years following the resolution of the investigation.
III. Document Disposal:
A. Documents that remain in valuable use shall not be considered for disposal. The specific time frame for disposal will go into effect upon the practical use of the document ending.
B. Documents shall be destroyed in a manner commensurate with the sensitivity level of the document. Documents that would expose “protected health or medical information,” home or mailing addresses, date of birth, social security number, health care information or pay rate specifics (other than total net or gross amounts) shall be considered sensitive.
C. The preferred method for destruction of sensitive documents shall be commercial incineration or document shredding. Records and documents that are no longer needed will be disposed of at the proper time and in a manner that protects personal and financial information.
IV. Confidentiality:
Certain records, such as patient medical records and personal identity information, must be maintained in a safe and secure place. District employees and sub-contractors will comply with all local, state and federal laws, rules, and regulations relating to the release of confidential information.