FIRE DEPARTMENT - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/FR/

Fire Department
Series ID

Series Title
Series Description

FR-XX-

FIRE DEPARTMENT

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

CR+7

FR-XX-0008-

EMERGENCY MEDICAL SERVICE REPORTS

(continued from previous page)

Records maintained by Emergency Medical Services Ambulance staff transporting patients to the
hospital.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 1
Report Date: September 18, 2013

FIRE DEPARTMENT - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/FR/AA/

Administrative Analysis
Series ID

Series Title
Series Description

FR-AA-

FIRE DEPARTMENT - ADMINISTRATIVE ANALYSIS

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

SUP

FR-AA-0001-

FIRE ALARM RESEARCH DATA - HOLD ON SITE

(continued from previous page)

Statistical data including forms and reports that are accumulated on Fire Alarms for research and
planning by the Unit. Include weekly, monthly, quarterly and year-end computer printout reports.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 2
Report Date: September 18, 2013

FIRE DEPARTMENT - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/FR/FC/

Fire Commissioner Office

Series ID

Series Title
Series Description

FR-FC-

FIRE DEPARTMENT - FIRE COMMISSIONER OFFICE

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

CLO+6

FR-FC-0001-

HERO AWARD PAYMENTS

(continued from previous page)

Records include forms, papers and materials pertaining to the record of payments made to widows or
families.
Note: File is considered closed upon completed action is taken on payment.
CR+10

FR-FC-0002-

HERO SCHOLARSHIP FUND

(continued from previous page)

Records include forms, papers and materials pertaining to correspondence with Council, other
executives and persons with authority to grant or reject scholarship.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 3
Report Date: September 18, 2013

FIRE DEPARTMENT - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/FR/FF/

Fire Fighting Division

Series ID

Series Title
Series Description

FR-FF-

FIRE DEPARTMENT - FIRE FIGHTING DIVISION

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

CY+1

FR-FF-0001-

APPARATUS MAINTENANCE AND REPAIR - HOLD ON SITE

(continued from previous page)

Forms and other related documents used to record the maintenance and repair of vehicles in the
company.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 4
Report Date: September 18, 2013

FIRE DEPARTMENT - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/FR/FM/

Fire Marshal
Series ID

Series Title
Series Description

FR-FM-

FIRE DEPARTMENT - FIRE MARSHAL

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

CY+4

FR-FM-0002-

FIRE ALARM REPORTS

(continued from previous page)

Reports and related documents used to record information pertaining to fire alarms.

FR-FM-0003-

INVESTIGATIONS AND INSPECTIONS

(continued from previous page)

Files concern specific information on fires, e.g., origins, complaints, compliance with Fire Code and
deaths. Also include special preliminary and final reports of investigations, inspections, suspect files,
etc.

PRM

Note: Retention designated as permanent by Chief of Fire Code Unit.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 5
Report Date: September 18, 2013

FIRE DEPARTMENT - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/FR/FP/

Fire Prevention Division

Series ID

Series Title
Series Description

FR-FP-

FIRE DEPARTMENT - FIRE PREVENTION

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

REF

FR-FP-0001-

FILM NEGATIVES

(continued from previous page)

Negatives of photos of Fire Prevention, Fire Fighting, Fire Marshal Investigations and Fire Vehicle
Accidents.
Forward to Fire Museum for Evaluation.
REF

FR-FP-0002-

FIRE PREVENTION PROGRAM FILES - HOLD ON SITE

(continued from previous page)

Files consisting of correspondence, work papers, instructions and project outlines, displays, films
exhibits, speeches, news releases, as well as special program material for Fire Prevention promotions,
e.g., Fire Prevention Week.
Note: Review annually and dispose of material no longer needed for planning and/or publicity.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 6
Report Date: September 18, 2013

FIRE DEPARTMENT - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/FR/OEP/

Office of Emergency Preparedness

Series ID

Series Title
Series Description

FR-EP-

FIRE DEPARTMENT - OFFICE OF EMERGENCY PREPAREDNESS

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

CR+2

FR-EP-0001-

APPLICATIONS - HOLD ON SITE

(continued from previous page)

Copies of applications for enrollment in architects' and engineers' professional development program
and training course applications along with other related information.

FR-EP-0002-

LOCATOR FILE - HOLD ON SITE

(continued from previous page)

Card files listing locations of sirens and radio equipment maintained by the Office of Emergency
Preparedness along with related documents.

FR-EP-0003-

MASTER SHELTER FILE - HOLD ON SITE

(continued from previous page)

Documents listing the geographical location of the shelters maintained by the Office of Emergency
Preparedness.

FR-EP-0004-

ORIENTATION AND TRAINING - HOLD ON SITE

(continued from previous page)

Specific orientation and training instruction material prepared for the Office of Emergency
Preparedness Program. Include any training instructions prepared for both individuals and groups.

FR-EP-0005-

PROJECT APPLICATION FOR MATCHING FUNDS - EVENT DATE REQUIRED

(continued from previous page)

EVENT IS AUDIT.
Copies of documents, data and related information submitted to the Department of the Army for
matching funds for specific projects.

FR-EP-0006-

SHELTER INSPECTION - HOLD ON SITE

(continued from previous page)

Documents, data and reports related to the inspection of shelters. Includes the condition and amount
of material and supplies located at the various shelters maintained.

FR-EP-0007-

SHELTER SURVEYS - HOLD ON SITE

(continued from previous page)

Detailed data and information gathered by the Federal Government periodically to determine the
physical adequacy of shelters maintained.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

CR=Created (Opened)

CY=Calendar Year

SUP

SUP

SUP

ACT+6

CY+2

SUP

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 7
Report Date: September 18, 2013

FIRE DEPARTMENT - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/FR/RP/

Research and Planning

Series ID

Series Title
Series Description

FR-RP-

FIRE DEPARTMENT - RESEARCH AND PLANNING

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

CY+6

FR-RP-0001-

ACCIDENT TO APPARATUS CASE FOLDER

(continued from previous page)

Forms and related documents used to record information on accidents involving Fire Department
vehicles.

FR-RP-0002-

ACCIDENT TO APPARATUS EXPERIENCE - HOLD ON SITE

(continued from previous page)

Records, data and information on the frequency of apparatus of the fleet involved in accidents.

FR-RP-0003-

APPARATUS MOVEMENT CONTROL - HOLD ON SITE

(continued from previous page)

Chart designed and created as mechanical means for housing the various color control cards that
identify each piece of fire apparatus.

FR-RP-0004-

APPARATUS RECORDS AND HISTORY - EVENT DATE REQUIRED - HOLD

ON SITE

(continued from previous page)

CY+2

SUP

ACT

EVENT IS REMOVAL OF VEHICLE FROM SERVICE.

Records of individual vehicles and apparatus showing complete operational history, performance data,
basic specifications and periodic test results.
Retain records for life of vehicle.
CY+1

FR-RP-0005-

FIRE ALARMS RECEIVED AND DISPATCHED - HOLD ON SITE

(continued from previous page)

Include detailed logging of pertinent information required by this unit in fulfilling its function. Also
include logs, tapes and other material used in receiving messages and dispatching equipment by
radio.

FR-RP-0006-

FIRE COMMUNICATIONS EQUIPMENT TESTS - HOLD ON SITE

(continued from previous page)

Include forms necessary for the effective control of the testing of communication equipment.

FR-RP-0007-

FIRE ALARM BOX ASSIGNMENT COMMUNICATION - RECEIPTS - HOLD ON

SITE

(continued from previous page)

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

CY+1

PRM=Permanent

CY+2

REF=Reference

SEP=Separation (Employee)

Page 8
Report Date: September 18, 2013

FIRE DEPARTMENT - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/FR/RP/

Research and Planning

Series ID

Series Title
Series Description

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

Documents used to verify notification of responsible Fire Department Units (Engine and Ladder
Companies) when there is a change in location of fire boxes or First Alarm Box Assignments.
CY+2

FR-RP-0008-

INJURY RECORDS - HOLD ON SITE

(continued from previous page)

Copies of reports relating to injuries to City Employees.

FR-RP-0009-

RECRUIT TRAINING - EVENT DATE REQUIRED - HOLD ON SITE

(continued from previous page)

EVENT IS GRADUATION OF CLASS.

Copies of records that include forms, papers and related material pertaining to the in-school training of
recruits.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

ACT+0/3

REF=Reference

SEP=Separation (Employee)

Page 9
Report Date: September 18, 2013

FIRE DEPARTMENT - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/FR/WH/

Warehouse
Series ID

Series Title
Series Description

FR-WH-

FIRE DEPARTMENT - WAREHOUSE

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

CLO+1

FR-WH-0001-

HOSE RECORD - HOLD ON SITE

(continued from previous page)

Pertinent information on each hose line purchased and issued to a Fire Company. Includes test results
and repairs for the life of the equipment.
Note: File is closed when hose is condemned.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 10
Report Date: September 18, 2013