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Section 200.02

Records and Forms

 

I. Scope:

 

This management procedure establishes guidelines for the collection and retention of information.  It was formed to:

A.   Provide for the collection and maintenance of information for the department and if required, for legal record keeping purposes.

B.    Provide a database for the analysis of the activities of the department.

 

II. Creation and Retention of Records:

 

A.   This standard hereby creates a data collection system for the department.

B.    The data collection system is subdivided into the following categories:

1.     Administrative files.

2.     Inspection files

3.     OH&S files

4.     Personnel files

5.     Training records

6.     Vehicle and equipment maintenance and repair records.

C.   Records and reports shall be retained in accordance with the applicable department policy.

D.   No record or report shall be disposed of without the approval of the appropriate supervisor.

 

III. Forms:

 

A.   The Fire Chief shall initiate the creation of such forms as may be deemed necessary to document the activities of the department.  A new form may be proposed by any member of the department but shall not be published or distributed without the authorization of the Fire Chief.

B.    Each form shall be reviewed periodically to ensure that it is still necessary and it shall be revised or deleted as deemed appropriate by the Fire Chief.

 

IV. Responsibilities:

 

A.   The Fire Chief shall be the custodian of the records and shall be responsible for:

1.     Causing the creation and maintenance of those records and reports that are required for legal purposes.

2.     Causing the creation and maintenance of various reports and forms necessary to document the various activities of the department.

3.     Ensuring the confidentiality of those records where required or where deemed appropriate.

B. Each employee shall be responsible for:

1. Completing the forms and filing the reports required by the Standard Operating Guidelines Manual.  All forms and reports shall be completed as accurately as possible.

2. Filing and maintaining records and reports as required by department policy.

3. Maintaining the confidentiality of department records and reports.  Records and reports shall not be released without authorization by the Fire Chief.