Records Series #

Record Title & Description

Retain In

Disposition

Agency

Records Center

 

 

Acknowledgement

 

Please review the attached Records Retention Schedule, making any additions, deletions or changes as necessary. Once the schedule has met your satisfaction, please sign this page as the agency representative. With this signature, you acknowledge that you have reviewed and approved this schedule. Please be advised that changes may subsequently be suggested/made to this schedule by a panel of Records Analysts at the State Records Center. If revisions are suggested/made, you will be notified of such. The schedule will then be presented to the State Records Committee for final approval.

 

Management of Electronic Records

 

This records retention schedule includes records series which are maintained in an electronic format. In the normal course of business, the agency will take the necessary actions to ensure: hardware and software maintenance, backup procedures, security measures, and compliance with the rules and regulations pertaining to the maintenance of public records. Any reference made herein to the process of data erasure means the process of data degaussing.

 

 

 

 


 

0001-0000

Alarm Inspections

7 yrs

Destroy

0002-0000

Alarm Repairs

2 yrs

Destroy

0003-0000

Ambulance/Rescue Squad Records - Individual Record of Ambulance Calls

6 yrs

 

Destroy

0004-0000

Ambulance/Rescue Squad Call Tally

3 yrs

 

Destroy

0005-0000

Ambulance Run Record

2 yrs

 

Destroy

 

0006-0000

Application for Permit File - Short Term Usage

File contains Application, plans, drawings, and supporting documentation. (N.J.A.C. 5:70-2.7, N.J.A.C. 5:71-3.7(b) 12;

N.J.A.C. 52:27D-192)

10 yrs from initial and/or

renewal date, whichever

is longer

 

Destroy

0007-0000

Applications and Permit Stubs - Short Term Usage

Includes: Application for Permit and Fire Safety Stubs.

6 yrs

 

Destroy


0008-0000

Arson Investigation File

Contains: investigative, laboratory, and insurance reports; affidavits; dispositions; photographs; and additional documents used to determine the cause and circumstances of a fire or other incident.

0008-0001

Arson Investigative File - Proven

Permanent

 

Permanent

0008-0002

Arson Investigative File - Not Proven

 

7 yrs

 

Destroy

0009-0000

Assignment Cards

6 yrs

Destroy

0010-0000

Blankets and Linens Issued

1 yr

 

Destroy

0011-0000

Building Plans and Specifications

Life of structure

Destroy

0012-0000

Certificate of Fire Code Status

A certificate stating that a facility is or is not in compliance with the Fire Code. Categories include: no violation, violation, fees paid, and fees outstanding. (N.J.A.C. 5:71-3.7(b) 9; N.J.S.A. 52:27D-192)

7 yrs after final payment

and compliance with

recommendations

Destroy

0013-0000

Company Journals

Permanent

 

Permanent

0014-0000

Company Roster - Daily

As updated

Destroy

0015-0000

Complaint File

7 yrs after resolution

Destroy

0016-0000

Consolidated Report of Building Fire

6 yrs

Destroy

0017-0000

Court Cases (Copy)

3 yrs after case is closed

 

Destroy

0018-0000

Dispatcher's Daily Log Sheet

5 yrs

 

Destroy

0019-0000

Egress/Facility Exit Plans

As updated

 

Destroy

0020-0000

Equipment File

 

 

 

0020-0001

Equipment File Annual Inspection

7 yrs

 

Destroy

 

0020-0002

Equipment File Monthly Inspection

3 yrs

 

Destroy

0020-0003

Equipment File Daily Inspection

1 yr

 

Destroy

0020-0004

Equipment File Equipment Inventory

3 yrs after update

 

Destroy

0020-0005

Equipment File - Equipment Out of Service

2 yrs

 

Destroy

0020-0006

Equipment File - Equipment Received

2 yrs

 

Destroy

0020-0007

Equipment File Equipment and Hydrant Repairs

2 yrs

 

Destroy

0020-0008

Equipment File - Damaged or Lost Equipment

6 yrs

 

Destroy

0020-0009

Equipment File - Extinguishers Recharged

2 yrs

 

Destroy

0020-0010

Equipment File - Test Reports From Fire Protection Equipment Contractors

(N.J.A.C. 5:71-3.7(g))

6 yrs

 

Destroy

0021-0000

False Alarms and Needless Calls

6 yrs

 

Destroy

0022-0000

Fee and Penalty Logs

The Fire Official maintains the following logs: Permit Fee Log, Non-Life Hazard Use Fee and/or Inspection Log, Life Hazard Use Fee Log, Smoke Detector Fee Log, and Penalty Collection Log. (N.J.A.C. 5:71-3.7(g))

6 yrs

 

Destroy

0023-0000

Fire Boat File

 

 

 

0023-0001

Fire Boat File - Journals

Permanent

 

Permanent

0023-0002

Fire Boat File - Reports

6 yrs

 

Destroy

0024-0000

Fire Call Register

6 yrs

 

Destroy

0025-0000

Fire Code Violations File

File pertains to: nature of the violation, specific location, applicable Uniform Fire Code citation, action required for abatement, and abatement date/time. (N.J.A.C. 5:71-3.7(b)4; N.J.S.A. 52:27D-192)

7 yrs after compliance with

recommendations

 

Destroy

0026-0000

Fire Department Call Tally

3 yrs

 

Destroy

0027-0000

Fire Department/Paramedics/Emergency Medical Technician (EMT) Patient Emergency Call Report

Report pertaining to response to emergency calls. Contains: patient identification information, medical condition/injury, medical treatment, and disposition.

10 yrs or age 23,

whichever is longer

 

Destroy

0028-0000

Fire Department Record/Basic Field Incident Report

Contains individual records of fire calls.

6 yrs

 

Destroy

0029-0000

Fire Losses

Data also contained in an Annual Report

6 yrs

 

Destroy

0030-0000

Fire Official/Fire Inspector Certification File

Application file for certification to become a Fire Official/Fire Inspector or Fire Inspector. File contains: application for initial certification, certification renewal, certificates (copy), licenses, college transcripts, and supporting documentation.

3 yrs after failure

to re-certify

 

Destroy

0031-0000

Fire Prevention File

General reference file pertaining to fire prevention.

Periodic review

 

Destroy

0032-0000

Fire Safety Permit File

A permit to safely maintain, store, or handle materials, conduct processes which may produce hazardous conditions, or to install equipment used in connection with such activities in accordance with the Uniform Fire Code. (N.J.A.C. 5:71-3.7(b)13; N.J.S.A. 52:27D-192)

3 yrs after expiration

 

Destroy

0033-0000

Fire Safety Registration File

Registration file for owners of a potential Life Hazard Use Business. In accordance with the Uniform Fire Safety Act, the file contains: registrant identification, business location, and certification by owner or agent. (N.J.A.C. 5:71-3.7(a); N.J.S.A. 52:27D-201)

3 yrs after failure to renew,

provided all violations

have been corrected

 

Destroy

0034-0000

Fuel Oil Used

2 yrs

 

Destroy

0035-0000

Hazard Reports

7 yrs

 

Destroy

0036-0000

Hose Changes/Repairs

2 yrs

 

Destroy

0037-0000

Hose Inventory

3 yrs after update

 

Destroy

0038-0000

Index Card File - Fire Marshall Reports

Permanent

 

Permanent


0039-0000

Inspection Certificate File Application and Certificate

Certification file stating that upon completion of inspection, violations cited have been corrected and outstanding fees/penalties paid. (N.J.A.C. 5:71-3.7(b)11;N.J.S.A. 52:27D-192) File also includes application and certificate of Smoke Detector, Carbon Monoxide Alarm, and Kitchen Fire Extinguisher (NJAC 50:70-2.3,

NJSA 52:27D-198.1)

7 yrs

 

Destroy

0040-0000

Inspection Report File

Inspection file detailing a property including hazards, smoke detectors, and protection. Report serves as a record of inspection. (N.J.A.C. 5:71-3.7(b)1; N.J.S.A. 52:27D-192)

 

 

 

0040-0001

Inspection Report File - Annual

7 yrs

 

Destroy

0040-0002

Inspection Report File - Quarterly

3 yrs

 

Destroy

0041-0000

Inspections of Combustibles Chemical and Flammable

Life of structure

plus 7 yrs

 

Destroy

0042-0000

Investigations of Fires and Alarms

7 yrs

 

Destroy

0043-0000

Local Enforcing Agency Report File

 

 

 

0043-0001

Local Enforcing Agency Report File - Annual

Contains narrative and/or statistical activity that occurred during the year. (N.J.A.C. 5:71-3.7(a))

Permanent

 

Permanent

0043-0002

Local Enforcing Agency Report File Quarterly and Monthly

3 yrs

 

Destroy

0043-0003

Local Enforcing Agency Report File - Daily

1 yr

 

Destroy

0044-0000

Notice of Imminent Hazard and Orders to Take Corrective Action File

A notice issued upon inspection detailing a violation that is a hazard. A written order is issued stating that the building be vacated, closed or removed or the violation be corrected. (N.J.A.C. 5:71-3.7(b)7: N.J.S.A. 52:27D-192)

7 yrs after compliance

with recommendations

 

Destroy

0045-0000

Notice of Violation and Order to Correct File

A notice issued upon inspection detailing a violation requiring corrective action by the owner. File also includes a written statement of the owner's right to appeal. ((N.J.A.C. 5:71-3.7(b)2; N.J.S.A. 52:27D-207)

7 yrs after compliance

with recommendations

 

 

Destroy

0046-0000

Occupant Load Sign

A sign posted listing the total number of occupants safely allowed within the structure. (N.J.A.C. 5:71-3.7(b)14)

7 yrs after invalid

 

Destroy

0047-0000

Order to Pay Penalty and Abate Violation

Payment penalty order given to a structure owner who has neither paid the violation and nor abated it. (N.J.A.C. 5:71-3.7(b)4; N.J.S.A. 52:27D-192)

7 yrs after compliance

with recommendations

 

Destroy

0048-0000

Order to Pay Penalty/Recurring Violation

Payment penalty order given to a structure owner who has been cited for repeating the same violation they were cited for two years prior. (N.J.A.C. 5:71-3.7(b)6; N.J.S.A. 52:27D-192)

7 yrs after compliance

with recommendations

 

Destroy

0049-0000

Orders - Director and Chief

Contains policy and procedure orders that pertain to the entire department.

Permanent

 

Permanent

0050-0000

Orders General

Contains routine orders that pertain to individual companies.

As updated

 

Destroy

0051-0000

Outside Fire District Runs - State, County, City

6 yrs

 

Destroy

0052-0000

Personnel Training File - Firefighter/Emergency Services

Personnel and training file that may contain but is not limited to the following: Fire Academy Training Records, Emergency Scene Mitigation Training, Fire Suppression Training, Fire Prevention Training, Fire Service Training, and Management/Supervision Training.

10 yrs from separation

from organization

 

Destroy

0053-0000

Property Listings With Installed Security Systems

6 yrs after update

 

Destroy

0054-0000

Public Safety Answering Points (PSAP) File

File includes: 9-1-1 tape recordings, documents related to 9-1-1 calls, and PSAP call-takers and substitute call-takers listing. (N.J.A.C. 13:81-24)

31 days

 

Destroy

0055-0000

Punitive Closing Order

An order for a building to be closed due to hazardous conditions until a Certificate of Continued Occupancy be obtained by the owner. (N.J.A.C. 5:71-3.7(b)8; N.J.S.A. 52:27D-209)

7 yrs after compliance

with recommendations

 

Destroy

0056-0000

Radio Log

3 yrs

 

Destroy

0057-0000

Radio Tape Recordings of Dispatches

31 days

 

Destroy

0058-0000

Request for Time Extension Fire Code Violation

A request to the enforcing agency for an extension to correct a fire code violation. (N.J.A.C. 5:71-3.7(b)5;N.J.S.A. 52:27D-192)

7 yrs after compliance

with recommendations

 

Destroy

0059-0000

Roll Call - Daily

6 yrs

 

Destroy

0060-0000

Runs Report File

Fire response reports compiled for submission to the National Fire Reporting System (NFRS).

 

 

 

0060-0001

Runs Report File - Annual

Permanent

 

Permanent

0060-0002

Runs Report File Quarterly

6 yrs

 

Destroy

0060-0003

Runs Report File Monthly, Weekly and Daily

3 yrs

 

Destroy

0061-0000

School District Facility/Inspections File

23 yrs

 

Destroy

0062-0000

Sprinkler System Reports

7 yrs after update

 

Destroy

0063-0000

Station Maintenance Cost Records

6 yrs

 

Destroy

0064-0000

Street Barricades - After Hours Situation

1 yr

 

Destroy

0065-0000

Variance Request

An application from a property owner requesting a variance from the Uniform Fire Code. (N.J.A.C. 5:71-3.7(b)10; N.J.S.A. 52:27D-200)

7 yrs

 

Destroy

0066-0000

Verification/Update Request Fire Safety Registration

Used as an addendum for updates to the initial Fire Safety Registration Form for business owners. (N.J.A.C. 5:71-3.7(a); N.J.S.A. 52:27D-201)

3 yrs after failure to renew;

provided all violations

have been corrected

 

Destroy