The University of Tennessee, Knoxville

Tennessee County Municipal Advisory Service

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Fire Records

Reference Number: MTAS-687
Tennessee Code Annotated
Reviewed Date: January 31, 2009
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FIRE RECORDS RETENTION SCHEDULE 

Description of Record

Retention Period

Legal Authority/Rationale

G-1. Arson Investigation Reports.

Retain 30 years or until the convicted perpetrator is released from prison, whichever is longer.

Keep for use if there is a new trial.

G-2. Bloodborne Pathogens/Infectious Material Standard. Protects employees who may be occupationally exposed to blood or other infectious materials.

Written Exposure Plan

 

Medical Records

 

Training Records

 

Employee Exposure Records

 

 

 

 

No retention period specified.

 

*Retain for duration of  employment plus 30 years.

 

*Retain 3 years.

 

*Retain 30 years.                                                                                                      

 

 

 

Occupational Safety and Health Act (29 C.F.R. 1910.1030).

 

Occupational Safety and Health Act (29 C.F.R. 1910.1020).

 

Occupational Safety and Health Act (29 C.F.R. 1910.1030).

Occupational Safety and Health Act (29 C.F.R. 1910.1020).

G-3. Burn Permits. Record of permission granted for open burning within the city limits.

Retain 2 years unless issued in conjunction with a building permit, in which case retain until certificate of occupancy granted.

General recommendation is based on statute of limitations for malicious burning plus one year. Recommendation for burn permits issued with building permits based on the increased likelihood of a lawsuit against the city before certificate of occupancy is granted.

G-4. Fire Incidents Reports.

Retain 5 years. Consider donating to archive.

Keep to track history of property, loss claims, repeats. Retention term based on statutes of limitations for foreseeable causes of action.

G-5. Fire Safety Inspection and Similar Reports. Reports made by Tennessee Department of Insurance, Division of Fire Prevention, or local fire department showing date, name of inspector, location inspected, etc.

Retain current inspection report until new inspection report is received, as a minimum. Retaining 3 years is recommended.

Keep for enforcement purposes. Keeping one generation back allows the department to show a history of inspection.

G-6. Firefighter Annual Certification of Fitness to Perform Job Functions.

*Retain until next certification completed to comply with OASH.

Retaining 3 years is recommended.

Required by OSHA.        

(29 C.F.R. 1910.156(b)(2)) and (29 C.F.R. 1910.135 (m)). Department of Labor can request information going back 3 years. Retention allows the fire department to show a history of testing and compliance.                                       

G-7. Firefighter Annual Facemask Fit Test Records.

Retain until next certification completed to comply with OSHA.

Retaining 3 years is recommended.

Required by OSHA.

(29 C.F.R. 1910.156 (f)) and (29 C.F.R. 1910.135 (m)). Department of Labor can request information going back 3 years. Retention allows the fire department to show a history of testing and compliance.

G-8. Material Safety Data Sheets (MSDSs).  Employers must have an MSDS on file for each hazardous chemical they use and ensure that copies are readily accessible to employees in their work area.

·        Employer must keep records of chemicals used, where they were used, when they were used and for how long.

No specific time-must be maintained in a current fashion.

 

 

·        Retain for 30 years.

Occupational Safety and Health Act (29 C.F.R. 1910.1020(d)(1)(ii)(B)).

 

 

Occupational Safety and Health Act (29 C.F.R. 1910.1020(d)(1)(ii)(B)).

G-9. Physical/ Medical Records. Complete and accurate records of all medical examinations require by OSHA law.

Retain for duration of employment plus 30 years unless specific OSHA standard provides a different time period.

Occupational Safety and Health Act (29 C.F.R. 1910.1020).

G-10. Medical Records of Patients in EMS Run Records. Patients medical histories, reports, summaries, diagnosis, prognosis, records of treatment, medication, X-ray and radiology interpretation, physical therapy charts and lab reports.

Retain 10 years following discharge of patient or patient’s death during treatment.

For patients under mental disability or minority, records should be retained for period of minority or disability plus 1 year or 10 years following discharge, whichever is longer.

X-ray film may be disposed of after 4 years when radiologist's interpretation is made.   

T.C.A. §§ 68-11-305 and 68-140-519.

G-11. Radio and Telephone Logs. Dispatching and telephone communications with outside agencies.

Retain 5 years.

Keep for use in defense of lawsuits. Retention term based on statutes of limitations for foreseeable causes of action.

G-12. Training Records.

Retain for duration of employment plus 3 years.

Proof of training for ISO and OSHA.

G-13. Vehicle and Equipment Maintenance Records.

Retain for life of vehicle or equipment plus 1 year.

Determination of replacement, proof of maintenance; possible tort action.

 

*Indicates a mandatory retention period based on state or federal law. 

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